If any board, commission, or head of any department finds that any money is due, or believed to be due the City for fees for permits, or resulting from the issuance of any permit or as the result of the contemplated issuance of a permit, or resulting from any services performed by the City at the special instance and request of the debtor, or resulting from any act of the debtor, and is uncollectible, or that efforts to collect any sum would be disproportionately costly in relation to the probable outcome of the collection efforts, the board, commission, or head of a department, shall prepare a report setting forth the findings and submit the findings and reasons to a Collections Board of Review. The report from each board, commission, or head of any department shall be prepared and submitted to the Collections Board of Review no less than semi-annually.
To aid in the collection of accounts receivable and the write-off of uncollectible accounts, each department with accounts receivable shall maintain a listing of all its accounts receivable arranged by age of the account. Information on the age, type of account and other information, as required by the protocols and procedures adopted by the Collections Board of Review, of the uncollectible account will be included in the findings submitted to the Collections Board of Review for each account included in the report.
The Collections Board of Review shall consist of the Controller, the Director of Finance, and the City Administrative Officer, or the duly appointed representative of each. The Controller shall be the Chair and shall be responsible for establishing and publicizing a regular meeting schedule to all City departments, developing a standard reporting format, and for notifying the respective department of the Board's decision as to each report of uncollectible accounts. The Collections Board of Review shall convene at least quarterly unless there are no reports from City departments to be considered.
Upon unanimous approval of the findings by the Collections Board of Review, the board, commission or head of the department concerned, is authorized to remove from the active accounts receivable of that board, commission or department, any unpaid sum owing, or believed to be owing, to the City from any person, when the amount involved is less than the sum of $5,000.00. If unanimously approved by the Collections Board of Review, the effective date when an individual account is removed from active status shall be the Board's approval date, unless the Collections Board of Review chose a different removal date in order to accommodate request(s) for additional information or contingency approvals.
SECTION HISTORY
Based on Ord. No. 107,216.
Amended by: Ord. No. 169,250, Eff. 1-21-94; Ord. No. 175,944, Eff. 6-12-04; Last Para., Ord. No. 180,910, Eff. 11-20-09; Title and Section, Ord. No. 182,633, Eff. 8-25-13.