overhaulin ’
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Overhaulin ’. Clay County Collections. Meeting Performance Standards. BUT how?. 86 months 7 years. Final Judgment and Sentence: 03/26/13. 4 month gap?. 9 months = $82.00 collected (26%) No payments made in Sept, Oct or Dec? Agreed amount not being paid?. Current State. - PowerPoint PPT PresentationTRANSCRIPT
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Overhaulin’
Clay County Collections
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Meeting Performance Standards
BUT how?
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86 months7 years
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Final Judgment and Sentence: 03/26/134 month gap?
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9 months = $82.00 collected (26%)No payments made in Sept, Oct or Dec?
Agreed amount not being paid?
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Defaulted Misdemeanor Cases(2009 – current)
• # of Cases in DEFAULT (not in collections) = 1,200• Total Amount in Default = $339K• Total Monthly Revenue = $48K
Current State
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Current State• Approximately 6,500 payment plans• Only 900 current = 14%• Approximately 5,000 in default• Average amount owed = $1400• Average payment amount = $44• Average payment plan term = 32 months
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• No standards for payment plans• Multiple people, multiple worksheets,
multiple processes• Not clear on how many in default• No standard follow up process
Current State
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• No clear hand-off to collections• Inconsistent messages at the bench• Little to no reporting capability• Concerns on data integrity• Poor resource allocation – no focus
Current State
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What if…• Standard payment plans• Reliable and standard reports• Partner with judges to send a clear AND consistent message• Immediate follow-up on “no-shows”• Leverage multiple solutions to ensure efficiency• Cut our losses early – external collections
25% increase in defendants going from defaulting to current?
Additional $12K monthly, $144k annually
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The GoalsPayment In Full or Payment Plan Established
Immediately at Day of Final Judgment
Partner with Judges for Consistent Message
Standardized Payment Plan OptionsDecrease time of collectionsIncrease revenue collected
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The GoalsTimely Collections
Immediate Action on “No-Shows” and DefaultsPostcards, Mail Outs, Phone CallsD6s, Capias
Accurate Reporting
Consistent and Effective Partnership with Salvation Army and DOC
Clean Hand-Off to Collection Agency
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The Overhaul…
Collection Clerk:Pay in Full
Establishes Payment Plan
Final J&S$$ Due Immediately
Collection Clerk: Default Payment Plan
From 90 Days to 5 Days
Same Day Within 5 DaysName ____________
Address ___________
Contact # __________
Email ______________Next Level Contact
____________________
Info Sheet
Clerk’s Office Payment Policy
DUE
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Payment Plan Established
• 90 Days starts DAY OF Final Judgment
• $25 “set-up” fee waived if Payment Plan setup same day. First payment due immediately.
• Standard Payment Options• $400 or less = 5 months equal payments• $401 - $1500 = up to 12 months equal payments• $1500 or greater = up to 18 months equal payments
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Clay’s Toolkit1.Set Expectations
Judges’ Message“Your Fines and/or Court Costs are due today. You shall either pay the money today or see the clerk today and establish a payment option. If
you fail to pay or establish a payment option today, then a contempt
warrant shall be issued for your arrest.”
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Clay’s Toolkit2. Devoted Staff• Repurposed staff members• No additional headcount• New job description/duties• Standardized business processes
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Clay’s Toolkit3. Reinforcement
• Warrants for non-compliance• Suspend Driver’s License• Clearly communicate expectations to defendants• Partner with the JAIL and Courthouse Security• Keep all parties informed (SAO, PD, etc)
• Monitor, Measure and Adjust
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From 90 Days to SAME DAY
Final J&S$$ Due Immediately
Cashier:Pay in Full
Establishes Payment Plan
Collection Clerk: Default Payment Plan
Same Day Within 5 Days
Warrant with CASH bond forthe total amount owed.
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Clay’s Toolkit
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UPDATELaunched in Misdemeanor
01/06/14 – 01/17/14
Paid in full = 6 $3,697Payment Plans = 50 $20,305
(Payments made:$2,379)Probation = 36Civil Judgment = 13Failure to Appear = 13Jail Time = 8No Show = 2
$6,345
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Where to start…1. Question and inspect your current processes.
2. Analyze reports available.
3. Set a goal.1. Increase total current collections by 10%
2. Defendants on payment plans same day
4. Communicate goals and involve all impacted parties.
5. Define and document standards/framework.
6. Make it YOUR priority.
7. Devote personnel.
8. Monitor, Measure and Adjust!
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Clay County Contact Info
Chief Deputy Courtside: Tracie McRae (904) 269-6317 [email protected]
Director of Criminal: Michelle Taylor (904) 269-6337 [email protected]
Business Analyst: Connie Wolfe (904) 278-4723 [email protected]