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Home My WebLink AboutDocumentation_Regular_Tab 15_9/12/2019Agenda Item #15. Regular Council STAFF MEMO Meeting: Regular Council - Sep 12 2019 Staff Contact: James Trube, Fire Chief Department: Fire Resolution 40-19 Authorizing Write -Off of Uncollectable EMS Transport Fees and Amending and Increasing the FY 2018/19 General Fund #001 Budget by Appropriating Fund Balance in the Amount of $40,311.35 to Fund Bad Debt BUDGET INFORMATION: BUDGETED AMOUNT: 0 AVAILABLE AMOUNT: 0 EXPENDITURE AMOUNT: 40, 311.35 Additional Budgetary Information: Funding Source(s): APPROPRIATE Staff Memo Exhibit A EMS Write Off Resolution Page 427 of 485 Agenda Item #15. v� OF reQ\ VILLAGE OF TEQUESTA , �a TEQUESTA FIRE -RESCUE INTER -OFFICE MEMORANDUM �a xes/ DATE: 8/21 /2019 TO: Village Manager FILE: Admin 19-42 FROM: James Trube, Fire Chief Zach Wichert, EMS Billing Specialist SUBJECT: Uncollectible balance write-off Issue: Please find attached a list for account #001-000-115.210 of balances currently determined to be uncollectible for various reasons, mostly due to the patients being deceased, bankrupt or currently in collections. The accounts listed range from 1/1/2014 through the end of FY 2016-17 (9/30/2017), which was previously discussed with and approved by the Finance Department as an acceptable time range. Suggested total write-offs: $40,311.35 Page 428 of 485 Agenda Item #15. Village of Tequesta EXHIBIT'A' Accounts Receivable to be Written -Off Selected By: Dates of Service for FY 10/2013 - 9/2014, 10/2014 - 9/2015, 10/2015 - 9/2016 FINANCIAL CLASS: Uncollectible Type of Debt Owed Dept Patient Acct # Dates of Service Current Balance Write-off Reason for Write-off 1 EMS Transport Fire 73 2/9/2014 60.00 Uncollectible, Deceased 2 EMS Transport Fire 97 2/18/2014-1/20/2017 779.74 Uncollectible, Deceased 3 EMS Transport Fire 103 3/11/2014 - 3/13/2015 194.30 Uncollectible, Deceased 4 EMS Transport Fire 200 4/21/2014-1/9/2015 998.54 Uncollectible, Deceased 5 EMS Transport Fire 230 9/11/2014 - 3/28/2017 505.16 Uncollectible, other 61 EMS Transport Fire 1 581 1/24/2015 78.36 Uncollectible, Deceased 7 EMS Transport Fire 603 2/7/2015 188.78 Uncollectible, Bankruptcy 8 EMS Transport Fire 715 4/4/2015 628.63 Uncollectible, Deceased 9 EMS Transport Fire 194 5/20/2015-12/31/2015 947.58 Uncollectible, Deceased 10 EMS Transport Fire 944 9/25/2015 504.60 Uncollectible, Bankruptcy 11 EMS Transport Fire 1 957 10/9/2015 - 8/14/2016 1373.16 Uncollectible, Bankruptcy 12 EMS Transport Fire 627 11/10/2015 226.98 Uncollectible, Deceased 13 EMS Transport Fire 1108 1/6/2016 646.03 Uncollectible, Deceased 14 EMS Transport Fire 1090 1/9/2016 171.75 Village employee 15 EMS Transport Fire 1191 3/4/2016 67.23 Uncollectible, In collections 16 EMS Transport Fire 1216 3/22/2016 7.88 Uncollectible, other 17 EMS Transport Fire 789 3/27/2016 250.00 Uncollectible, Deceased 18 EMS Transport Fire 1245 4/6/2016 460.38 Uncollectible, Deceased 19 EMS Transport Fire 1143 5/7/2016 275.00 Uncollectible, Deceased 20 EMS Transport Fire 1375 7/15/2016 275.00 Uncollectible, Deceased 21 EMS Transport Fire 1229 9/18/2016 91.49 Uncollectible, In collections 22 EMS Transport Fire 1439 9/19/2016 460.38 Uncollectible, other 23 EMS Transport Fire 162 9/29/2016 23.93 Uncollectible, other 24 EMS Transport Fire 1458 10/4/2016 458.93 Uncollectible, In collections 25 EMS Transport Fire 1461 10/8/2016 459.65 Uncollectible, In collections 26 EMS Transport Fire 1457 10/11/2016 - 8/25/2017 1376.06 Uncollectible, Indigent 27 EMS Transport Fire 1463 10/11/2016 456.75 Uncollectible, In collections 28 EMS Transport Fire 1471 10/16/2016 67.97 Uncollectible, In collections 29 EMS Transport Fire 1297 11/3/2016 448.05 Uncollectible, In collections 30 EMS Transport Fire 1480 11/4/2016 200.00 Uncollectible, In collections 31 EMS Transport Fire 1492 11/13/2016 504.60 Uncollectible, Indigent 32 EMS Transport Fire 1494 11/14/2016 460.38 Uncollectible, other 33 EMS Transport Fire 1084 11/15/2016-12/15/2016 900.00 Uncollectible, In collections 34 EMS Transport Fire 1503 11/16/2016 464.00 Uncollectible, In collections 35 EMS Transport Fire 731 11/18/2016 78.63 Uncollectible, In collections 36 EMS Transport Fire 1506 11/19/2016 456.75 Uncollectible, In collections 37 EMS Transport Fire 1507 11/20/2016 458.93 Uncollectible, In collections 38 EMS Transport Fire 1516 11/30/2016 459.65 Uncollectible, In collections 391 EMS Transport Fire 1517 11/30/2016 458.93 Uncollectible, In collections 401 EMS Transport Fire 1 1518 12/3/2016 461.10 Uncollectible, Indigent Page 429 of 485 Agenda Item #15. Village of Tequesta EXHIBIT'A' Accounts Receivable to be Written -Off Selected By: Dates of Service for FY 10/2013 - 9/2014, 10/2014 - 9/2015, 10/2015 - 9/2016 FINANCIAL CLASS: Uncollectible 41 EMS Transport Fire 1520 12/5/2016 457.48 Uncollectible, In collections 42 EMS Transport Fire 61 12/8/2016 461.83 Uncollectible, In collections 43 EMS Transport Fire 1530 12/8/2016 250.00 Uncollectible, In collections 44 EMS Transport Fire 1406 12/9/2016 275.00 Uncollectible, In collections 451 EMS Transport Fire 1535 12/15/2016 457.48 Uncollectible, Deceased 46 EMS Transport Fire 1536 12/16/2016 456.75 Uncollectible, In collections 47 EMS Transport Fire 851 12/19/2016 - 7/14/2017 917.13 Uncollectible, Indigent 48 EMS Transport Fire 1529 12/21/2016 - 9/14/2017 922.93 Uncollectible, In collections 49 EMS Transport Fire 1540 12/21/2016 457.48 Uncollectible, In collections 50 EMS Transport Fire 1571 1/3/2017 265.00 Uncollectible, In collections 51 EMS Transport Fire 1551 1/6/2017 131.53 Uncollectible, In collections 52 EMS Transport Fire 1566 1/7/2017 457.48 Uncollectible, In collections 53 EMS Transport Fire 932 1/22/2017 99.58 Uncollectible, In collections 54 EMS Transport Fire 1581 1/24/2017 - 2/9/2017 920.76 Uncollectible, In collections 55 EMS Transport Fire 737 1/27/2017 - 6/25/2017 750.00 Uncollectible, Deceased 56 EMS Transport Fire 248 2/3/2017 460.38 Uncollectible, In collections 57 EMS Transport Fire 1591 2/15/2017 - 5/4/2017 206.16 Uncollectible, other 58 EMS Transport Fire 1416 2/21/2017 459.65 Uncollectible, In collections 59 EMS Transport Fire 1598 2/22/2017 460.38 Uncollectible, In collections 60 EMS Transport Fire 1603 2/23/2017 - 3/6/2017 921.48 Uncollectible, In collections 61 EMS Transport Fire 1607 2/27/2017 561.15 Uncollectible, In collections 62 EMS Transport Fire 1543 3/3/2017 456.75 Uncollectible, In collections 63 EMS Transport Fire 1621 3/9/2017 456.03 Uncollectible, In collections 64 EMS Transport Fire 1622 3/9/2017 94.19 Uncollectible, In collections 65 EMS Transport Fire 1623 3/11/2017 - 3/17/2017 935.98 Uncollectible, In collections 66 EMS Transport Fire 1637 3/13/2017 91.50 Uncollectible, In collections 67 EMS Transport Fire 1638 3/14/2017 - 3/24/2017 200.31 Uncollectible, In collections 68 EMS Transport Fire 1639 3/14/2017 405.33 Uncollectible, In collections 69 EMS Transport Fire 1647 3/21/2017 456.03 Uncollectible, In collections 70 EMS Transport Fire 1649 3/21/2017 457.48 Uncollectible, In collections 71 EMS Transport Fire 1632 3/22/2017 455.30 Uncollectible, In collections 72 EMS Transport Fire 1660 3/30/2017 100.00 Uncollectible, In collections 73 EMS Transport Fire 1661 3/31/2017 458.20 Village employee 74 EMS Transport Fire 1680 4/15/2017 456.75 Uncollectible, In collections 75 EMS Transport Fire 1689 4/22/2017 462.55 Uncollectible, In collections 76 EMS Transport Fire 1364 5/3/2017 - 6/27/2017 750.00 Uncollectible, In collections 77 EMS Transport Fire 1698 5/9/2017 469.08 Uncollectible, In collections 78 EMS Transport Fire 1728 5/9/2017 662.70 Uncollectible, In collections 79 EMS Transport Fire 1704 5/12/2017 92.22 Uncollectible, In collections 80 EMS Transport Fire 1 1706 5/13/2017 250.00 Uncollectible, In collections 81 EMS Transport Fire 1740 5/13/2017 120.09 Uncollectible, In collections 821 EMS Transport Fire 1741 5/13/2017 1 454.58 Uncollectible, In collections 83 EMS Transport Fire 1742 5/13/2017 1 457.48 Uncollectible, In collections Page 430 of 485 Agenda Item #15. Village of Tequesta EXHIBIT'A' Accounts Receivable to be Written -Off Selected By: Dates of Service for FY 10/2013 - 9/2014, 10/2014 - 9/2015, 10/2015 - 9/2016 FINANCIAL CLASS: Uncollectible 84 EMS Transport Fire 1714 5/14/2017 461.83 Uncollectible, In collections 85 EMS Transport Fire 1711 5/14/2017 270.38 Uncollectible, In collections 86 EMS Transport Fire 1712 5/27/2017 213.07 Uncollectible, Deceased 87 EMS Transport Fire 1720 5/30/2017 458.20 Uncollectible, In collections 88 EMS Transport Fire 1 1732 6/2/2017 471.25 Uncollectible, In collections 89 EMS Transport Fire 1117 6/9/2017 460.38 Uncollectible, other 90 EMS Transport Fire 1755 6/10/2017 - 3/19/2018 101.50 Uncollectible, Deceased 91 EMS Transport Fire 1737 6/10/2017 461.83 Uncollectible, In collections 92 EMS Transport Fire 1357 6/11/2017 205.00 Uncollectible, Deceased 93 EMS Transport IFire 1 1738 6/14/2017 465.45 Uncollectible, In collections 941 EMS Transport I Fire 1 181 6/17/2017 265.00 Uncollectible, In collections TOTAL: $40, 311.35 Page 431 of 485 Agenda Item #15. Village of Tequesta EXHIBIT'A' Accounts Receivable to be Written -Off Selected By: Dates of Service for FY 10/2013 - 9/2014, 10/2014 - 9/2015, 10/2015 - 9/2016 FINANCIAL CLASS: Uncollectible Page 432 of 485 Agenda Item #15. Village of Tequesta EXHIBIT'A' Accounts Receivable to be Written -Off Selected By: Dates of Service for FY 10/2013 - 9/2014, 10/2014 - 9/2015, 10/2015 - 9/2016 FINANCIAL CLASS: Uncollectible Page 433 of 485 Agenda Item #15. Village of Tequesta EXHIBIT'A' Accounts Receivable to be Written -Off Selected By: Dates of Service for FY 10/2013 - 9/2014, 10/2014 - 9/2015, 10/2015 - 9/2016 FINANCIAL CLASS: Uncollectible (2018 balance = $7.25) Page 434 of 485 Agenda Item #15. RESOLUTION NO.40-19 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, AUTHORIZING THE WRITE-OFF OF UNCOLLECTABLE EMS TRANSPORT FEES AS IDENTIFIED IN THE ATTACHED EXHIBIT A, AMENDING AND INCREASING THE FISCAL YEAR 2018/2019 GENERAL FUND #001 BUDGET BY APPROPRIATING FUND BALANCE IN THE AMOUNT OF $40,311.35 TO FUND BAD DEBT AND AUTHORIZING THE VILLAGE MANAGER TO PROCEED ON BEHALF OF THE VILLAGE PROVIDING FOR SEERABILITY; PROVIDING AN EFFECTIVE DATE; AND FOR OTHER PURPOSES. WHEREAS, the Village of Tequesta has attempted collection of EMS transportation fees of specific accounts totaling $40,311.35, as listed on the attached Exhibit A and as generated by the Fire Department's EMS software and has determined these accounts to be uncollectable; WHEREAS, the Village is appropriating fund balance to fund the write-off of the uncollectable accounts, therefore the transaction will be recorded in General Fund #001 as follows: Dr. 001-192-549.397 Bad Debt Expense $40,311.35 Cr. 001-990-399.999 Appropriate Fund Balance $40,311.35 WHEREAS, the write-off of the uncollectable accounts listed in Exhibit A is authorized solely to facilitate the keeping of the books of account of the Village, and under no circumstances shall any write-off be deemed to constitute a relinquishment or abandonment by the Village of any such account or claim, and nothing shall be deemed or construed to prevent the Village from collecting or enforcing payment of any such account or claim at any time; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1. Resolution No.40-19 is hereby approved authorizing the write-off of uncollectable EMS transportation fee accounts as listed in Exhibit A to facilitate the keeping of the books of account of the Village, and appropriating fund balance to fund bad debt expense in department 192, Fire Control in the amount of $40,311.35; Section 2. This Resolution shall become effective immediately upon passage. Page 435 of 485