05/20/86 Board of Public Works Minutes

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166 REGULAR MEETING MAY 20, 1986 Ms. Barnard stated that in some instances, accounts have been paid six (6) to seven (7) years after the costs were incurred. Mr. Leszczynski inquired why the Small Claims court process was not being utilized in the collection of these accounts. Ms. Barnard advised that for environmental collections Small Claims Court is no longer used as it is a lengthy an costly long process. Presently, a collection agency is utilized for the collection of accounts past due. Therefore, upon a motion made by Mr. Vance, seconded by Ms. Barnard and carried, the following policy was approved and adopted: Environmental Clean -Up and Boarding Accounts: 1. After work has been completed by the Code Enforcement clean-up crew or a property boarded, a bill is pre- pared and sent to the property owner requesting payment in 15 days. 2. At the end of the 15 day period, if payment is not received, a demand letter is sent to the property owner. The demand letter states that the account will be sent to a collection agency if payment is not received in 15 days. 3. At the end of the second 15 day period, the account is referred to the collection agency. 4. If the collection agency cannot collect the money after 12 months, the account will be considered uncollectable, the case closed, and the Board of of Public Works will be asked to write off the uncollectable accounts. Demolition Accounts: 1. After a building has been demolished by a contractor hired by Code Enforcement, a bill is prepared and sent to the property owner requesting payment in 30 days. 2. At the end of the 30 day period, if payment is not received, a demand letter is sent to the property owner. The demand letter states the account will be referred to the City's legal department if payment is not received in 15 days. 3. At the end of the 15 day period, the account is referred to the legal department for action. 4. If the legal department has not obtained payment for the demolition after two years, the account will be considered uncollectable and the case closed. However, if the legal department has been able to obtain a judgment, the cost of the demolition will be attached as a lien against the property. If the property is sold in the future, the new owner would be required to pay the City for the cost of the demolition. In the cases where no judgment is obtained, the Board of Public. Works will be asked to write off the uncollectable accounts. APPROVE RECOMMENDATIONS OF THE BUREAU OF TRAFFIC AND LIGHTING Mr. Leszczynski advised that the Bureau of Traffic and Lighting and Police Department Traffic Division have reviewed the following requests and recommend approval: 1 1 1