12082016 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION DECEMBER 8 2016 381 to the Board of Works. Mr. Gilot questioned if there will be a limit, like in excess of $10,000 before they can bring it to the Board. Ms. Leyes stated they could come up with something. Ms. Thompson agreed they could make some rules on that. She added these would be situations that are a little outside of the rules and regulations and don't have clear direction. Attorney Schmidt stated the thinking is we need some sort of public hearing on these, and this is the only appropriate place for that. He noted it's supposed to be only disputes that are out of the ordinary. Mr. Gilot questioned how many disputes Water Work's resolves in a year. Ms. Thompson said there are hundreds, but only probably ten (10) get to the Director of Public Works in a year. Ms. Derail stated having these rules and regulations would theoretically mean fewer people would appeal. Ms. Thompson confirmed that is the thinking. Mr. Greek added this would also help the Mayor's office with customer calls regarding shut -offs. Ms. Fritzberg asked if dollar amount isn't the only determining factor, do they have clear criteria what will be. Ms. Thompson stated there is still a process that most people get stopped at before they go any further than Customer Service. She noted there are steps they will have to go through and they can set dollar limits, but a lot aren't about dollars. Mr. Horvath stated they aren't anticipating they will bring anything to the Board that is clear in the policy, only grey areas. He stated they feel if they are going to make a call in a grey area, it's fairer to do so in a public forum Mr. Gilot asked if these new rules and regulations have to go to IURC. Ms. Thompson stated they aren't governed by IURC and these were reviewed by the Utilities Counsel so they feel good about it. Ms. Leyes added that the new Policy comes from the IURC's policy. She noted the intention is not to change addresses on renter's bills until something changes in the account. Ms. Fritzberg questioned how many are renters. Ms. Leyes stated approximately 23% are active renters currently. Ms. Thompson stated one (1) other change to note is they will stop requiring deposits from credit worthy customers, but require higher deposits for bad credit applicants. Mr. Gilot asked Ms. Thompson if she checked so nothing is in conflict with the IURC or a prior rate case. Ms. Thompson stated yes, there are no conflicts. She stated they will come back infrequently with any changes they see need to be made. She added the IURC attorney signed off on all of the current changes. Mr. Horvath stated once the board makes a ruling, Water Works will make administrative policy relative to that ruling. Ms. Thompson and Ms. Leyes informed the Board of public outreach planned when the Rules and Regulations are complete Board President Gilot excused himself from the meeting at 11:44 a.m. Special Purchase — Crossroads Ambulance Sales & Service Assistant Chief Andy Meyer, Fire Department, stated this purchase is for a demo model that is a smaller ambulance to be used for the many sporting and other events the Fire Department participates in. He noted rather than using a regular large ambulance, this one is more economical and practical for special events. Chief Meyer stated they will probably sell two (2) of the bigger vehicles. He noted this one will not be used for emergency response, but will act as a back-up when short on equipment, adding the chassis can't handle the volume of calls. Attorney Schmidt stated this is unique in that it's hard to find a demo market, and the statute isn't flexible on used equipment, so it's hard to compare equipment. - Resolutions Ms. Jennifer Hockenhull stated the first three resolutions on the agenda are to clean up asset lists at the end of the year. The last one, Resolution No. 61-2016 is for a donation to LaCasa to assist them in their events supporting the west side businesses. Ms. Dorau asked if they provide a scope of work or event list. Ms. Hockenhull stated that going forward the City will be involved in the events as a co-sponsor, they don't provide the city a list. Ms. Fritzberg questioned the funding source. Ms. Hockenhull stated the funds come out of COIT. - Opening of Quotes— Potawatomi Zoo Parking Lot Striping Mr. Rich Estes, Engineering Department, stated this project was quoted but no quotes were received. He stated subsequently it came up that one (1) of the contractors quotes were requested from can do the work. He stated they requested quotes once again from the same vendors. Change Orders o — JMS Building New North Stair Tower Mr. Rich Estes, Engineering, stated this time extension request is due to the contractor claiming a delay on material from their vendor for the stairs, so they are asking the City for additional time. He stated they will also be asking for additional days duo to a delay from the time of award to the pre -con meeting. Mr. Estes explained the City wouldn't normally give a delay but the building owner is okay with the delays so they are trying to work with everyone. o South Bend One -Way to Two -Way Conversion