Clay County Collections 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 Defaulted Misdemeanor Cases (2009 – current) # of Cases in DEFAULT (not in collections) = 1,200 Total Amount in Default = $339K Total Monthly Revenue = $48K This does not take into account the over 600 payment plans being managed by Salvation Army – all paid within 12 months.

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

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

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

What if… Additional $12K monthly, $144k annually 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 What if the impact was only 25% increase by implementing these things… $12k or $144k 25% increase in defendants going from defaulting to current? Additional $12K monthly, $144k annually

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

The Goals Timely Collections Accurate Reporting 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

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

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 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.”

Clay’s Toolkit 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

Establishes Payment Plan Collection Clerk: Default Payment Plan 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 for the total amount owed.

Clay’s Toolkit

Launched in Misdemeanor 01/06/14 – 01/17/14 UPDATE Launched in Misdemeanor 01/06/14 – 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

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!

Business Analyst: Connie Wolfe (904) 278-4723 wolfec@clayclerk.com 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