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05/21/2019 06E 2019 1st Quarter Accounts Receivable Status Report to\'4\lyy tbxk ik 1 111;4:il P 1 PPi ittYlltYlt.\ta. BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEM ENT Item No. 6.E. For Meeting of: May 21, 2019 ITEM TITLE: 2019 1st Quarter Accounts Receivable Status Report SUBMITTED BY: Steve Groom, Director of Finance and Budget SUMMARY EXPLANATION: This report lists all accounts receivable balances handled through Central Billing, including Recurring Receivable and Installment Accounts. The report has the following components: • Staff Report • Exhibit I --Accounts Receivable Summary (Includes total amounts billed and collected during the quarter.) • Exhibit II -- Gambling Delinquency Detail • Exhibit III -- Local Improvement District (LID) Receivables ITEM BUDGETED: NA STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Review only. Submitted for routine transparency and accountability. BOARD/COMMITTEE RECOMMENDATION: ATTACHMENTS: Description Upload Date Type D 20191 t C carter re rt 5/7/2019 r Me o 2 , , ,s FINANCE DEPARTMENT is r To: Mayor and City Council Cliff Moore,City Manager From: Steve Groom,Finance Department Kathy Miles,Financial Services Date: May 21,2019 Subject: Accounts Receivable Status Report- 1st Quarter 2019 This report presents the status of general receivables (non-utility billing) accounts as of March 31,2019 that are billed centrally by the Finance Department. The report that follows summarizes activity and balances of general accounts and Local Improvement District (LID) assessment accounts. Summary • Total general accounts ending balance increased by$21,932 or 2.1%from prior quarter. Accounts in collection total$163,823,or 15.5%of total ending balance. • Total LID accounts ending balance decreased by$15,833 or 11.1%from prior quarter. • The collections process is managed continuously and reviewed monthly • Past due accounts are placed monthly with the city's collection agency Collection Processes Collection requirements vary between types of billing. For example,the City uses a collection agency to collect significantly past due accounts in categories such as traffic,miscellaneous,and parks,whereas unpaid sewer contracts become a lien against the real property. Collection activity of delinquent LID accounts are coordinated with the City's legal department. Accounts are sent to the City's collection agency when the balance is more than 90 days past due. After collection efforts are exhausted, uncollectible accounts are reported annually to the City Council for write-off approval. 2019 Accounts Receivable Quarterly Report-1 3 RECURRING RECEIVABLES DETAIL Exhibit I Downtown Yakima Business Improvement District-Annually/Quarterly(DYBID) DYBID funds provide downtown services including deaning,maintenance,landscaping,safety and business development activities. There are two types of billings, quarterly to all property/business owners and annual billings to all individual businesses: Annual Charges-The $17,487 in the collection column is for 92 accounts. Quarterly Charges-The$9,320 in the collection column is for 22 accounts. Fire Inspections The Fire Department is currently doing about 500 inspections and compliance re-inspections per month; there are currently 349 accounts in collection for a total of$51,214. Front Sheet Business Improvement Assessment(FSBI) Originally created in 2006,this program was created for the purpose of assisting trade,economic viability and livability within the FSBI area. A total of 14 accounts are in collection,totaling$4,553. Fruitvale Canal Billing A separate irrigation fee for customers connected directly to the Fruitvale Canal,which is not owned by the City. The City buys water through shares to serve City customers. There are 50 accounts billed annually. A total of 2 accounts are in collection,totaling$100. Miscellaneous Billing Recurring billings in this category include transit bus passes for non-governmental entities,refuse charges,rents and retiree premiums for health benefits. A total of 30 accounts are in collection, totaling $11,445,primarily for Police event services and refuse bin charges. Intergovernmental This category includes billings to other governmental agencies,including state agencies, counties,cities, school districts,and local police and fire departments. Generally considered collectible,balances are normally only a result of the timing of payments. Traffic Engineering/Engineering Billing This account is generally for sidewalk safety repairs, and currently has nothing in collection. Parks and Recreation Billing This account includes billings for pool and field rentals,along with other program charges. A total of 9 accounts are in collection totaling$4,136. Airport The majority of the$2,744 the collection column is for two vendors. Most of these charges are for a delinquent lease,which is still incurring charges. The City continues to seek resolution. The$2,615 in the legal column pertains to a land lease that the cities Legal department is looking into. The Water/Wastewater Invoices and Connections A total of 22 accounts are in collection,totaling$47,103,mainly for Wastewater pretreatment and strong water fees,Water permits and Water and Wastewater equipment. 2019 Accounts Receivable Quarterly Report-2 4 GAMBLING TAX DETAIL Exhibit II Gambling Tax The power to impose a Gambling Tax was adopted by ordinance in the City of Yakima in 1974. The largest part of these taxes come from card games, with Punch boards,pull tabs and amusement games making up for the rest. This quarter the City received $255,104 in gambling tax revenue,year to date,this represents 24.3% of the budgeted amount for the year($1,050,690),a decrease of 0.7%. Gambling Tax Delinquencies -Exhibit II details the status of delinquent gambling tax accounts. The beginning and ending balances are primarily comprised of two delinquent accounts. One,totaling $15,719,has been sent to collection and the second,totaling$4,555,is making payments,coordinatng with the City's Legal Department. The City informs the Gambling Commission of the status of these accounts and keeps them informed of any changes to further any collection efforts. According to RCW 9.46.070,the Gambling Commission has the authority to revoke or suspend a gambling licenses for violation of any provisions of the rules and regulations adopted in the code. LID ASSESSMENT DETAIL Exhibit III Local Improvement District(LID) LID assessments are generally for improvements made to a parcel related to the Wastewater system. There are currently six LIDs that the City is collecting assessments on,improvements all done previous to 2009. Delinquent amounts are unpaid installments for prior years plus interest. At of the end of the quarter,the delinquent principal balance is$89,602. When accumulated interest of$28,690 is added,the total amount past due is$118,292. The City's Legal Department is involved with collection efforts. 2019 Accounts Receivable Quarterly Report-3 RECURRING RECEIVABLES SUMMARY Exhibit I Approximate 1st Quarter Activity Status Billings Beginning New Inv Ending Current- Over Over Recurring Receivables Detail M Q A Balance Billed Write-offs Balance 90 Days 90 Days 120 Days Collection Legal Downtown Yak Bus Imp Dist Annual(DYBIDA) 280 $ 18,837 $ 28,700 $ 18,624 $ 28,913 $ 10,526 $ $ 900 $ 17,487 $ Quarterly(DYBID) 700 22,718 34,486 32,943 24,261 3,529 11,412 9,320 Fire Inspections 500 97,384 49,275 44,406 102,253 25,723 7,400 17,916 51,214 Front St Business Impr(PSBI) 60 6,087 1,184 1,850 5,421 434 434 4,553 Fruitvale Canal Billing(FC) 100 125 125 25 100 Miscellaneous 75 19,364 63,421 38,716 44,068 31,628 995 11,445 Intergovernmental 350 25 35 446,908 933,921 927,515 453,314 443,296 75 9,943 Traffic Eng./Engineering 5 1,520 150 150 1,520 150 50 1,320 Parks&Recreation(WEED) 20 5 15,553 9,555 5,998 1,837 25 4,136 Airport 280 34,048 167,742 159,807 41,984 30,282 230 6,112 2,744 2,615 Water/WW Inv&Connections City of Yakima 90 10 244,140 413,569 495,657 162,052 84,328 30,621 47,103 Terrace Heights/Union Gap 5 110,313 330,931 271,875 169,370 169,370 Sub-total Receivables 1,305 805 430 1,016,997 2,023,379 2,001,098 1,039,279 799,266 9,592 79,703 148,102 2,615 Gambling Tax 12 20,624 255,104 255,454 20,274 15,719 4,555 Total 1,305 817 430 $ 1,037,621 $ 2,278,483 $ 2,256,552 $ 1,059,553 $ 799,266 $ 9,592 $ 79,703 $ 163,821 $ 7,170 Approximate Original Beg 1st Quarter Activity Ending Delinquent Billings Principal Principal Total Principal Interest& Total Installment Receivables M Q A Balance Balance Principal Interest Payments Balance Principal Penalties Past Due LID Assessments 60 $ 1,773,787 $ 142,955 $ 15,833 $ $ 15,833 $ 127,122 $ 89,602 $ 28,690 $ 118,292 Legend: M=Monthly Q=Quarterly A=Annually Note:Amounts shown net of prepayments 2019 Accounts Receivable Quarterly Report-4 GAMBLING TAX DETAIL Exhibit II 1st Quarter Account(s)sent to Collection: Balance Michael's Tavern(1st-4th Qtr 13) $ 11,938 Michael's Tavern(1st-2nd Qtr 14) 3,781 15,719 Account currently at with payment arrangements per Legal: Brews&Cues(1st-4th Qtr 14) 4,555 Total $ 20,274 LID ASSESSMENT DETAIL Exhibit III 1st Quarter Activity Delinquent #of Beginning Ending Total LID#-Description Accts Balance Payments Balance Principal Interest Past Due 1052-Willow Area Water Main 1 $ 286 $ 286 $ 285 $ 28 $ 313 1056-S.7th,8th,&9th Avenue Sewer 1 1,229 548 681 682 20 702 1057-N. 84th Avenue&Hawthorne Drive Sewer 3 18,131 18,131 18,131 7,933 26,064 1058-N. 95th Avenue,94th Place,W.Yakima Avenue Sewer 2 8,021 8,021 8,021 3,680 11,701 1060-N. 85th Avenue&Kail Drive Sewer 6 15,625 448 15,177 324 204 528 1061-Simpson Lane Sewer 45 99,663 14,837 84,826 62,159 16,825 78,984 Total 58 $ 142,955 $ 15,833 $ 127,122 $ 89,602 $ 28,690 $ 118,292 2019 Accounts Receivable Quarterly Report-5