Mission Possible: Optimizing Compliance Tools

1. Mission Possible:Optimizing Compliance Tools

2. Mission Possible:Optimizing Compliance Tools

3. Mission Possible:Optimizing Compliance Tools Breakfast

4. Wednesday, November 8 9:00 a.m. – 9:15 a.m. Tips for Success 9:15 a.m. – 10:30 a.m. How to Measure Your In-House Compliance Program and Other Metrics 10:30 a.m. – 10:45 a.m. Break 10:45 a.m. – 12:00 p.m. Negotiating Payment on Criminal Judgements 12:00 p.m. – 1:00 p.m. Lunch 1:00 p.m. – 2:15 p.m. What is Possible? Challenge for Compliance Improvements 2:15 p.m. – 3:30 p.m. Legislative Opportunities

5. Mission Possible:Optimizing Compliance Tools

6. How to Measure Your In-House Compliance Program and Other Metrics The Honorable Don Spencer, Clerk of Court, Santa Rosa John Venable, Chief of Staff, Santa Rosa Mike Murphy, CFO, Orange Louis Tomeo, Director of Criminal Court Services, Palm Beach Andrea Butler, Court Supervisor, Brevard

7. Metrics & Measurements The Honorable Don Spencer, Clerk of Court, Santa Rosa John Venable, Chief of Staff, Santa Rosa

8. Results: SRC Breakdown

9. Collections Data Mike Murphy, CFO Clerk of Courts, Orange County

10. Buckets of Money? • Collection Agency • In-House Collections Efforts • Judge Payment Plan • Judge Payment Contract • Clerk Payment Plan • Other • Civil traffic in first 30 days • Civil/Domestic/PMH/Dependency • Clerk errors/system errors/system conversions

11. Analysis of Amounts due – Power BI • Microsoft Power BI – data junkies’ best friend • Total due 9/23/17 • 1,014,391 cases have a balance due • $602 million owed

13. Slice and Dice

14. Analysis of Amounts due – Power BI What have we learned? • Foreclosure cases with balances due • Indigency application approved, but balance remains • Civil traffic cases from the 80’s/90’s with balances due • Probably not going to be collected? • Conversion errors? Clerk errors? • 100’s of thousands of cases per year done manually for decades

15. How do People Pay us?

16. How do People Pay us?

17. Other Efforts • 2014 Agency Swap • $59 million with $2.2m collected • Current contract with agencies states we will swap • 2017 Case Cleanups • $22.5 million sent to agency with $273k collected to date • 2018 Collectible Balance Project • Categorize buckets and take action on open cases

18. Questions?

19. Louis Tomeo, Director Criminal Court Services Palm Beach How to Measure Your In-House Compliance Program and Other Metrics

20. Palm Beach County 1. Payment Plans 2. Payment Plan Office 3. Outbound Phone Calls 4. Collections Agency Collections Rate 5. Reduction of DL Suspensions 6. Traffic Hearing Stats

21. How successful is our Court Compliance Office? 1. Payment Plans

22. Aging Analysis Report Continued Success with Payment Plan Enrollment

23. Annual Payment Plan Aging Report All Case Types 2016

24. Payment Plan Volume

25. Quarterly Collections Rate

26. Failure to Establish a Payment Plan

27. How successful is our Court Compliance Office? 1. Payment Plans 2. Payment Plan Office

28. Clerk’s Payment Plan Office 9th Floor – Establish Payment Plans & accept credit cards 4th Floor – Establish Payment Plans & accept all payment types 2nd Floor – Continue to use Clerk’s traffic violations bureau

29. Payment Plan Office Stats April – September 2017

30. How successful is our Court Compliance Office? 1. Payment Plans 2. Payment Plan Office 3. Outbound Phone Calls

31. Outbound Telephone Call Criteria • All criminal and civil traffic cases with an outstanding balance on a payment plan. • Missed at least one payment. • Payment plan has expired with outstanding balance remaining. • Results as of October 2014 – September 2017: • 23,448 calls • 37,725 payments • $2,992,458 total amount paid

32. How successful is our Court Compliance Office? 1. Payment Plans 2. Payment Plan Office 3. Outbound Phone Calls 4. Collections Agency Collections Rate

33. Collection Rate for Collection Agencies

34. How successful is our Court Compliance Office? 1. Payment Plans 2. Payment Plan Office 3. Outbound Phone Calls 4. Collections Agency Collections Rate 5. Reduction of DL Suspensions

35. Reduction of DL Suspensions 79% Decrease in DL Suspensions

36. How successful is our Court Compliance Office? 1. Payment Plans 2. Payment Plan Office 3. Outbound Phone Calls 4. Collections Agency Collections Rate 5. Reduction of DL Suspensions 6. Traffic Hearing Stats

37. Palm Beach Traffic Court Hearing Data Staff Needed for Traffic Court Hearings and Approximate Costs for a 2-Hour Session: • Docketing Clerk • Two Courtroom Clerks • Cashier • Update Clerk Approximate Cost: $208.00

38. Palm Beach Traffic Court Hearing Data Calendar Year 2016 Traffic Infractions Hearing Data • 20,898 cases disposed & assessed fees • 10,862 (52%) cases had fines waived or reduced • Fine revenue waived/loss: - $610,906 • $22.48 per citation • Clerk’s Trust fund Reduced/Loss by: - $244,177 ($22.48 X 10,862)

39. Palm Beach Traffic Court Hearing Data Compliance Citations • Includes DL not carried, no proof of insurance, expired/proof of registration, etc. • Total number of compliance dismissals - 4,420 • Fine revenue waived/loss: - $44,200 • Clerk dismissal fee - $10.00 (Clerk gets $7.50) • Clerk’s Trust Fund Reduced/Loss by: - $33,150 ($7.50 X 4,420)

40. Palm Beach Traffic Court Hearing Data Improper Equipment Dismissals • FS 316.610 and 316.2935 • Total Number of Equipment Violations Dismissals - 369 cases dismissed • Clerk charges $96.00 per citation • Fine revenue waived/loss: - $35,424 • Clerk receives $25.15 per citation • Clerk Trust Fund Reduced/Loss by: - $9,280.35 ($25.15 X 369)

41. Palm Beach Traffic Court Hearing Data Moving Violations Dismissed at Pre-Trial Hearings • Officer not subpoenaed • Cases dismissed: 591 • Fine revenue waived/loss: - $40,146 • Clerk Receives $22.48 per citation • Clerk Trust Fund Reduced/Loss by: - $13,285.68 (591 X $22.48)

42. Palm Beach Traffic Court Hearing Data DWLS Moving Violations Dismissed at Pre-Trial Hearings • DWLS: Driving while license suspended – FS. 322.34(1) – may provide affidavit and make election (3x) • Clerk adjudication withhold fee: $97.75 • Cases dismissed: 1,859 • Fine revenue waived/loss: - $181,717 • Clerk receives $27.65 (FS 318.14) • Clerk Trust Fund Reduced/Loss: - $51,140.35 ($27.65 X 1,859)

43. Palm Beach Traffic Court Hearing Data Clerk Trust Fund Palm Beach total loss of revenue from traffic infraction hearings in calendar year 2016: $351,033.38 • Fine revenue waived: $244,177.00 • Compliance citations dismissed: $33,150.00 • Improper equipment violations dismissed: $9,280.35 • Moving violations dismissed: $13,285.68 • DWLS citations dismissed: $51,140.35

44. Questions?

45. Andrea Butler, Court Supervisor Brevard County Clerk and Comptroller’s Office

46. Measuring Collection Agency Performance Brevard runs a monthly collection agency performance report, which includes account volume and monetary amounts relative to accounts placed, accounts recalled, and payments received.

47. Benefits of Swapping Cases in a Multiple Agency Environment • Brevard has used several variations of a multiple agency setup. • Primary/Secondary • Champion/Challenger • Two agency alphabetical distribution

48. Recalling Accounts from the Collection Agency • Brevard sends electronic recall and adjustment files daily. • Our most frequently used recall reasons include judicial action and assigned in error. • Brevard is selective in recalling accounts since we have a contractual agreement with the collection agencies.

49. Consistent Practices in Account/Case Referral to the Collection Agency Brevard has established selection criteria that run each week to create a collection file. This criteria is revised as needed.

50. Return on Investment • The return on investment is almost 100%. • After time, monetary returns level off. • Brevard County considers the use of external collection agencies a cost savings.