Agenda 09/09-10/2008 Item #10B
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EXECUTIVE SUMMARY
13
To report to the Collier County Board of County Commissioners concerning the potential scale of a
proposed Rental Registration refund of late fees in excess of eighty dollars ($80) for the period of
Fiscal Years 2005 through 2007, and a recommendation for a potential refund methodology. (Joe
Schmill and Gary Mullee)
OBJECTIVE:To report to the Collier County Board of County Commissioners (BCC) concerning the
potential scale of a proposed Rental Registration refund of late fees paid in excess of $80 for the period of
Fiscal Years 2005 through 2007, and to make a recommendation for a potential refund methodOlogy
should the BCC so choose to approve such a refund.
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CONSIDERATIONS:
At their June 10, 2008 meeting, the BCC requested that staff review internal records and calculate the
monetary impact of a potential refund of Rental Registration late fees, collected during Fiscal Years 2005
through 2007, for the amount exceeding an intended cap of $80 per each individual property participating
in the program. This requested review identified a potential for issuing 584 refunds, with a dollar value not
to exceed $101,100, By comparison, for the Fiscal Year following this refund review period, the current FY
2008, rental registration program revenue is expected to total approximately $140,000, The review of
Rental Registration records revealed two potential record'keeping issues. First, the legacy computer
system that is used for record,keeping maintains one note field attached to the applicant record, and not
attached to each payment transaction. The result of this design is that notations are often overwritten each
year, and what appears to be a potential refund may in some cases be a different circumstance, such as a
multi-year payment (the notes explaining events in a given year have been overwritten by notes from later
years). For the calculation of the potential refund scale, the assumption of a refund was always used to
insure that a maximum cap amount of potential refunds was presented to the BCC (the actual refund
amount may be less than the identified $101,1 OO). Second, there appears to be a certain amount of
property ownership turnover during this period, and new addresses for previous owners were not recorded
in the system With these record,keeping considerations, should the BCC wish to approve a refund
program, staff is recommending a methodology which includes first notifying potential refund recipients
that they may be eligible for a partial late payment refund, and asking them to contact staff so that the
amount of the partial refund may be confirmed, Such initial notice will also insure that the correct
individual, at the correct address, is receiving the refund (refunds would be made to the individuals who
made the original payment, and would not necessarily be associated with the property if it subsequently
changed ownership), The management and operation of the refund process, if approved by the BCC, will
be conducted by the Community Development and Environmental Services Business Management and
BUdget Office, and full reporting as to the program’s progress will be made available to the BCC.
FISCAL IMPACT:Should the BCC approve such a refund of Rental Registration late fees paid in
excess of $80, a Budget Amendment will be brought to the BCC in Fiscal Year 2009 to fund this program
from Fund 111 reserves (Rental Registration revenue for the Fiscal Years 2005 through 2007 period of
time was deposited into Fund 111).
GROWTH MANAGEMENT IMPACT:There are no growth management impacts.
LEGAL CONSIDERATIONS:This request has been reviewed for legal sufficiency, and is legally
sufficient for Board action. -JW
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RECOMMENDA TION:To have the Board of County Commissioners (BCC) accept this report of
~ AGENDA i'W'~1'~-
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Prepared By:
Department
CDES Budget
Date
8/28/200812:47:29 PM
Approved By:
Department
Approval
Date
County Attorney Approved
8/28/2008 1 :30 PM
Approved By:
Department
Approval
Approved
Date
CDES
8/28/20082:05 PM
Approved By:
Department
Office of
Management
and Budget
Approval
Date
Approved
8/28/20085:13 PM
Approved By:
Department
Approval
Date
County
Approved
Manager's Office
8/28/2008 6:10PM
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