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1993 UC Minutes
(Pity of Rosemount *PHONE (612) 4234411 2875 - 145th Street West, Rosemount, Minnesota MAYOR FAX (612) 4235203 Mailing Address: Edward B. McMenomy P.O. Box 510, Rosemount, Minnesota 55068 -0510 COUNCILMEMBERS Sheila Klassan James (Red) Steats Harry UTILITY COMMISSION MINUTES Dennis p Wipermann January 11, 1 993 ADMINISTRATOR Stephan JOk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on January 11, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. Acting President Mulhern called the meeting to order with Commission Member Oxborough, Public Works Director /Building Official Wasmund and Recording Secretary Dorniden present. The first item on the agenda was to discuss setting the regular meeting dates for the 1993 calendar year. Some discussion followed with the only real conflict being the meeting in October. The Commission agreed on October 4, 1993 and also expressed the option that these meetings can be changed at any meeting. MOTION by Mulhern to set Public Works Secretary Dori SECOND by Oxborough. A per the calendar received by ber 4, 1993 to that calendar. Public Works Director Wasmund added Item 7d.- MWCC Letter, Refund of Fees. Commission Member Oxborough added Item 7e. -Water Billing Questions. Commission Member Oxborough asked for some clarification regarding the minutes of the December 7, 1992. MOTION by Oxborough to approve the minutes of the December 7, 1992 regular Utility Commission meeting. SECOND by Mulhern. Ayes: 2, Nays: 0. Commission Member Oxborough asked for clarification on the Special Utility Commission meeting. He didn't feel it was a Special meeting, however an informational meeting. Also he questioned the usage of the antenna and letting the Public know that the Commission doesn't plan on charging another City entity for usage of the water tower. Discussion had taken place about a dollar charge but nothing was finalized. The Commission directed Staff to check the tape of the December 14, 1992 meeting to check for these discrepancies and bring them back to the next regular meeting. 6verylkings (19oming `Ub Aosemounl!Y 0 recycled Paw • UTILITY COMMISSION MINUTES January 11, 1993 Public Works Director Wasmund presented the Commission with the results of the lead /copper testing. The Commission talked briefly about the "action" levels and asked that they be kept informed. The next item Public Works Director Wasmund presented was basically an informational item to the Commission to let them know that the Yearly Administrative Fees had been transferred to the General Account. Commission Member Mulhern asked where the figures came from. Public Works Director Wasmund reiterated that they are a percentage and he will get a copy of the Fee Policy for the Commission for their next regular meeting. Public Works Director Wasmund gave a summary of the 145th Street and Utility Improvements from Shannon Parkway to Cameo Avenue. He explained the different improvements which will be done, such as Chili /Chippendale realignment, watermain, sanitary sewer, limited storm sewer, new streets, curb & gutter, sidewalks and trails. There was discussion regarding the sewer line size and what is in the ground at present time. Public Work Director Wasmund went over the tentative timetable for the project. Commission Member Mulhern asked if they had an idea of the lineal feet involved on the street since there are no numbers yet. Public Works Director Wasmund apprised the Commission that the City is looking at 2,000 to 2,100 lineal feet for watermain and sewer and 4,000 feet of street. The Commission will receive the Feasibility Report at their February 8, 1993 regular meeting. The Commission had a letter from Mr. Paul Wrolstad. The letter was self - explanatory and very little discussion was needed to determine that the Commission sympathizes with Mr. Wrolstad but policy must be upheld. MOTION by Mulhern to deny Wrolstad's request for sewer credit on 4th quarter billing. SECOND by Oxborough. Ayes: 2. Nays: 0. Commission directed Public Works Director Wasmund to send a letter to Mr. Wrolstad acknowledging his letter and informing him of the Commissions decision. & 2 UTILITY COMMISSION MINUTES January 11, 1993 Commission Member Oxborough asked if residence could buy bulk water for projects such as this. Public Works Director Wasmund apprised the Commission that yes they can, however they would be charged the same ($ 1.10 per thousand) plus $ 10.00 per load. Public Works Director Wasmund read a letter that City Administrator Jilk had received from Metropolitan Waste Control Commission. It appears that MWCC has excess revenue they are looking to give back to the cities and want to know how these cities want the funds distributed. They don't know how much revenue they have but want to have comments back by January 19. It is Staffs recommendation that the City respond with a letter of "No Comment" until more specifics are known. The Commission does agree with that stance. Commission Member Oxborough added this next item to the agenda. He has received several questions, one being from a Council Member, regarding the water bills this quarter. The major question is "Why are the bills so high ?" and "Why can't you just charge for what you use ?" Public Works Director Wasmund explained about how the first quarter billing is billed on actual consumption. It was felt that this topic needs to be discussed within several workshops. Public Works Director Wasmund will place this item on the February 8, 1993 regular meeting and at that time a plan can be formulated as to how to proceed. He reminded the Commission that both the "Operating Budget" and the "Revenue" report has to be looked at along with the billing rates. The Commission also agreed that no matter how the billing is done you will always have people calling to complain. Public Works Director Wasmund apprised the Commission that since there wasn't sufficient interest in the Lead /Copper Tele- conference being held on January 15, 1993, the City did not arrange to have it televised at the Dakota Technical College, however our consulting firm, S.E.H., Inc. is going to have it shown in their office if anyone is interested in attending. Due to other commitments Public Works Director Wasmund, City Engineer Osmundson and Public Works Supervisor Widstrom are all unable to attend. � 3 • UTILITY COMMISSION MINUTES January 11, 1993 The City has not yet received the policy (agreement) for the antenna on the Connemara Water Tower. The consultant working with the Police Department is to prepare it for the City. Because of miscommunication with the County Sheriff's Department, services will not start until May. The County Board upheld the 6 month termination notice within the contract. Minnesota Association of Cable Television Administration (MACTA) will be having their tenth 0 0) annual conference January 29 and 30th. Public Works Director Wasmund asked if any of the Commission would like to be registered. The conference will be dealing with new laws and the City should have a representative present. Public Works Secretary Dorniden mentioned to the Commission that the pumping records and billed accounts for water balanced closely this year. There was only a 5- 8% loss for unaccounted water. Commission Member Mulhern commended Staff on the excellent job they did at the Rural Water Meeting. The graphs and hand -outs really worked well. MOTION by Mulhern to adjourn. SECOND by Oxborough. Ayes: 2. Nays: 0. Meeting was adjourned at 8:05 p.m. Respectfully Submitted, Cindy Dorniden Public Works Secretary W, 4 City of gosemount isPHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES February 8, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on February 8, 1993 at 6:30 p.m. in the Upper Level Conference Room of the City Hall. President Walsh called the meeting to order with Commission Member Oxborough, Public Works Director /Building Official Wasmund, Finance Accountant Korpela and Recording Secretary Dorniden present. The first item of business was the reorganization of the Utility Commission with Public Works Director Wasmund swearing in incumbent, Joseph Walsh. The nominations for President were tabled until Commission Member Mulhern arrived. Acting as Senior Member and past President, Commission Member Walsh asked for any corrections or additions to the agenda. Commission Member Walsh added Item 7c.- City's Comprehensive Guide Plan. Commission Member Walsh questioned why the minutes of the December 14, 1992 meeting reflected a "Special" Commission meeting rather than a informational meeting and workshop. As discussion took place regarding this item, Commission Member Mulhern joined the meeting. It was the consensus of the Commission that the first part of the meeting was an informational meeting and the second part of the meeting regarding the radio antenna on the water tower was a workshop session. MOTION by Walsh to approve the minutes of the December 14, 1-992 Special Utility Commission Meeting and Workshop as corrected. SECOND by Oxborough. Ayes: 3. Nays: 0. MOTION by Oxborough to approve the minutes of the January 11, 1993 Regular Utility Commission Meeting. SECOND by Mulhern. Ayes: 3. Nays: 0. Nominations for President' of the Utility Commission were opened. Oxborough nominated Mulhern. Walsh seconded the nomination. • Mulhern nominated Oxborough. Walsh seconded the nomination. 6verylhings (Poming (Up gosemounlY • UTILITY COMMISSION MINUTES February 8, 1993 Walsh called for any more nominations three times. Commission Member Walsh made a motion to close nominations. Commission Member Mulhern seconded. Nominations were closed and written ballot was passed out. Finance Accountant Korpela counted the ballots for the election of the President of the Utility Commission. Shawn Mulhern is the newly elected President with a 2 -1 vote. President Mulhern took charge of the meeting and added two more items to the agenda. Item 7d. -Rural AWWA- Publication and Item 8a.- Teleconference -Lead and Copper Rules. • Public Works Director Wasmund informed the Commission that the Water Billing Procedures and Rates were added back onto the agenda because of the Commissions interest at the last meeting. Commission Member Oxborough feels a workshop would be the place to discuss the numerous complaints he's received. We could also discuss setting new rates. Commission Member Walsh still feels a base rate is in order and then charge per thousand with no exceptions. President Mulhern agreed with Commission Member Oxborough that a workshop should be conducted. • MOTION by Walsh to set a workshop on March 15, 1993 at 6:30 p.m. to discuss Water Billing Procedures and Rates. SECOND by Mulhern. Discussion followed the motion as to what type of information is needed at the workshop, such as history of how rates were established in 1990, etc. Finance Accountant Korpela will also supply a print out of rates from surrounding cities. Vote on Motion: Ayes: 3. Nays: 0. Public Works Director Wasmund apprised the Commission that the agreement for the Police antenna is being drafted by Mike Miles, the City Attorney. Since the County won't let the City out of the agreement for dispatching without six (6) month K • UTILITY COMMISSION MINUTES February 8, 1993 notification, the City now has until May to get everything in order. Public Works Director Wasmund didn't get copies of the specifications as he had intended, so he will try to come up with three (3) copies by the next meeting so the Commission can study them at their leisure. Commission Member Oxborough asked if the antenna could be used again once the Police were finished with it. Public Works Director Wasmund commented that it is customized so it would have to be researched further. Public Works Director Wasmund gave a brief overview of the 145th Street Project. He did inform the Commission that it is a major reconstruction and did show them a cost breakdown. President Mulhern asked about any changes to the storm sewer. At this time there are none anticipated. Commission Member Oxborough asked how • much say the Commission has in the project. President Mulhern suggested even though the Commission has no say in the project, they can still raise flags if something major is not to their liking. Commission Member Oxborough asked if the project is on schedule? Public Works Director Wasmund informed the Commission that there is a petition going around to deny the project, but it will depend on the Council if the project stays on schedule. The Commission talked in detail regarding the water and sewer lines and the great need to replace them. The sewer line is 38 years old and the televising of the lines showed some infiltration. The watermain is close to 47 years old. Much discussion took place among the Commission regarding the funding of this project. Commission Member Oxborough raised a question as to whether the sidewalks were included for replacement. If they are included, how would they be paid for. Public Works Director Wasmund affirmed there inclusion indicating that they were, normally part of the street construction cost. With this project there are MSA funds which help affect the costs. President Mulhern would like to see the project kept on schedule as much as possible and commended City Engineer Osmundson on his professionalism in the presentation of the project to the Public at the informational meetings. The Commission spoke briefly about the disruption of services to the residents. Public Works Director Wasmund assured the Commission that although the project would be an inconvenience for a period of time, the services would not be disrupted without the residents notification and then never • 3 • UTILITY COMMISSION MINUTES February 8, 1993 for any long length of time. President Mulhern took the time to acknowledge the good work that OSM Engineering and Brian Bourassa did on the Feasibility Report. Public Works Director Wasmund had placed this next item on the agenda primarily for the information of the Commission. Paul Wrolstad, a resident of Rosemount, whose letter the Commission responded to at a previous meeting, was not satisfied with the Commissions decision regarding his complaint on his sewer charges on his water bill. Public Works Director Wasmund wanted the Commission to know that he did respond to the second letter. A copy of the second response letter was provided to the Commission. • MOTION by Oxborough to reaffirm denial of sewer credit for 4th Quarter to Paul Wrolstad. SECOND by Mulhern. Ayes: 3. Nays: 0. • President Mulhern indicated that Public Works Director Wasmunds' letter was self - explanatory and Public Works Director Wasmund reaffirmed that Staff can't make changes to the Policy. Public Works Director Wasmund informed the Commission that Mr. Jerry Anderson of AAA Auto Salvage has approached the City for permission to dispose of his parts washing water at our trailer dumping station. He was referred to the City from the Dakota County Environmental Department. Minnesota Pollution Control Agency (MPCA) won't allow this solution to be dumped down a septic system. Public Works Director Wasmund has contacted the Metropolitan Waste Control Commission (MWCC) for a ruling on their acceptance, however he hasn't received an answer back yet. The two questions facing the Commission if they do allow Mr. Anderson the disposal privileges would be 1) content of material; and 2) what kind of charges for activity. President Mulhern is sure that MWCC will ask questions, but also will probably require a permit. Also, he asked if the City could be provided with a MSDS (Material Safety Data Sheet) for the product. Commission Member Walsh suggested that Mr. Anderson should check with U.S.P.C.I. for disposing of this liquid, therefore not setting the City up as a receiver of industrial waste products. The Commission 0 • UTILITY COMMISSION MINUTES February 8, 1993 did appreciate Mr. Anderson being honest about the situation. The Commission decided the best way to handle the situation, with the recommendation of Public Works Director Wasmuno, would be to wait for the reply from MWCC. The Commission instructed Public Works Director Wasmund to send a letter to Mr. Anderson informing him of their decision and letting them know they'll get back to them after they get MWCC's report. Public Works Director Wasmund reiterated what was in his memo about the breakdown at Lift Station #2. The Commission was a little concern that a piece of concrete of that size could have gotten into the pumps. President Mulhern asked if it was new or old concrete? Commission Member Walsh indicated that if it was poor • workmanship done by the contractor then that should be pursued. Public Works Director Wasmund assured the Commission that if it is a problem which the Contractor caused then they should be responsible. • MOTION to approve payment in the amount of $4,444.38 for repairs to Lift Station Number Two to be made from Sewer Core Funds and recommend Staff do a little more investigating to see what caused the damage. SECOND by Walsh. Ayes: 3. Nays: 0. Commission Member Walsh added this next item to the agenda. He felt that the Commission should review the Comprehensive Guide Plan and offer their comments before the Public Hearing. Some of the things within the Plan, specifically Section 5, states policy which includes the eastern portion of town. He's concerned that some of the policies may not be able to be implemented in the eastern part of town. Some of his questions can be answered until the eastern utilities study is complete. Public Works Director Wasmund thought it would be a good idea for the Commission to hold a workshop to go through the Plan and invite Lisa Freese, the City Planner, to the meeting. President Mulhern expressed his concerns about delaying the Plan. He feels if we have comments we should make them at a special meeting or workshop, which Public Works Director Wasmund could moderate. The main items to look at were 5 • UTILITY COMMISSION MINUTES February 8, 1993 Section 4, Page 3; Section 5; and, Section 6 Implementation Plan, Page 8, Inflow /Infiltration. MOTION by Walsh to receive preliminary rough draft of Comp Plan 2000 and intention to review with Lisa Freese, Planning Director, prior to Public Hearing in March. SECOND by Mulhern. Ayes: 3. Nays: 0. President Mulhern handed out a copy of the publication P R Reservoir by American Water Works Association for the Commissions information. President Mulhern apprised the Commission that he did attend the teleconference on • Lead /Copper Rules at S.E.H., Inc. He felt the teleconference was very interesting and well done. One of the speakers, Robert Arneson, talked about how to deal with the public in providing the necessary information. The other speaker, Curt Norman from Feed -Rite Controls spoke about sand fitters versus polyphosphate in water. Public Works Secretary Dorniden asked the Commission how they'd like the miscellaneous letters (complaints included in the packet) handled. Commission Member Walsh thinks the City should have a policy set up on how to handle, such as: 1) written complaint; 2) If customer doesn't like answer from Staff then go to Commission; 3) Where does complaint go after the Commission, if not approved by Commission. President Mulhern wants Mrs. Harold Pedersen's letter acknowledged and indicate to her that the Commission is in the process of reviewing the policy, but at this time cannot act on her request for a credit on her late charge because of policy which is now in place. MOTION by Walsh to adjourn. SECOND by Mulhern. Ayes: 3. Nays: 0. Meeting adjourned at 10:07 p.m. [: Respectfully Submitted, 1© Cindy Dorniden Public Works Secretary �iiy of �osemounl *PHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES March 8, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on March 8, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. President Mulhern called the meeting to order with Commission Member Oxborough, Commission Member Walsh, Public Works Director /Building Official Wasmund, City Engineer Osmundson, Finance Accountant Korpela and Recording Secretary Dorniden present. Public Works Director Wasmund added Item 4b.-Discussion on 145th Street Project - Watermain and asked that it be placed in the Item 4a. time slot. President Mulhern added Item 6a.- Legislative Water Commission Meeting. • Commission Member Oxborough commented that he knew everything couldn't be written within the minutes, however, he asked that the minutes of the February 8, 1993 regular Utility Commission Meeting reflect his comments and concerns regarding sidewalks as related in the 145th Street Project, such as: where the funding is coming from and how they relate to future projects. MOTION by Oxborough to approve the Utility Commission Minutes of the February 8, 1993 regular meeting as corrected. SECOND by Mulhern. Public Works Secretary indicated the reason she had not mentioned the sidewalk within the minutes is because it is not utility related so therefore edited them out of her notes. Public Works Director Wasmund had not had a chance to edit the minutes and will do so. He also suggested that the Commission let him have the chance to edit the minutes and then they will be presented at the next regular meeting for approval. Commission Member Oxborough withdrew his MOTION, President Mulhern withdrew his SECOND. Kathy Busho, Chairperson for the Planning Commission, approached the Commission and asked to add Item 4c.- Comprehensive Guide Plan. The Commission had no • problem with this item and so added. 6verylkings COoming Vp RosemouniY A " rew— P.— • UTILITY COMMISSION MINUTES March 8, 1993 Public Works Director Wasmund, at this point, turned the meeting over to City Engineer Osmundson for his overview of the 145th Street Project as it relates to the watermain. City Engineer Osmundson is looking for affirmation of support from the Utility Commission regarding the oversizing of the watermain within the 145th Street Project. He would like to get a strong commitment to take to the City Council. He relayed a portion of the 1988 Comprehensive Water Study, which was done by TKDA, which addressed poor fire flows to the schools and this area of town. Commission Member Oxborough understands City Engineer Osmundson, however he doesn't understand why, if the oversizing is needed why the people should have to pay. City Engineer Osmundson reiterated that the residents wouldn't be paying for the oversizing, just the residential 6" main. The Core Funds pay for all oversizing. He explained that the Council has decided they went to review the proposed for assessments. They feel more comfortable going with appraised values which are about 2/3 the calculated cost. The Commission expressed concern that the oversizing • is ending at Cameo Avenue for now so the link wouldn't be made for the fire flow. Public Works Director Wasmund informed the Commission that the Cameo /143rd Street project had been delayed until next year to insure access to downtown. Highway 3 and 145th Street could affect the access to the downtown area if they closed off 143rd and Cameo Avenue at the same time. • Commission Member Walsh wants the Commission the keep in mind that this line is not just for fire flow. This oversized line will tie the whole watermain system together. He doesn't want the Commission to just focus on the schools. President Mulhern asked how long before the system will be tied to Connemara Trail? City Engineer Osmundson felt it could be anywhere from two to ten years. It all depends on the development of the property. The Commission had a brief discussion regarding the funding and policy regarding the funding. Commission Member Walsh asked if the project is in the Tax Increment District and possibly the Port Authority should be approached regarding some funding. The Commission, as a whole, didn't think policy should be changed in regards to use of Core Funds for oversizing lines. The whole Commission expressed their concern as to why Staff was just presenting the watermain portion of the project and not the sanitary sewer and storm sewer. Public Works Director Wasmund indicated that since the Council is looking at ways to reduce costs on the project, the watermain has less physical evidence to show to the Council, whereas the sanitary sewer has physical evidence with the past televising 2 • UTILITY COMMISSION MINUTES March 8, 1993 and pictures. The Commission agreed that all the utilities need updated, however the 12" watermain needs to be done to tie the whole water system together regardless of the school. MOTION by Walsh that the Utility Commission reaffirms its support of the construction and reconstruction of storm water, sanitary sewer and the enlargement of 145th Street Watermain from Cameo to Chippendale, and such enlargement is a portion of the overall water system and needs of the system to tie together all the wells and storage facilities. The Utility Commission urges the City Council to maintain current assessment policy of enlargements of watermains. SECOND by Mulhern. Before the vote was taken a short discussion was held on the possibility of using more Core funds and if that should happen it would be brought back to the Commission. Commission Member Walsh reiterated that the people along 145th Street shouldn't be treated any differently than the whole community. Everyone has to pay a certain percentage and the percentage is equally distributed throughout the Community based • on the Assessment Policy. • Vote on the Motion: Ayes: 3. Nays: 0. The next item on the agenda, Public Works Director Wasmund, asked the Commission for directive or specifics as to what they want to discuss at the workshop, which is one week from tonight. Commission Member Walsh said he would like a report of how much water and /or sewer the City gives the other Government entities, ie: Fire, Parks, etc. He understands we have a pretty good handle on the water consumption, however the sewer needs to be broken down a little more accurately. Finance Accountant Korpela indicated Administration would like Item 3 of the Utility Billing Procedures to be addressed so they can be applied to the billing coming up. Commission Member Walsh had a problem with changing just one item within the Policy since he noted the very first item needs clarification or changing. Public Works Director Wasmund indicated that the Commission could possibly add the change to the Section by just adding the exemption talked about, however at this time the main concern is with the receptionist taking payments. This would give the Public one additional method of payment with minor changes to the Policy. Commission Member 3 UTILITY COMMISSION MINUTES March 8, 1993 Walsh doesn't feel that the payment should be only taken by the receptionist. That would indicate no one else could take payments. Finance Accountant Korpela explained that the receptionist position helps out in different areas as needed. In the future the position will be doing receipts and deposits so she would be the most logical one to take the payments and reading cards. That position is always covered by another person during breaks or absences. MOTION by Walsh to amend the Utility Billing procedures, Policy Number F -4 to reflect the option of having the receptionist accept meter reading cards and utility billing payments and also changing the time frame of when the past due notices would be sent out from 2 -3 days to 2 -5 working days.. SECOND by Oxborough. Ayes: 3. Nays: 0. Kathy Busho, Chairperson from the Planning Commission, wanted to extend a personal invitation on behalf of the Planning Commission to the Utility Commission to attend the March 10, 1993 Public Hearing on the Comprehensive Guide Plan. She • explained the meeting is at 7:30 p.m. and feels at least a representative of the Utility Commission should be present. She is aware that the Utility Commission has concerns and wants them to be cognizant that this is not a closed subject, in fact just the opposite. This Public Hearing is for addressing these issues and hopefully by working together the City will have an updated Comprehensive Guide Plan. The Commission expressed their concerns regarding the East Side Studies, since they are not complete. The Planning Commission is aware of this and held joint meetings so a document can satisfy all concerns. It is not expected that the Metropolitan Council will accept the final draft immediately. Planning Commission Chairperson Busho wanted the Commission to be conscious of the fact that most of the wording in the draft they have before them came from the previous Comprehensive Guide Plan, which was adopted several years ago. President Mulhern and Commission Member Oxborough will not be able to attend, however Commission Member Walsh indicated he will probably be attending because there are other issues he feels need addressed besides the Utility standpoint. Public Works Director Wasmund informed Planning Commission Chairperson Busho that the Utility Commission will be represented at the Public Hearing. At this time Public Works Director Wasmund asked that Item 5a. and 5b. be reversed as Mr. Leland Knutson is in the audience to discuss his request. 2 UTILITY COMMISSION MINUTES i March 8, 1993 Mr. Leland Knutson approached the podium and spoke to the Commission regarding his late penalty. He is asking the Commission to consider a credit as his bill did not get to the City in a time from Arizona. He did realize, through explanation by Finance Accountant Korpela, that even if the bill hadn't been routed through Webster, Minnesota, it still would not have reached the City offices prior to the due date. He also wanted to thank the Commission for their consideration in this matter and will abide by whatever decision is made. Commission Member Walsh, along with the other Members of the Commission, sympathized with the situation, however due to the policy and past complaints received with action taken, it is necessary to reiterate policy and stand by it until at which time policy may be changed. The Commission wanted Mr. Knutson to know that next week this is one of the items being discussed at a workshop being held by the Commission. If any changes are made in the policy, then Mr. Knutson will be informed and if the change deems a credit one will be made. Mrs. Betty Knutson doesn't feel it is fair that they are penalized for the Post Office mistake. Public Works • Director Wasmund agreed it's not fair, however it is policy. The City has had many problems with the Post Office and the Post Office is denying that there is any problem. He feels that perhaps comments or reprimand needs to come from higher levels than Staff, however he does sympathize with customers. Public Works Director Wasmund did let the Commission know that even though the policy is established and the policy has been upheld by Staff, the Commission always has the authority to overrule policy if different cases so warrant. They may be in the position of setting precedents though if the reasons for exception were not clearly documented.. • MOTION by Walsh to deny request of credit on penalty from Mr. Leland Knutson and send out letter, as did on' February 10th, and keep in mind that once the policy is reviewed a credit may be given. SECOND by Mulhern. Ayes: 3. Nays: 0. The Commission would like to come up with a "Good Customer Status" within the policy to help alleviate some of these problems. It will be discussed at the Workshop. Public Works Director Wasmund presented the penalty waiver requested from Zelda Fahey, owner of Dairy Queen. It was stated in her letter she was unable to get the payment here because of an ice storm. Public Works Secretary Dorniden appraised the Commission that this account is consistently delinquent over the years. Finance Accountant Korpela mentioned the fact that the owner has opted to pre -pay the 5 UTILITY COMMISSION MINUTES • March 8, 1993 account and now does have a credit balance. The Commission doesn't view the condition of the road as a reason for dismissal of late fee. MOTION by Walsh to deny appeal for credit of penalty to the Dairy Queen. SECOND by Oxborough. Ayes: 3. Nays: 0. The next complaint, Helen Judkins, Public Works Director Wasmund referred to Finance Accountant Korpela. Finance Accountant Korpela explained the way the readings were incorrectly given and how the last bill was twice what Ms. Judkins normally paid because of her mistake. Then to make matters worse she only paid what she felt was due because she didn't think her payment prior to that billing had been paid. Finance Accountant Korpela appraised Ms. Judkins that the Commission has made it policy not to go back to a previous quarter. MOTION by Mulhern to deny credit request according to policy and send a letter to Helen Judkins reaffirming that policy is being upheld. SECOND by Oxborough. Ayes: 3. Nays: 0. The next item, the purchase of a cellular phone, was brought to the Commission for their consideration and approval by Public Works Director Wasmund. The cost was outlined in a memo from Public Works Supervisor Widstrom and Public Works Director Wasmund feels it was well represented within the memo. Commission Member Walsh asked if the City receives any income from doing locations? The City pays Gopher State One Call for setting up the locations, however the City doesn't receive any income. Public Works Director Wasmund indicated that the phone would be permanently mounted and only assigned personnel would be able to use it. Public Works Director Wasmund also appraised the Commission that he feels the best air time plan supplied by Cellular One would be the M150 Service Plan. MOTION by Walsh to purchase a cellular telephone for $299.00 along with and in conjunction with Gopher State One Call to be taken from Account 601- 49400 -01- 323 /Radios and the air charges should be taken from the Water & Sewer Accounts 601 - 49400 -01 -312 and 602- 49450 -01 -312 respectively using the MN 150 Service Plan. SECOND by Mulhern. Ayes: 3. Nays: 0. If any major changes should occur with this plan, Public Works Director Wasmund will appraise the Commission. R • UTILITY COMMISSION MINUTES March 8, 1993 Public Works Director Wasmund familiarize the Commission with two wells into the Jordan Aquifer on the property of Mr. Don Peterson along Rich Valley Boulevard. Mr. Peterson has approached the City regarding these wells since Koch Refinery hasn't approached him yet for purchase. There are a lot of different options which should be looked into and Staff would like direction from the Commission if they would like Staff to proceed. Commission Member Walsh feels Staff should contact Koch Refinery and see if they have any intentions regarding the property, if they do perhaps they would donate the wells. President Mulhern was curious if the wells could be incorporated into the East Side Study. Public Works Director Wasmund did feel it could be incorporated and Mr. Peterson has supplied the City with all the information we need concerning the wells including the Unique Number that is on file with the State. Public Works Director Wasmund will get hold of Ray Knutson, Assistant Plant Manager of Koch Refinery, and see if they have any intentions for the property. • President Mulhern wanted to let the Commission know that he did attend the Legislative Water Commission Meeting. He felt it was a very informative meeting and had a few handouts for the Commission, which he then distributed. C] MOTION by Walsh to adjourn. SECOND by Mulhern. Ayes: 3. Nays: 0. Meeting adjourned at 9:37 p.m. 7 Respectfully Submitted, w Cindy Dorniden Public Works Secretary City of (O?osemouni *PHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068.0510 UTILITY COMMISSION MINUTES WORKSHOP March 15, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wipperrnann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof a workshop of the Utilities Commission of the City of Rosemount was duly held on March 15, 1993 at 6:30 p.m. in the Upper Level Conference Room of the City Hall. Members present were President Mulhern, Commission Member Oxborough, Commission Member Walsh, Public Works Director /Building Official Wasmund Finance Accountant Korpela and Recording Secretary Dorniden present. Public Works Director Wasmund reiterated the purpose of the workshop was to target various goals. He felt the Commission should make a list of items which they feel should be dealt with. The list that was put together for them was intended to be a • guide in developing their own list. Commission Member Walsh added Item 4e.- Should the City be doing the billing or should it be contracted out, (in -house versus contract). He also added Item 4f.- Exemptions to Local Government. Public Works Director Wasmund asked the Commission if they need more information to discuss the different items, such as annual pumping reports and year end billing from Metro Waste. Commission Member Walsh wanted it made clear that the Commission is just looking at "concepts" right now. As a whole the Commission discussed the water rates and how the people feel. The way the rates are set up does not promote water conservation. The comparisons done between other cities along with Rosemount show that Rosemount is not one of the higher established rates, however the residents feel it is. The Commission agreed that there needs to be a "base" or "flat" rate established then bill according to actual consumption. In order to establish the base rate, the current revenue and expenditures need to be examined. • The two major points made, regarding the water portion of the rates, by the Commission were: CSverglkings (Pouring (UP Aosemounlll 0 wycled paper t UTILITY COMMISSION MINUTES WORKSHOP March 15, 1993 0 1. Pay for what you use, and 2. Fixed charge The surcharge should stay as is and the meter maintenance fee should be included within the base fee. The Commission briefly discussed the sewer rates and how they were billed. It was concluded that this should also have a "base" rate and then so much per 1,000. It was also discussed that the first quarter establish the rate for the other quarters. It was decided to table the discussion on the recommendation of setting of fees until a few more workshops rendered it feasible. The Commission talked at length about the Senior Exemption. Some of the comments mentioned was why it is tied to age, why not income, who's to say if someone isn't in need, hardship cases, etc. If the base rate is low enough the City shouldn't need to have exemptions. It was the general feeling of the Commission if a customer is a • system user they should have to pay for the system. Commission Member Walsh feels there should be no exemptions whatsoever. Finance Accountant Korpela will call other cities to find out their policies regarding senior citizens and if they have exemption, why? Commission Member Walsh didn't feel the Standard Operating Procedures on the Sewer Line Services were correctly reflected. Public Works Director Wasmund appraised the Commission the reason it is written like it is, is because the City would rather fix the right -of -way themselves than having a contractor digging up lines within the street. The Commission went through a couple different scenarios what happened and also what could happen. With minor revisions the S.O.P. for Sewer Service Lines can be workable. The Commission scheduled another workshop for April 22, 1993 at 6:30 p.m. This workshop adjourned at 8:55 p.m. Respectfully submitted, ekil Cindy Dorniden • Public Works Secretary 2 �iiy of Rosemount OPHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES April 12, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on April 12, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. Acting President Walsh called the meeting to order with Commission Member Oxborough, Public Works Director /Building Official Wasmund, City Administrator Jilk, Finance Director May, Public Works Supervisor Widstrom and Recording Secretary Dorniden present. There were no additions or corrections to the agenda. MOTION by Walsh to approve the 'Utility Commission Minutes of the February 8, 1993 regular meeting. SECOND by Oxborough. Ayes: 2. Nays: 0. • MOTION by Oxborough to approve the Utility Commission Minutes of the March 8, 1993 regular meeting. SECOND by Walsh. Ayes: 2. Nays: 0. MOTION by Walsh to approve the Utility Commission Minutes of the March 15, 1993 special workshop meeting. SECOND by Oxborough. Ayes,: 2. Nays: 0. Public Works Director Wasmund presented the first item of business. At the March 15, 1993 workshop session the Commission had spoken about Standard Operating Procedures for Sewer Service Lines. Public Works Director Wasmund incorporated the Commissions comments within the document he presented the Commission. Commission Member Walsh felt that somewhere within the document it should appraise property owners that if they haven't contacted the City prior to calling in professional services, then no reimbursement will be forthcoming. A brief discussion regarding the policy followed and was decided the general intent was acceptable, however Commission Member Walsh asked that it be tabled until the April 22, 1993 Special Utility Commission Meeting. Public Works Director Wasmund apprised the Commission that Staff has concluded negotiations and the acquisition of the Water Tower #2 site (Connemara Tower) is just a matter of signing the appropriate documents and exchanging funds. This includes the access easement needed which added an extra 50'. • 6veryikings Coming `UJ6 RosemounlY cs 1 - -.— UTILITY COMMISSION MINUTES • April 12, 1993 MOTION by Walsh to approve expenditure of 525,856 from the Water Core Funds for the purchase of Connemara Water Tower Site. SECOND by Oxborough. Ayes: 2. Nays: 0. The next item on the agenda was the results of the lead and copper testing. Public Works Director Wasmund was pleased to announce that the City passed with flying colors and now will only have to participate in the testing once a year with only 20 samples. Commission Member Walsh asked how the neighboring communities did. Public Works Director Wasmund wasn't aware of their results, however he did know that the sand filtration or aerated systems tend to have higher level of lead and copper because of the adjustment of the PH factor. Public Works Director Wasmund felt that it is time to re- address the Storm Water Utility Policy which has been in effect since March 17, 1993. The Commission needs to re- evaluate the successful points and also the less successful points. One particular property owner, Carlson Properties, feel the policy is in need of change. A • good portion of the problems or rather complaints the City has received have been on undeveloped platted commercial and industrial property. Based on run -off factors changes can be made. Public Works Director Wasmund went on to give two scenarios of how these matters could be addressed within the policy: 1. A flat rate for undeveloped parcels. Bare the same as a bare Residential. 2. Rate for Parks, Golf Courses, Cemeteries Commercial would be based would be $1.00 per acre. He handed out an analysis of Carlson Properties accounts showing their bills as they are now and with the proposed changes to the Storm Water Utility, how they would be. This concept hasn't been presented to the owners as of yet. Commission Member Walsh felt the outcome of this proposal looks like the City is paying a penalty for the owners not developing their land. Maybe the land should be rezoned back to whatever it was to begin with. The Commission was in agreement that this needs to be reviewed and discussed further to see the total impact on other affected areas. City Administrator Jilk advised the Commission that these areas wouldn't want to lose their zoning, they are already designated within the Comp Guide Plan. Public Works Director Wasmund will do further research and have this back on the May 10, 1993 regular Utility Commission meeting. • 2 UTILITY COMMISSION MINUTES • April 12, 1993 Mr. John Hargen, a relatively new resident at 15669 Cornell Trail, was in attendance and explained the letter he sent to the Commission requesting some type of adjustment to his sewer usage. Public Works Director Wasmund and Finance Director May explained the Utility Billing system to Mr. Hargen. Error by both partys was obvious. Staff has reviewed the account and apprised the Commission of what they felt would be an average usage for the first quarter so that the third quarter billing of 1993 wouldn't be penalized by this corrective billing. MOTION by Walsh to uphold the current policy and deny a request for an adjustment, however make an adjustment of the usage of the sanitary sewer based on 27,000 gallons so the third quarter consumption won't be reflected as the amount billed in the first quarter. SECOND by Oxborough. Ayes: 2. Nays: 0. Commission Member Oxborough explained to Mr. Hargens that the Commission is in the process of reviewing current policies. Commission Member Walsh explained that it is the hopes of the Commission to cut complaints down when the City goes to • reading the meters in- house. Commission Member Walsh moved the complaint of Judi Dyson to this time. Public Works Director Wasmund reiterated that Ms. Dysons' complaint was similar to Mr. Hargens, as it was reflected in the amount of usage, however there were extenuating circumstances. A garden hose had been left running for two months. It wasn't running full stream but none the less affected the billing. Ms. Dyson was in attendance to acknowledge all that was stated in her letter and also Mr. Wasmunds discussion. The Commission examined Ms. Dysons' past history and agreed that an adjustment was in order. MOTION by Walsh to provide an adjustment of the sewer usage and billing from 99,000 gallons to 37,000 gallons and make the necessary adjustment so the 37,000 gallons would be reflected in the third quarter billing. SECOND by Oxborough. Ayes: 2. Nays: 0. Kathy Busho, a member of the Rosemount Jaycees, was present to inform the Commission that the Jaycees are donating $15,000 to the City to help subsidize the installation of cable equipment into the Council Chambers. They are in hopes that by this donation other non - profit organizations within the City will also contribute. Ms. Busho was asking for the Commission's support and a recommendation from them to 0 3 UTILITY COMMISSION MINUTES • April 12, 1993 the City Council to check out the necessary cost including staffing required to set this system up. Commission Member Walsh informed Ms. Busho that the Franchise Agreement has provisions within it for the installation, however even though the Commission endorses the installation the final decision is with the City Council. Commission Member Oxborough informed the Commission that the School District is also talking about televising the Board meetings. Ms. Busho wondered if she should contact the City of Lakeville for information regarding their connection. City Administrator Jilk wanted her to know that she definitely could contact them, however Staff will help her in any way, if necessary. City Administrator Jilk apprised the Commission he had received a request from the County Commissioner regarding a new resident, Mr. Richard Gvist, complaint. In short, the Title Company made a mistake by sending a certified water bill to the City. Commission Member Oxborough asked why there was a difference between the amount of refund requested and the amount which was certified. Public Works Director Wasmund explained that the difference lies with the fact that two water • billing cycles have taken place since the credit was applied. Those bills were charged against the account, leaving a lower balance than what was certified. MOTION by Walsh to approve the City refunding to Richard Gvist, 15613 Darling Path, an amount of $603.59 representing the credit balance of his account. SECOND by Oxborough. Ayes: 2. Nays: 0. Public Works Director Wasmund directed the attention of the Commission to the fact that Polyphosphate #5 probably played a big factor in the success of the Citys' water sampling. However he did list three drawbacks to the powdered type we are now using and the reason for wanting to switch to liquid: 1. storage; 2. maintenance in well houses; 3. has to be physically mixed. Mike Widstrom, Public Works Supervisor, has put together the cost for the switch over and was in attendance to answer any questions the Commission may have had. Commission Member Walsh asked if the computer system will handle the change. Public Works Supervisor Widstrom apprised the Commission that they would be using the same equipment. MOTION by Walsh to approve the expenditure of up to $750.00 for the purchase of tanks to allow the use of liquid polyphosphate. SECOND by Oxborough. Ayes: 2. Nays: 0. 0 4 UTILITY COMMISSION MINUTES • April 12, 1993 Public Works Director Wasmund directed the attention of the Commission to the letter received by Thomas Buckley of 14785 Cambrian Avenue. Mr. Buckley is asking for the $5.00 late reading fee to be refunded. Even though Mr. Buckley was out of town, Public Works Director Wasmund reiterated the options he could have used to assure his reading was delivered to the City Hall on time. Commission Member Walsh agreed and acknowledge that someone was probably watching the home while the residents were out of town. They could have insured the card arrived at City Hall on time. MOTION by Walsh to uphold current policy and deny adjustment. SECOND by Oxborough. Ayes: 2. Nays: 0. The next citizen complaint letter asking for an adjustment was Jennifer Miller of 14068 Dartmouth Path. Ms. Millers' case was another case of missed readings and then catch up accumulation causing the sewer to be increased. Because no previous meter reading cards have been received there is nothing to make an evaluation on. • MOTION by Walsh to uphold current policy and deny adjustment to bill, however, establish an average usage of 44,000 gallons for the 1993 third quarter sanitary sewer charge. SECOND by Oxborough. Ayes: 2. Nays: 0. Another citizen complaint letter asking for a refund of the $5.00 late meter reading was received by Francis J. Goggin, 14765 Cambrian Avenue. MOTION by Oxborough to uphold the current policy and deny adjustment. SECOND by Walsh. Ayes: 2. Nays: 0. Finance Director May apprised the Commission that four of the complaints were in regard to the meter reading. There may be an added cost to have meters read, however the percentage of complaints and adjustment would then be cut down. Commission Member Oxborough agrees that this is an important aspect of the billing process, but the whole billing process has to be addressed. Public Works Director Wasmund along with Finance Director May presented a Fund Transfer to the Commission. The funds reimburse the general fund for expenses of an Engineering Technician who has been helping with the Storm Water Utility Billing problems. Commission Member Walsh was confused because he realized the Commission has never discussed setting up a position such as this. Finance Director 0 5 UTILITY COMMISSION MINUTES • April 12, 1993 May explained it is a necessary accounting function. Public Works Director Wasmund explained to the Commission that a Storm Water Technician had been budgeted for in the Storm Utility. This is not a request for the filling of that position. Staff does not want the Commission to feel they are being misled. This is strictly a transfer from one account to another to pay cost incurred. Commission Member Walsh expressed his discomfort with this transfer, however because it covers the bills the general fund has been picking up for Storm Water Utility it will have to be made. In actuality it will be reimbursing the general fund for services (expenses) for Storm Water Utility work completed. MOTION by Walsh to approve the fund transfer from Account #603- 49500 -01 -710 to Account #101- 39203. SECOND by Oxborough. Ayes: 2. Nays: 0. MOTION by Walsh to approve the budget amendment reflecting transfer of funds from Account #603- 49500 -01 -710 to Account #101- 39204. SECOND by Oxborough. Ayes: 2. Nays: 0. Public Works Director Wasmund presented a complaint by Marcos Schourliaris, 14490 Crescent Circle, regarding his past water bills. The meter for this address has been pulled and tested twice at the request of the resident. Both times the meter was within the testing standards. This is another case of where the meter didn't get read. The usage was estimated for three previous quarters. This actual reading causes a major adjustment in the billing amount due. MOTION by Walsh to uphold current policy and deny a lower adjustment. SECOND by Oxborough. Ayes: 2. Nays: 0. Commission Member Walsh was asked by President Mulhern to apprise the Commission about the American Water Works Association Business Meeting to be held in San Antonio, Texas from June 6 -10. President Mulhern will be attending and will bring more information to the next meeting. The Commission received a memo from Public Works Supervisor Widstrom regarding the price reductions that Gopher State One Call presented. This was an informational item only, however Commission Member Walsh asked if we could pass on the charges for these locations to the homeowners. A brief discussion took place regarding these • 6 UTILITY COMMISSION MINUTES • April 12, 1993 charges. In effect the charges are passed on because they are part of the operating budget funded by utility fees. Public Works Director Wasmund informed the Commission that a joint meeting is scheduled to be held with the Parks Committee on May 6, 1993. This will be used as an outreach process to help the different Commission and Committees' work together. Public Works Secretary reminded the Commission of the April 22, 1993 workshop which was scheduled at the March 15, 1993 workshop. MOTION by Walsh to add S.O.P. -Sewer Service Line to the April 22, 1993 agenda for approval and comply with the open meeting act and post said agenda on the bulletin board 72 hours in advance of said meeting. SECOND by Oxborough. Discussion followed with Commission Member Walsh informing the Commission that . this workshop would constitute a "special" meeting rather than a workshop. Any gathering of more than one member would constitute a "special" meeting. He learned a lot regarding open meetings, postings, the new disabilities act, emergency meetings, etc. from a recently held workshop regarding open meetings sponsored by the League of Minnesota Cities. If you recess a meeting, you must continue on with the same agenda. If violations to these acts are noted they must be reported to the City Attorney, County Attorney then State Attorney. After three times reported a member can be impeached. • Poll on above motion: Ayes: 2. Nays: 0. MOTION by Walsh to adjourn. SECOND by Oxborough. Ayes: 2. Nays: 0. Meeting adjourned at 9:59 p.m. `J Respectfully Submitted, Cindy Dorniden Public Works Secretary City of (O?osemouni *PHONE (612) 423.4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES SPECIAL UTILITY COMMISSION MEETING APRIL 22, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof a special workshop meeting of the Utilities Commission of the City of Rosemount was duly held on April 22, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. Members present were President Mulhern, Commission Member Walsh, Public Works Director /Building Official Wasmund, Finance Accountant Korpela and Recording Secretary Stoffel. Upon review of the agenda for the Commission workshop it was determined that items 4a through 4f and 6a were yet to be discussed. Under current policy renters of property are not allowed to be billed for water services. The billing for water consumption is currently.: being billed directly to the property • owner. It was the consensus of the Commission that an assignment sheet could be utilized to change to current way the billing is processed. The assignment would be initiated by the proper owner. The assignment would request that the billing of the water to be sent to the renter; and contain an acknowledgement that all unpaid bills would be certified to the property taxes at the end of the year. It was further discussed that this assignment is non - transferrable with a change in renters. It was the consensus of the Commission the practice of making adjustments to water bills only during the current quarter be incorporated into the current policy. Accountant Korpela advised the Commission that requests are made for a copy of histories of water usage. The Staff time used to do this research is ever increasing. Under advisement from the Commission, copies are public record, but there could be a charge for these copies and explanations of the previous bills contents are not necessary. Korpela was directed to review that State Statues on how long records have to be maintained; and review our fee schedule to determine the amount that would be charged for copies of water bill histories. Public Works Director /Building Official Ronald Wasmund apprised the Commission that written responses are currently being sent from the Executive Director to parties involved with the Utilities Commissions' action on appeals or concerns. It was the consensus of the Commission that this type of response be stated as policy. The • 6verylking s (goming `Ub RosemounlP 0 UTILITY COMMISSION MINUTES • SPECIAL UTILITY COMMISSION MEETING APRIL 22, 1993 original letter would be maintained on file at City Hall with no copies being distributed to the Commission. Discussion ensued relating to contract billing verses in house billing. Water bills generated has increased from 2000 bills to approximately 4000 bills. Staff was directed to contact a representative of Peoples to see if they could do a presentation and costs for outside billing services. Accountant Korpela distributed a utility billing survey for the Commissions review. After review of this survey the Commission is looking into the possibility of creating a possible conservation credit for all customers who use less than a specified amount of water. The Commission discussed the exemptions for water consumption billing. There is concern among the Commission members that a large volume of water is being consumed that is not being billed, when in effect there is the possibility of recouping some compensation for its consumption through those using the utility. Much discussion followed. It was the consensus of the Commission that they review annual • records, and survey what it would take to meter the water and try to implement changes for 1994. After much discussion relating to water meter replacement program Staff was directed to contact Water Pro to determine if they would honor their bid for changing out a lesser number of water meters. It was determined that a program for meter readers could be started as soon as January 1994 with the replacement of as few as 400 meters. Director Wasmund will determine the number of units to be changed out, verify with Water Pro to determine if they will honor their bid for a lesser number of change out and report back to the Commission at its regular meeting for action on the proposal. The funding for this proposal would come out of core funds. MOTION by Walsh to hold a special meeting May 6, 1993 at 7:30 at City Hall to discuss matters of mutual concerns between the Utility Commission and the Park Board and matters be posted on the public bulletin board. Second by Mulhern. Ayes: 2. Nays: 0. Motion by Walsh to adjourn. Second by Mulhern. Ayes: 2. Nays: 0. Meeting adjourned at 8:52 p.m. Respectfully Submitted, Maryann offel • Recording Secretary 2 �iiy of Rosemount OPHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068.0510 • 0 UTILITY COMMISSION MINUTES May 10, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Utility Commission Member Walsh, Public Works Director /Building Official Wasmund, City Engineer /Assistant Public Works Director Osmundson, Public Works Supervisor Widstrom, Finance Accountant Korpela and Recording Secretary Dorniden were present. Due to lack of quorum, the May 10 1993 Regular Utilities Commission Meeting of the City of Rosemount was not able to be conducted. Respectfully Submitted, Cindy Public Dorniden Works Secretary 6verylLings Cooming Vjb RosemounlP 0 —Wed paper City of (O?osemouni •PHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES June 7, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on June 7, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. Acting President Walsh called the meeting to order with Commission Member Oxborough, Public Works Director /Building Official Wasmund, City Engineer /Assistant Public Works Director Osmundson and Recording Secretary Dorniden present. There were no corrections to the agenda, however three items were added. Item 7g.- Letter from Ms. Betsy Holden was submitted by Commission Member Oxborough and Item 6f. -Helen Judkins 2nd Appeal was submitted by Public Works Director Wasmund. The third item, a memo from ;City Administrator Jilk, was added to the • already existing Item 6d. -Storm Water Project - Armory Project. MOTION by Walsh to approve the Utility, Commission Minutes of the April 12, 1993 regular meeting. SECOND by Oxborough Ayes: 2. Nays: 0. Discussion took place regarding the minutes of the April 22, 1993 Special meeting. Commission Member Walsh indicated the motion at the end of the meeting setting the Special May 6, 1993 meeting was missing the portion about being posted on the public bulletin board, also the minutes read it was a "Special Workshop" and should read "Special Utility Commission Meeting." Utility Commission President Mulhern took his chair. MOTION by Walsh to approve the minutes of the April 22, 1993 Special Utility Commission meeting as corrected. SECOND by Oxborough. Ayes: 3. Nays: 0. When asked for approval of the May 10, 1993 regular Utility Commission Minutes, Commission Member Walsh wanted it to be indicated that he was in attendance even though the meeting was canceled due to lack of quorum. All Staff that was in attendance was also to be included. • MOTION by Walsh to approve the minutes of the May 10, 1993 regular Utility Commission meeting as corrected. SECOND by Oxborough. Ayes: 3. Nays: 0. 6veryiki.ngs Cooming `( J6 AosemouvdY A `s 1KVCI9tl pePar • UTILITY COMMISSION MINUTES June 7, 1993 • Public Works Director Wasmund outlined the past year of the Storm Water Utility Fee. He indicated to the Commission that several different scenarios had been addressed over the last year indicating to him that some changes need to be made. Primarily the changes need to be made within the Commercial and Industrial "Platted" property. Cliff Carlson from the South Rose Park plat was in the audience. This situation affects his property and he was one of the contributing agents for checking into this situation. The run -off on the property which is not built on would not be the same as the property with buildings and parking lots. Public Works Director Wasmund turned the discussion over to City Engineer Osmundson for the policies which require clarification. Much discussion followed regarding policies which should be in writing, regarding easement acquisition, pond pumping, culvert installations, maintenance policies, tax forfeiture and an "Adopt a Pond" policy. Mr. Carlson addressed the Commission indicating that when South Rose Park Addition was platted he had paid for a storm water system. He has no objections to the Storm Water Utility Fee, however he feels it is unfair the way the billing is for undeveloped land. He feels staffs proposal for his and other undeveloped commercially zoned, platted property is fair. Commission Member Walsh felt that rezoning should be considered because the rate is based on the zoning. The difficulties of rezoning and downzoning of the properties were explained by Wasmund. That approach doesn't work. The Commission talked briefly on sub - categories within platted areas. The Commission directed Staff to prioritize and iron out the language within the Policy and then bring it back at the next meeting. The next item for discussion was for review and acceptance of the revised Project 197 Valley Oak Pond Outlet. Public Works Director Wasmund apprised the Commission the reason that Valley Oak Pond Outlet hasn't been done yet is because negotiations for the acquisition of Pond #4, are still in progress. It has been determined that the project is needed and should move forward even without Pond #4. The project will be divided into two phases. Phase I will be ponds 1, 2, 3. Phase II will be the pipe across 160th Street and Pond #4. The project is moving ahead with Phase 1. The Commission went over the schedule of the project with Staff. President Mulhern wanted Staff to know that he feels the project should proceed according to schedule, and to keep the Commission informed. 2 • UTILITY COMMISSION MINUTES June 7, 1993 The Storm Water Project at the Armory was the next item of discussion. Public Works Director Wasmund explained to the Commission the process used for the demolition of the buildings on the storm water site for the Armory. Commission Member Walsh asked for further explanation of City Administrator Jilk's letter requesting $11,000 to come from the Storm Water Utility fund. Public Works Director Wasmund explained that the Armory Contractor was going to use the fill from around the old buildings as backfill on the Armory, however once clean up started there was hazardous materials found making the use of the fill delayed. Within the bidding process the Contractor had originally given an $11,000 credit for this fill because they didn't need to buy fill. Now they are asking for the $11,000 to pay for trucked fill. Commission Member Walsh expressed his concern because the recommended alternate which the Utility Commission made for the Storm Water project was not approved by Council. He feels the Commission is now being asked to pay for something they have no responsibility for. The Commission feels other methods should be looked at to recoup this money. Public Works Director Wasmund indicated that acceptance of this has to be made by June 11, 1993. Though it may • be hard for the Commission to understand his explanation Wasmund feels that the $11,000 had been credited to the construction cost of the storm pond and should logically come from Storm Core. C7 MOTION by Walsh to approve bid submitted by PCL Construction and recommend to City Council that it be added as a change order to the Armory project. SECOND by Oxborough. Ayes: 3. Nays: 0. More discussion took place regarding the fill which is needed for the storm water project. The consensus of the Commission was to go ahead with the $11,000 but they want Staff to see if other funding, such as from Port Authority or General Funds from City Council would be available. MOTION by Walsh to agree to pay up to $11,025 for fill but would like to share cost if possible with Port Authority, City Council or previous and directs Staff to investigate this possibility. SECOND by Mulhern. Ayes: 3. Nays: 0. The Lease Agreement presented to the Utility Commission from the Police Department for the placement of the antenna on the Connemara Tower was discussed in length. The City Attorney, advised Public Works Director Wasmund that the City is one entity working together, thence possibly a "use" agreement rather than a lease agreement 3 . UTILITY COMMISSION MINUTES June 7, 1993 should be entered into. The Utility Commission does not own the tower the City of Rosemount owns the tower. The Utility Commission is an "arm" of the City. The Utility Commission directed staff to have City Attorney redraft the "Use" Agreement with no fee to the Police Department. If, in fact, the City would lease the use of the tower to a private entity then a fee could be established. A break was called at 9:00 p.m. President Mulhern reconvened the meeting at 9:15 p.m. Public Works Director Wasmund informed the Commission that only 357 homes in Rosemount don't have outside readers. Based on the proposal given to him from Water Pro Inc., it would cost approximately $48,000 to install the 357 meters and purchase the equipment necessary for the City to read all the meters. President Mulhern wanted to clarify the installed cost and where the funding was going to come from. Public Works Director Wasmund indicated that there is a budgeted item for the • replacement of 300 meters. Some of that has been expended for change outs this year. The balance is proposed to come from Water Core Funds. • MOTION by Mulhern to accept the proposal from Water Pro for the installation of 357 water meters at scattered sites throughout the City. SECOND by Walsh. Another brief discussion took place regarding where these meters would be funded from. The meters themselves would be taken from the Water Core Fund and if there is any left the software will be purchased from there also. At first it was expressed that the Operating Budget for this be depleted first then move into the Water Core Fund. Commission Member Walsh preferred that some capital be left in the Operating Budget. MOTION by Walsh to amend the above motion to include the funding be split. The meters from the Water Core Fund and the software from the Operating Budget. SECOND by Oxborough. Vote on Original Motion: Ayes: 3. Nays: 0. Vote on the Amended Motion: Ayes: 3. Nays: 0. 4 • UTILITY COMMISSION MINUTES June 7, 1993 Public Works Director Wasmund presented the Commission with a second letter he had received from Helen Judkins. Ms. Judkins had initially sent a letter to the Commission, which was reviewed at the April meeting. In this new letter she is appealing the decision the Commission made in April. MOTION by Walsh to uphold the original decision from the April meeting and deny Ms. Judkins' request. SECOND by Mulhern. Ayes: 3. Nays: 0. Public Works Director Wasmund explained the letter from Duane Kaczmarek, 13967 Delta Place. It was in a Utility packet last fall when the Commission received an abundance of complaints. It has been copied for general information and action if the Commission desired. At that time the Commission wasn't acting on individual complaints, thence no formal action was taken. As the Commission noted from materials copied to them, Mr. Kaczmarek hasn't let this drop, with each bill he makes a comment about receiving his credit. A formal letter of response will be sent notifying Kaczmarek of the Commissions decision. • MOTION by Walsh to uphold current policy and deny adjustment to complainant billing. SECOND by Oxborough. Ayes: 3. Nays: 0. • The next complainant letter came from Diana Gravem, 3823 154th Street West. Public Works Director Wasmund reiterated her letter and explained that the Commission does have the flexibility to credit the penalties in an attempt to provide some public relations. A brief discussion followed regarding Ms. Gravem's history. MOTION by Oxborough to waive penalty and credit any payment of penalty which may have been made. SECOND by Mulhern. Ayes: 3. Nays: 0. Danny Burger, 15578 Darling Path, sent a letter to the Commission requesting a credit on his penalty because the bill was mailed form St Paul on the 16th of the month and wasn't received until the 22nd. Discussion was held regarding this. MOTION by Walsh to waive penalty and credit any payment of penalty which may have been made. SECOND by Mulhern. Ayes: 3. Nays: 0. Public Works Director Wasmund had two proposals, one from Automatic Systems and one from Autocon Industries, for new telemetry equipment to monitor the wells and 5 • UTILITY COMMISSION MINUTES June 7, 1993 lift stations. The two packages included both software and hardware. The system we are now using (Microcat 98) is no longer available and shortly we will be losing our support for the equipment. Autocon will come out and demonstrate the equipment for the Commission if the Commission wishes. President Mulhern asked what other communities are using this equipment to monitor their systems. Public Works Director Wasmund wasn't sure of all communities, however the City of Burnsville and South St. Paul do operate from the system he presented. The possibility of future upgrading is also available. There was a brief discussion regarding the price and funding. It was agreed it should equally come from the Water and Sewer Core Funds. MOTION by Walsh to purchase the upgrade for the well and sewer telemetry equipment from Autocon Industries of St. Paul in the amount of $28,340 to be split from the Water and Sewer Core Funds. SECOND by Oxborough. Ayes: 3. Nays: 0. • Public Works Director Wasmund explained the N.S.P. Peak Demand Rates was put on the May agenda, however since he was working on a time frame and the May meeting was canceled he did enter into an agreement with N.S.P. for this new voluntary program. Right now the City has been entered into a 5 year agreement. This program can save the City 50% of the kilowatt rate. The voluntary power interruptions to help balance NSP generation load are only requested during certain conditions and only during summer months. • MOTION by Walsh to concur with Public Works Director Wasmund to enter into the N.S.P. Peak Demand Program. SECOND by Mulhern. Ayes: 3. Nays: 0. Public Works Director Wasmund gave a brief explanation on fund transfers provided by the Finance Department. He explained that Item Numbers 6 and 7 were duplicates. MOTION by Walsh to approve the fund transfers as presented to the Utility Commission with the exception of Item #6 which was a duplication. SECOND by Oxborough. Ayes: 3. Nays: 0. Commission Member Oxborough presented a letter he had received from Betsy Holden. Ms. Holden had contacted him verbally prior to the letter and he had explained she had to write to the Commission. Since Staff wasn't prepared to C: • UTILITY COMMISSION MINUTES June 7, 1993 address her concerns, Commission Member Walsh asked that Staff pull her history and bring it back to the Commission at the July meeting. The Commission also asked that Staff send a letter to Ms. Holden and explain to her the Commission will be reviewing the billing at the July 12, 1993 regular meeting. Commission Member Walsh wanted to let the Commission know that the City of Lakeville City Council raised their connection charges from $900 to $2,100. This jump is suppose to take them through the year 2000. They also agreed to keep the customer rate at 850 per thousand. Public Works Director Wasmund asked the Commission if they had any questions regarding the Financial Report which the Finance Department supplied to them. There were no questions at this time, however the Commission agreed they should go over the report at the next meeting. MOTION by Walsh to adjourn. SECOND by Mulhern. Ayes: 3. Nays: 0. Meeting • was adjourned at 10:25 p.m. • 7 Respectfully submitted, Cindy Dorniden Public Works Secretary �iiy of gosemount OPHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 . UTILITY COMMISSION MINUTES July 12, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on July 12, 1993 at 6:40 p.m. in the Council Chambers of the City Hall. President Mulhern called the meeting to order with Commission Member Walsh, City Administrator Jilk, Public Works Director /Building Official Wasmund, Accountant'Korpela and Recording Secretary Stoffel present. Three items were added to the agenda. Item 5c, Discussion of Policy Issue, Minimum Water Usage Credits; item 5d, Changing of Next Months Utility Meeting; and item 7b, Report of Action Taken by City Council @ July 6th Meeting regarding a customers billing account. • MOTION by Walsh to approve the Utility Commission Minutes of the June 7, 1993 regular meeting. SECOND by Mulhern. Ayes: 2. Nays: 0. Citizen Complaint - Holden The Commission discussed Holden's complaint regarding her water bill. MOTION by Walsh to uphold the billing policy and deny any adjustment to the Holden account. SECOND by Mulhern: Ayes: 2. Nays: 0. Citizen Complaint - Schostag The Commission discussed Schostag's complaint regarding late penalties on the water bill. MOTION by Walsh to uphold the billing policy and deny any adjustment of late penalties to Schostag. SECOND by Mulhern. Ayes: 2. Nays: 0. The agenda was amended to accommodate Administrator Jilks presentation of the 1992 Cable Act. 6veryikings (Poming Ub RosemounlY 0 recycled pauei UTILITY COMMISSION MINUTES • July 12, 1993 Cable TV Rate Regulations City Administrator Jilk reviewed with the Commission the 1992 Cable Act. Discussion was held regarding this act and Jilk advised Commission that no action would be necessary at this time. Jilk will advise Commission of any update to the 1992 Cable Act. Financial Report From Finance Department Financial reports were presented to the Commission for their review. Discussion ensued and the Commission expressed their desire to receive ,2 reports monthly; Cash on Hand, and Income Statements. Balances on accounts were requested every 6 months. 1994 Draft Budget • The preliminary worksheets for the 1994 budget was presented to the Commission for their review. Items on these worksheets were briefly discussed. Items will be reviewed line by line at a future date. n t�J Minimum Water Usage Credits Water bills for new residents were discussed by the Commissioners with reference to establishing a minimum usage credit. The usage credit is intended to avoid double charging of water on first full quarter. This is for new customers only. MOTION by Walsh to establish a minimum usage of 5000 gallon minimum on new water bill accounts. SECOND by Mulhern. Ayes: 2. Nays: 0. Changing Next Months Utility Meeting President Mulhern announced his conflict with the regular August meeting date. MOTION by Walsh to change the Regular Utility Commission Meeting to August 2, 1993 at 6:30 p.m. in the Council Chambers of City Hall due to a conflict on members schedules. SECOND by Mulhern. Ayes: 2. Nays: 0. 2 • UTILITY COMMISSION MINUTES July 12, 1993 The agenda was amended at this time to include item 6a, Erickson Town Square Committee. Erickson Town Square Committee Brief discussion took place with reference to an appointment to the Erickson Town Square Committee. This item is to be placed on the August 2, 1993 agenda for further discussion by the commissioners. Update on Meter Installation Program Director Wasmund informed the Commission that an approximate start date of September 1, 1993 has been established for Water Pro to commence the water meter installation program. The program should conclude approximately 30 days later. Report of Action Taken By City Council at July 6th Meeting • The Commission was updated with reference to an action previously taken on the Reis water bill. City Council had overturned action taken by the Utility Commission with regards to the property owners name appearing on the water bill. City Council directed staff to proceed with a change in policy to allow for name changes on billing accounts. January 1, 1994 has been cited as the date for completion. Studies developed by Bonestroo, Rosene, Anderlic and Associates were distributed to the Commission for their review with reference to the Eastern Rosemount Sewer and Water Study. The Commission was informed of the need to hold a meeting on July 19, 1993 with the Commissions and Committees for presentation of the study. MOTION by Walsh to hold a special Utilities Commission meeting on Monday, July 19, 1993 at 7:30 at City Hall. The purpose of this meeting is to hear presentation made by the engineering firm of Bonestroo, Rosene, Anderlik and Associates on the Eastern Service Area for the comprehensive sewer policy plan and water supply and distribution plan and that the Planning Commission and Port Authority are invited to attend special meeting and hear presentation. SECOND by Mulhern. Discussion followed. L` 3 • UTILITY COMMISSION MINUTES July 12, 1993 • • MOTION by Walsh to amend the above motion to read a time determined by the President of the Utility Commission. SECOND by Mulhern. VOTE on original motion. Ayes: 2. Nays: 0. VOTE on amended motion. Ayes: 2. Nays: 0. MOTION by Mulhern to adjourn. SECOND by Walsh. Ayes: 2. Nays: 0. Meeting was adjourned at 10:22 p.m. H Respectfully submitted, Maryann Stoffel Public Works Secretary City of alosemount •PHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 STAFF MINUTES INFORMATIONAL MEETING JULY 19, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Due to a lack of quorum to conduct the Special Utility Commission meeting scheduled for July 19, 1993 @ 6:30 p.m., Staff conducted an information meeting for the various committees and commissions present. The purpose of the special meeting was a presentation by Bonestroo, Rosene, Anderlik and Associates for the Eastern Rosemount Comprehensive Water and Sanitary Sewer Study. Dan Edgerton and Paul Heuer were present from Bonestroo. Paul Heuer explained the district development through Year 2010 on the sanitary sewer study. Estimated cost recovery scenarios were discussed. There was no structured plan at this point in time. • Dan Edgerton explained the development of the water study. He explained that p P hydrogeological studies need to be performed prior to any drilling of new wells because of previous contamination. The study is approximately 90% complete; with the draft presented. The next steps would be to incorporate questions, hold a cost recovery meeting and have a hydrogeological study completed. No formal action was asked for or taken. The meeting concluded at 8:30. l6veryikings (90ming `ULp RosemounlY 0 1- -saner �iiY of Rosemount PHONE (612) 423.4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423.5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES August 2, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippennann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on August 2, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. President Mulhern called the meeting to order with Commission Members Walsh and Oxborough, `Director /Building Official Wasmund, Finance Director May and Recording Secretary Stoffel present. One item was added to the agenda. Item 6h, Policy on Utility Diggings - Safety Procedure. MOTION by Walsh to approve the Utility Commission Minutes of the July 12, 1993 regular meeting. SECOND by Mulhern. Ayes: '3. Nays: 0. • Minutes from a July 19, 1993 meeting were presented and discussed. There was no quorum present for this meeting so it could not officially be conducted as a Utility Commission meeting. The purpose of the meeting was for Staff to present the Draft East Side Utility Study to the Utility Commission, Planning Commission and Port Authority. With members of the other organizations present staff conducted an informal meeting. The minutes of that meeting were amended to reflect those facts. The agenda was amended to accommodate Finance Director Mays' presentation of item number 6g Fixed Assess Proposal. Finance Director May reviewed with the Commission the City Council Executive Summary and a proposal from Valuation Resource Management Inc. describing the completion of a Fixed Asset system for the City of Rosemount. Valuation Resource Management Inc. is compiling a list of City assets and assigning a value to these assets. May asked the Commission to participate in the cost of the system development since utility systems and equipment will be included. MOTION by Walsh to approve the expenditure of an amount, not to exceed $8000 (from 601 - 49400 -01 -586 $3,500; 602 - 490450 -01 -583 $3,500; and 603- 49500 -01- 586 $1,000), from the Utility Fund budgets to help pay for the costs necessary to • complete and install a Fixed Asset system for the City of Rosemount. SECOND by Oxborough. Ayes: 3. Nays: 0. 6verylkings (Pomi.ng `(lip RosemounlY 0 ,e 1 —pane, • UTILITY COMMISSION MINUTES August 2, 1993 Appointment to Erickson Town Square Committee A draft letter was reviewed by the Commission regarding a Commission Member serving as a liaison to the Erickson Community Square Committee. The letter thanked the Committee for the offer but declined full membership. The Commission prefers the less formal liaison approach. MOTION by Mulhern to make addition to the letter - please add us to your mailing list - and mail it out as soon as possible. SECOND by Walsh. Ayes: 3. Nays: 0. 1994 Budget The preliminary worksheets for the 1994 budget were discussed by the Commissioners. A final draft of the 1994 budget will be presented at the next meeting for their review. The final draft will reflect the changes discussed. • White Lake Acres - Dan Lockler Property • Public Works Director Wasmund presented an overview of the Lockler property located in White Lake Acres. This presentation was for informational purposes only. It is Mr. Locklers concern that the water elevation of White Lake is rising and it will possibly have an adverse affect on his home and well. Citizen Complaint - Kaul The Commission discussed Kaul's complaint regarding a late penalty on his water bill. MOTION by Walsh to uphold the billing policy and deny any adjustment to the Kau[ account. SECOND by Oxborough. Ayes: 3. Nays: 0. Citizen Complaint - Halloway The Commission discussed Halloway's complaint regarding a late penalty on his water bill for not returning his meter card. 2 • UTILITY COMMISSION MINUTES August 2, 1993 MOTION by Walsh to credit the Halloway account $5.00 for a late charge penalty due to the uncertainty of the mail being received by Halloway. SECOND by Mulhern. Ayes: 3. Nays: 0. Citizen Complaint - Bangerter The Commission discussed Bangerter's complaint regarding a late penalty on his water bill for not returning his meter card. MOTION by Walsh to credit the Bangerter account $5.00 for a late charge penalty due to the uncertainty of the mail being received by Bangerter. SECOND by Mulhern. Ayes: 3. Nays: 0. Citizen Complaint - Carter The Commission discussed Carter's complaint regarding a late penalty on her water • bill for not making payment by the due date. • MOTION by Walsh to uphold the billing policy and deny any adjustment to the Carter account. SECOND by Oxborough. Ayes: 3. Nays: 0. Citizen Complaint - Johnson The Commission discussed Johnson's complaint regarding a late penalty of his water bill for not making payment by the due date. MOTION by Walsh to credit the Johnson account $6.99 for a late charge penalty due to the uncertainty of the mail being received by Johnson. SECOND by Mulhern. Ayes: 3. Nays: 0. Shannon Pond- Core Cost An overview of the core costs in the Shannon Pond Addition was presented to the Commission. This phase of the development has charges from storm core only, no water or sewer core. 3 • UTILITY COMMISSION MINUTES August 2, 1993 MOTION by Walsh to approve expenditures of $21,402 from storm core funds for oversizing of storm sewer through Shannon Pond development. SECOND by Oxborough. Ayes: 3. Nays: 0. Policy on Utility Digging - Safety Procedure Questions were raised and discussion ensued relating to operating policies and procedures regarding utility excavating. The Commission asked Director Wasmund to bring a report on our Standard Operating Procedure to them next meeting. 145th Street - Status Report The Commission was updated with reference to the 145th Street project currently in progress. MOTION by Mulhern to adjourn. SECOND by Walsh. Ayes: 3. Nays: 0. Meeting • was adjourned at 9:33 p.m. El Respectfully submitted, Maryann Stoffel Public Works Secretary CITY OF ROSEMOUNT ANCIAM X141" AGENDA • REGULAR UTILITY COMMISSION MEETING MONDAY, SEPTEMBER 13, 1993 6:30 P.M. 1. Call to Order 2. Additions or Corrections to the Agenda 3. Approval of Minutes of August 2, 1993 Regular Meeting (Approved) 4. OLD BUSINESS a. Final Draft - 1994 Budget (Approved with changes) b. Storm Water Utility Policy (Amended) C. d. e. f. 5. NEW BUSINESS • a. Carrollton 4th Addition Complaintants(Discussion) • b. Storm Water Complaint -St. John's Lutheran Church (Rich Valley) (Adjusted) C. McDonald's SAC Refund(Refund) d. Storm Water Management Subdivision Updates (Discussion/w Motion) e. Downtown Scoping Committee -Final Report (Doesn't agree, will make recommendations) f. 9• 6. PRESIDENT'S REPORT a. 7. EXECUTIVE DIRECTOR'S REPORT a. 145th Street - Status Report (updated) b. Water Meter Installation Update (on schedule) 8. ADJOURNMENT �iiy of gosemount OPHONE (612) 4234411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES September 13, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wipperrnann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on September 13, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. President Mulhern called the meeting to order with Commission Members Walsh and Oxborough, Public Works Director /Building Official Wasmund, Finance Director May, City Engineer /Assistant Public Works Director Osmundson and Recording Secretary Dorniden present. Public Works Director Wasmund asked to have ;Items 5 -a., b. and c. on the agenda first since there were people in the audience for these items. The Commission Members all agreed. Discussion followed as to the format of the minutes the Commission is receiving. The • Commission would like to have 'a copy of the final agenda, after additions are added from the meeting, attached to the copy of the minutes This will be referred on to the • City Clerk. MOTION by Walsh to approve the Utility Commission Minutes of the September 13, 1993 regular meeting. SECOND by Oxborough. Ayes: 3 Nays: 0. Carrollton 4th Addition Complainants City Engineer Osmundson presented background on the letter the Commission received from several residents of the Carrollton 4th Addition regarding their drainage problems. The beehive system is designated for this type of drainage and is rated for a 100 year storm. The narrator of the letter, Mr. Dan Hanscom, 14866 Colorado Avenue, read another letter which had been drafted for this meeting expressing the major concerns. David Meyer of 14782 Colorado wanted to be on record as saying "the system doesn't work ". He is referring to the drainage system. Rick Robohm of 14796 Colorado Avenue wanted the Commission to know he has just sodded and there is not sufficient drainage, he has water sitting. Kipp Younger of 14824 Colorado Avenue wanted the Commission to be aware that the facts are that the water is pooling and flooding is going to occur. All the residents seem to have the same concern and felt that they had been misrepresented when purchasing their homes. c: 6verylhings (Pouring (Up RosemounlY Co recycled paper . UTILITY COMMISSION MINUTES September 13, 1993 MOTION by Walsh to table the Carrollton 4th Addition concerns until the City Engineer and Staff have had the chance to go through the newest letter from Mr. Dan Hanscom. SECOND by Oxborough. Ayes: 3. Nays: 0. Storm Water Complaint - St. John's Lutheran Church (Rich Valley) Public Works Director Wasmund reviewed the letter received from St. John's Lutheran Church (Rich Valley) regarding their billing and the Storm Water Utility Policy examining the division of the parcel governing the church and cemetery and how it relates to the policy. A billing adjustment was presented by Wasmund to the Commission. Mr. Ken Kraft and Mr. Russ Johnson, both Trustees of the Church, addressed the Commission and agreed that the way the new billing was presented would be agreeable to the Church. MOTION by Mulhern to revise the Storm Water Utility Bill for St. John's Lutheran Church (Rich Valley) as outlined in the memo from Ron Wasmund dated September 13, 1993. SECOND by Oxborough. Ayes: 3. Nays: 0. • McDonald SAC Refund Public Works Director Wasmund discussed the local and Metro S.A.C. (Sewer Availability Charges) made to the Rosemount McDonalds at the time the put the playland addition on. Mr. Steve Kopel, the owner of Rosemount McDonalds, was present to represent his request of a refund of one SAC unit. MOTION by Mulhern to refund one local (1) S.A.C. unit to Steve Kopel, Rosemount McDonald's, provided he obtain a building permit to add any seating in the future. SECOND by Oxborough. Ayes: 3. Nays: 0. Storm Water Management Subdivision Update City Engineer Osmundson appraised the Commission of the drainage problems some of the dead -end ponds are having with all the precipitation the past few years. He suggested an emergency plan needs formulation then a final solution. Pond SHA #71 and #75 need some extensive work done, however an interim solution is needed. Pond SHA #75 is located in the Shannon Oaks Subdivision and is one of the larger dead -end ponds. Wachter Pond is also considered a dead -end pond and needs relief as soon as possible. City Engineer Osmundson referred to his Executive Summary for this meeting and also maps of different areas. The Commission touched on the 2 UTILITY COMMISSION MINUTES September 13, 1993 easements required. Several other issues were brought into light by the Commission and Staff will investigate the problems. MOTION by Oxborough to authorize Staff to proceed with obtaining the necessary studies, Shannon Oak Subdistrict to OSM and Wachter Pond Subdistrict to SEH, verifying elevations listed in the Master Storm Water Plan and come up with alternatives, with payment to come from Storm Water Utility Funds. SECOND by Walsh. Ayes: 3. Nays: 0. Downtown Scoping Committee -Final Report The Commission expressed many concerns regarding this report. They feel the Committee needs to look at inplace infrastructure, storm water quality issues and they need to develop a development proposal. Too much was left out of this report regarding utility issues. Staff is directed to find out a time schedule for comment solicitation. • Final Draft - 1994 Budget . A task list was handed out for a Storm Water person. Public Works Director Wasmund addressed the working copy of the budget which was handed out at the previous meeting. The changes the Commission wanted were incorporated in the revised budget. It was explained that the budget included this Storm Water person, however, the position wouldn't be hired without first coming back to the Commission for their approval of the job description. MOTION by Mulhern to adopt the 1994 Water, Sewer and Storm Sewer Operating Budget to include the changes as presented at the September 13, 1993 meeting and refer them on to the City Council. SECOND by Oxborough. Discussion followed with Commission Member Walsh first amending the original motion then dropping his amendment. The Commission spoke briefly about a Purchasing Policy and if the Utility Commission has to follow the Policy required by the City Council. Public Works Director Wasmund will refer this question on to the City Administrator or City Attorney. Vote on Original Motion: Ayes: 3. Nays: 0. K3 . UTILITY COMMISSION MINUTES September 13, 1993 Storm Water Utility Policy There are several issues regarding the Storm Water Utility Policy which needed to be addressed prior to the certification of the delinquent bills. Public Works Director Wasmund redirected the Commissions attention to his alternatives in the Executive Summary of May 10, 1993. These changes were primarily to platted parcels in the commercial and industrial districts which are not developed. MOTION by Walsh to adopt proposed amendment to the Storm Water Utility Policy establishing a minimum rate for undeveloped platted commercial and industrial property of $4.90 per lot. SECOND by Mulhern. Ayes: 3. Nays: 0. 145th Street Status Report Commission was apprised that if weather holds the project should be done by September 17, 1993. Public Works Director Wasmund wanted the Commission to be advised that at the present time the City has no Gate Valve Policy, however, it • desperately needs one. Much of the City is lacking in adequate gate valves. City Engineer Osmundson is now requiring more gate valves in new developments. Discussion took place regarding the appraisals received and how different parcels would be paid for. Water Meter Installation Update Public Works Director Wasmund informed the Commission that the company hired to have the meters installed is on schedule. The Commission will have to deal with how the actual reading is going to be done once everything is in place, such as hire out or do in- house. The modifications to the software will be done once all the meters are installed. MOTION by Mulhern to adjourn. SECOND by Oxborough. Ayes: 3. Nays: 0. The meeting was adjourned at 11:00 p.m. El Respectfully Submitted, Cindy Dorniden Public Works Secretary CITY OF ROSEMOUNT • AGENDA REGULAR UTILITY COMMISSION MEETING MONDAY, OCTOBER 4, 1993 6:30 P.M. , 1. Call to Order 2. Additions or Corrections to the Agenda 3. Approval of Minutes of September 13, 1993 Regular Meeting (Approved) 4. OLD BUSINESS a. Set Workshop Date (set 10-18-93 at 6:00 p.m.) b. 1994 Budget (Discussion, Gate Valve Replacement, Amended Budget $4,000) C. Expenditure Policy (Discussion) d. e. f. 5. NEW BUSINESS a. Valve Replacement Policy (Tabled) b. Birger Pond Study (Much Discussion w /Motion) C. d. e. f. 9• 6. PRESIDENT'S REPORT a. 7. EXECUTIVE DIRECTOR'S REPORT a. 145th Street - Status Report (Verbal) b. Water Meter Installation Update (Verbal) . 8. ADJOURNMENT 8:55 p.m. �iiY of Rosemount OPHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES October 4, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on October 4, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. President Mulhern called the meeting to order with Commission Members Walsh and Oxborough, Public Works Director /Building Official Wasmund, Finance Director May and Recording Secretary Dorniden present. Discussion followed as to the final agenda, which was attached to the minutes of the previous meeting. This format was approved, however they would like one agenda placed in a different location for quick reference on the approved meetings then the final agenda placed with the official ;Utility Commission minutes. MOTION by Walsh to approve the Utility Commission Minutes of the October 4, 1993 • regular meeting. SECOND by Oxborough. Ayes: 3. Nays: 0. Set Up Workshop Date Discussion took place as to why a workshop should be held. Commission decided a priority list should be worked on. The Commission instructed Staff to summarize the problems, identify a solution and recommend a course of action for this workshop. MOTION by Walsh to establish a Special Utility Commission Meeting on October 18, 1993 at 6:00 p.m. in the Upper Level Conference room to discuss various items such as rate structure and billing process. SECOND by Oxborough. Ayes: 3. Nays: 0. • 1994 Budget & Gate Valve Replacement The Commission discussed the 1994 Budget which was accepted at the last regular Utility Commission meeting. The changes the Commission wanted were incorporated, however now there seems to be an added expense with the gate valve maintenance the City has been incurring. The Commission briefly discussed the gate valve policy and the cost for replacing which was not accounted for when the 1994 Budget was adopted. 6verydhings cooming `UCYi Rosemouno UTILITY COMMISSION MINUTES October 4, 1993 MOTION by Walsh to amend the 1994 Budget for water, sanitary sewer and storm sewer by $4,000 to the Water Utility as an annual replacement of watermain valves. SECOND by Mulhern. Ayes: 3. Nays: 0. Expenditure Policy Discussion with Jeff May, the Finance Director, on the City Expenditure Policy. Mr. May explained that the Policy was set up to cover the City as a whole and the Committee's and Commission's were to comply because certain State laws have to be enforced and applied. The Commission wants to see what the funds are being spent for even after the fact. Mr. May supplied the Commission with a copy of a report that indicates each item. Major purchases that are non - emergency items can come before the Commission before the funds are expended. Valve Replacement Policy The Commission tabled action on this item and will bring it back at a latter time after • the Engineering Standards have been revised and the inventory of hydrants without valves are listed. Also the Commission would like to see an item in the C.I.P. for the valve replacement program. Birger Pond Study An intense discussion regarding Birger Pond took place. The water level is at capacity and it is a landlocked pond. The City has had discussions as to the uses of the pond, whether it be storm holding pond or park land. A portion of the pond, which is in Apple Valley, also bore some conversation. Since OSM is now currently studying Shannon Pond #75, this pond would tie nicely into that study. Three items the Commission feels should be looked at would be: 1) Is 904.3' an accurate elevation? 2) Is there a lower level to control? 3) What rate of discharge, with pumps running, would it take to maintain an identified level? It was indicated to the Commission that a special lift station would cost approximately $150,000. Also some interest was expressed regarding a Water Treatment Plant specifically for this pond to use it as a surface source of domestic water. MOTION by Walsh authorizing Staff to proceed with a study to determine water level control alternatives on Birger Pond with funding to come from the Storm Water Utility Fund. SECOND by Oxborough. Ayes: 3. Nays: 0. • 2 UTILITY COMMISSION MINUTES October 4, 1993 145th Street - Status Report Public Works Director Wasmund appraised the Commission that the final lift will be placed next spring and the Chili /Chippendale Avenue Intersection is open and traffic appears to be flowing smoothly. All the utilities are in, tested and accepted. Water Meter Installation Update RMR Services and Water Pro met with City Staff and explained the procedure that was going to be followed. Notices were mailed out to 313 residents. The appointments should be starting at the end of this week. MOTION by Mulhern to adjourn. SECOND by Walsh. Ayes: 3. Nays: 0. The meeting was adjourned at 8:55 p.m. Respectfully Submitted, • Cindy Dorniden Public Works Secretary 0 3 • CITY OF ROSEMOUNT A~M 110-115 AGENDA SPECIAL UTILITY COMMISSION MEETING MONDAY, October 18, 1993 6:00 P.M. UPPER LEVEL CONFERENCE ROOM 1. CALL TO ORDER - WORKSHOP DISCUSSION (6:30 p.m.) 2. New Waterbill Statements (Pursue cost of new statements) 3. Certification Process (Tabled, waiting for Attorney response) 4. Rate Resolution /Policy (Incorporate) 5. Sprinkler Credit -3rd Quarter & Multi - Family (Discussion on RFP's for a rate study, % versus fixed, Motion to authorize Staff to make adjustments.........) • 6. Billing Adjustments & Appeals (Penalties vrs No penalties, Courtesy Credit) . 7. Refund Process (Always apply toward new account, include in amendment, $60.00 minimum) 8. $5.21 Copper /Lead Testing Fee (MOTION to add to April billing) 9. Meter Readers (Consensus is contract, Get more quotes) 10. ADJOURN 10:13 p.m. • �iiy of Rosemount *PHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423 -5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES October 18, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Sheila Klassen James (Red) Staats Harry Willcox Dennis Wippermann ADMINISTRATOR Stephan Jilk Pursuant to due call and notice thereof the Special Utilities Commission Meeting of the City of Rosemount was duly held on October 18, 1993 at 6:30 p.m. in the Upper Level Conference Room of the City Hall. President Mulhern called the meeting to order with Commission Member Oxborough, Public Works Director /Building Official Wasmund, Finance Director May, City Engineer Osmundson, Finance Accountant Korpela and Recording Secretary Dorniden present. New Waterbill Statements Discussion of a new type of statement with the use of a return envelope was addressed. Use of senior citizens for stuffing the envelopes and getting them ready for mailing was explored. The Finance Department will pursue the cost of a new • statement and also the utilization of our senior citizens. Certification Process The Commission examined a couple options which other 'cities use for certification. Staff will have City Attorney Mike Miles investigate the Citys' options and get a letter from him regarding these options. n U Rate Resolution /Polic Staff felt the rate information should be included within the Procedures & Policies. Utility Commission feels that the policy should be mailed out to "new" accounts. It was explained to the Commission that the Utility Billing Fee Structure is listed within the Rate Resolution established by the City Council which is updated annually. The only thing about incorporating the fee structure into the policy is that whenever the fee structure changes the policy has to be updated. This item will be placed on the November 8, 1993 regular meeting. 6verylkings coming `U(b gosemounlY 0 1- -paper is UTILITY COMMISSION MINUTES October 18, 1993 Sarinkler Credit - 3rd Quarter There was an abundant amount of discussion regarding actual versus saved, 80% of water for sewage, setting rate for entire year, fixed rate or eliminate sprinkler credit altogether. Thought was given to having a rate study done and how to proceed with one. Staff has the expertise to do a study of this type, however the time is not there to be done. A general discussion of hiring someone to do a study on the rates of Rosemount took place. Discussion took place on several specific accounts where the actual 3rd quarter consumption was less than the 1 st quarter. MOTION by Mulhern to give Staff authority to make adjustments to appeals for sprinkler credits regarding higher usages in April versus lesser usages in October. SECOND by Oxborough. Ayes: 2. Nays: 0. Billing Adjustments & Appeals Discussion throughout the group took place about penalties and what can be done for public relations. Also any appeals and adjustments that are going to be made should have to be made within the current quarter. This should be placed within the policy. President Mulhern called for a 15 minute break. Meeting reconvened at 9:15 p.m. Further discussion followed regarding a possible "courtesy credit ", a one time credit. Also, the Commission deferred the assessable interest to Mike Miles, City Attorney. Refund Process There were questions and differing opinions on how to handle credits on final bills. If a double payment is made on a final bill - Who gets the refund? Should there be a refund? What form should the refund take, credit on account or actual refund? It was decided that anything over $60.00 would be refunded to current owner, under the • 2 UTILITY COMMISSION MINUTES October 18, 1993 $60.00 would be credited to the current account. This should be included within the policy amendments. $5.21 Copper /Lead Testing Fee MOTION by Mulhern to promote the copper /lead testing fee and do the annual billing in April billing quarter of the current year with 1993 and 1994 being collected in April of 1994. SECOND by Oxborough. Ayes: 2. Nays: 0. Meter Readers The Commission reviewed options with Staff regarding the hiring of part -time meter readers or the utilization of a contractor to read the water meters. Staff was directed by the Commission to get more quotes than RMR Services. They are currently doing our meter installation program. MOTION by Oxborough to adjourn. SECOND by Mulhern. Ayes: 2. Nays: 0. Meeting was adjourned at 10:13 p.m. Respectfully submitted, Cindy Dorniden Public Works Secretary 41 3 CITY OF ROSEMOUNT1` 1 AGENDA REGULAR UTILITY COMMISSION MEETING MONDAY, NOVEMBER 8, 1993 6:30 P.M. 1. Call to Order 2. Additions or Corrections to the Agenda 3. Approval of Minutes of October 4, 1993 Regular Meeting (Approved) 4. Approval of Minutes of October 18, 1993 Special Meeting (Approved) 5. OLD BUSINESS a. Recommended Rate Resolution (Discussion, RFP's for Rate Study -Dec 13) b. Policy Amendments (Courtesy Credit, Motion to adopt changes.......) C. Carrollton 4th Letter (FYI) d. Shannon Pond Storm Core Payment (Motion to approve expenditures.......) Add -on e. New Utility Statements & Envelopes (Finance to proceed with design) f. 6. NEW BUSINESS • a. Meter Complaint - Maki (Motion to deny...........) b. Complaint - Sullivan (Motion...... courtesy credit) C. Complaint - Schostag (Motion..... courtesy credit) d. Complaint - Portner (Motion..... courtesy credit) e. Repairs, Well #7 (Motion to authorize Staff.......) f. Sewer Only Accounts (Motion to recommend City Council amend.....) Add -on g. Fund Transfers (Motion to approve......) Add -on h. MWCC Sewer Payments (Question consumption, Staff call MWCC) 7. PRESIDENT'S REPORT a. 8. EXECUTIVE DIRECTOR'S REPORT a. Set next meeting agenda (verbal) (Set agenda) • b. 9. ADJOURNMENT 9:35 p.m. �iiy of (Rosemount *PHONE (612) 4234411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 4235203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 UTILITY COMMISSION MINUTES November 8, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Joan Anderson Cathy Busho James (Red) Staats Dennis Wippermann INTERIM CITY ADMINISTRATOR Ronald E. Wasmund Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on November 8, 1993 at 6:30 p.m. in the Upper Level Conference Room of the City Hall. President Mulhern called the meeting to order with Commission Members Walsh and Oxborough, City Engineer /Assistant Public Works Director Osmundson, Finance Accountant Korpela, Public Works Supervisor Widstrom and Recording Secretary Dorniden present'. Additions were added to the Agenda': Under New Business Item 6g. -Fund Transfers and Item 6h. -MWCC Sewer Payment; Under Old Business Item 5e. -New Utility Statements & Envelopes; also some clarification as to what Items 5a. & 5b. were going to entail. • MOTION by Walsh to apprc regular meeting. SECOND MOTION by Oxborou 1993 Special meetin Recommended Rate Resolution Minutes of the October 4, 1993 lys: 0. ion Minutes of the October 18, 3. Nays: 0. Discussion took place on fixed cost versus usage cost, removal of exemption, unaccountable water and the RFP's which Engineering will get out prior to the next regular Utility Commission meeting (December 13, 1993). This item was tabled until City Engineer Osmundson brings back the proposals. Policy Amendments Staff presented the Commission with an amended policy. Discussion regarding the policy took place. The copper /lead testing fee ($5.21 per year) will be added to the April 1, 1994 billing for 1993 and 1994. A letter will be drafted to City Attorney Mike Miles explaining what we need from him in regards to our amended policy as referred to as "property manager ". MOTION by Walsh to amend Policy F -4, Utility Billing Procedures, as presented by • Staff in a revised policy. SECOND by Oxborough. Ayes: 3. Nays: 0. 6verylkings Coming (Up RosemounlY `= rKyCbd 08Per • UTILITY COMMISSION MINUTES November 8, 1993 Carrollton 4th Addition Letter This item was on the agenda to provide the letter sent to the Carrollton 4th Addition residents in response to their letter to the Commission dated September 13, 1993. The letter addresses each issue the residents wrote about. The City Staff will be monitoring the area next spring. Shannon Pond Storm Core Payment MOTION by Walsh to approve expenditures of $21,295 from the Storm Sewer Core Fund for oversizing of storm sewer through Shannon Pond Addition. SECOND by Mulhern. Ayes: 3. Nays: 0. New Utility Statements and Envelopes This item was added to the agenda as requested by Finance Accountant Korpela. The Commission looked at the sample Ms. Korpela had brought along for their viewing. . The Commission had a consensus to have Staff proceed with what was presented. Utility Complaints - Item 6b., 6c., 6d MOTION by Walsh to adjust Account #180059.00 for late payment penalty, using the one -time Courtesy Credit all customers are allowed per Policy established. SECOND by Oxborough. Ayes: 3. Nays: 0. MOTION by Walsh to adjust Account #160046.00 for late payment penalty, using the one -time Courtesy Credit all customers are allowed per Policy established. SECOND by Oxborough. Ayes: 3. Nays: 0. MOTION by Walsh to adjust Account #240025.00 for late payment penalty, using the one -time Courtesy Credit all customers are allowed per Policy established. SECOND by Oxborough. Ayes: 3. Nays: 0. Well #7 Repair City Engineer Osmundson and Public Works Supervisor Widstrom apprised the Commission of the technical problems with Well #7. An estimated was presented to the Commission with the comments that the Well has never been pulled and really should be at least every seven (7) years. • 2 • UTILITY COMMISSION MINUTES November 8, 1993 MOTION by Walsh to authorize Staff to 1) hire McCarthy Well to repair Well #7 as necessary; 2) hire firm to complete televising of Well #7; 3) hire OSM to offer their expertise in recommendations for repair and improvements to Well #7. Maki Final Reading The Commission reviewed the documentation supplied to them by Staff regarding the Maki final reading. The consensus of the Commission is that the bill should stand as is and that Staff more than adequately researched the billing. MOTION by Walsh indicating that the Utility Commission reviewed the Maki family appeal regarding what they felt was an inaccurate final water bill and agreed with Staff that the reading was properly taken and the meter tested accurate so therefore the utility bill shall stand as issued and the Staff is to be commended on a good job. SECOND by Mulhern. Ayes: 3. Nays: 0. Sewer Only Accounts • MOTION by Walsh to recommend to City Council to amend the rate resolution to read $37.00 per quarter per SAC unit for sanitary sewer only accounts. SECOND by Mulhern. Ayes: 3. Nays: 0. Fund Transfers This item was added to the agenda. MOTION by Walsh to approve the attached fund transfers as they apply to the various Core Funds. SECOND by Oxborough. Ayes: 3. Nays: 0. MWCC Sewer Payment This item was added by City Engineer Osmundson. A letter was passed out to the Commission which brought out much concern. The Commission had only budgeted $330,000 for 1994 and this letter gave a total annual estimate as $399,080. The consumption MWCC has estimated is also in conflict. Staff will call MWCC and ask why the difference. Different options were discussed. MOTION by Walsh to modify the 1994 Utility Operating Budget for Item 602- 49450- 01 -602.1 from $330,000 to $380,000, this will cause the sewer utility to operate in • 3 • UTILITY COMMISSION MINUTES November 8, 1993 a deficit until the rate structure is modified. SECOND by Oxborough. Ayes: 3. Nays: 0. Commission Member Walsh asked to discuss Public Works Director Wasmund's salary, which 70% if being paid by the Utility Operating Budget. He feels now that Mr. Wasmund is the Interim City Administrator and not dedicating the time needed to oversee the operation of the utilities as before that some adjustments should be made in the way his salary is dispersed. He feels this should be directed to the City Council and then come back to the next Utility Commission meeting on December 13, 1993. Executive Director's Report A tentative agenda is being set for the December 13, 1993 regular meeting. 1. Sewer Only /Water Only Accounts 2. Set calendar for 1994 3. Proposals for Rate Study 4. Ron Wasmund Position • 5. SAC Referral from Council 6. MWCC Report 7. Well #7 Update 8. Billing Statements President Mulhern will write a letter to Public Works Director Wasmund inquiring about his status as a lost employee to the Utility Commission. MOTION by Walsh to adjourn. SECOND by Oxborough. Ayes: 3. Nays: 0. Meeting was adjourned at 9:35 p.m. 0 Sincerely, Cindy Dorniden Public Works Secretary r�:f �"5 °.��+"�+t At _.-. ,�. .�:.K -s - r s.^�Y r`_= r. 4 t�t�e •�- c'�..4- c »r ,rv.w - .��a' �. .,. _ may. Y, CITY OF ROSEMOUNT log AGENDA • REGULAR UTILITY COMMISSION MEETING MONDAY, DECEMBER 13, 1993 6:30 P.M. 1. Call to Order 2. Additions or Corrections to the Agenda 3. Approval of Minutes of November 8, 1993 Regular Meeting (Approved) 4. OLD BUSINESS a. Sewer Only /Water Only Accounts (staff directed - Letter) b. Utility Billing Statements (Discussed) C. Public Works Director's Position (Discussed) d. Proposals for Rate Study (Motion to....SEH,inc.) e. Wachter Sub - district Stormwater Study (SEH Presentation) f. 9• 5. NEW BUSINESS • a. Yearly Core Transfer for Debt Repayment (Motion to approve) b. Set Calendar for 1994 (Motion to set....) C. Star Cablevision Sale (Informational Discussion) O d. "Keep Off Ice Signs" - Stormwater Budget (Discussion, no action) e. Hiring of Maintenance Level II, Utility Division (Motion to agree....) f. Dakota County Water Resources Education Process (Motion to recommend....) N1 6. PRESIDENT'S REPORT ft 7. EXECUTIVE DIRECTOR'S REPORT a. Set next meeting agenda (Verbal) (set) b. MWCC Report (updated, no action) C. Well #7 Update (Discussion, no action) • d. Upcomming Development (Listed developments) 8. ADJOURNMENT �iiY of Rosemount •PHONE (612) 423 -4411 2875 - 145th Street West, Rosemount, Minnesota FAX (612) 423.5203 Mailing Address: P.O. Box 510, Rosemount, Minnesota 55068 -0510 • • UTILITY COMMISSION MINUTES December 13, 1993 MAYOR Edward B. McMenomy COUNCILMEMBERS Joan Anderson Cathy Busho James (Red) Staats Dennis Wippermann INTERIM CITY ADMINISTRATOR Ronald E. Wasmund Pursuant to due call and notice thereof the Regular Utilities Commission Meeting of the City of Rosemount was duly held on December 13, 1993 at 6:30 p.m. in the Council Chambers of the City Hall. President Mulhern called the meeting to order with Commission Members Walsh and Oxborough, Public Works Director /Building Official Wasmund, City Engineer /Assistant Public Works Director Osmundson, Finance Director May, Public Works Supervisor Widstrom and Recording Secretary Dorniden present. There were no additions to the agenda. MOTION by Walsh to app 1993 regular meeting. SE A presentation was made by Dave Simons of S.E.H water system and the cost of four different optior Wachter Pond. A pumping station lifting water L Business Park would be the recommended option and He explained what easements were already in place z be acquired. City Engineer Osmundson concurre presented. No action was taken at this time, howev next budget session. Fund Transfer Minutes of the November 8, 1. Nays: 0. ., Inc.:- He explained the storm is to lower the water level on ender Highway #3 to the new most cost effective at this time. ind the ones that would need to d with what Mr. Simons had er it will be kept in mind for the Finance Director May explained the reasons for the fund transfers as he had written in his Executive Summary. MOTION by Walsh to approve the attached transfers from the Storm Water Utility Fund, the Sewer Core Fund and the Storm Core Fund for the reasons included with the Transfer Forms. SECOND by Oxborough. Ayes: 3. Nays: 0. 6verylkings Homing ` jb RosemounlY A fftVcbd POPW UTILITY COMMISSION MINUTES December 13, 1993 Sewer Only/Water Only Accounts Discussion took place regarding accounts that have sewer or water available but have not yet hooked up to these utilities. A letter will be drafted to the residents which will give formal notice to connect. This letter will cite ordinances and statutes. This letter will be brought back to the Commission for their approval at the January 10, 1993 meeting. Utility Billing Statements The Commission had decided on the billing format which Diana Korpela had presented at the last meeting, however they were informed the statements can't be printed until they decide how the structure of the billing will be. Staff needs the abbreviations for the services before they can have the statements printed. Public Works Director's Position • Public Works Director Wasmund responded to a letter the Commission sent him after their November 8, 1993 meeting. After a brief discussion it was determined that both the Commission and Wasmund misinterpreted what was being said by the other. The Wasmund explained the Councils position and the possibility of a "domino" effect. The Council should have notified the different boards of Wasmunds appointment. • Proposals for Rate Studies Bud reviewed the number of proposals and their associated costs for utility rates. All prices were competitive and all businesses were experienced. SEH submitted the low bid. Staff recommended awarded to SEH. MOTION by Walsh to approve a contract with S.E.H., Inc., in the amount of $4,950, to do a Comprehensive Water and Sewer Rate Study to be completed early in 1994. SECOND by Oxborough. Ayes: 3. Nays: 0. Set Calendar for 1994 Discussion took place about going to two meetings per month, but was decided Special Meetings could be called instead. Public Works Director Wasmund indicated that a Special meeting should be held sometime in February to modify the by -laws. 2 • UTILITY COMMISSION MINUTES December 13, 1993 The October meeting was the only meeting with a conflict. Alternative dates were suggested. MOTION by Walsh to set meetings for 1994 per the calendar received from Public Works Secretary Dorniden, adding October 3, 1994 to that calendar and posting said calendar on the public bulletin board. SECOND by Mulhern. Ayes: 3. Nays: 0. Star Cable Sale This was an informational item on the agenda to acknowledge the sale to Marcus Cable Partners. President Mulhern had attended a reception to meet the new owners and ask questions. The Commission would like the City Attorney to review the Franchise Agreement. Discussion took place regarding Susan Miles, and her expertise in the field of cable franchises. She would be willing to make a presentation to the Commission. Staff will mail a copy of the Franchise Agreement to the Commission Members so they may have time to review it prior to the January 10, 1994 regular meeting. • "Keep Off Ice" Signs City Engineer Osmundson brought this to the Commissions attention because of the numerous complaints the City is receiving regarding ponds. The City Attorney has apprised him that signs are not required, however they are a good idea. The Commission feels more discussion is warranted in order to establish a policy. Hiring of Maintenance Level II - Utility Division MOTION by Walsh to agree with the hiring of Randy Bellmore as Maintenance Level li, Utilities Division Personnel effective December 27, 1993 subject to the passing of the pre - employment physical and the driver's license check. SECOND by Oxborough. Ayes: 3. Nays: 0. Dakota County Water Resources Education Process This item was placed on the agenda for informational purposes. No action needed to be taken, however the Commission felt they should pass on their recommendation to Council. 3 • UTILITY COMMISSION MINUTES December 13, 1993 MOTION by Walsh to recommend that the City Council support the Dakota County Water Resource Education Plan. SECOND by Mulhern. Ayes: 3. Nays: 0. Set Next Meeting Agenda 1. Shannon 75 Study 2. Franchise Agreement -Star Cable -Mike Miles Report 3. Rate Study (Preliminary) - Possible Special Meeting 4. Billing Statements & Designs 5. Well #7 Update 6. Sewer /Water Only -Draft Letter 7. Review Financial Report MWCC Report A letter was sent to MWCC regarding the high consumption used for figuring the 1994 • sewage billing. No response has been received as of this date. Commission was curious as to opting out ?? • Well #7 Update Staff reviewed a video tape of the well and column. It has been determined that the column does need replacing and the "bailing" process will proceed as scheduled. Upcoming Development 1. West Ridge 5th Addition and Shannon Pond 2nd Addition are being treated as one project. 2. National Guard Operation and Maintenance Facility - North of RR tracks on Biscayne Avenue. 3. Shannon Hills 6th Addition 4. New Business Park 5. 145th Street Project - Chili Avenue to Cameo Avenue -9 • UTILITY COMMISSION MINUTES December 13, 1993 • • Discussion on each of these was brief. Staff is recommending the hiring of a new position - Maintenance Level I, Street Division. Haven't had any new employees in this Department since 1988 and since 1990 the City has added 6.6 miles of street MOTION by Walsh to adjourn. SECOND by Mulhern. Ayes: 3. Nays: 0. Meeting adjourned at 9:55 p.m. '..1 Respectfully Submitted) W e,XX4 Cindy Dorniden Public Works Secretary