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HomeMy WebLinkAboutBudget/Finance Committee Minutes 04.20.2017 MINUTES BUDGET/FINANCE COMMITTEE APRIL 4,2017 5:35 P.M. CONFERENCE ROOM MEMBERS PRESENT: Emelie Eaton Chuck Dickerson Doug Poehis Tom Nelson OTHERS PRESENT: Bethany Keeler Mark Mace Judge Jean Kerr Sheri Phillips Chairwoman Emelie Eaton called the regular meeting of the Budget/Finance Committee to order at 5:35 p.m. There were two gentlemen in attendance. The next regular Budget/Finance meeting will be Tuesday,April 18, 2017 at 5:35 p.m. Chairwoman Emelie Eaton started out the Timepay conversation by stating that the committee wanted to know if there was a written collection policy. Sheri stated that there was a written policy and that the policy had been approved by the Budget/Finance Committee in 2016. Emelie asked that the written policy be given to Bethany by Tuesday the 18th. Sheri presented a packet of information to the committee. One of the issues the Court is having is in regards to social security numbers. The Court didn't collect them until 2015-2016 and without them the individuals cannot be sent to collections. Doug asked how the court was going to collect social security numbers for accounts that currently had none on file. Sheri explained that she had recently sent over to Records&Driver Control a list of individuals that she had driver's license numbers for but no social security numbers. Records&Driver Control can then match the driver's license information to a social security number and provide that information to Sheri. This would then allow the court to turn the accounts over to collections. Sheri stated that the Court cannot collect on or turn over to collections accounts that belong to individuals that are incarcerated. Doug asked how the Court knows when an incarcerated individual is released. Sheri stated that she checks on incarcerated debtors monthly. Judge Kerr stated that if an individual is in a half-way house and has a job, the Court can then collect money for their fines. The Judge works closely with the individual's case workers to collect payments. Sheri stated that held tax money is being received from SABHRS on individuals that had been turned into them for collections. SABHRS will put a hold on any tax money for 30 days and allow the tax payer that time to contest the debt. If the debt is not contested,the money will be released to the City. Doug asked how often SABHRS provides the City with payments. Sheri stated that they usually receive the money via direct deposit two weeks after the hold period. The Court then writes a check, out of the Courts bank account,to be deposited into the City's bank account. All Court funds are part of the General Fund. Doug asked at what point are any outstanding debts written off. Sheri stated that debts are written off after 10 years,and this is done quarterly. Chuck asked if checks were written out of the Court's banking account for supplies. Sheri stated that checks were written for restitution payments to victims and for the return of bonds. Chuck asked if bonds had to be returned to individuals that owed money for fines. Sheri stated that bonds must be returned to individuals by law if they choose that option. Driver's licenses are suspended by the Judge if fines are not paid. Judge Kerr stated that she does not remove the suspension on driver's licenses or warrants, even after a debt is written off. Tom asked if individuals that have fines imposed on them are given the option 1 to roll over their bond money to pay on the fines. Judge Kerr stated that they are always given that option. Tom asked if the accounts without social security numbers were all over 60 days old. Sheri stated that they were because social security numbers were collected after 2015-2016. Chuck asked if the Court could place liens on property or paychecks. Judge Kerr stated that the Courts cannot place liens on things. Emelie asked what SABHRS stood for. Sheri stated that it is the Statewide accounting system. Bethany asked what the committee would like to see reported at each meeting. Chuck stated that he would like to see any activity from this meeting till next meeting. Sheri asked if he wanted to see new collections,new restitution and new bonds. She stated that the Full Court software does not provide aging reports. Chuck stated that he didn't want to burden the courts but he wanted to see more information than what he's currently getting. Tom stated that software that doesn't work is a big pet peeve of his. Tom asked if the Court was going to be getting new software. Judge Kerr stated that Supreme Court has been notified of the need for updated software. Supreme Court has instructed City Court that they must continue to use Full Court at this time. Sheri stated that new software is currently being tested to work out any bugs and Laurel is expected to get the new software sometime in 2018. Bethany asked if a graph format would work for presenting changes in the Court's numbers. Doug stated that he wanted to see what the courts expect to get paid,what they did receive and what they are writing off on a monthly basis. Bethany will work with Sheri on a graph to present to the committee on April 180. Doug asked if we can use an outside collection agency to get people living outside of Montana to pay. Sheri stated that the City could use any collection agency they wanted. Emelie thanked both Judge Kerr and Sheri for their time and information. The minutes of the March 21,2017 meeting were reviewed. Tom made a motion to approve the minutes, Chuck seconded the motion. Motion passed unanimously. Claims totaling$358,128.16 were presented to the committee. Chuck made a motion to approve the claims,Doug seconded the motion,all in favor,motion passed. No purchase requisitions were presented to the committee. The Comp/OT report for PPE 03/26/17 was reviewed by the Committee. There were no questions or comments regarding the Comp/OT report. The Payroll Register for PPE 03/26/17 totaling$144,499.69 was reviewed by the Committee. Chuck made a motion to recommend Council approval of the payroll register, seconded by Tom. Motion passed. Clerk/Treasurer Comments: Bethany commented on the trip to Helena for House Bill 586. Bethany, Mayor Mace, Tom Nelson and Fire Chief Brent Peters went to Helena on March 30th. Laurel's House Bill 586 was presented to the Senate Finance and Claims Committee on March 31'. Mayor's Comments: The Mayor stated that the trip to Helena went well. Prior to the committee hearing a meeting was held with Cenex's lobbyist to go over how to present to the committee. The Outlook is going to print an article about the House Bill. The article will encourage the community to write or email support for the bill to the Governor. Other: For next agenda: Written Court Collection Policy 2 Update on HB 586 The meeting adjourned at 6:23 p.m. Respectfully submitted, _...." I '4 Bethany ' -e1er, Clerk/Treasurer 3