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Item J1BOARD OF COUNTY COMMISSIONERS County of Monroe A Mayor Heather Carruthers, District 3 f T$ne Florida Keys (, S �� Mayor Pro Tem George Neugent, District 2 t� ) ��` �� ' Danny L. Kolhage, District 1 David Rice, District 4 Sylvia J. Murphy, District 5 County Commission Meeting November 22, 2016 Agenda Item Number: J.1 Agenda Item Summary #2299 BULK ITEM: Yes DEPARTMENT: Fire & Ambulance District 1 Board of Governors TIME APPROXIMATE: STAFF CONTACT: James Callahan (305) 289 -6088 9:30 A.M. BOARD OF GOVERNORS AGENDA ITEM WORDING: Approval of Resolution authorizing the write -off of 341 Fire Rescue ground ambulance accounts receivable for CY 2012, totaling $211,977.27 from the Fire and Ambulance District 1 L &M Key Fund. ITEM BACKGROUND: Monroe County contracted with Advanced Data Processing Inc., (ADPI) for ground ambulance billing in 2012. After 210 days of inactivity with ADPI, outstanding accounts are then placed with the collection agency, Municipal Services Bureau. Three years from the date of incident, Monroe County Finance Department administratively writes -off these debts after BOCC resolution. The attached Resolution authorizes the write -off of the balances of 341 accounts totaling $211,977.27, which represents the one -year period from January 1, 2012 through December 31, 2012 (see attached Exhibit A). There are 341 accounts in CY 2012 totaling $211,977.27. These debts represent accounts determined to be uncollectable due to a multitude of reasons, including insurance paying the maximum allowable; the service recipients are deceased with no available funds in the estate; bankruptcy; a minor with no guardian or patient found; uncollectible balances of Medicaid /Medicare; HMO balances; patient financially indigent (homeless); foreign address; and /or refusals to pay. Even though these accounts are administratively written off for accounting purposes, the collection agency continues to attempt collection on these accounts. PREVIOUS RELEVANT BOCC ACTION: On August 20, 2008 Resolution No. 250 -2008 authorized the write off of Fire Rescue ground ambulance accounts receivables totaling $249,833.14. On September 16, 2009 Resolution No. 280 -2009 authorized the write off of Fire Rescue ground ambulance account receivables totaling $311,040.13. On August 18, 2010 Resolutions 248 -2010 and 246 -2010 authorized the write off of Fire Rescue ground ambulance accounts receivables totaling $315,822.09. On September 21, 2011 Resolution 282a -2011 authorized the write off of Fire Rescue ground ambulance accounts receivables totaling $284,953.95. The CY 2008 write offs totaling $325,166.82 were executed by the Clerk of the Courts office inadvertently; the item was pulled from the September 2012 agenda. On November 20, 2013 Resolution 382 -2013 authorized the write -off of a total of 570 Fire Rescue ground ambulance accounts receivable for CY 2009 plus three bankruptcies from CY 2010, totaling $351,618.38. On November 17, 2015 Resolution 390- 2015 authorized the write -off of Fire Rescue ground ambulance accounts receivables totaling $360,837.34 for CY 2011. CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: Resolution Exhibit A FINANCIAL IMPACT: Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Grant: County Match: Insurance Required: Additional Details: If yes, amount: N/A h]W TA1 IH17." Pedro Mercado Completed 10/31/2016 9:00 AM James Callahan Completed 10/31/2016 11:29 AM Budget and Finance Completed 10/31/2016 12:47 PM Maria Slavik Completed 11/01/2016 7:20 AM Kathy Peters Completed 11/01/2016 3:22 PM Board of County Commissioners Pending 11/22/2016 9:00 AM RESOLUTION NO. -2016 A RESOLUTION OF THE BOARD OF GOVERNORS FIRE AND AMBULANCE DISTRICT 1 OF MONROE COUNTY, FLORIDA AUTHORIZING THE WRITE -OFF OF FIRE RESCUE GROUND AMBULANCE ACCOUNTS RECEIVABLE FOR CALENDAR YEAR 201 WHEREAS, Monroe County Fire Rescue Services provides ground ambulance service; and WHEREAS, the Board of County Commissioners of Monroe County contracted with Advanced Data Processing, Inc. (ADPI) for Rescue Ambulance Billing and Related Professional Services in 2012; and WHEREAS, after 210 days of billing, accounts are placed with Municipal Services Bureau, a collection agency, to further attempt collection; and WHEREAS, once a period of 4 years from the date of the billable incident has elapsed, and all efforts of collecting the debt have been exhausted, Monroe County Finance Department directs the write -off of these debts; and WHEREAS, a report was provided by Municipal Services Bureau on accounts that met the above criteria, and were deemed uncollectible, for the time period of January 2012 through December 2012; and WHEREAS, a report was provided by Advanced Data Processing, Inc. on accounts that it was determined that further collection efforts are fruitless as insurance has paid the maximum allowable on these claims, and the service recipients are now either deceased with no available funds in the estate, in the estate, in bankruptcy, a minor with no guardian or patient found, have uncollectible balances of Medicaid /Medicare, and /or have small exceptions balances for the time period of January 2012 through December 2012. WHEREAS, it is desired that these uncollectible ground ambulance service accounts receivable be written off at this time; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF GOVERNORS OF FIRE AND AMBULANCE DISTICT 1 OF MONROE COUNTY, FLORIDA: Receivables for ground ambulance service accounts listed on attached Exhibit A in the amount of $211,977.27 shall be deleted from the Fire and Ambulance District 1 L &M Key Fund. PASSED AND ADOPTED by the Board of Governors, Fire and Ambulance District 1 of Monroe County, Florida, at a regular meeting of said Board held on the 22" day of November, 2016. Mayor of Layton, Norman Anderson Councilman, Clark Snow Commissioner, Danny Kolhage Commissioner, David Rice Commissioner, George Neugent (Seal) ATTEST: AMY HEAVILIN, CLERK Deputy Clerk BOARD OF GOVERNORS, FIRE AND AMBULANCE DISTRICT 1 OF MONROE COUNTY, FLORIDA By: Mayor / Chairman MONROE COUNTY ATTORNEY: By: Pedro Mercado EXHIBIT A Monroe County Fire Rescue Ground Ambulance CY 2012 Account Receivables Write Offs Accounts with MSB (DOS: 11112012 - 1213112012) Account Number Date Of Service Final Balance 9175735 01/04/12 $ 624.00 9175782 01/09/12 $ 768.00 9475006 02/06/12 $ 612.00 9474984 02/08/12 $ 804.00 9474994 02/10/12 $ 912.00 9584550 02/18/12 $ 828.00 10705641 02/29/12 $ 858.00 9740313 03/08/12 $ 612.00 9740315 03/11/12 $ 840.00 10239921 03/14/12 $ 924.00 10228008 03/17/12 $ 648.00 10228045 03/21/12 $ 624.00 10228027 03/24/12 $ 756.00 10371142 04/06/12 $ 419.20 10392760 04/10/12 $ 696.00 10497338 04/17/12 $ 852.00 10497332 04/18/12 $ 624.00 10607902 04/27/12 $ 612.00 10826464 05/06/12 $ 624.00 10839462 05/19/12 $ 636.00 10839459 05/20/12 $ 636.00 10839456 05/20/12 $ 126.03 10839440 05/23/12 $ 876.00 10839442 05/24/12 $ 912.00 10826465 05/25/12 $ 756.00 10839448 05/26/12 $ 1,064.00 10850660 05/27/12 $ 864.00 10850644 05/30/12 $ 852.00 60112 -01 06/01/12 $ 11.67 11212149 06/17/12 $ 756.00 11212172 06/22/12 $ 624.00 11212170 06/22/12 $ 612.00 11212156 06/24/12 $ 612.00 11212161 06/25/12 $ 612.00 11320802 07/03/12 $ 756.00 11643228 07/09/12 $ 612.00 11695526 07/11/12 $ 624.00 11653034 07/19/12 $ 35.00 a 11653031 07/20/12 $ 624.00 11653043 07/28/12 $ 624.00 11653039 07/29/12 $ 992.00 11707145 08/03/12 $ 624.00 11707140 08/04/12 $ 888.00 11863076 08/16/12 $ 756.00 11863109 08/24/12 $ 624.00 12101568 09/01/12 $ 624.00 12148625 09/08/12 $ 612.00 12222650 09/16/12 $ 636.00 12222633 09/17/12 $ 756.00 12348071 09/29/12 $ 828.00 12348078 09/30/12 $ 924.00 12348082 09/30/12 $ 636.00 12401016 10/03/12 $ 648.00 12401021 10/06/12 $ 624.00 12401000 10/10/12 $ 672.00 12413179 10/11/12 $ 648.00 12443452 10/12/12 $ 660.00 12443450 10/12/12 $ 624.00 12575104 10/27/12 $ 876.00 12604083 10/29/12 $ 840.00 12604068 10/30/12 $ 780.00 12619804 11/02/12 $ 624.00 12675481 11/03/12 $ 780.00 12675488 11/03/12 $ 912.00 12630794 11/05/12 $ 816.00 12684477 11/06/12 $ 828.00 12684470 11/09/12 $ 708.00 12740139 11/17/12 $ 948.00 12927817 12/03/12 $ 804.00 12927816 12/03/12 $ 636.00 12902929 12/04/12 $ 636.00 12949955 12/05/12 $ 816.00 12949968 12/05/12 $ 948.00 12949961 12/06/12 $ 768.00 14241192 12/09/12 $ 876.00 14241190 12/09/12 $ 924.00 14241174 12/11/12 $ 612.00 14262252 12/16/12 $ 864.00 14262235 12/17/12 $ 840.00 14262234 12/17/12 $ 203.38 14389339 12/22/12 $ 828.00 14389369 12/27/12 $ 88.61 14389358 12/29/12 $ 732.00 Sub Total $ 58,325.89 y: a a a a' a' a Accounts with ADPI (DOS: 11112012 - 12/31/2012) Account Number Date of Service Final Balance 9294928 2012 -01 -17 $ 636.00 9294968 2012 -01 -23 $ 636.00 9749759 2012 -03 -09 $ 792.00 14389364 2012 -12 -25 $ 612.00 9379700 2012 -02 -01 $ 624.00 10239924 2012 -03 -13 $ 624.00 12871718 2012 -11 -30 $ 812.00 14241186 2012 -12 -07 $ 912.00 14241179 2012 -12 -12 $ 852.00 14262231 2012 -12 -17 $ 852.00 12831309 2012 -11 -23 $ 612.00 9474996 2012 -02 -06 $ 612.00 10239930 2012 -03 -19 $ 828.00 11863101 2012 -08 -21 $ 780.00 12490824 2012 -10 -19 $ 744.00 14389341 2012 -12 -31 $ 816.00 10793264 2012 -01 -19 $ 828.00 12401027 2012 -10 -05 $ 828.00 12604074 2012 -10 -31 $ 824.00 9678643 2012 -02 -22 $ 624.00 10839436 2012 -05 -25 $ 136.31 12575099 2012 -10 -28 $ 840.00 10704996 2012 -02 -24 $ 610.80 10392763 2012 -04 -09 $ 25.51 12927829 2012 -12 -02 $ 87.12 12604090 2012 -10 -29 $ 828.00 9379713 2012 -01 -14 $ 612.00 11212216 2012 -06 -11 $ 648.00 11863107 2012 -08 -24 $ 672.00 12490819 2012 -10 -18 $ 33.00 12831304 2012 -11 -20 $ 672.00 9740302 2012 -03 -10 $ 624.00 9294920 2012 -01 -18 $ 636.00 11707135 2012 -08 -02 $ 756.00 10228072 2012 -03 -27 $ 756.00 10228009 2012 -03 -15 $ 804.00 9175757 2012 -01 -13 $ 888.00 y a a a a' a' a 11863080 2012 -08 -13 $ 117.60 9294972 2012 -01 -21 $ 119.71 12740151 2012 -11 -16 $ 912.00 11863138 2012 -08 -18 $ 612.00 12148619 2012 -09 -13 $ 624.00 9584575 2012 -02 -14 $ 792.00 12348093 2012 -09 -28 $ 816.00 12413178 2012 -10 -11 $ 143.13 9294970 2012 -01 -22 $ 768.00 10793262 2012 -01 -19 $ 19.98 11212142 2012 -06 -16 $ 804.00 10710393 2012 -05 -05 $ 636.00 12604091 2012 -10 -29 $ 612.00 11212167 2012 -06 -21 $ 612.00 9294938 2012 -01 -24 $ 91.38 11212202 2012 -06 -14 $ 90.53 10596384 2012 -04 -24 $ 10.00 11643230 2012 -07 -09 $ 660.00 9749760 2012 -03 -12 $ 612.00 10596389 2012 -04 -21 $ 624.00 11863142 2012 -08 -19 $ 876.00 10705792 2012 -02 -29 $ 150.00 9294919 2012 -01 -18 $ 624.00 11212180 2012 -06 -08 $ 624.00 11707144 2012 -08 -03 $ 756.00 10607917 2012 -05 -03 $ 612.00 10839450 2012 -05 -25 $ 122.40 10839452 2012 -05 -25 $ 122.40 10497352 2012 -04 -14 $ 1,064.00 9175755 2012 -01 -13 $ 852.00 10793259 2012 -05 -08 $ 122.40 14389349 2012 -12 -29 $ 612.00 10839443 2012 -05 -24 $ 792.00 12490833 2012 -10 -15 $ 280.00 9584567 2012 -02 -18 $ 289.65 9740320 2012 -03 -11 $ 624.00 9294942 2012 -01 -26 $ 836.00 10705568 2012 -02 -25 $ 1,125.60 11863129 2012 -08 -17 $ 836.00 9584530 2012 -02 -12 $ 91.38 12684482 2012 -11 -07 $ 91.59 10710378 2012 -05 -12 $ 1,076.00 y: a a a' a' a 12148633 2012 -09 -10 $ 91.17 12101539 2012 -08 -26 $ 660.00 12619809 2012 -11 -01 $ 624.00 11863127 2012 -08 -15 $ 612.00 9584544 2012 -02 -22 $ 624.00 11653033 2012 -07 -20 $ 213.00 14389353 2012 -12 -25 $ 636.00 11212128 2012 -06 -18 $ 636.00 12684472 2012 -11 -09 $ 816.00 12534047 2012 -10 -24 $ 648.00 9749766 2012 -03 -12 $ 166.74 12543672 2012 -10 -14 $ 624.00 10497333 2012 -04 -18 $ 38.48 12400985 2012 -10 -07 $ 624.00 11707133 2012 -08 -01 $ 120.56 11863139 2012 -08 -18 $ 612.00 11653061 2012 -07 -25 $ 936.00 12401005 2012 -10 -08 $ 876.00 11653052 2012 -07 -30 $ 612.00 14367725 2012 -12 -24 $ 87.12 12831303 2012 -11 -20 $ 76.00 12927828 2012 -12 -03 $ 816.00 9474988 2012 -02 -10 $ 828.00 12222638 2012 -09 -20 $ 90.74 9740308 2012 -03 -07 $ 612.00 10392759 2012 -04 -11 $ 792.00 12858113 2012 -11 -25 $ 768.00 14367721 2012 -12 -19 $ 624.00 9294974 2012 -01 -22 $ 660.00 14389347 2012 -12 -29 $ 624.00 12400983 2012 -10 -06 $ 864.00 11863124 2012 -08 -18 $ 100.00 9584560 2012 -02 -18 $ 612.00 14241173 2012 -12 -11 $ 612.00 11212241 2012 -06 -29 $ 636.00 12101551 2012 -09 -04 $ 171.06 12740133 2012 -11 -17 $ 85.65 11863086 2012 -08 -11 $ 876.00 12740146 2012 -11 -14 $ 624.00 12543685 2012 -10 -26 $ 780.00 10710385 2012 -05 -10 $ 624.00 y: a a a' a' a 10228016 2012 -03 -23 $ 816.00 11707109 2012 -08 -07 $ 624.00 11707114 2012 -08 -06 $ 624.00 10850632 2012 -05 -22 $ 624.00 11863092 2012 -08 -12 $ 75.06 11707130 2012 -08 -01 $ 225.06 12101528 2012 -08 -30 $ 648.00 12148612 2012 -09 -12 $ 636.00 11212181 2012 -06 -09 $ 768.00 12443447 2012 -10 -12 $ 624.00 11212193 2012 -06 -06 $ 624.00 10710386 2012 -05 -07 $ 756.00 14367712 2012 -12 -20 $ 828.00 12222644 2012 -09 -15 $ 624.00 10382792 2012 -04 -11 $ 672.00 9379711 2012 -01 -14 $ 864.00 10997534 2012 -06 -02 $ 624.00 14367729 2012 -12 -24 $ 624.00 14241191 2012 -12 -09 $ 624.00 11707142 2012 -08 -02 $ 864.00 10318580 2012 -04 -03 $ 1,008.00 10227999 2012 -03 -16 $ 165.60 10793266 2012 -01 -19 $ 102.03 9584571 2012 -02 -16 $ 92.23 11863100 2012 -08 -21 $ 732.00 9740317 2012 -03 -11 $ 624.00 10392749 2012 -04 -11 $ 720.00 14241166 2012 -12 -13 $ 696.00 12927821 2012 -12 -03 $ 612.00 10371140 2012 -04 -06 $ 828.00 14367715 2012 -12 -21 $ 612.00 12604086 2012 -10 -29 $ 852.00 12401013 2012 -10 -02 $ 732.00 11643206 2012 -07 -22 $ 423.80 14241177 2012 -12 -12 $ 792.00 14241180 2012 -12 -12 $ 756.00 14262232 2012 -12 -17 $ 756.00 12740131 2012 -11 -17 $ 780.00 10318582 2012 -04 -03 $ 624.00 11320812 2012 -07 -01 $ 660.00 10497340 2012 -04 -14 $ 696.00 y: a a a' a' a 11212136 2012 -06 -20 $ 624.00 11320795 2012 -06 -27 $ 696.00 9584561 2012 -02 -20 $ 756.00 12148629 2012 -09 -09 $ 76.34 9175737 2012 -01 -04 $ 684.00 11653066 2012 -07 -28 $ 624.00 11707134 2012 -08 -01 $ 624.00 11707139 2012 -08 -05 $ 612.00 11707118 2012 -08 -10 $ 612.00 11863130 2012 -08 -16 $ 624.00 12348080 2012 -09 -30 $ 624.00 12401011 2012 -10 -03 $ 624.00 12401012 2012 -10 -03 $ 624.00 12101530 2012 -08 -28 $ 624.00 10607910 2012 -04 -28 $ 624.00 12831302 2012 -11 -20 $ 636.00 10997527 2012 -06 -05 $ 624.00 11707124 2012 -08 -09 $ 118.00 11212133 2012 -06 -19 $ 624.00 10228013 2012 -03 -16 $ 624.00 14389360 2012 -12 -26 $ 612.00 12148608 2012 -09 -11 $ 936.00 10705250 2012 -02 -28 $ 29.06 10252070 2012 -03 -15 $ 828.00 9097683 2012 -01 -01 $ 624.00 12927827 2012 -12 -02 $ 141.60 10239927 2012 -03 -13 $ 852.00 14389359 2012 -12 -26 $ 860.00 10228074 2012 -03 -26 $ 720.00 14367728 2012 -12 -23 $ 554.00 10318599 2012 -04 -03 $ 612.00 12619802 2012 -11 -02 $ 624.00 10850661 2012 -05 -27 $ 648.00 12799328 2012 -11 -19 $ 816.00 12534043 2012 -10 -22 $ 972.00 9294930 2012 -01 -17 $ 842.94 9667947 2012 -03 -05 $ 442.94 9294947 2012 -01 -26 $ 10.00 10596390 2012 -04 -21 $ 636.00 10497343 2012 -04 -12 $ 624.00 10497336 1 2012 -04 -16 1 $ 95.64 y: a a a' a' a 10850641 2012 -05 -21 $ 636.00 12101545 2012 -09 -02 $ 840.00 12543688 2012 -10 -26 $ 624.00 12927818 2012 -12 -03 $ 804.00 12490838 2012 -10 -17 $ 888.00 14241171 2012 -12 -11 $ 672.00 14389372 2012 -12 -26 $ 612.00 10705274 2012 -02 -29 $ 672.00 10596380 2012 -04 -24 $ 89.25 12740140 2012 -11 -16 $ 612.00 12400994 2012 -10 -07 $ 624.00 10710382 2012 -05 -10 $ 141.60 10850640 2012 -05 -21 $ 744.00 10318600 2012 -04 -03 $ 612.00 10497347 2012 -04 -12 $ 676.00 10497351 2012 -04 -13 $ 742.00 11320803 2012 -07 -04 $ 824.00 14241157 2012 -12 -13 $ 900.00 10382793 2012 -04 -11 $ 624.00 10705167 2012 -02 -23 $ 133.68 11320811 2012 -07 -01 $ 852.00 11212174 2012 -06 -22 $ 612.00 9294932 2012 -01 -24 $ 684.00 14241163 2012 -12 -14 $ 612.00 10318594 2012 -04 -02 $ 612.00 10318581 2012 -04 -03 $ 624.00 10497344 2012 -04 -12 $ 624.00 12401010 2012 -10 -03 $ 624.00 14389362 2012 -12 -26 $ 624.00 12400982 2012 -10 -09 $ 780.00 10839445 2012 -05 -26 $ 828.00 9400698 2012 -02 -04 $ 126.60 12575098 2012 -10 -28 $ 780.00 14367720 2012 -12 -19 $ 164.43 11212232 2012 -06 -30 $ 732.00 11653055 2012 -07 -26 $ 816.00 12534054 2012 -10 -23 $ 912.00 9667952 2012 -03 -03 $ 624.00 9667945 2012 -03 -05 $ 624.00 9379709 2012 -01 -14 $ 684.00 12630795 1 2012 -11 -05 1 $ 624.00 y: a a a' a' a 11653042 2012 -07 -30 $ 816.00 9175744 2012 -01 -11 $ 6.00 11863095 2012 -08 -12 $ 816.00 12543674 2012 -10 -14 $ 816.00 14241183 2012 -12 -11 $ 120.14 9294959 2012 -01 -20 $ 624.00 12401025 2012 -10 -04 $ 624.00 10227998 2012 -03 -16 $ 567.29 10228006 2012 -03 -16 $ 624.00 11863084 2012 -08 -11 $ 840.00 10705200 2012 -02 -25 $ 663.60 10850648 2012 -05 -29 $ 672.00 12949964 2012 -12 -05 $ 122.14 9400700 2012 -02 -03 $ 639.34 14241167 2012 -12 -13 $ 612.00 Sub Total $ 153,651.38 Total $ 211,977.27 y: a a a a' a