LL •.~ KEY COMPONENTS OF EFFECTIVE FINE COLLECTION SYSTEM • Leadership - identify fine collection as a priority - endorse goals/plan • Data - assessed v. collected - over a specified time period • Goals - 50% 48 Hours - 80% 30 Days - 100% 60 Days • Short Time Periods - collect all or part on date of sentence - minimize installment payments • Tell Offender What Is Expected - where and how to pay - consequences of non-payment • Effective Collection Systems & Procedures PROGRAM OVERVIEW The Way It Was Presumption- "Defendant Can't Pay Inconsistent, Randomly Set Terms Extremely High Default Rate Weak Follow up Warrant Credit/Recycle Problem Attitude/Priority Perception- Court, Community,"Word On the Street" Expensive Inconsistent Ineffective Solution- The Program Fines & Cost Are Due Immediately. Established A Clear Line of Responsibility. Established A Target, Set Real Goals. Demanded An Immediate Response to Default. Established & Implemented A Range of Sanctions for Default. t. EFFECTIVE COLLECTION SYSTEMS AND PROCEDURES • Clear lines of responsibility for collections • Centralized supervision in senior staff • Set goals; monitor performance • Ensure immediate response to non- payment • telephone notification • mail notification • warrant • Develop range of sanctions for non- compliance • Establish sound financial controls Basic Fine Collections System Process • Fine & Cost Due At Pleading or Judgement • If Defendant Not Prepared to Pay In Full Must Report to The Collections Department • Defendant Must Complete & Submit An Application to the Collections Department Requesting Additional Time to Pay • Defendant's Application is Verified • Collections Officer Interviews Defendant • If Defendant Qualifies for Extension Collections Officer Sets Terms Not To Exceed Established Target • If Defendant Fails to Qualify Collections Officer Will Attempt to Place Defendant in Alternative Program, or, Return to Court • Collections Department Will Manage Fine/Cost Collection of Case to Termination by Payment In Full or Irreconcilable Default and/or Non- Compliance COUNTY CRIMINAL COURTS COLLECTION UNIT - Maximizes the collection of fines and fees -enforces concept that fines and fees are punishment. - Improved customer service. - Collection activity begins the day the account is received. - Automated program can be run on a normal PC. - Immediate follow up if delinquent by phone calls and letters. - Partial payments are followed up with mailers. - Automatically notifies collectors when they are needed. ADVANTAGES TO THE COURT COLLECTION SYSTEM - Working with defendants one-on-one helps them to meet their financial obligations. - Personal history and financial information enhances collections. - Increased collections reduce the number of warrants issued and the associated costs. - Improved public service image. - Department has control and increased productivity over the time to pay by having trained specialists devoted to the courts' collection activity. BASIC FINE COLLECTIONS PROCESS .-.•~o-~.... ~~ ~;,. KERR COUNTY jO• CRIMINAL COURTS ,v ~ COLLECTIONS DEPARTMENT -.... PAYMENT OF FINES AND COURT COST A FINE IS PART OF THE Pl1NISHMENT ~ FOR THE CRIME COMMITTED. COURT COST IS PART OF THE EXPENSE OF LEGALLY PROCESSING YOUR CASE. FAILURE TO PAY EITHER CAN RESULT IN A RF~ST AND CONFINEMENT AS WELL AS BEING CONSIDERED A VIOLATION OF PROBATION. A WARRANT FOR YOUR ARREST / MAY BE ISSUED FOR VIOLATION OF ANY T CONDITIONS OF PROBATION. IF ISSUED ,YOU WILL BE HELD IN THE KERR COUNTY JAIL WITHOUT C BOND UNLESS THE JUDGE ORDERS OTHERWISE. NERAL PROCESSIN couECnor+s DEPARTMENT IF YOU LEAVE WITHOUT MAKING PAYMENT ARRANGEMENTS, YOU WILL BE IN VIOLATION OF YOUR COURT ORDER AND SUBJECT TO ARC. No food or beverages are allowed in the waiting area. Persons other then the defendant (friends, relatives, children, etc.) should wait for them in the hall area. Application You must complete an application. The information SHALL be verified. Incomplete or inaccurate information will delay your processing. Interview You mus be interviewed. During the interview, terms for payment will be established. Maximum terms usually do not exceed 60 days. ProcessinE Time Your application will be processed in the order it was received. Your patience is appreciated. uestions Your questions about the payment of your fines and court cost should be answered before you leave. The time to clear up any questions is during the interview. DO NOT LEAVE ANY BLANKS ON THE APPLICATION ANSWER~L OUE T 1 have read and understand the above. X DEFENDANT SIGNATURE BASIC UNDERWRITING GUIDELINES BASE = 50% in 48 hrs., 80% in 30 days, 100% in 60 days. ALTERNATIVE = 50% in 48 hrs.to 2wks, balance 30/60 days. 1st ALTERNATIVE = Waive 50%/48, 2X50% 60 days. 2st ALTERNATIVE = Waive 50%/48, 2x33%, 1x34%, 90days Max. 3rd ALTERNATIVE = Waive 50%/48, 4x25%, Max. 120days MINIMUM PAY = Waive 50%/48, 3x$50.00 with 90 days Max. & mandatory budget review at 120 days. (No bonds available; No available assets; Net income less than $500.00 /month). MULTIPLES = Run multiple cases consecutively when necessary using basic underwriting guidelines. S.W.A.P. Assignment to S.W.A.P. is reserved for those individuals that are basically indigent. NO MONEY,NO INCOME, NO GUARANTORS. Assignment should be made in these cases with approval of The Court unless there aze special circumstances such as verifiable medical disability. FACTORS. Use good judgment and common sense. Anyone with income should be placed on a PLAN. The plan should make sense. Make notes in the comment section and be certain you can justify why did what you did. There should be ~IQ terms exceeding 120 days. Consider ONLY those expenses necessary for minimum, reasonable household maintenance. Always push the base first without exception and work backwazds from that point. Alternatives other than the base should be documented. If there aze unusual circumstances, get The Courts APPROVAL. KERB COUNTY COLLECTIONS DEPARTMENT CLOSING GUILELINES I. REVIEW APPLICATION a. Missing Items - SS#'s , DL#'s, Marital Status, etc. b. Duplications -same home & work #'s, references. c. Inconsistency -Kerrville address San Antoino phone #. d. Landlord - almosteveryone has one be it pazents or a mortgage company. II. ELIGIBILITY FORM a. Complete Budget 1. Weekly Income x 4.3 =Monthly 2. Ask about spouse or additional income 3. Review bills b. Review Offense(s), Pleading(s), and /or judgements 1. Ask defendant how pleaded, usually guilty or no contest 2. If pleaded innocent, Court found guilty. III, REVIEW FINES, COURT COST, & ESTABLISH PLAN a. Use assessment to review FCC b. Explain 50% x 48hrs.,80% x 30 days, TOTAL x 60 days. c. Establish plan, anything over 120 days must have Court approval. IV. REVIEW AGREEMENT, TERMS & CONDITIONS, PENALTIES a. Throughly cover the Agreement. Emphasize terms, conditions, payment amounts, DUE DATES. b. Explain PENALTY for violations. Emphasize COiTRT ORDER! V. REVIEW PAYMENT PROCEDURE a. Using assessment sheet, highlight or cycle Case#, and Court# b. Explain NO CHECKS, cash, M.O. or CC only. c. Mark Payee: Billie G. Meeker County Clerk; Empasize "Always include Case Number on ANYTHING Sent To Us." d. Give Office Hours, 8:00 A.M. / 4:00 P.M. e. Mark or Circle mailing address ;emphasize 7 to 10 days in advance of DUE DATE; violation occurs if not received, no matter of the post - mazk. f. Show ND envelope & emphasize NO CASH. g. Show Copy of Western Union wiring instructions & explain. VI. CONCLUSION a. Sign and get Defendant to sign. b. ID defendant; match up names & address. c. Give defendant envelope & businness cazd, along with teir copies of assessment form, extension agreement, and Western Union instructions. d. Explain that payment CANNOT be made to probation or to Court, only Kerr County Clerks office. e. Ask, if there aze any Questions. f. Direct to County Clerk's Cashier's office if necessary ~, KERR COUNTY CRIMINAL COURTS APPLICATION FOR EXTENSION OF TIME FOR PAYMENT W HY ARE YOU NOT PREPARED TOPAY ALL FINES AND COURT COST TODAY? 2. HOW MUCH ARE YOU PREPARED TO PAY TODAY? 3. IF YOUR APPLICATION I APPROVED, WHEN WILL YOUR BALANCE BE PAID? PERSONAL NAME Lazt First Middle "Go By" MAILING ADDRESS Number/P.O.B./Street Apt. City, State, Zip PHYSICAL ADDRESS PHONE (~ if no phone number where can you be reached? Race Sex Ht Wl Color Eyes Color Hair Date of Birth Drivers License # Social Security # Education (last year completed) Married Single Separated Divorced If Married, Spouse's Name Last First M.I. Spouse's Address & Phone if different Phone Nearest Living Relative NOT residing with you Relationship (Address) (Phone) List the Names, Address & Phone Numbers of Two(2) Personal References NOT Related to You. Name Address Phone Years Known N me Address Ph ne Years Known ASSETS Employer Name Address Position How Long? Supervisor's Name Ph # Pay Days Take Home Pay $ Wk ._ Month Previous Employer Name Address Phone Position FromITo Spouse's Employer Name Address Position Spouse's Supervisor Name: Ph a Pay Days Take Home Pay $ Wk._ Month_ Please Check any other sources if income you receive & the amount(s): _ Welfare $ /Month Medicare $ /Month Retirement $ /Month _ Soc.Sec.$ /Month _Unempi. $ /Month Disability $ /Month Other $ /Month Bank Accounts _ Checking at: Balance $ Savings at: Balance $ Automobiles Yr./Make/Model Yr./Make/Model Do You Own a Home or Any Other Real Estate? Yes_ No_ If Yes Where: OBLIGATIONS Other than yourself, how many people do you support directly'? Name: Age: Relationship: Name: Age: Relationship: Name: Age: Relationship: Name: Age: Relationship: List All Your Creditors (Mortg age Companies, Banks, Credit Card Accounts, Finance Companies, Rent-to-own) Use a separate sheet of paper to list additional creditors. Company Name Balance Payment Amount WWMo Company Name Balance Payment Amount Wk/Mo Company Name Balance Payment Amount Wk/Mo Company Name Balance Payment Amount Wk/Mo Monthly Expenses Rent $ Utilities $ Phone $ Food $ Child Care $ Child Support $ Alimony $ Other $ Landlord Name Address Phone ACKNOWLEDGEMENT & DECLARATION Under penalty of perjury I hereby certify the foregoing as being a complete and accurate statement of my current financial condition. 1 authorize the Kerr County Collections Departrnen[, their employees or agents to conduct a complete and through investigation of my statement. I understand this investigation could include direct verifications of all information given and the obtaining of reports from credit reporting agencies. It is with this understanding and acknowledgment that I formerly request an extension of time for payment of fines and court cost now due and payable to the County of Kerr. Sworn and Subscribed to this _ day oC 19_, by the defendant, !Defendant's Sivnantrel Case number Attorney Review Date Comments & recommendation: (FOR OFFICE USE ONLY Court Fine & Cost $ Interviewer KERR COUNTY CRIMINAL COURTS Financial Evaluation Worksheet Defendant Case Number Attorney Review Date Net Monthly Income Other Monthly Income Total Monthly Income Less Total Montlily Obligations Net Surplus/Negative Income Income Pover~ Level Total Number of Dependents Total Net Annual Income Federal Poverty Level Total Available Cash Total Credits Available Total Cash Access Cash Access Criminal Case History Dale: Case # Offense: Date: Case # Offense: Date: Case # Offense: Date: Case # Offense: Date: Case # Offense: Court Fine & Cost $ Interviewer Results: Results: