IV.11. Revise Legislative Policy 6E – Finance Billing Collection Policy; Harkess (CR 2015-056)
April 14, 2015 Council Report 2015-056
REVISE LEGISLATIVE POLICY 6-E
FINANCE BILLING COLLECTION POLICY
Proposed Action
Staff recommends approval of the following motion: Move that the Hopkins City Council adopt
Resolution 2015-040 revising Legislative Policy 6-E, Finance Billing Collection Policy.
Approval of this motion will revise the language in Policy 6-E in order to update the City's
policy on the utility bill due date and grace period for penalties.
Overview
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Currently utility bills are mailed the 3 working day of the month and bills are due 20 days later.
In certain months this has resulted in a very short turnaround time from the payment date,
penalty application date and bill processing date for the next billing. In surveying cities in MN a
common theme was to have a fixed due date with a grace period to allow for mail payments. As
discussed at a work session in February the Finance Department is proposing we send out bills
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no later than the 3 working day of the month with a fixed due date of the 20 or next business
day if this date falls on a weekend or federal holiday. Penalties would be applied 3 days later.
Currently penalties are applied the day after the due date.
By adopting a fixed due date customers will always know the date the utility bills are due and a 3
day grace period before penalties are applied will allow for postmarked payments to be posted
without having to remove posted penalties. In addition we are giving those who would normally
receive a late charge a couple more days to pay without penalty. This will also assist in the
transition from a flexible due date to a fixed due date.
Supporting Documents
Resolution 2015-040
Policy 6-E with proposed revisions
______________________________________
Christine M. Harkess, CPA, CGFM
Finance Director
Financial Impact: $ none Budgeted: Y/N NX Source: customers
Related Documents (CIP, ERP, etc.): ___________ Notes: __________________
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CITY OF HOPKINS
HENNEPIN COUNTY, MINNESOTA
RESOLUTION 2015-040
Revising Legislative Policy 6E – Finance Collection Billing Policy
WHEREAS, the City Council of the City of Hopkins has approved a document entitled the
Legislative Policy Manual to provide uniform guidelines on City policies so that actions taken
are consistent and fair; and
WHEREAS, the City Council has established Legislative Policy 6-E in order to establish
procedures to ensure the collection of utility bills and accounts receivable invoices; and
WHEREAS, the City Council has determined that the existing policy needs to be revised in
order to increase the service charge for delinquent amounts that are to be assessed,
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins hereby
repeals, in its entirety, Section 2.01 of Policy 6-E, entitled the Finance Billing Collection Policy,
and replaces it with the following:
Utility bills will be sent out no later than the third working day of the month and are due
the 20th of the month or the next business day if the 20th falls on a weekend or federal
holiday. Payments received within three (3) days following the due date will not be
charged a penalty. A penalty of 10% of the water, sanitary sewer, storm sewer and refuse
charges for the current month will be charged if the bill becomes delinquent.
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Adopted by the City Council of the City of Hopkins this 21 day of April 2015.
By______________________________
Gene Maxwell, Mayor
ATTEST:
_____________________________
Amy Domeier, City Clerk
POLICY 6-E
FINANCE BILLING COLLECTION POLICY
1. PURPOSE
1.01 The purpose of this policy is to establish procedures to ensure the collection of utility
bills and accounts receivable invoices.
2. POLICY
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2.01 Utility BillsUtility bills will be sent out no later than the third working day of the month
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and are due the 20 of the month or the next business day if the 20 falls on a weekend or
federal holiday. Payments received within three (3) days following the due date will not
be charged a penalty. A penalty of 10% of the water, sanitary, sewer, storm sewer and
refuse charges for the current month will be charged if the bill becomes delinquent.
2.02 Accounts Receivable Invoices. Invoices for tree removal, rental of city space, repairs to
City property, and other miscellaneous charges are billed and due 20 days from the bill
date.
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2.03 Certification of Delinquent Amounts. Delinquent amounts dated prior to June 1of the
year will be processed for assessment certification on a yearly basis to Hennepin County.
Written notice shall be mailed to each such debtor during the month of June, advising
him or her of this policy. There shall be a $100 service charge added on each such utility
account or accounts receivable invoice.
3. SERVICE DISCONTINUATION POLICY
3.01 Refuse service may be discontinued for a period of no less than thirty (30) days. The
resident must contact the City and make a request for a discontinuation of service.
Established: 1982 (Res. 82-3039)
Incorporated into Legislative Policy: June, 1998
Revised: Sept 2006 (Res. 2006-052)
Revised: August 2010 (Res. 2010-042)
Revised: April 2015 (Res. 2015-040)
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