HomeMy WebLinkAboutReso 2016-2617 RESOLUTION NO. 2016- 2 t1
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING THE WRITE-OFF OF
UNCOLLECTIBLE ACCOUNTS (NSF ITEMS), IN THE AMOUNT OF
ONE THOUSAND NINE HUNDRED SEVENTY-FIVE DOLLARS
($1,975.00) IN THE GENERAL FUND, AND TWO THOUSAND FIVE
HUNDRED SIX DOLLARS AND FIVE CENTS ($2,506.05) IN THE
BUILDING FUND, WITH A TOTAL AMOUNT OF FOUR THOUSAND
FOUR HUNDRED EIGHTY-ONE DOLLARS AND FIVE CENTS
($4,481.05) BEING WRITTEN OFF; AUTHORIZING THE CITY
MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE
THE TERMS OF THIS RESOLUTION; PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, the City of Sunny Isles Beach Finance Department, on an annual basis,
reviews all uncollectible accounts (NSF items) not settled/collected and makes a determination as
to whether such items can reasonably be expected to be collected; and
WHEREAS, each responsible Department makes permanent notations in their respective
system (RecPro/SmartGov) and places a "hold" on customer accounts until such time as the NSF
and respective fees are paid before any additional services are rendered by the City; and
WHEREAS, accounts are deemed uncollectible after two (2) years for accounting
purposes and must be formally written off by the Finance Department; and
WHEREAS, the City wishes to write-off the uncollectible accounts (NSF), in the amount
of One Thousand Nine Hundred Seventy-Five Dollars ($1,975.00) in the General Fund, and Two
Thousand Five Hundred Six Dollars and Five Cents ($2,506.05) in the Building Fund, with a
total amount of Four Thousand Four Hundred Eighty-One Dollars and Five Cents ($4,481.05)
being written off, which were incurred prior to October 1, 2014.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Write-Off of Uncollectible Accounts. The City Commission of the
City of Sunny Isles Beach hereby approves the write-off of the uncollectible accounts (NSF
items) in the amount of One Thousand Nine Hundred Seventy-Five Dollars ($1,975.00) in the
General Fund, and Two Thousand Five Hundred Six Dollars and Five Cents ($2,506.05) in the
Building Fund, with a total amount of Four Thousand Four Hundred Eighty-One Dollars and
Five Cents ($4,481.05) being written off.
Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this resolution.
R2016-Write-Off Of Uncollectible Accounts.Doc Page 1 oft
Section 3. Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 20th day of October 2016.
Vow •3-irge H. Schol , Mayor
ATTEST:
'cc AJane A. Ines,MMC, City Clerk
APPROVED AS TO FORM AND
LE •1 ' 1 CIENCY
ttinot, City Attorney
Moved by: COM*. 01,,pvl/1 J
Seconded by: C.ovv to, \/t vJ
•
Vote:
Mayor Scholl (Yes) (No)
Vice Mayor Gatto (Yes) (No)
Commissioner Goldman ✓ (Yes) (No)
Commissioner Levin (Yes) (No)
Commissioner Scholl ---7(Yes) (No)
R2016-Write-Off Of Uncollectible Accounts Page 2 of 2
�SVrINY �S4Fs City of Sunny Isles Beach George"Bud" Scholl, Mayor
18070 Collins Avenue Jeanette Gatto, Vice Mayor
'� y9 SunnyIsles Beach, Florida 33160 Isaac Aelion, Commissioner
ti . 4
0 . °i='----=-�'. = Dana Goldman, Commissioner
305.947.0606 City Hall Jennifer Levin, Commissioner
305.949.3113 Fax
iF °9,, �.oP 4:. Christopher J. Russo, City Manager
' c''TY F`�OF SUN 1.4° Hans Ottinot, City Attorney
Jane A. Hines, MMC, City Clerk
MEMORANDUM
TO: Christopher J. Russo, City Manager
FROM: Audra K. Curts-Whann, Finance Director
DATE: September 12, 2016
RE: NSF Notices not settled at 09/30/16
BACKGROUND:
Periodically, a payment made by check to the Cultural and Community Services Department or
the Building Department is returned due to non-sufficient funds or checks from a closed account.
The procedure for when notified of such occurrence is that a member of the Finance Department
will advise the department that the payment originated in. The department in turn will note the
individual/company account, contact the individual/company, and put a "hold" on the account,
prohibiting future registration/permit payments/license issuance until the returned check is
settled, and a$30.00 NSF fee paid.
SITUATION:
On an annual basis, Finance will review all NSF's not settled, and make determinations as to
whether such items should reasonably be expected to be collected. Although each department
places a hold on the individual's/company's account that has a check returned for whatever
reason, in some cases, attempts to contact the individual do not result in the NSF being settled.
The City can, and does continue to have individual/company's account on "hold" status
indefinitely in RecPro/SmartGov respectively, until a replacement payment is made and the NSF
fee paid, however, open NSF's that are not reasonably expected to be collected must be written
off.
Per the attached detail, the total "open" — not settled NSF's from CCS (Fund 001) prior to
October 1, 2014 total $1,975.00, and the total "open" — not settled NSF's from the Building
Department prior to October 1, 2014 (Fund 140) total $2,506.05.
Page 1 of 2
RESPONSE REQUESTED:
Finance is requesting approval to write off these receivables. As the current process was not
started until June 2012, a write-off has never been necessary until now. No procedure is
currently in place governing how the City shall process such write-offs. We(Finance) are
requesting direction from the City Manager as to whether these items should be taken to the City
Commission.
❑ I approve the write-off totaling$4,481.05 (Funds 001 and 140 total) for the period of
June 2012 to September 30, 2014.
VI prove only with Commission approval. Please add to October agenda.
p�3v/j6
Signature of City Manager Date
Page 2 of 2
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so-s) ..,. City of Sunny Isles Beach
1, 3 , 18070 Collins Avenue
Sunny Isles Beach, Florida 33160
Fci;O.° se (305)947-0606 City Hall
9, s, ,5— (305)949-3113 Fax
MEMORANDUM
TO: The Honorable Mayor and City Commission
VIA: Christopher J. Russo, City Manager
FROM: Audra K. Curts-Whann, Finance Director
DATE: 10/20/2016
RE: Writeoff of Uncollectible Accounts -September 30, 2016
RECOMMENDATION:
Recommend approval to write off uncollectible accounts (NSF items)
totaling $1,975.00 in the General Fund and $2,506.05 in the Building
Fund (grand total $4,481.05).
REASONS:
On an annual basis, Finance reviews all NSF items not settled/collected
and makes a determination as to whether such items can reasonably be
expected to be collected. Each responsible department makes
permanent notations in their respective system (RecPro/SmartGov)and
places a "hold" on customer accounts until such time as the NSF and
respective fees are paid before any additional services are rendered by
the city. However, accounts are deemed uncollectible after two years
for accounting purposes and must be formally written off by Finance.
The amounts being written off were incurred prior to October 1, 2014.
ADDITIONAL INFORMATION:
See attachments.
FUNDING SOURCE:
General Fund : 001-2-5130-449000-00000
185
Building Fund: 140-4-5150-449000-00000
ATTACHMENTS:
Description
Backup Unsettled NSF 093016
Resolution
Item Number: 10.H.
186