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Collections, how would we go about doing
that?
Volusia CountyClerk of the Court
Compliance Program
How we got started
Improving Performance Measures
On target with most of Performance Measures
Woefully under achieving on Misdemeanor Collections
Goal was 40 % Volusia Collection Rate 32%
What should we do about that?•Formulated in court forms for payment plans
•During sentencing defendants were enrolled
•Terms set for satisfaction over 6 months
•Signed by defendant in courtroom
•Limited involvement, got payment plans started
Collecti ons went downFrom 32% to 29%
Why did this happen?
No follow-up after initiation
No incentive to pay- sign and go home
Incomplete explanation of process
90 days to implement- Got to haves
One judge-One Courtroom implementation at a time
Support from administration
Go Getter as your Lead Compliance Officer
Flexibility in your approach
With as much automation as you can apply
What makes things work
Prints Management Reports and Post Card notices
Compliance Software – I-Plow- Automates payment plans and
Integrates to Case Management
Voice Messaging
DHSMV,
3rd Party Collection Agency
tracks due dates
What makes things workOffice process incorporates applicants to front counter, acquaints customers and staff with waiting for next available counselor, creates plan on-line including image of signed plan at time of initiation.
What makes things work
Application captures all relevant credit and asset information. Allows flexibility in regular obligation (not one cost divided evenly over a time frame). Puts responsibilityback on applicant. Must keep in contact with office if situation changes.
What makes things workNotify often using multiple methods. Post cards and voice messaging calls deliveredprior to payment being due, upon late prior to DL suspension, at DL suspension, and prior to delivery to 3rd Party Collection Agency.
What makes things workCooperation with Court teams. Judiciary meetings one on one to determine what worksin each courtroom. One by one rollout to properly manage expectations.
Results?In first 6 weeks raised collection rate from 29% to nearly 35%
All 6 judges implemented in less than 9 months at 2 locations
Needs to become a priority at all levels to gain real momentum
What has happened since then?
Great cooperation from the Court
Front Counter staffing completing plans and updating negotiated adjustments
Automation actively creating plans, mailing postcards, making calls
But what’s the bottom line?
Despite Focus- Collecti ons Lag
Need to treat financial sanctions as penalties
Working Plan but Plan isn’t producing – misdemeanor assessments hover at a 30% or lower collection rate
Clerks as Collectors- New Territory
Causes??
Need Additional ways to create convenience payments
Can’t keep running in placeGathered information on Collection Success Stories
Keep what works , rev ise what doesn’t
Seminole County•Focused Team of Collectors•All Misdemeanor Assessments paid directly to Clerk
Citrus County- Automated Payment methods•ACH- Checking & Savings at enrollment•Website payment ability
Beefing up Collections knowledge through training & experienced agents
More automation planned to integrate data entry steps
Revising focus to Misdemeanor plans only in County Court
Limiting payment plan adjustments- pay or perform community service
What i s p lanned next steps?
Adapting alternative methods for payment (ACH & Web payments)
Remove doubt about eff ortVolusia County will continue to push for collections wherever possible
Constrained by budgeted resources- requires scaled down implementation
Make dollars budgeted create a revenue producing difference
Volusia CountyClerk of the Court
Compliance Program
Contact Informati on
Volusia County Clerk of the CourtDon K. Murphy, PMPDirector of Court [email protected]
