|Bills for city services are mailed to customers the first week of each month on a postcard that includes the customer's name and address, the amount due for water and wastewater services, previous statement balances, late fees, net balances, and the due date. While the postcard billings have saved the city significant money on postage, upon request, standard statements enclosed in an envelope are provided to customers with privacy concerns.
Customers have until the 25th day of each month to submit their payments by mail, in person during the city's business hours, by credit card, or through a regularly occurring 'auto-pay' charge system. If a customer does not pay within 45 days, their account is considered delinquent and the city actively enforces its adopted collections policy. That policy is outlined in Title VII of the Coffman Cove Municipal Code and provides for a late payment fee, disconnection, reconnection fees, and denial of other city services such as harbor, internet, and garbage service. Delinquent accounts may also be referred to a third-party collection agency. Customers may, however, appeal any decision resulting in these actions to the city council at the next regular council meeting.
QuickBooks accounting software is used for the accounts receivable, accounts payable, and payroll processes. Customers are also offered a written receipt of their service payment from a receipt book that records the customer's name and address, the date, the payment amount, what the payment was for, the form of payment, and who the payment was received by. All payments are then recorded in a detailed logbook and the QuickBooks system which can clearly identify customers who are current in their payments and those who are 30 days, 60 days, or 90 days past due.
The city's cash disbursement system consists of a logical chart of accounts, a purchase order process, and a check register. The carbon copy purchase orders are individually numbered, show how money will be spent, and include space for an authorizing signature. Section 4.04.050 of the city's code of ordinances only mandates that purchases of supplies, materials, equipment, or contractual services costing more than $2,000 require prior approval of the city council. However, purchase orders are completed by utility staff prior to every purchase and all purchases are closely monitored by the city administrator. |