Backup Documents 02/28/2023 Item #16D4 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP , 6 0 4
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attomey Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office
/*/i 2/23/2 3
4. BCC Office Board of County
Commissioners RL L, /9"6/r 3 f$/23
5. Minutes and Records Clerk of Court's Office
PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff Catherine Cowser, Library Director X7378
Contact/Department
Agenda Date Item was 2/28/2023 Agenda Item Number 16D4
Approved by the BCC
Type of Document Resolution—Aged Accounts Receivable Number of Original 1
Attached Documents Attached
PO number or account n/a
number if document is h2 - 272-
to be recorded V ��2 J
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A (Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature STAMP OK CC
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name; Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be CC
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the CC
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's CC
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip CC
should be provided to the County Attorney Office at the time the item is input into SIRE.
Some documents are time sensitive and require forwarding to Tallahassee within a certain
time frame or the BCC's actions are nullified. Be aware of your deadlines!
8. The document was approved by the BCC on 2/28/23 and all changes made during the N/A is not
meeting have been incorporated in the attached document. The County Attorney's �A�/ an option for
Office has reviewed the changes,if applicable. this line.
9. Initials of attorney verifying that the attached document is the version approved by the N/A is not
BCC,all changes directed by the BCC have been made,and the document is ready for the / an option for
Chairman's signature. this line.
I: Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12
16U4
RESOLUTION NO.2023 - 3 2
A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY, FLORIDA, TO REMOVE AGED ACCOUNTS
RECEIVABLE FROM ACTIVE ACCOUNTS RECEIVABLE, FINDING THAT
DILIGENT EFFORTS HAVE BEEN MADE TO RECAPTURE THE FUNDS AND
THE FUNDS ARE NOT COLLECTIBLE OR OTHERWISE REQUIRE
REMOVAL FROM THE FINANCIAL RECORDS OF THE LIBRARY DIVISION.
WHEREAS, pursuant to Resolution 2006-252, the Board of County Commissioners (Board) has
established a procedure to remove past due accounts from active accounts receivable where diligent efforts
at collection have proved unsuccessful; and
WHEREAS, this adjustment is proper and in the best interest of the county because the
amounts were deemed uncollectible after multiple attempts; and
WHEREAS, the Library staff completed diligent efforts to collect these past amounts,
including an initial automated telephone call when the item is about to be due to see if a renewal
of the item is desired then a second automated telephone call occurs the day after the item was
due. If the item has not been returned at this time a mailed letter of notice is sent no later than when
the item is 30 days late and the patron's library accounts is locked so that the patron cannot use
the account until the item is returned and amounts paid. A second letter of notice is sent at 60 days
late, if the has not been returned or amounts paid. A third letter of notice is then sent if not resolved
that has a bill for the amount due to the Libraries. The Library Division has not turned the accounts
over to the County's debt collection agency since the patron's account is locked and further usage
of the account cannot occur until amounts due are paid. The Library Division Director has
determined that the identified receivables attached to this Executive Summary are uncollectible
and have complied with Board Resolution 2006-252.; and
WHEREAS,Collier County Public Library Division has diligently attempted,without success,to
collect on past due accounts totaling$23,035.18 for materials not returned and service fees,and $30,712.00
for overdue fines of materials returned by patrons listed within active accounts receivable records; and
WHEREAS, all items requested for removal are aged at least five(5)years; and
WHEREAS, the Library Advisory Board is recommending that the Board remove past aged
accounts receivable from active accounts receivable.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY
COMMISSIONERS OF COLLIER COUNTY,FLORIDA,that:
1. The Board finds that the Collier County Public Library Division has made diligent efforts to collect
the total debt amount by researching the balances and reviewing any applicable records for further
information.
2. Despite diligent efforts,the Library Division is not able to collect the debts of materials not returned
and service fees of$23,035.18 or the $30,712.00 in overdue fines that were not paid on materials returned
by patrons.
3. The Board finds that the total amount of $53,747.18 may be removed from active accounts
receivable in accordance with generally accepted accounting procedures and pursuant to law by Resolution.
[22-S0C-00977/1760501/1]
1b134
THIS RESOLUTION ADOPTED after motion, second and majority vote,this 28111 day of February,2023.
ATTEST: BOARD OF COUNTY COMMISSIONERS
CRYSTAL;,JKi/KJZ EL, CLERK COLLIER , FLORIDA
By CCI44 tln, I°. . By
—
r
Atte is to(; ' ip @'$puty Clerk Rick LoCastro, hairman
sigrlu • only:;:
Appro "ed f s f hn and legality:
,e
6tl
Jeffrey 1 ' la ,. ow, ounty Attorney
11
[22-S0C-00977/1760501/1]