THE CITY OF
101 NORTH COURT STREET
UTILITY COMMITTEE
Minutes
2:00 p.m.
Tuesday, August 22, 2006, City Hall – Board Room
Aldermen Present: Alderman Hall (chair); Alderman Imhoff; Alderman Koontz
City Staff Present: Saundra Nickols, City Attorney; Keith Brown, Water Superintendent; Thomas Davis, Co-acting Director of Engineering; Patti Slimmer, Accounting Manager; Pat Keegin, Facilities Administrator; Sarah Stamper, Engineering Secretary.
Citizens/Representatives Present: Ms. Pamela Crawford, Sprint Nextel.
Alderman Imhoff moved to approve the minutes as presented. Alderman Koontz seconded the motion which was unanimously approved.
Item 2: Discussion of a request by Mr. & Mrs.
Witczak to waive water & sewer bill charges for
There was no one present to represent the applicants.
Mr. Brown indicated that in 2002 the same family had a leak and was shown how to check the water meter for proper functioning. The bill was not waived in 2002.
Ms. Slimmer stated that the bill under dispute was for $639.09 and that on August 1, 2006 payment of $150.00 was received and applied to the account.
Mr. Brown noted that the meter was read on May 17, 2006. On May 30, 2006 water department staff returned to the home to leave a high water notice door hanger at the residence. The repair was made and the water usage was back to normal levels. He stated that the applicant had contacted the City and asked for the water to be turned off to make a needed repair. The water did flow to the City sewer.
Alderman Imhoff asked what an average bill for this residence totaled. Ms. Slimmer stated that an average bill is between $100-$150 per quarter for this residence.
Alderman Koontz questioned how many times the residents were notified of the high water bill.
Mr. Brown stated that this time the residents were only notified once, and they hastened to make the necessary repair. However, in 2002 the residents were shown by water department staff how to check the flow valve on the meter.
Ms. Slimmer indicated that many times water leaks cannot be heard, even by citizens without hearing impairments.
Alderman Imhoff stated that he would be inclined to waive the difference between the average and actual bill.
Ms. Nickols indicated that the Utility Committee does not have the authority to waive the bill, or any portions of the bill if the City equipment or City personnel is not at fault. However, the Committee can make a recommendation. The City code states that if the water is used, the bill is to be paid.
Mr. Brown stated that the applicant has no proof that the water did not go to the sewer.
Alderman Imhoff noted that the only adjustment the Committee can offer is to offer a payment plan.
Ms. Nickols indicated that the Finance Department has the authority to make payment plan arrangements.
Alderman Imhoff suggested that the committee recommend, based on the extenuating circumstances for this case, that the water shutoff date be extended until the end of September and recommend to the applicant to take advantage of the payment plan offered by finance.
Mr. Brown noted that once the applicant takes advantage of the payment plan, the residence is taken off of the water service shutoff list.
Alderman Hall stated that it would be helpful if Finance would jot down its procedures for payment plans for the committee members.
Alderman Koontz also amended that the letter Ms. Slimmer is drafting to Mr. & Mrs. Witczak advise them to check the meter once per month. Mr. Brown stated that if the citizens desire, he would send staff to the residence to show them how to check the meter again.
Item 3: Discussion of a request by Sprint Nextel to
modify existing lease and place antennas and an equipment shelter on the
Ms. Pamela Crawford was present to represent Sprint Nextel. She indicated that her company currently has 6 antennas and 6 black coax (green to match) on the tank at this time. The request is to remove all six that are currently on the tank and replace them with 3 dual pole antennas for a total of 9 new antennas. The configuration of the antennas is now 2-2-2. The request is to replace with new antennas in the configuration of 3-3-3 for a total of 9 antennas. She indicated that the new request would make a total of 15 runs of the coax cable with the cables painted green to match the tank.
Mr. Brown stated that there had previously been discussions regarding placing cable guard (sleeves) the same color as the tank instead of painting each cable since paint can flake off.
Mr. Brown noted that at the field meetings, the applicants were requested to install a small prefab structure on the tank to contain all the equipment. In addition, the existing fence line is to be extended 20 ft. in order to house the prefab building. All the equipment from under the slab is to be moved to the prefab structure, and the area is to be cleaned up as it was noted that the applicant was utilizing more space on the tank than the lease allowed. All costs are to be incurred by the applicant.
Mr. Davis noted that any survey work needed is to be done to City Standards and at the cost of the applicant.
Alderman Hall noted that she prefers the suggestion to encase the cable the same color as the water tank instead of painting to match, and she prefers the brick prefabricated structure. She also noted that the brick structure would most likely match the new development being built in the area.
Alderman Koontz agreed with Alderman Hall and added that he feels the brick structure is a bit more inconspicuous than the other structure designs.
Mr. Davis reminded everyone that there was previously discussion regarding the costs for the equipment when the lease is amended or renegotiated.
Mr. Keegin stated that he recommends charging $300 for each of the 9 antennas for a total of $2700, and $10 per foot, or $2400 for the 240 ft. of ground space occupied by the enclosure for a total of $5100 per month total. He explained that the average cost per antenna is between $300-$400 per antenna. The difference in the formula he is now recommending is that he is proposing a fee per antenna as well as a fee per foot for the ground space occupied by the enclosure. Previously, applicants were only charged a per antenna fee.
Alderman Hall noted that she was in favor of charging $400 per antenna, since that fell within range of reasonable rates to charge.
Mr. Brown and Mr. Keegin both stressed the importance to Ms. Crawford that the cables all be located underground and not just at grade. Ms. Crawford assured everyone that the cables would be installed below grade.
Mr. Brown noted that all proper plan review and permitting procedures for the City must be followed by the applicant, including an engineering analysis to add the antennas and equipment to the tank.
No motion was needed for this case.
Item 4: Relay of Information requested at July
meeting.
Mr. Davis stated for the record that the item for
There being no further business, the meeting adjourned at 2:45 pm.
Meeting Footnote: Water & Sewer Bill Disputes to be handled at staff level. Upon a meeting of the Utility Committee members and Ms. Nickols, it was determined that water bills would no longer be heard at Utility Committee meetings and that water and sewer bill items would be referred to the Finance and Water/Sewer Billing Departments and decisions would be made at the staff level.
Next meeting scheduled:
September 26, 2006 at 2 p.m.