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Correspondence . r % 1 Dianna Howse I D 7� �u/Ao?e(g .D00a0 From: Dianna Howse Sent: Thursday, November 10, 2011 8:34 AM To: Angela McCoy Subject: RE: Bank Reconciliation - Outstanding Checks Update Thank you. I will contact Ms. Smith by phone and will follow up with a "certified" letter of instructions. Hopefully she will listen to her v -mail and read her mail. + , Dianna M P / � From: Angela McCoy ' �( '� Sent: Thursday, November 10, 2011 8:31 AM n/ To: Dianna Howse v i ' , Subject: RE: Bank Reconciliation - Outstanding Checks Update • �/ 1. s l � e � / • Good Morning: r e / I n �°' She can call 503 - 986 -5200 and they can help her with the claims process. Online it says it can take up to 12 weeks for processing so the sooner she calls the better. Angela © From: Dianna Howse Sent: Wednesday, November 09, 2011 3:56 PM To: Angela McCoy Cc: Amy Lawson Subject: RE: Bank Reconciliation - Outstanding Checks Update Angela, Thank you for the information. I did not know about the annual unclaimed property date. I will let her know that she has to contact the state. Can you please provide me with a phone number for her to call? Thanks again for your help with this. Dianna From: Angela McCoy Sent: Wednesday, November 09, 2011 3:08 PM To: Dianna Howse Cc: Amy Lawson Subject: RE: Bank Reconciliation - Outstanding Checks Update Dianna: Unfortunately the check for this has already been issued to the state as unclaimed property. I had sent Ms. Smith a letter regarding this issue back on August 16 explaining that this check was still showing in our records as owing and un- cashed. She never responded to my letter. At this point in time Ms. Smith will need to contact the state's unclaimed property division in order to receive her funds. All Unclaimed Property is due to be turned in to the state no later than 1 November 1st of every year. So this check was cut and mailed to them on 10 -26 -2011. They should have received it by now. Had we heard from her earlier we would have been able to hold it and reissue the check. Let me know if you need any further info on this. Angela © From: Amy Lawson Sent: Wednesday, November 09, 2011 2:50 PM To: Angela McCoy Subject: FW: Bank Reconciliation - Outstanding Checks Update Amy Lawson Accounting Supervisor City of Tigard 503 - 718 -2497 From: Dianna Howse Sent: Wednesday, November 09, 2011 2:47 PM To: Amy Lawson Cc: Lora Garland; Mark VanDomelen; Kathy Gende Subject: Bank Reconciliation - Outstanding Checks Update On March 21, 2011, Kathy Gende ran a report of outstanding checks for reconciliation. I researched two of the checks on this report and following is an update. On this report, there was a check for $8,428.56 that was issued on 03/23/2009 to Bonita Court — 36LLC, but it was never cashed. In April, 2011, I found the engineering case file that contained the original check. There were notes in the file to engineering staff to find a new address to send the check, but the check was never sent. A new check was cut and sent to the correct address to close this case. There was also a check for $9,450.20 that was issued on 11/13/2008 to Sandra Smith. I processed the original request to void the plumbing and sewer connection permits and refund 100% of the fees paid as Ms. Smith was unable to connect to sewer as the elevation of the residence was too low to be served by the sewer lateral. I mailed the check to Ms. Smith on November 26, 2008, however the check was never cashed. Based upon the outstanding checks report, on April 14, 2011, I sent a letter to Ms. Smith regarding the check and asked that she contact me. On April 20, 2011, I called and left a v -mail message to return my call, and followed up with another call and v -mail message on June 10 Yesterday, I decided to call Ms. Smith one more time before requesting the funds be sent to the state, and earlier today she called me! Ms. Smith still has the check and she kept it because she did not believe what the contractor told her and thought she could find someone else to do the work. Ms. Smith will be mailing the check to my attention, and I will process a request to replace the check within the next 2 weeks. Ms. Smith was very thankful that I pursued this matter as she now has an immediate need for the funds and she apologized for not getting back to me sooner. What a great day! Dianna Howse Building Division Services Supervisor City of Tigard 503.718.2430 2 ` DISCLAIMER: E -mails sent or received by City of Tigard employees are subject to public record laws. 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