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Home My WebLink AboutMINUTES Light and Power Committee 1999-09-16RECORD OF PROCEEDINGS fLight and Power Committee September 16,1999 Committee:Chairman Hix,Trustees Barker and Jeffrey Attending:All Also Attending:Town Administrator Widmer,Light and Power Director Matzke,Town Attorney White,Light and Power Secretary Button Chairman Hix called the meeting to order at 8:00 a.m. Proposed Sale of Intermountain CableComm —Request to Transfer Franchise. Town Attorney White received a formal request to sell the stock of Cable Systems,Inc.(CSI)to Charter Communications,Inc.LLC (Charter).Staff prepared a letter to Fanch Communications, Inc.and Charter Communications,Inc.containing 5 specific concerns regarding deficiencies in the current operation of the Estes Park Cable System.In order for the Town to consent to the transfer of CSI to Charter control,the items included in the letter must be satisfactorily addressed.Walt Van Lue,General Manager of Intermountain CableComm and Tenzin Gyaltsen,Area Director,National Division of Fanch Communications,Inc.addressed the identified deficiencies as follows: 1.Both Mr.Van Lue and Mr.Gyaltsen stated that the local office will remain open with no change in staff. 2.Mr.Van Lue apologized for past laxity in following pole attachment regulations and obtaining necessary local,county and state permits,stating that all procedures and requirements will be followed. 3.Mr.Van Lue explained that they are currently analyzing the system and addressing violations as they proceed.The “state-of-the-art”system provision will be met upon upgrade from 330 megahertz and 45 channels to 550 megahertz and 78 channels. 4.Mr.Gyaltsen stated a qualified consultant will conduct an independent review of the system following the upgrade. 5.Mr.Gyaltsen is aware of the settlement agreement with Richard Lynn Pratt requiring a public access channel.Light &Power Director Richard Matzke requested that Channel 39 remain the public access channel following the upgrade and Mr.Van Lue and Mr.Gyaltsen agreed. Attorney White recommended that the responses of Mr.Van Lue and Mr.Gyaltsen be accepted in good faith.However,the entities involved should respond to the Town’s letter in writing.A Resolution will be prepared for Town Board approval upon receipt of the written responses. Finance Department Customer Survey Report. Finance Director Monte Vavra presented results of the Finance Customer Survey Report.The survey was designed to identify ways to improve the service to the internal and external customer.A total of 226 surveys were mailed,which represents 4%of the total customer base of 8,000.The customers were selected at random.A total of 115 surveys were returned, resulting in a 51%return rate.It was noted that more than half of customer contacts occur in the office and most customers were pleased with the staff and service they received. Utility Billing Statement —Authorization to Purchase. Finance Director Vavra reported that $45,000 was budgeted in 1999 to purchase the hardware necessary to initiate a new utility billing statement.Staff proposed a letter size statement format mailed in an envelope to include a return envelope versus the postcard billing statement.The costs associated with converting the system were presented.Finance Director Vavra noted that the HTE utility billing software does accommodate a larger size billing statement.Chairman Hix and Trustee Jeffrey favored the conversion,Trustee Barker opposed it.The Committee recommends authorization of the billing statement format conversion and purchase of all BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Light and Power Committee,September 16,1999 —Page 2 necessary hardware and forms,including a laser printer at approximately $5,000 and an inserting machine estimated at approximately $8,500. Electric Revenue Bond Issue —Recommendation of Bond Underwriter. Finance Director Vavra presented proposals to underwriter the Electric Revenue bonds from U.S.Bancorp Piper Jaffray and George K.Baum &Company.Based upon a lower underwriting fee and bank-qualified status of the bonds,the Committee recommends George K.Baum &Company to underwrite the Light and Power Department Electric Revenue bonds. Pine Valley Three Phase Conversion —Approval of Change Order. Director Matzke reported that in September 1998,the Pine Valley Three Phase Conversion construction contract was awarded to TSI,Inc.for cost of $142,934.During construction of the project,design modifications and traffic control costs totaling $2,720 were incorporated into the contract at staffs request.Director Matzke reported that the change order amount will be funded from the 1999 Overhead Capital Budget.The Committee recommends that the change order request from TSI,Inc.for $2,720 be approved. Christmas Decoration Installation Contract —Approval. Director Matzke reported that bids are requested from private contractors to install the Town Christmas decorations.The 1999 budget for decoration installation is $50,000.The following bids were received: 1999 Amount 2000 Amount Rocky Mountain Lawn Care $46,500 $48,500 Rightway Electric 49,800 52,300 TA Enterprises 41,200 42,436 Mike Atkins,Rocky Mountain Lawn Care,questioned the criteria used when considering bids and asked if company work history,manpower,and equipment are considered in the contractor selection process.Town Administrator Widmer explained that those questions are asked if contractors are to be pre-qualified and he noted that this particular situation involves a performance contract.If the contractor fails to fulfill the contract,payment is withheld and the contractor could face additional penalties.Town Attorney White stated that the Town is legally obligated to accept the lowest bid.The Committee recommends that the 1999 installation contract be awarded to TA Enterprises at a cost of $41,200.The 2000 contract will be subject to Committee approval based upon 1999 performance. Substation Trenching Contract —Approval. Director Matzke reported that this project will provide trenching and installation of conduit and equipment required to connect the new Estes Substation to existing distribution circuits fed from the existing substation.The project involves installation of approximately 4,500 lineal feet of duct line in various configurations from the new Substation,south to Highway 36,west to the existing south Chamber parking lot,north across the Big Thompson River to Highway 34,then east to the Nine Hole Golf Course driveway entrance.The Light and Power Department requested $300,000 in the 1999 budget for the Substation underground circuits.The following bids were received: Aztec $132,220 A-i Excavating 114,223.52 This project will be reimbursed from proceeds of the Electric Revenue Bond issue.The Committee recommends that the Substation trenching contract be awarded to A-I Excavating at a cost of $114,223.52. BRADFORD PUBLISHING CO.RECORD OF PROCEEDINGS Light and Power Committee,September 16,1999 —Page 3 REPORTS Platte River Power Authority (PRPA)Report:The 2000 Capital Budget was reviewed at the last meeting,which includes funding for the gas turbine project at Rawhide.Plans for the wind turbine site were discussed.The video conferencing equipment provided by PRPA,located in the Board Annex of the Municipal Building,is operational.The Board also approved purchase of the video conferencing equipment for Estes Park,Ft.Collins,and Loveland.In addition,it approved reimbursement to Longmont for equipment that had also been installed as part of the project. Financial Report:The August graphs were reviewed. Project Updates: Construction of the new Estes Substation began September 1st and continues to be the Department’s largest project.Director Matzke reported that there is a lot of river rock and sand on the site and contractors were able to save only one tree.A total of 22 trees were removed from the site,therefore,44 trees will be planted in the spring as replacements.Director Matzke stated that the bike path will reopen September j7th PRPA has a temporary construction office located next to the fire station.The transformers are scheduled to be delivered the second week of October,weather permitting,and the switchgear should arrive approximately one month later. There being no further business,Chairman Hix adjourned the meeting at 9:46 a.m. Laurie Button,Light and Power Secretary