clay county collections. meeting performance standards but how?
TRANSCRIPT
Overhaulin’
Clay County Collections
Meeting Performance Standards
BUT how?
86 months7 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?
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
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
• 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
• 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
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
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
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
The Overhaul…
Collection Clerk:Pay in Full
Establishes Payment Plan
Final J&S$$ Due Immediately
Collection Clerk: Default Payment Plan
From 90 Days to 5 Days
Same Day Within 5 DaysName ____________
Address ___________
Contact # __________
Email ______________Next Level Contact
____________________
Info Sheet
Clerk’s Office Payment Policy
DUE
Payment Plan Established
• 90 Days starts DAY OF Final Judgment
• $25 “set-up” fee waived if Payment Plan setup same day. First payment due immediately.
• Standard Payment Options• $400 or less = 5 months equal payments• $401 - $1500 = up to 12 months equal payments• $1500 or greater = up to 18 months equal payments
Clay’s Toolkit
1.Set ExpectationsJudges’ Message“Your Fines and/or Court Costs are due today. You shall either pay the money today or see the clerk today and establish a payment option. If
you fail to pay or establish a payment option today, then a contempt
warrant shall be issued for your arrest.”
Clay’s Toolkit
2. Devoted Staff
• Repurposed staff members• No additional headcount• New job description/duties• Standardized business processes
Clay’s Toolkit
3. Reinforcement
• Warrants for non-compliance• Suspend Driver’s License• Clearly communicate expectations to defendants• Partner with the JAIL and Courthouse Security• Keep all parties informed (SAO, PD, etc)
• Monitor, Measure and Adjust
From 90 Days to SAME DAY
Final J&S$$ 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.
Clay’s Toolkit
UPDATE
Launched in Misdemeanor01/06/14 – 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
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!
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]