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Home My WebLink AboutAuthorize the write-off for stale checks and past-_2 Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brian LaMeres, City Controller and Chris Kukulski, City Manager SUBJECT: Request for authorization to write off stale-dated checks & past-due receivables MEETING DATE: July 2, 2007 BACKGROUND: The Finance Department is presenting you with a list of stale-dated checks, past- due water utility accounts receivable, and past-due miscellaneous accounts receivable. Section 7-6- 4303 MCA states that the City may cancel municipal warrants and checks written by the City which have remained outstanding and unpaid for a period of 1 year or longer. External independent auditors recommend that the City writes off past due receivables, including NSF receivables, which have been outstanding for longer than a period of 1 year. Multiple repeated attempts have been made to contact all of the parties involved, as the attachments indicate. All past-due items have now been turned over to the City Attorney’s office. It is important to point out that the Commission’s action to write off these items will not preclude the City from eventually collecting on these debts. The action by the Commission will simply result in eliminating the effects of stale activity from the City’s Balance Sheet. It essentially allows us to keep our records in order. RECOMMENDATION: The City Commission grants the request to cancel the stale items and write off the past-due accounts receivable. 4 FISCAL EFFECTS: The stale checks to be cancelled and transferred to abandoned property amount to $586.74. The total amount of past-due items to be written off is $2,006.14. This amount will be transferred from a receivable account to a bad debt expense account, which will be closed out into fund balance at the end of the fiscal year. ALTERNATIVES: As suggested by the City Commission. Respectfully submitted, Brian LaMeres, City Controller Approved by: Chris A. Kukulski, City Manager Attachments: Lists of items to be cancelled & written off Report compiled on June 27, 2007 5 Stale Checks to be Written Off of accounting General Ledger1st 2nd 3rdCheck Check Address Letter Letter LetterNumber Date Amount City, State, Zip Sent Sent SentDEMAND OPERATING ACCOUNT50817 06/07/05 10.00$ Keith A Rose 1621 W. College Ave #4010/18/05 02/17/06 08/03/06Bozeman, MT 5971551816 07/19/05 31.34$ Douglas Brown 2510 Rose St10/18/05 02/17/06 08/03/06Bozeman, MT 5971852039 07/19/05 47.37$ Bruce & W Jackson Kent 615 S Grand Ave10/18/05 02/17/06 08/03/06Bozeman, MT 5971552641 07/26/05 60.00$ Society of Municipal Aroborists PO Box 1152110/18/05 02/17/06 08/03/06St. Louis, MO 6310553444 08/30/05 5.00$ Jeremiah S Irwin 15 Michael Grove Ave10/18/05 02/17/06 08/03/06Bozeman, MT 5971854435 10/11/05 12.50$ Computer Doctors LLC 205 Haggerty Lane, Ste 15002/17/06 08/03/06 03/21/07Bozeman, MT 5971555042 11/01/05 30.00$ Ruth Guest 1220 E Curtiss St02/17/06 08/03/06 03/21/07Bozeman, MT 5971555124 11/01/05 14.43$ Cameron Smith 109 E Lamme St02/17/06 08/03/06 03/21/07Bozeman, MT 5971555385 11/15/05 10.00$ Kurt Frei 4040 E River Rd02/17/06 08/03/06 03/21/07Oscada MI, 4875055454 11/15/05 10.00$ Burton Shane Olson 91 Pebble Brook Lane02/17/06 08/03/06 03/21/07Belgrade, MT 5971455521 11/15/05 10.00$ Jake Zumbuhl 9050 S 19th Ave #C02/17/06 08/03/06 03/21/07Bozeman, MT 5971556995 12/28/05 44.44$ Pamela Burke 2988 Lily Dr02/17/06 08/03/06 03/21/07Bozeman, MT 5971857133 12/28/05 16.33$ Fabiola Zabaleta PO Box 66702/17/06 08/03/06 03/21/07New York, NY 1001157226 12/28/05 16.33$ Lisa Potter PO Box 14402/17/06 08/03/06 03/21/07Truckee, CA 9616158728 02/22/06 5.00$ Jeff Gephart 712 1/2 N Black Ave08/03/06 03/21/07 ReturnedBozeman, MT 59715PAYROLL ACCOUNTN/APayee6/27/20076 Stale Checks to be Written Off of accounting General Ledger1st 2nd 3rdCheck Check Address Letter Letter LetterNumber Date Amount City, State, Zip Sent Sent SentPayeeCOURT TRUST ACCOUNT4520 06/08/05 3.00$ Sara Marie Andrew3426 S 77th St 10/18/05 02/17/06 08/03/06Omaha, NE 681244544 07/06/05 2.00$ Chad Dominic Tompers1770 Fir Crest Ct 10/18/05 02/17/06 08/03/06Bozeman, MT 597154557 07/29/05 10.00$ Jordon Schreiber1215 Slaughter Ln W Apt 1421 10/18/05 02/17/06 08/03/06Austin, TX 787484558 07/29/05 2.00$ Jaydee Lynn Shepherd3023 Ritter Dr 10/18/05 02/17/06 08/03/06Bozeman, MT 597184590 09/08/05 1.00$ Gil Joseph Dominach23123 Nicks Rd 02/17/06 08/03/06 03/21/07Mandeville, LA 704714606 09/23/05 2.00$ Sarah Ann DittnerPO Box 11105 02/17/06 08/03/06 03/21/07Bozeman, MT 597194634 10/23/05 5.00$ Tadd Adam Pike63825 Gallatin Rd 02/17/06 08/03/06 03/21/07Gallatin Gateway, Mt 597304641 11/04/05 5.00$ Sharon D AndrewsPO Box 959/461 High Meadow Rd 02/17/06 08/03/06 03/21/07Manhattan, MT 597414642 11/04/05 3.00$ James A Houton6910 Bristol Ln 02/17/06 08/03/06 03/21/07Bozeman, MT 597184656 11/17/05 1.00$ Delisa Lee Rogers1978 Storer St Apt 2 02/17/06 08/03/06 03/21/07Idaho Falls, ID 834024763 04/21/06 190.00$ Jesse Carpenter201 - A Ok St 08/03/06 03/21/07 ReturnedBisbee, AZ 85603477104/28/0640.00$ Shane D Lotzer601 Highway 437 08/03/06 03/21/07 ReturnedToston, MT 59643586.74$ TOTAL AMOUNT TO WRITE OFF6/27/20077 Stale Water Utility Accounts to be Written Off of accounting General LedgerAccount1st 2nd 3rdTermination Account Service Notice Notice NoticeDate Number Amount Final Property Owner Address Sent Sent Sent02/28/05 14923-36260 524.59$ Tyler Garrison 1104 E Main St 02/28/05 04/19/05 06/03/0506/03/05 4201-21950 35.92$ Rick Bagley 1810 W Olive St Unit 1-B 08/09/05 10/14/06 01/11/0606/06/05 15965-38940 36.09$ Gretchen Thompson 1624 S Rouse Ave 06/10/05 07/29/05 09/13/0507/01/05 25549-1227010 90.06$ Rachel & Erick Boylestad 867 Longbow Ln 07/14/05 09/02/05 10/14/0507/25/05 14637-29620 31.15$ John P Dinneny 410 E Tamarack St 07/28/06 09/13/05 11/01/0508/10/05 21281-78030 78.67$ Phillip Leavell 738 Aster Ave 09/12/05 11/05/05 01/11/0608/11/05 22531-84790 32.89$ 19th Ave Properties LLC 2501 N 19th Ave 10/31/05 01/11/06 01/30/0609/13/05 12111-57230 53.81$ Gerald E Bjergo 116 Michael Grove Ave 10/31/05 01/11/06 01/30/0611/03/05 21359-30390 28.23$ Zach Bethke 318 N Rouse Ave 11/08/05 01/11/06 02/07/0611/10/05 26833-147040 7.93$ Nick Bergstrom 818 Matheson Ave 12/20/05 02/07/06 03/31/0611/10/05 26833-147050 7.93$ Nick Bergstrom 824 Matheson Ave 12/20/05 02/07/06 03/31/0602/01/06 22469-128680 12.13$ Roger Craft 953 Jessie Ave 02/10/06 03/31/06 05/15/0602/09/06 20419-22280 763.90$ Yellowstone Restaurant Group 302 N 7th Ave 02/28/06 04/19/06 06/20/0602/10/06 27315-122120 9.35$ Josh & Sarah Palmer 712 Forestglen Ave 03/30/06 05/23/06 07/06/0603/10/06 20893-109120 29.15$ Cody & Brooke Crawford 102 Sanders Ave 03/14/06 05/08/06 06/20/0603/10/06 1831-9200 118.93$ Mary E Greene 1711 S Willson Ave 04/10/06 06/02/06 07/19/0603/10/06 20015-106760 30.14$ Kathryn Brasted 22 Meriwether Ave 04/18/06 06/12/06 07/20/061,890.87$ TOTAL AMOUNT TO WRITE OFF6/27/20078 Miscellaneous Accounts Receivable to be Written Off of accounting General LedgerLastTrans Customer AddressDate Amount Type Customer Name City, State, Zip12/27/05 115.27$ MI Dana Larose Vautier 814 S 7TH AVE Damaged Sign on Rouse & LammeBOZEMAN, MT 59715 Monthly statements-returned undeliverable New address-also returned undeliverable115.27$ TOTAL AMOUNT TO WRITE OFF9