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Overhaulin ’

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.

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Overhaulin ’

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  1. Overhaulin’ Clay County Collections

  2. Meeting Performance Standards BUT how?

  3. 86 months 7 years

  4. Final Judgment and Sentence: 03/26/13 4 month gap?

  5. 9 months = $82.00 collected (26%) No payments made in Sept, Oct or Dec? Agreed amount not being paid?

  6. Current State • Defaulted Misdemeanor Cases • (2009 – current) • # of Cases in DEFAULT (not in collections) = 1,200 • Total Amount in Default = $339K • Total Monthly Revenue = $48K

  7. Current State • Approximately6,500payment plans • Only 900 current = 14% • Approximately 5,000 in default • Average amount owed = $1400 • Average payment amount = $44 • Average payment plan term = 32 months

  8. Current State • No standards for payment plans • Multiple people, multiple worksheets, multiple processes • Not clear on how many in default • No standard follow up process

  9. 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

  10. 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

  11. The Goals • Payment In Full or Payment Plan Established Immediately at Day of Final Judgment • Partner with Judges for Consistent Message • Standardized Payment Plan Options • Decrease time of collections • Increase revenue collected

  12. The Goals • Timely Collections • Immediate Action on “No-Shows” and Defaults • Postcards, Mail Outs, Phone Calls • D6s, Capias • Accurate Reporting • Consistent and Effective Partnership with Salvation Army and DOC • Clean Hand-Off to Collection Agency

  13. The Overhaul… From 90 Days to 5 Days Clerk’s Office Payment Policy DUE Info Sheet Final J&S $$ Due Immediately Name ____________ Address ___________ Contact # __________ Email ______________ Next Level Contact ____________________ Same Day Within 5 Days Collection Clerk: Pay in Full Establishes Payment Plan Collection Clerk: Default Payment Plan

  14. Payment PlanEstablished • 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

  15. Clay’s Toolkit 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.”

  16. Clay’s Toolkit Devoted Staff • Repurposed staff members • No additional headcount • New job description/duties • Standardized business processes

  17. 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

  18. From 90 Days to SAME DAY Final J&S $$ Due Immediately Same Day Within 5 Days Cashier: Pay in Full Establishes Payment Plan Collection Clerk: Default Payment Plan Warrant with CASH bond for the total amount owed.

  19. Clay’s Toolkit

  20. UPDATE Launched in Misdemeanor01/06/14 – 01/17/14 Paid in full= 6 $3,697 Payment Plans= 50 $20,305 (Payments made:$2,379) Probation= 36 Civil Judgment= 13 Failure to Appear= 13 Jail Time= 8 No Show= 2 $6,345

  21. Where to start… • Question and inspect your current processes. • Analyze reports available. • Set a goal. • Increase total current collections by 10% • Defendants on payment plans same day • Communicate goals and involve all impacted parties. • Define and document standards/framework. • Make it YOUR priority. • Devote personnel. • Monitor, Measure and Adjust!

  22. Clay County Contact Info Chief Deputy Courtside: Tracie McRae (904) 269-6317 mcraet@clayclerk.com Director of Criminal: Michelle Taylor (904) 269-6337 taylormt@clayclerk.com Business Analyst: Connie Wolfe (904) 278-4723 wolfec@clayclerk.com

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