5.3. ERMUSR 07-15-2008~i
Elk River -=~
Municipal Utilities
13069 Orono Parkway • PO. Box 430
Elk River, MN 55330-0430
July 3, 2008
To: Elk River Municipal Utilities Commission
Jerry Takle
John Dietz
Jerry Gumphrey
From: Bryan Adams
Subject: Water Shut-Off Policy
Phone: 763.441.2020
Fax: 763.441.8099
At the June 2008 Elk River Municipal Utilities Commission meeting, a water shut-off policy was
discussed. Attached is my June 3, 2008 memo outlining this issue. Staff was directed to draft a
proposed policy for your review with the Elk River Municipal Utilities personnel doing the shut-
offs. Attached is a proposed water shut-off request which was reviewed by Ron Black.
As stated in my June 3, 2008 memo, it is difficult to set a reasonable fee to cover all conditions.
My approach with my best guess is as follows.
50% of time - 1 person - 2 hours ($100) ................... $ 50
30% of time - 2 people - 4 hours ($352) .................. $106
20% of time -Contractor with back hoe ($2000)....... $400
$556 - Use $600
~j
Elk River -~
Municipal Utilities
13069 Orono Parkway • P.O. Box 430
Elk River, MN 55330-0430
June 3, 2008
To: Elk River Municipal Utilities Commission
Jerry Takle
John Dietz
Jerry Gumphrey
From: Bryan Adams
Subject: Water Shut-Off Policy (A Can of Worms and a Bag of Snakes)
Phone: 763.441.2020
Fax: 763.441.8099
The mortgage crisis and the number of foreclosed and vacant homes continue to be very
troublesome. The issue your staff wrestles with is, should we or should we not be turning the
water off at the curb stop if we know the house. is vacant or if we are asked by the mortgage
holder to turn off the water. When the electric is disconnected, the water pipes will freeze in the
winter and water damage will occur.
The pro's and con's of turning off the water at the curb. stop is as follows:
Pro's
Con's
1) Provides good customer service by offering this service.
2) Possibly provides a revenue source by charging for this service. Ability to collect
fee may be difficult.
3) Prevents further water damage to house.
4) Minimizes water loss and lost water revenue from broken and running water lines in
the home or business.
1) It often takes 3 to 4 hours to find the curb stop. It would be difficult to set a
reasonable fee to cover all conditions-collecting fee from out-of--state owners will be
difficult.
2) Many curb stops are damaged (20%-30%) where they are not operable and water
cannot be shut off.
3) If we agree to turn off the water at the curb stop but cannot do it due to a damaged
curb stop, we have assumed some liability for damages if we do not notify the owner
of our inability to shut off the water. (We currently have this issue going on with one
customer.)
J/
Elk River
Municipal Utilities
13069 Orono Parkway • P.O. Box 430 Phone: 763.441.2020
Elk River, MN 55330-0430 Fax: 763.441.8099
WATER SHUT-OFF
REQUEST
I ,whose address is
request that Elk River Municipal Utilities (`BRMU") shut-off the water service at
Elk River, Minnesota (the "Property") at the curb stop.
I understand and agree:
1. I declare that I am the owner of the Property and have full and complete authority to
request the shut-off of the water service to the Property.
2. I agree that ERMU, its agents or employees shall not be liable to me or those claiming through
or under me for any injury or property damage occurring in, on or about the Property as the
result of the shut-off of water service.
3. I understand that the $600.00 payment is the fee for the water service shut-off during times
when the ground is not frozen and is non-refundable.
4. I agree to indemnify and hold harmless ERMU from and against all costs, expenses and
liabilities, including reasonable attorneys' fees, incurred in connection with any claims or
proceedings brought in connection with the water service shut-off and defense thereof.
I understand that turning off the water simply limits the source of water to the Property, it does
not prevent damage to the Property from water due to mold or frozen plumbing fixtures or
internal piping.
6. I understand and agree that the scope of work is limited to shutting off the water service at the
curb stop and replacement of the curb stop, if necessary, including limited restoration of the
Property (seeding or sod) and sidewalk repair. Restoration does not include replacement of
trees, shrubs, or driveways, which are my responsibility.
7. I acknowledge that shutting off the water service does not eliminate the possibility of damage
to the Property either before or after shut-off of the water service.
Date: Owner:
Name
Telephone Number:
Fax Number:
~,
Elk River -~
Municipal Utilities
13069 Orono Parkway • PO. Box 430
Elk River, MN 55330-0430
July 7, 2008
To: Elk River Municipal Utilities Commission
Jerry Takle
John Dietz
Jerry Gumphrey
From: Bryan Adams
Subject: Wage Adjustments
r, 3
Phone: 763.441.2020
Fax: 763.441.8099
During our Comparable Worth discussions at the June 2008 commission meeting, a couple of
compensation issues were discussed and asked to be brought back at the next meeting. These
issues are meter readers contract through McBrady Meter Reading, contract increase for Vance
Zehringer our consultant for CIP and special projects and salary adjustment for the office clerk
position.
The attached Pat McBrady Meter Reading cost structure spreadsheet reflects our 2008 cost
structure (highlighted in blue) and cover letter dated June 10, 2008. In summary, Pat McBrady is
holding the same cost as negotiated in 2004 except we are receiving a 40% decrease for the
meter readings being read with the FC200 handheld radio device.
Vance Zehringer is our part-time consultant who does our CIP and customer visits. He is
currently being paid $39/hour only (car and business expenses are included in that $39/hour with
no benefits). I would recommend an increase to $41 /hour. For the year 2007, he was paid
$38,211. His last increase was in June 2007.
The last item addressed was a salary adjustment for our Office Clerk position. Four people
currently hold this position andattached is the job description. The current salary is $21.22/hour.
The equivalent position with the City of Elk River is pay grade 5 or 6 or a pay of $22.73 to
$24.96. The salary survey we completed in April 2007 with our seven utility comparables
reflects a large spread in pay for this job ($20.50 to $24.75) depending on actual duties. I would
suggest a salary adjustment of $1.00/hour to $22.22/hour.
Sheet1
~ ' EIk River Municipal Utilities ~- -_ - ~ --_~ _ ~_ - I
- - -
Pat McBrady Meter Reading Cost Structure t I -
--- -
- _~-_ T- - _ -- -
- Cost History + ~---
Date Electric Water Reconnect Demand ~ater Average Cost'Annual % Increase
-- - - -r - - - - - -- ----- ___
Meter Meter Readout Disconnect Meter Diff. Only Per Read Cost
7/1!1988 $0.30 $0.15 $5.00 $5.00 -$0.00 $0.00_ -
- - - _ - _
7/1/1990 $0 32 _ $0.17 ~ $5.00 $5.00 _$0 00 $0.0_0__
_- _ -
7/1/19921_ $035 ~ $0.20 -$5.00 $5.00 1 $0.00 $0.00
- -- -- I - - - - --
4/1/1994 $0 35 $0.20 $5.50. $5.50 $0.00 $0.00
-,
$0.25 -_ -_ --
6/1/1996 _$0.42 ~ T - _
_-_ 1 _ $5.75 $5.75 $0.00 $0_00
5/1/1998 $0.48 _ $0.31 _' $5.75 $5.75 $0.15_ $0.00
-___ ._5/1/199_9 $0.50 $0.33 _ $5.75 $5.75 $0.1.5 $0.50 _~-_-
- -.
6/1/2001 $0.53 $0.36 $6.50 ~ $8.25 $0.15 I $0.53
- -
_- - - __
6/1/20031__. $0.56_ $0.38 $6..85 $8.65 $0.15 -$0.56 + - ~ ---
--- - - - ;
6/1/2004 $0.58 $0.40 $7.00 $8.90 $0.15 $0.58 '
- -- -
---
6/1/2006 $0 58 $0.40 $8.00 _ $9.45 t $0.15 _ $0 58 Add $.01 with mila a rembur to $.47/mi
-_ } - - 9
6/1/2007 $0 58 _ $0.40 $8.75 $10.75 $0 15 $0.58_. Add $.02 with milage rembur to $.50/mi _
__ t -- - t_
I Renogitate if above $.53/mi J
7/1/2008 $0.55 $0.54 $8.75 $10.75 $0.15 $0.55 For G5 handheld radio
$0.34 $0.34 $8.75 $10.75 $0.15 $0.34 For FC200 handhend radio
- ~ -- ~ - -- - - I -
- -- -- , -
- - --
-- _- - -
Annual Costs
7 - _- -- -_
-
-- - r _
-1997 Total Costs $28,614.60 $6,437.00
__ ~ $9,419 00 $4,036.00 $0.52 $48,506.60
1998 Total Costs $32,950.26 $8,136.77 I $8,984.00 $3,850.00 $272.85 $0.54 $54,193.88 5.32/0,
-----
1999 Total Costs $36,546.32_ i $9,728.86 _$8,219.00 ~ $3,522.00 $336 15_^$120.00 ' $0.56. $58,472.33 __ 2.94%~
2000 Total Costs $38,39_5.00 $10,662.63 _ $8_,899_.00 $3,814.00 $371.25_ _..__$268.50 $0.57 $62,410.38. 1.61%
2_001 Total Costs
2002 TotalCosts1 $41822.10 $12,215.82 $8,346.00_ $8,165.00 $430.86 $321.01 $0.60 $71,300.79 5.62%
- ~- -
- -_
$13,280 04 $11 518.00 $6,649.50 $456 84 $354.57 $0.64_ - -
- - - $44,662.04
-_
_, - _ $76,920.99 5.89%I
- -- __ -
- --
- --
2007 Total Costs $65,854.00 $21,577.00 $20 028.00__ $15,487.00 $792.00_ $1 083.OOT
-- - - - $124 822.84 - -~ --
2003 Costs w/ 2002 '. ~ -__-- `-- ~--_--_-- - -
MeterCount
-- - $47,190.08
--- $14,017_82 $12,138.20
-- $6,971.90
-
- $456.84 $374.64
-- _ $0.67 $81,149.48 ' 5.50%
2004 Casts w/ 2002 .
-
_ - -
_- -
Meter Count $14,75560
-~- $48,.875.44 -- $12,404.007 - $7,173.40 $456.84', $388.02 $0.70 i $84,053.30.._ _ 3.58%
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{
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~ --
Meter Reading Survey from 1999 1- - -
2003 - -
_ -
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1 I _ .
- ,
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--
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--
AEC In-house
$.45/ meter (walking route only) _ _
}$.30/elec meter $.16/ water meter
( )
AEC Contract
W H RMR
( )_ i
t er
Avera e r
~ $.75 /mete
- g
$ 65 /meter additional mete ~ $.16/ met
/
7
r
er -
$.48-$.95/ meter l
~$.60/meter average
- - "
Austin Contract - r
$ 65 $
0
/ me
- I
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Austin In house
-
$.80 $1.00/ meter I --
-
'$.35/ meter with 3 meters full time S Dart
time
MeterReadingCost Page 1
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Elk River -=
Municipal Utilities
1.3069 Orono Parkway • P.O. Box 430
Elk River, MN 55330-0430
Pat McBradv
19018 159`h Ave
Park Rapids, MN 56470
Phone: 763.441.2020
Fax: i 63.441.8099
June 10, 2008
Contingent upon our Commission's approval, we propose the following rates for the meter reads on the
routes: ~ „~..
Ad~U~~~~ ~~ ~- 3~
$.33 for the routes read with the (new) FC200 handheld radio reader .~~~~~ ~~ ~~,~,,~
$.55 for the routes read with the (old) G5 handheld radio readers
These amounts were determine by averaging the number of meters on the routes read in May (electric,
water and additional water meters) at the current rates and applying a 40% reduction for the routes
read with the new radio reader. (See below.) We moved to a combined rate instead of differentiating
between the electric and water meters, as it is difficult to determine which meters read by the ERTs are
electric or water.
From May 2008 Meter Reads totaling 14,303 meters
Electric 9676 x .60 = $5805.60
Water 4474 x .42 = $1879.08
Water only 153 x .59 = $ 90.27
Total $7774.95 = $.54 per meter + $.01 mileage adjustment
Less 40% _ $.32 per meter + $.01 mileage adjustment
The routes you proposed to be read with the FC200 handheld have 2960 meters on them. We will use
this number each month to pay you at the $.33 rate and adjust it as routes are added to that FC200
handheld. The remaining meters that are read would be paid at the $.55 rate. We will continue to pay
the Readouts at $8.75 per read, the Disconnects/Reconnects at $10.75 per visit and the 300 electric
demand meters at $.22 per meter.
We appreciate the opportunity to work with you. We have made an investment in the new handheld
which, in turn, has made your job easier. These proposed rates would allow us to recoup that
investment and be able to continue investing in this type of equipment.
~ Rega s,
Br an Adams
General Manager
Elk River Municipal Utilities Position Description
Job Title: Office Clerk
Job Summary: This position works under the direction of the Office Manager/ Financial Director. This
position prepares payroll, performs accounts payable activities as well as other office duties
FLSA Status: Non -Exempt
Job Duties and Responsibilities:
1. Prepares payroll and maintains payroll records as required.
2. Performs accounts payable functions as required .
3. Performs minimal general ledger functions .
4. Assists with answering phones with customers questions & customer services at counter.
5. Assist with preparation of incoming mail for posting to customer accounts.
6. Assist with preparation of bills for mailing and may includes stuffmg, folding, and sealing.
7. Back up Assistant Office Manager as required.
8. Perform bill collection function as required.
9. Perform purchasing functions as required.
10. Performs record keeping and advertising functions for the security system sales.
11. Other duties as assigned.
Job Qualifications:
1. High School Graduate
2. 2 Years College or Vocational Training or equivalent experience
3. Computer Literate (Windows, word processing and spread sheet )
4. Previous experience with cashier/customer contact, telephone skills, general clerical
experience
Work Schedule:
1. Normal Office Hours