HomeMy WebLinkAboutFIN-2023-294 - Uncollectable Utility Receivable Write-OffFinancial Services Department www.kitchener.ca
REPORT TO: Planning and Strategic Initiatives Committee
DATE OF MEETING: September 18, 2023
SUBMITTED BY: Saleh Saleh, Director, Revenue, 519-741-2200 ext. 7346
PREPARED BY: Marcy Ignor, Manager Utility billing and Customer Service, 519-741-
2200 ext. 7460
WARD(S) INVOLVED: ALL
DATE OF REPORT: July 10, 2023
REPORT NO.: FIN-2023-294
SUBJECT: Uncollectable Utility Receivable Account Write-Off
RECOMMENDATION:
That uncollectable utility accounts amounting to $109,658 be written off against the
allowance for doubtful utility receivables.
REPORT HIGHLIGHTS:
As per council policy, approval from Council is required for accounts to be written-off
and sent to an outside collection agency for third party collection efforts.
Staff have worked diligently in attempting to collect on these accounts but have not been
successful in the process.
This report recommends that accounts totalling $109,658 be written off and forwarded
to an outside collection agency.
BACKGROUND:
As per council policy FIN-FEE-517 Utility and Miscellaneous Receivable policy, approval
from Council is required for accounts to be written-off and sent to an outside collection
agency for third party collection efforts.
Utilities receivable represent invoices generally billed through th
System. The majority of these invoices relate to usage for Gas and Water. The current
report represents write-off of utility accounts which have been deemed to be uncollectable
up to the end of June 30, 2023.
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REPORT:
Staff are recommending that accounts totalling $109,658 be written off and forwarded to the
collection agency. Staff have worked diligently in attempting to collect on these accounts
but have not been successful either due to the customer declaring bankruptcy or having no
forwarding address. Any tenant deposits previously received on the uncollectable accounts
have been applied to reduce the debt outstanding. A total of 157 customer accounts are
being recommended to be written off and transferred to a third-party collection agency.
The collection procedures staff have undertaken include:
Sending customers statements and demand letters.
Verbal request by telephone or in person.
Negotiating revised payment terms.
Applying any deposits held to the outstanding amounts.
permitted by the Municipal Act.
The cumulative amount of utility write-offs identified in this report equal $109,658 and relate
to the years 2021, 2022 and 2023. The cumulative write-offs are shown in the table below
and the average is well below the targeted upper limit for write-offs set at 0.3% previously
approved by Council.
A five-year summary of write-offs is included in the table below.
Utility Accounts Write-off
CumulativeTotal $ InvoicedWrite-offs as a
Write-offs for the YearYear to Date% of Sales
2023$ 58,597 $ 131,430,0400.0446%
2022$ 138,792$ 233,620,5920.0594%
2021$ 169,710$ 216,217,8050.0785%
2020$ 219,812$ 213,604,9760.1029%
2019$ 216,675$ 202,658,0950.1069%
Total$ 803,586$ 997,531,5080.0806%
STRATEGIC PLAN ALIGNMENT:
through the delivery of core service.
FINANCIAL IMPLICATIONS:
The uncollectable accounts will be written off against the Allowance for Doubtful Utility
Receivables account.
COMMUNITY ENGAGEMENT:
INFORM
the council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
FIN-FEE-517 Collections- Utility and Miscellaneous Receivable
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services