1. Clay County Collections
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?

7. 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.

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. Establishes Payment Plan Collection Clerk: Default Payment Plan
The Overhaul…
From 90 Days to 5 Days
DUE
Final J&S
$$ Due Immediately
Name ____________
______________
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

15. 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

16. 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.”

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

18. 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

19. 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.

20. Clay’s Toolkit

23. 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

24. 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!

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