Committee approves aging receivables report and authorizes write-offs after discussion of unpaid invoices including American Red Cross

The Committee on Accounts, Enrollment and Revenue Administration voted to approve the finance department's accounts receivable aging report and to authorize write-offs for identified third-quarter receivables after discussion about long-outstanding invoices.

Kim LeBlanc, Financial Analyst 2 in the finance department, presented the item and described the pattern of delinquent accounts. LeBlanc said, "They are a national organization. The problem is is we send them bills year after year. And why they're not paying? We don't we don't have a good answer." LeBlanc told the committee the specific unpaid account tied to the American Red Cross dated to a 2022 bill and that the organization had switched to central alarm monitoring in 2023.

Alderman Sapienza questioned whether the Red Cross should be written off, noting, "They're financially solvent, I believe." The committee discussed collection options. A city staff member (Clerk) explained how outstanding balances are reflected when someone applies for licenses: "We do that if they're if they license, if they get their...business license that's covered under the code. Once we get those those reports, the 90 day reports, we have our databases updated, so that amount's in there. If that person comes to the counter, we usually reach out to the department and say, you know, so and so is here. Is that still the balance? And usually, we'll either collect that or send them over to the department."

Legal staff member Bill told the committee that liens were generally limited by statute for older debts: "Perhaps for a current and existing recoverable loan, but these particular ones that are being asked to be written off or older than the statute of limitations would permit you to bring a, a suit or complaint against them." The transcript records that some collection efforts had been pursued in small claims court with some success.

Committee members also discussed fees tied to legacy wired master alarm boxes and the city's transition to central monitored alarm systems. A staff speaker said the city sent reminders to about 20 businesses that still had wired master boxes and warned of rising fees: "Informing them that January '26, it will go up to 2,500" and later adding that in 2027 the fee "will go up to 5,000." The committee acknowledged that many businesses had already moved to the new system.

On motions, Alderman Sapienza moved to approve the accounts receivable aging report (Item 2) and Alderman Vincent seconded; the committee approved the motion by voice vote. Later, the committee authorized the write-offs called for in Item 3 by motion of Alderman O'Neil with Alderman Vincent seconding; that motion also passed by voice vote. The transcript does not include a roll-call tally for either vote.

Committee members suggested examining policies to require upfront payment where feasible and referred the broader question of collection practices to the Board of Mayor and Aldermen for further consideration.

Notes on scope: the transcript identifies the Red Cross and other national retailers (Rite Aid) as recurring delinquent accounts; individual dollar amounts for each write-off were not stated in the transcript and are recorded here as not specified.