08-09-2016 ERMU MIN - Laserfiche WebLink

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project, John Dietz asked if we could proceed forward with the project and reimburse ERMU once we receive the grant. Zach Carlson responded that the work can't begin before you receive approval of the grant. There was discussion. 4.2 Landfill Gas Plant Engine Repair and Operational Cost Update Tom Sagstetter shared that as part of the ongoing evaluation of the Elk River Landfill Gas Plant (LFGP)generating facility,ERMU met with Waste Management and Sherburne County representatives on July 21st to discuss current and future operations of the facility and followed-up on the nine action items identified at the May 23rd meeting. Tom went over the action items and provided a summary of the discussions that took place. There was discussion. Staff opened it up to Peter Beck to see if he had any comments now that he's had the opportunity to review the contracts that we currently have in place. Peter Beck shared his opinion and offered some insight into other options we may want to consider. There was further discussion. 5.0 NEW BUSINESS 5.1 Deposits and Related Services Policies Daryl Thompson had requested to review the Deposits and Related Services Policies; in particular section eight that references the date bills are due and the procedure for applying penalties. Daryl shared that he was approached by a customer who had a concern about a penalty that was applied to his account due to a past due bill. The customer explained that their bill was due on the 15th of the month,which fell on a Sunday, and that they had made the payment on the Monday the 16th at which time they incurred a past due penalty. Daryl Thompson asked for further clarification on how ERMU's policy addresses bills that are due on weekend or a holiday, and if we should consider offering an extra day for bills that are due during those timeframes. Jennie Nelson explained that the way the policy is written right now is pretty black and white. The policy states: Bills are due and payable on the 15th of the month. Bills become past due on the 16th of the month, or the next business day.Any bill not paid by the due date will be charged a penalty amount equal to 10%of the original billing. Jennie shared that customers have a variety of options for paying their bill to ensure the payment is received on time. Jennie also explained the timing of when we pick up and process payments that are made through our drop boxes over the weekend or on a holiday. There was discussion. Jennie stated that for customers that are not habitually late, we will waive one penalty per year if they request we do so; this year we've removed 311 for a total of $13,600. Staff reached out to the Commission to make sure they were good with the way the current policy is written and the practice we've been following. After discussion the Commission was in favor of leaving the policy as is. Daryl Thompson asked if we could put something on our bill that clarifies when the bill is due and when the penalty is Page 3 Regular Meeting of the Elk River Municipal Utilities Commission August 9,2016