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Backup Documents 12/13/2016 Item #16D 2 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP '�`i �F y 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 Attorney Office. Route to Addressee(s) (List in routing order) Office Initials Date 1. 2. 3. County Attorney Office County Attorney Office JAK 12/13/16 4. BCC Office Board of County 6 Commissioners Nfl•(/ ) 5. Minutes and Records Clerk of Court's Office ►a►133 1S -TC ►b 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 Tanya Williams, Director, Library Division Phone Number 593-3511 Contact/Department Agenda Date Item was 12/13/16 14 Agenda Item Number 16-D-2 Approved by the BCC Type of Document Resolution—Uncollectible Accounts- Number of Original One Attached Library Documents Attached PO number or account n/a nock) a bit number if document is to be recorded 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 JAK 2. Does the document need to be sent to another agency for additional signatures? If yes, JAK 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 JAK 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 JAK 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 JAK 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 JAK signature and initials are required. 7. In most cases(some contracts are an exception),the original document and this routing slip JAK 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 12/13/16 and all changes made during JAK the meeting have been incorporated in the attached document. The County Attorney's Office has reviewed the changes, if applicable. 9. Initials of attorney verifying that the attached document is the version approved by I, e BCC,all changes directed by the BCC have been made, and the document is ready f• the y� Chairman's signature. I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;Revised 11/30/12 160 2 MEMORANDUM Date: December 14, 2016 To: Tanya Williams, Collier County Public Library From: Teresa Cannon, Deputy Clerk Minutes & Records Department Re: Resolution 2016-264/Removing Aged Accounts Receivable Attached for your records is a copy of the document as referenced above, (Item #16D2) adopted by the Board of County Commissioners on Tuesday, December 13, 2016. The original Resolution is being kept in the Minutes & Records Department as part of the Board's Official Records. If you have any questions, please contact me at 252-8411. Thank you. Attachment 16L72 RESOLUTION NO.2016- 2 6 4 A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF COLLIER COUNTY, FLORIDA, TO REMOVE PAST 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 COUNTY FINANCIAL RECORDS. WHEREAS, pursuant to Resolution 2015-219, 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, the Collier County Public Library attempted to research and collect $63,760.91 for materials not returned and overdue fines and $71,234.05 for overdue fines of materials returned by patrons listed within active accounts receivable records and determined the accounts to have little information to make the collection successful; and WHEREAS, all items requested for removal are aged at least five 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 Collier County Public Library 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 was not able to collect the debt of materials not returned and overdue fines of$63,760.91 or the $71,234.05 in overdue fines that were not paid on materials returned by patrons. 3. The Board finds that the total amount of $134,994.96 may be removed from active accounts receivable in accordance with generally accepted account procedures and pursuant to law. THIS RESOLUTION ADOPTED after motion, second and majority vote favoring same this k 7,A-t day offOetober,2016. -De 2014 Resolution—Uncollectible Fines and Fees Collier County Public Library 1 16Di? ATTEST: BOARD OF COUNTY COMMISSIONERS DWIGHT E,B,ROCK, CLERK COLLIER COUNTY, FLORIDA I Of ' —''.ra ' By 1,1149 1st& Atte,:1 as tt TLERK DONNA FIALA, CHAIRMAN App ved , ,i form and legality: „mg oda —it VAWi r �� Jeffre . atzkow Coun A ,s, ey item# 1107)g, Agenda Ia/i3/((e)Date Date Recd 0,1( ,1c 3 1 12S-1--WA-rOrti Deputy Cierk 2014 Resolution—Uncollectible Fines and Fees Collier County Public Library