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HomeMy WebLinkAboutPublic Works Committee Minutes 04.09.2001 MINUTES PUBLIC WORKS COMMITTEE APRIL 9, 2001 5:00 P.M. COUNCIL CHAMBERS MEMBERS PRESENT: Chairman Gay Easton Gary Temple Bill Staudinger Dan Mears Mark Mace Marvin Carter John Oakes OTHERS PRESENT: Larry McCann Chuck Rodgers Don Meyers (MDU) J. R. Rasmussen (MDU) Jeanette Koch Ken Olson (5:54 p.m.) Frank R. Durant (MDU) Eugene Wiesner MDU - meter reading options Three MDU representatives attended the meeting to explain the meter reading options offered by MDU. J. R. Rasmussen stated that the possibility of an agreement with the City of Laurel to obtain water meter reads was brought to their attention recently. MDU's meter reader reads all of the gas meters in Laurel in nine days. The data is entered on a handheld 286 computer, automatically downloaded directly into their CIS, Customer Information System, and billed directly to the customer's account with little or no human intervention after that point. In some small communities in North Dakota, MDU is presently providing those services to communities where meter reading is a concern and issue. They are capable of several options ranging from just reading the meter to actually reading the meter, producing a bill, and mailing the bill to the customer. They are not interested in getting into the collection aspect at this point. MDU is capable of doing any or all of the functions associated with electronic meter reading. They are presently evaluating the current meter reading system to determine whether or not to change to some type of an electronic gathering method. At the present time, all indications are that the procedures would remain the same with the possible use of updated equipment. The updated equipment would have the capability of using radio frequency transmitters that could be attached to the meter. MDU is capable of getting the meter reads and electronically transmitting the reads to the City of Laurel. The City would then prepare the bills, mail the bills, and collect the payments. MDU is also capable of preparing and mailing the bills. Mr. Rasmussen stated that MDU would like to cross- reference the City's customers with their customers and read those meters for the month of May, collect the data, transmit the data to the City, and then present a quote as to the cost for this proposal. In communities that have the meters read and the bills prepared and sent, the cost is about $1.00 per meter per month. MDU could determine if any additional costs would be incurred by reading the meters during the month of May. Public Works Committee minutes of April 9, 2001 The committee had a lengthy discussion regarding the meter reading options. Since it currently takes twelve man-days to read meters each month, it was suggested that the City change to reading meters every other month. Lar~ stated that twelve man-days are lost on other projects each month while the meters are being read. Jeanette stated that Black Mountain Software had concerns about this proposal, and further review would need to be done to determine the interface capabilities of the two systems. Mr. Kasmussen stated that their data could be sent through either Access or Excel. The committee had further discussion regarding the issue. John Oakes stated that the City would lose some control by having the meter reading done by an outside source. Motion by Marvin Carter to enter into a verbal agreement with MDU to read the meters in May and see if we can come up with a meter reading agreement, seconded by Gary Temple. Motion carried. Water Share - Eugene Wiesner Eugene Wiesner stated that the residents of the City of Laurel should have opportunity to help needy citizens within the community pay water bilIs. He proposed starting a Water Share Program that would be similar to the Energy Share Program offered by another utility company. Residents would be able to voluntarily donate money to the program. A needy resident would be required to complete an application to obtain any money. The committee discussed the idea. Gay stated that it would need careful consideration, and he would appoint a committee to review it. Clean-Up Day - April 28th - Bright & Beautiful Clean-Up Day is scheduled for Saturday, April 28*. Large garbage containers will be placed in Firemen's Park for collection of garbage. Residents will be encouraged to help clean up the City of Laurel. Alley dean-up week is scheduled for the preceding week. The Rod and · th Gun Club is scheduled to clean up in Riverside Park on April 28 . Pool The contractor plans to pour the floor of the pool and seal the cracks soon. The return flow, which was hooked directly to the sewer system, will be abandoned and filled with concrete. It may be necessary to purchase a floating skimmer for the pool. The wading pool has been filled with road mix and a concrete slab will be poured soon. Diagonal striping The committee discussed diagonal parking. The majority of the comments received regarding diagonal parking have been positive, but there have been some concerns regarding backing 2 Public Works Committee minutes of April 9, 2001 out of the stalls. The Palace would like the stalls to be narrower in order to get an additional stall. Larry and Steve recommend putting diagonal parking on all streets between First Street and Main Street from Colorado Avenue to Third Avenue, except on First Avenue. First Street is wide enough to allow diagonal parking on the south side of the street, but the offset intersection would be an issue. The Highway Department will not approve diagonal parking on Main Street. The committee had further discussion on diagonal parking. Standard width for diagonal parking stalls is nine feet, but the current stalls measure from ten feet six inches to eleven feet three inches. The length of each block determines the stall measurements. Motion by Gary Temple to accept Larry_ McCann's recommendation to extend angle parking as so designated, seconded bv Bill Staudinger. Motion carded. Rules and Regulations The first half of the second part of the rules and regulations were distributed to the committee prior to the meeting. Larry asked the committee for their input and suggestions regarding the information. The rules and regulations would allow the city council to adopt the document by ordinance and approve changes by resolution. Many of the city's present ordinances would be rescinded after council approval of the rules and regulations, which would provide a standard for any work done by contractors or residents within the City of Laurel. Swimmin~ nool management The city attorney is reviewing a contract with the Laurel YMCA for management of the swimming pool. The contract would require both the city and the YMCA to maintain insurance on the pool. The YMCA would be totally responsible for the employees and control of the water and pool to meet state standards. The city would be responsible for maintenance of the pool. The City of Laurel would pay the YMCA $30,000 per year to manage the pool, resulting in a savings of approximately $8,000 to the city. Maintenance costs should be minimal after the pool repairs are completed. Miranda C. Fenner Foundation - April 22"d The Miranda C. Fenner Foundation has planned an event for April 22nd during Crime Victims Week. The Police Department, Fire Department, Deaconess Hospital, and the sheriff will participate in the event which will be held on First Street from First Avenue to Second Avenue. Plans are to make this an annual event. Motion by Bill Staudinger to allow First Street between First Avenue and Second Avenue to be closed for the Miranda C. Fenner Foundation's event on April 22"d, seconded by Dan Mears. Motion carded. 3 Public Works Committee minutes of April 9, 2001 Unscheduled Handicap accessible ramps Eugene Wiesner asked regarding handicap access on the city's sidewalks. Larry stated that the Urban Highway Pilot Program on the first three blocks of Main Street would include any necessary handicap accessible ramps. State law requires that handicap ramps have to be installed when any work is done on any street or sidewalk. Privatization of garbage collection Eugene Wiesner asked regarding privatization of garbage collection within the City of Laurel. The pros and cons of privatization were explained to Mr. Wiesner. Annexation Mayor Rodgers stated that he has asked Matt Erekson to research the steps necessary to annex areas that receive city services but have not yet been annexed into the City of Laurel. Crime Prevention Week - flags at half-mast Mayor Rodgers has ordered that all flags be flown at half-mast on April 20th. Meter reading information Mayor Rodgers informed the committee of the meter reading process in the Public Works Department. The maintenance director is in charge of the schedule, which is set on a yearly basis. Dan Mears commented that weather affects the meter readers. He stated that liability is an issue and some city employees have been hurt while reading meters. Jeanette mentioned that the MDU representatives estimated an approximate cost of $1.00 per meter per month to read the meters. The city has over 2,500 meters, resulting in a cost of approximately $2,500 per month, which is $30,000 per year. The city could hire a man to read meters and he would still have time to do other things, rather than to pay MDU this amount of money. Gay stated that the committee would look into these things. Jeanette stated that it takes her five hours to enter, all of the city's meter reads into the computer. We have a brand new computer system and would not want to pay someone else to do the same work, considering that it would cost more than five hours of Jeanette's time. Jeanette asked the committee to do additional research before making any decisions. She stated that if help is needed with meter reading, then that help could come from within the city 4 Public Works Committee minutes of April 9, 2001 instead of going to an outside source. She has heard some individuals question whether it would be right for the City of LaureI to use taxpayers' money to hire MDU for meter reading. Jeanette questioned whether the money spent for the city's new computer system would be put to good use if the system sat idle while we pay another company to do the work. Jeanette explained that meter reading is done in three to four days. All of the reads are entered at one time, all of the bills are mailed at one time, and the shut-offday is scheduled on one day. If we change to a month-long meter reading process, a weekly billing process and shut-off day would be necessary. This would be a time-consuming process. MDU's meter reading rate would not necessarily remain at the same cost and might increase in a year. Marvin Carter stated that it would not cost the city anything right now. Jeanette asked the committee to research the idea carefully. John Oakes stated that the energy worm is making some strange moves. A large energy company in California declared bankruptcy last week, and the crisis in California will come this way and affect Montana. John stated that the committee should give this a good look. Gay stated that this is a pilot program and further discussion would come later. The meeting adjourned at 6:16 p.m. Respectfully submitted, Cindy Allen Council Secretary