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Home My WebLink AboutPACKET Utilities Committee 2004-02-12A.-/LA 9. AGENDA / TOWN OF ESTES PARK UTILITIES COMMITTEE February 12, 2004, 8:00 a.m. Preparation date: 2/6/04 *Revision date: 2/11/04 ACTION ITEMS Light and Power Department 1. Electric Rate Scope â€¢ Request approval of Black & Veatch Scope of Services 2. Annual Tree-trimming Project â€¢ Request to proceed 3. Billing Policy Change Proposal â€¢ Presentation by staff and request to proceed Water Department 1. Estes Valley Recreation and Park District Water Lease â€¢ Request to lease water 2. Water Shop Retaining Wall Project - â€¢ Request to proceed 3. Water System Vulnerability Assessment Report â€¢ Request approval to proceed with Scope of Services 4. Water Shop Remodel Project â€¢ Request to proceed *5. Water Tap System Development Fee Study â€¢ Request approval of Black & Veatch Scope of Services REPORTS Light and Power Department â€¢ Project Update Memo/ Misc. Projects Update â€¢ Financial Tables â€¢ Gem Lake Trailhead Pole Fire â€¢ Purchased Power Rider Table/Richard Matzke Water Department â€¢ Project Update Memo/ Misc. projects update â€¢ Financial Tables â€¢ Northern Colorado Water Conservancy District Data Note: The Utilities Committee reserves the right to consider other appropriate items not available at the time the agenda was prepared. TOWN OF ESTES PARK Office Memorandum To: Bill Linnane From: Richard E. Matzke 72-264-- I)ate: February 11, 2004 Re: 2004 Electric Rate Study Request Approval of Scope of Services BACKGROUND: The Light and Power Department implemented a rate increase in 2003 (6.25%) and 2004 (6.24%) based on the electric rate study approved by the Town Board in January 2003. The Light and Power Financial Plan (copy attached) prepared by Black & Veatch and adopted by the Town Board in December 2003 recommended continuing retail rate increases of 3.9% through 2008. The continuing rate increases are required to meet the goals of the financial plan adopted by the Town Board: 1. Eliminate annual deficit in 2005 2. Maintain fund balance exceeding $900,000 in 2005 and increasing in following years 3. Reach an industry standard target of 90 days of Operation & Maintenance expense plus 2% Fixed Asset ending balance fund reserve by 2008. 4. Fund Capital Improvement Program from cash. This includes the multi-million dollar major expansion ofMarys Lake Substation anticipated for 2009. Additionally, a rate study is required to accurately reflect the rate increase from Platte River Power Authority in the Town's retail rates rather than through the Purchased Power Rider. We have received a proposed Scope of Services from Black & Veatch to perform the 2004 electric rate study for a negotiated cost $30,000 BUDGET/COST: The 2004 Budget includes $30,000 for the 2004 electric rate study. RECOMMENDATION: The Light and Power Department recommends approval of the Scope of Services for the 2004 Electric Rate Study prepared by Black & Veatch at an estimated cost of $30,000. REM 1-1 TOWN OF ESTES PARK SCOPE OF SERVICES LIGHT AND POWER COST OF SERVICE RATE STUDY TASK 100 - PROJECT ORIENTATIONBATA COLLECTION Task 101 - Orientation Meeting Meet with Owner representatives at beginning of study to assure mutual understanding of study objectives, establish communication lines, discuss Owne'r policies affecting study and receive available financial, operating, and statistical data. Where possible, data will be collected in electronic form to avoid duplication of effort with regard to data entry and to ensure accuracy of data. Task 102 - Data Request Furnish City representatives with list of basic data needed to conduct the study. Task 103 - Usage Analysis Assist Owner representatives in preparation of usage analysis of light and power accounts. The usage analysis should include data for the most recent 12-month period, number of accounts, classification of accounts, and monthly usage for each account. TASK 200 - COST OF SERVICE ANALYSIS Task 201 - Test Year Cost of Service Select test year representative of near-term utility operations. Total expenditures (cost of service) to be met from rates will be determined for the test year from the financial plan. Task 202 - Allocation to Cost Centers Segregate test year expenditures into cost centers that represent distinct system operational areas that support cost of service rate design. Task 203 - Allocation to Cost Components Allocate test year expenditures to functional cost components representing cost causative agents related to customer service requirements. The average and excess demand (AED) method of allocation of system capacity costs is proposed in this study because it gives recognition to both peak and annual (average) use of capacity without penalizing high load customers for contribution to a single peak. This method appropriately allocated costs to seasonal periods. Ifnecessary, other methods will be evaluated for appropriateness. Task 204 - Customer Classes Identify customer classes with similar service characteristics. Existing classes include residential, small commercial, large commercial, RMNP administrative housing, municipal, outdoor area lighting, and wind energy. Task 205 - Class Units of Service Estimate customer class service characteristics associated with each of the functional cost components. Customer class allocation factors include energy responsibility, maximum class coincident and non-coincident demand, excess demand, and customer related factors. Load, coincidence, and cost weighting factors will be based on available data to the extent possible. Otherwise estimates will be based on engineering judgment and experience with other utility operations possessing similar usage characteristics and patterns. Task 206 - Allocation to Customer Classes Distribute costs by functional component to customer classes using unit costs of service to determine each class's proportional responsibility for total system costs. The relative responsibility of each class of customers will be specifically determined based on each class' estimated service requirements. Task 207 - Determination of Revenue Adequacy Prepare comparison of class revenues under existing light and power rates with allocated class costs of service to determine level of cost recovery by class. TASK 300 - RATE DESIGN Task 301 - Existing Rates Review advantages and disadvantages of restructuring rate forms with Owner representatives. Design possibilities may include redefining rate blocks or minimum demands. Task 302 - Proposed Rates Design proposed light and power rates considering following parameters: â€¢ Owner's policies. â€¢ Recovery of light and power sales revenues forecast in financial plan. â€¢ Cost of service. â€¢ Defensibility. â€¢ Ease of administration. Task 303 - Sales Revenue Adequacy Calculate revenue from proposed rates to ensure adequate recovery of cost of service. Task 304 - Typical Bills Comparison Prepare typical bill comparisons under existing and proposed rates for various levels of sales for residential and commercial classes and compare with 3 required electric utilities. Task 305 - Rates Meeting Meet with Owner representatives to discuss preliminary findings of cost of service and rate design analysis. Alternative rates will be developed, as necessary, and proposed rates will be finalized. TASK 400 - DELIVERABLES Task 401 - Draft Report Prepare draft report summarizing study assumptions, procedures, findings, and recommendations. Task 402 - Final Report Finalize study report and provide sufficient number of copies to Owner. Task 403 - Study Findings Presentation Attend two meetings with Owner representatives to present study findings. Draft Report Light and Power Utility Financial Plan Prepared for Town of Estes Park, Colorado BLACK & VEATCH January 7,2004 P.N. 134685.100 Contents Chapter 1 - Executive Summary 1-1 A. Introduction 1-1 B. Findings and Recommendationg 1-1 Chapter 2 - Financial Plan 7-1 A. Introduction 7-1 B. Light and Power Fund Financial Plan 9-1 1. Beginning Balance 7-1 2. Revenues................................................................................................2-1 3. Expenses 7-2 C. Annual Rate Adjustmentq 7-2 Tables Table 2-1 Cash Flow Analysis Table 2-2 Projected Operation and Maintenance Expense Table 2-3 Capital Improvement Program Estes Park, Colorado Light and Power Utility Financial Plan January 2004 - 134338.100 TOI Draft-For Discussion Purposes Only-1/7/2004 Chapter 1 Executive Summary A. Introduction The Town of Estes Park, Colorado (Town) provides light and power service to approximately 10,000 customers. The Town's Light and Power Department is operated as an enterprise fund with funding for capital and operating expenses derived primarily from electric sales. In order to continue to provide reliable light and power service, the Town has an ongoing annual capital improvement program to upgrade the power distribution system. Recognizing the importance of financially planning for these capital improvements, the Town authorized Black & Veatch to perform a six-year financial plan analysis for the years 2003 through 2008. This study is designed to achieve the following goals: 1. Eliminate the annual deficiency after 2005. 2. Maintain a balance of greater than $900,000 in 2005 and increase ending fund balances in the years 2006 through 2008. 3. Exceed the industry standard ending balance reserve of 90 days' operation and maintenance expense (O&M) and 2% of fixed assets by 2008. This reserve provides for unforeseen expenses and future large capital improvement projects such as the Mary's Lake Substation Expansion. 4. Increase electric sales revenue to assist in financing the Capital Improvement Program (CIP). The CIP includes large capital projects and the following annual system improvements: a. Conductor upgrade project. b. Tree trimming project. c. Automated meter replacement project. d. Street light improvement project. B. Findings and Recommendations To meet the above goals of the utility, equal annual rate adjustments of 3.9% are proposed in 2005 through 2008. In May 2003, the Platte River Power Authority Board of Directors (PRPA) approved an increase to the wholesale electric rates charged to the Town. This charge is being passed directly onto Estes Park customers as a purchased power rider charge beginning January 2004. Although the PRPA rate adjustment is 3.9%, the effective pass- Estes Park, Colorado Light and Power Utility Financial Plan January 2004- 134338.100 I-l Draft-For Discussion Purposes Only-1/7/2004 through rate adjustment to the Town's customers is approximately 2.9%. Based on an average monthly usage of 500 kWh, the rate adjustments will increase residential bills from $40.60 in 2004 to $47.81 in 2008. The average annual increase per bill is $1.80. Proposed Description 2004 2005 2006 2007 2008 Customer Charge,$ per bill 4.00 4.16 4.32 4.49 4.67 Energy Charge, $ per kWh 0.07203 0.07484 0.07776 0.08079 0.08394 Purchased Power Rider,$ per kWh 0.001165 0.00233 0.00233 0.00233 0.00233 Total Bill Based on 500 kWh per Month $40.60 $42.75 $44.37 $46.05 $47.81 Estes Park, Colorado Light and Power Utility Financial Plan January 2004 - 134338.100 1-2 Draft-For Discussion Purposes Only-1/7/2004 Chapter 2 Financial Plan A. Introduction The Town's light and power fund is a self-supporting enterprise fund. This report develops a financial plan forecast for the 6-year study period, 2003 through 2008. B. Light and Power Fund Financial Plan The light and power fund tracks financial activities associated with annual electric sales and other revenues, normal annual expenses, and capital improvements. Table 2-1 summarizes the light and power fund. 1. Beginning Balance The light and power fund beginning balance includes unrestricted carryover reserves from previous years. These reserves are available to supplement annual revenue and meet expenditures and total $2,558,500 at the beginning ofthe study period. 2. Revenues Revenue in the light and power fund is derived from electric sales, a purchased power rider, interest income, and other miscellaneous sources. Revenue from adopted electric rates includes the approved annual 6.25% rate adjustment in 2003 and the 6.24% rate adjustment in 2004 as recommended in the December 2002 Light and Power Department Financial Forecast report performed by M.E. Kiburz and Associates. Revenue from adopted rates is based on an analysis of historical light and power bills and assumes 2% average annual growth in 2003 through 2008. Other sources of revenue include pole rental, vehicle work orders, meter reading, interest earnings, intergovernmental EPURA, buildings, and miscellaneous revenue. Interest earnings are calculated using a 3% annual interest rate applied to the average fund balances. Estes Park, Colorado Light and Power Utility Financial Plan January 2004 - 134338.100 2-1 Draft-For Discussion Purposes Only-1/7/2004 3. Expenses Expenses of the light and power fund include 0&M, debt service on existing bonds, capital improvements, and transfers. 0&M includes purchased power supply, distribution and maintenance, customer accounts, and administration and general expenses. Purchased power supply averages 56% of total 0&M expenses throughout the study period. The 0&M forecast is anticipated to average an annual inflation rate of 4% throughout the study period. Table 2-2 summarizes 0&M during the study period. Series 1999 revenue bonds totaling $3,125,000 were issued to finance the Lake Estes Substation project. Annual debt service on these bonds averages $303,000 during the study period. There are no proposed debt service issues anticipated during the study period. Table 3-2 details the light and power $3.9 million CIP for the study period. The program includes a 3% inflation allowance. Transfers include museum fund, interfund, and vehicle replacement. Interfund transfers include payment in lieu of taxes (PILOT) and franchise fees and are based on a percentage oftotal electric sales. C. Annual Rate Adjustments Revenue should be adequate to meet annual 0&M, debt service payments on existing bonds, finance the capital improvement program, transfers, and provide adequate reserves. The Town has adopted a policy to establish a minimum operating reserve equal to 90 days' O&M and 2% of fixed assets to meet unforeseen expenditures and plan for future capital projects, including the Mary's Lake Substation Expansion. To meet these criteria, equal annual rate adjustments of 3.9% are recommended in 2005 through 2008. In May 2003, the PRPA approved an increase to the wholesale electric rates charged to the Town. This charge is being passed directly onto Estes Park customers as a purchased power rider charge beginning January 2004. Although the PRPA rate adjustment is 3.9%, the effective pass-through rate adjustment to the Town's customers is approximately 2.9%. Estes Park, Colorado Light and Power Utility Financial Plan January 2004- 134338.100 2-2 Draft-For Discussion Purposes Only-1/7/2004 1/7/2004 7:30 AM Table 2-1 Estes Park, Colorado Light and Power Utility Cash Flow Analysis Line -No Description 2002 2004 2005 299Â§ 2007 2QQ& $ 1 Beginning Balance 2,558,500 1,709,000 1,151,600 933,600 1,313,200 1,710,400 Revenues 2 Revenue from Adopted Light and Power Service Rates (a) 8,027,200 8,695,000 8,899,000 9,099,100 9,299,200 9,499,300 Additional Light and Power Service Revenue Required Percent Months X92[ Increase Effective 3 2003 0.0% 12 0 0 0 0 0 0 4 2004 0.0% 12 0 0 0 0 0 5 2005 3.9% 12 347,100 354,900 362,700 370,500 6 2006 3.9% 12 368,700 376,800 384,900 7 2007 3.9% 12 391,500 399,900 8 2008 3.9% 12 415,500 9 Total Light and Power Service Revenue 8,027,200 8,695,000 9,246,100 9,822,700 10,430,200 11,070,100 10 Purchased Power Rider 0 173,900 337,500 345,200 352,900 360,600 11 Pole Rental 27,800 27,800 28,600 29,500 30,400 31,300 12 Vehicle Work Orders 30,000 35,000 36,100 37,200 38,300 39,400 13 Meter Reading 28,400 29,000 29,900 30,800 31,700 32,700 14 Interest Earnings 37,200 37,800 31,300 33,700 45,400 68,300 15 Intergovernmental EPURA 10,100 10,200 10,500 10,800 11,100 11,400 16 Buildings 15,000 15,000 15,500 16,000 16,500 17,000 17 Miscellaneous Revenue 248,700 237,000 244,100 251,400 258,900 266,700 18 Total Revenues 8,424,400 9,260,700 9,979,600 10,577,300 11,215,400 11,897,500 Expenses Operation and Maintenance Expense 19 Source of Supply 4,123,000 4,440,000 4,606,100 4,710,900 4,815,700 4,920,500 20 Distribution and Maintenance 1,418,800 1,551,900 1,647,100 1,688,400 1,730,800 1,719,500 21 Customer Accounts 609,800 708,100 729,400 751,300 773,900 797,000 22 Administration and General 1,163,900 1,182,300 1,218,600 1,264,400 1,311,700 1,361,000 23 Total Operation and Maintenance Expense 7,315,500 7,882,300 8,201,200 8,415,000 8,632,100 8,798,000 Debt Service Existing 305,300 300,900 301,100 24 Revenue Bonds 304,700 302,000 304,000 25 State and Other Loans 0 0 0 0 0 0 26 Total Debt Service 304,700 302,000 304,000 305,300 300,900 301,100 27 Capital Improvements 833,600 715,100 703,500 430,500 777,500 495,500 Transfers 28 Museum Fund 26,100 25,300 26,100 26,900 27,700 28,500 29 Interfund Transfer 762,600 842,500 910,400 966,000 1,024,400 1,085,900 30 Vehicle Replacement 31,400 50,900 52,400 54,000 55,600 57,300 31 Net Transfers 820,100 918,700 988,900 1,046,900 1,107,700 1,171,700 32 Total Expenses 9,273,900 9,818,100 10,197,600 10,197,700 10,818,200 10,766,300 33 Annual Surplus (Deficiency) (849,500) (557,400) (218,000) 379,600 397,200 1,131,200 34 Ending Balance 1,709,000 1,151,600 933,600 1,313,200 1,710,400 2,841,600 35 Debt Service Coverage (b) 364% 456% 585% 708% 859% 1029% Recommended Service Revenue Increases 36 Overall Annual Increase 0.0% 0.0% 3.9% 3.9% 3.9% 3.9% 37 Cumulative Increase 0.0% 0.0% 3.9% 8.0% 12.2% 16.5% 38 Purchased Power Rider Increase 0.0% 2.0% 1.8% 0.0% 0.0% 0.0% 39 Total Cumulative Increase Including Revenue Increases and Purchased Power Rider Increases 0.0% 2.0% 7.7% 11.8% 16.0% 20.3% (a) Revenue from adopted rates in 2003 and 2004 includes the annual increases of 6.25 and 6.24 percent, respectively. (b) Total revenue less O&M expense, divided by total debt service. 1/7/2004 7:31 AM Table 2-2 Estes Park, Colorado Light and Power Utility Projected Operation and Maintenance Expense Projected Line Budget -No. Description 2003 2004 2005 2006 2007 2008 $$$$$$ Purchased Power Supply 1 Purchased Power Supply 4,100,000 4,415,000 4,581,100 4,685,900 4,790,700 4,895,500 2 Wind 23,000 25,000 25,000 25,000 25,000 25,000 3 Total Purchased Power Supply 4,123,000 4,440,000 4,606,100 4,710,900 4,815,700 4,920,500 Distribution and Maintenance 4 Personal Services and Salaries 795,000 863,900 889,800 916,500 944,000 972,300 5 Employer Benefits 210,900 245,600 253,000 260,600 268,400 276,500 6 Insurance Premiums 19,900 21,500 22,100 22,800 23,500 24,200 7 Professional Services and Fees 4,400 2,800 2,900 3,000 3,100 3,200 8 Rentals 2,200 2,200 2,300 2,400 2,500 2,600 Repair and Maintenance 9 Tree Trimming 25,000 70,000 72,100 74,300 76,500 78,800 10 All Other 80,100 106,300 109,500 112,800 116,200 119,700 Material and Supplies 11 Small Tools 16,000 11,500 11,500 11,500 11,500 11,500 12 Meters 150,000 157,500 212,700 212,700 212,700 157,700 13 Streets and Lights 95,000 50,000 50,000 50,000 50,000 50,000 14 All Other Materials and Supplies 10,700 10,700 11,000 11,300 11,600 11,900 15 Job Performance Expenses 9,600 9,900 10,200 10,500 10,800 11,100 16 Other Current Expenses 0 0 0 0 0 0 17 Total Distribution and Maintenance 1,418,800 1,551,900 1,647,100 1,688,400 1,730,800 1,719,500 Customer Accounts 18 Personal Service and Salaries 365,400 434,700 447,700 461,100 474,900 489,100 19 Employer Benefits 101,000 128,400 132,300 136,300 140,400 144,600 20 Insurance Premiums 7,600 8,400 8,700 9,000 9,300 9,600 21 Professional Services and Fees 1,000 200 200 200 200 200 22 Rentals 1,200 1,200 1,200 1,200 1,200 1,200 23 Repair and Maintenance 55,600 56,100 57,800 59,500 61,300 63,100 24 Materials and Supplies 60,100 61,800 63,700 65,600 67,600 69,600 25 Job Performance Expenses 6,900 5,700 5,900 6,100 6,300 6,500 26 Other Current Expenses 11,000 11,600 11,900 12,300 12,700 13,100 27 Total Customer Accounts 609,800 708,100 729,400 751,300 773,900 797,000 Administration and General 28 Personal Service and Salaries 240,400 247,900 255,300 263,000 270,900 279,000 29 Employer Benefits 61,600 67,700 69,700 71,800 74,000 76,200 30 Insurance Premiums 15,300 16,800 17,300 17,800 18,300 18,800 31 Professional Services and Fees 51,600 44,300 45,600 47,000 48,400 49,900 32 Publishing 4,700 4,000 4,100 4,200 4,300 4,400 33 Rentals 81,600 81,700 84,200 86,700 89,300 92,000 34 Repair and Maintenance 177,600 160,700 165,500 170,500 175,600 180,900 35 Materials and Supplies 156,200 154,500 159,100 163,900 168,800 173,900 36 Job Performance Expenses 41,000 43,100 44,400 45,700 47,100 48,500 37 Utility Expenditures 75,700 76,900 79,200 81,600 84,000 86,500 38 PILOT and Franchise Fees 258,200 284,700 294,200 312,200 331,000 350,900 39 Total Administration and General 1,163,900 1,182,300 1,218,600 1,264,400 1,311,700 1,361,000 40 Total Operation and Maintenance Expense 7,315,500 7,882,300 8,201,200 8,415,000 8,632,100 8,798,000 1/7/2004 7:31 AM Table 2-3 Estes Park, Colorado Light and Power Utility Capital Improvement Program Line Total Projected ..Ne. Description 2003 2004 2005 2006 2007 2008 2003-2008 $$$$$$$ Capital Equipment 1 Building Remodeling 0 12,500 0 5,000 5,000 5,000 27,500 2 Station Equipment 15,000 10,000 0 10,000 10,000 10,000 55,000 3 Office Equipment 0 11,600 0 5,000 2,500 5,000 24,100 4 Data Processing Equipment 83,500 82,500 82,500 70,000 75,000 75,000 468,500 5 Transformers 150,600 120,000 120,000 120,000 120,000 120,000 750,600 6 Communication Equipment 25,000 0 0 0 0 0 25,000 7 Vehicles 259,200 22,500 45,000 26,500 256,000 26,500 635,700 8 Street Lights 0 20,000 20,000 20,000 20,000 20,000 100,000 9 Poles, Towers and Fixtures 48,000 12,000 12,000 15,000 15,000 15,000 117,000 10 Overhead Lines 105,300 74,000 74,000 74,000 74,000 74,000 475,300 11 Underground Conductors 147,000 50,000 50,000 50,000 50,000 50,000 397,000 12 Total Capital Equipment 833,600 415,100 403,500 395,500 627,500 400,500 3,075,700 Capital Improvement Projects 13 Fiber Optics/PRPA 0 300,000 300,000 0 0 0 600,000 14 McGregor Ranch Underground Project 0 0 0 35,000 0 0 35,000 15 McGregor Avenue Underground Project 0 0 0 0 150,000 0 150,000 16 Stanley Park Underground Project 0 0 0 0 0 95,000 95,000 17 Total Capital Improvement Projects 0 300,000 300,000 35,000 150,000 95,000 880,000 18 Total Capital Improvements 833,600 715,100 703,500 430,500 777,500 495,500 3,955,700 R 0 * R 0 a >. a, 2 2 C = M LU O 05Â· 0 5 C) C 0a 2 1 1 J C C CO E g -E CL ES ESM ES ES 0 2 5 : 2 82 0 0 2 * 0 B liz M 2 -F E~_E CO > LO (0 1.0 M < 0 0 J M -1 CO Peak Winter Summer verage Customer Demand Demand Mt:thly electric heat up to $40.01 141.94 electric space heat $91.46 8Â£.OL LS 0898$ OOI.â‚¬00$ LZE60*09 gZ.8$ efeJols *fieue 6ulsn sietuoisno le!0Jewwoo lie elqel!eAv Â£88'8 2003 arge arge 710,900 EFUUm=Unchthrough $5.00 $0.03663 $7.89 NA 16'6$ 166$ 801â‚¬0-0$ 00-OKS 6uipeeoxe Spuel.Uep 4 }IM Siel.UO;SnO le!038l.UU]00 V Z29'892' L Et'.8.LB' L$ LL-LLS ZL'LLS 099100$ 803Â£0~0$ 00.ZLS Buipeeoxe spuewep 41!M Siall]Olsno le!O]al.Ul.UOO eiqeileAÂ¥ 022 9 Z99L9$ 09'6â‚¬$ U.lelsks oppele lied sels3 Revenues $/1~Vh 193,773 Available to all residential customers using energy storage $5.00 $0.08760 $0.03100 2,580 ~ailable to all residential customers (September through $5.00 $0.08643 $0.06843 Estes Park 2004 Electric Rate Summary 3,169,277 Available to all res ial customers and residential with $4.00 $0.07203 ZL9200$ GE'2$ AAM 98 JO Spuelilep 41!AA SJoll]01Sno le!038IUU.100 lie A 086'2â‚¬8' L Â£0810'0$ 00Â·,$ ~I~!~episej MJed leuo!]eN uiejunoIN AMOOB 01 elqel!eAV f89 Residential Enerqv Basic Time-of-Dav (NEW) SSal JO AAM 98 Jo Spueluep 41!AA Jeell e ds 0!40818 Residential Demand (#4 2003 Revenues) Residential (#1 2003 Revenues) Residential Enerqv Time-of-Dav Aea-JO-ell,!1 Ableual le!018% (senueAeti Â£001 Â£#) lepiew Aea-JO-ell,!l le!O18UJ bu!snoH eARe.ns!U!1.UpÂ¥ d NINkl lap Joi elqelieAe JaMOd Jo eoinos eleuieile ue eAe4 Â£001 Z#) le!0Jew A -C c CD (D = 24 006 (1) ra =2 00 >, 0) e e â‚¬ (D (10 > OLU 064 0 ff-Peak Winter Summer Average demands of 35 kW or less $120.58 demands exceeding 35 kW $338.84 178,643 Available for municipal street, park lighting, and buildings $0.07012 $287.48 1,680 Available for lighting outdoor private areas $7.61 $7.61 24,120 Available to Rock Mountain National Park administrative $10.00 $0.01745 $4.55 $4.55 Customer Enh~~9g~Ve Demand Estes Park 2004 Electric Rate Summary 29,411 Available to R Mountain National Park administrative $7.25 $0.03879 00910'0$ (LIAAM/LOO OÂ¢ snid efuelpins pulAA 2003 Charge Revenues $/Month $/k RMNP Small A i nistrative service accounts hich have an alternate source of power available for de to the Estes Park electric system with RMNP Large Administrative service accounts hich have an alternate source of power available for delivery to the Estes Park electric system with Vdhld) SJoillo;SnO le!0JeU.Ill]00 pue leguel)!sai ile 01 elqelieAV 829'01 Outdoor Area Lighting (MaN) el)Jelloins Alileu) pu!M Municipal Rate 3% .. 2 (D E E 0 0 E CO IO Residential â€¢ Residential Demand O Residential TOD O Residential Energy TOD Residential 1 Residentail Basic TOD O RMNP-Housing â€¢Small Commercial le!0Jelull]00 85Jel O aolle!0Jel.UILI00 IIBLUSI aol le!0Jeull.Lloo 86181 I Ilews-dNINH O 86Jel-dNAH I led!0!unIN I Bu!146!1 *61eUEI pu 2003 Electric Revenues puel.Uea lei juepisabl Large Commercial TOWN OF ESTES PARK Office Memorandum To: Bill Linnane From: Richard E. Matzkeyl.E/2~ I)ate: February 11, 2004 Re: 2004 Tree Trimming Contract Request Authorization to Award Contract BACKGROUND: The Light and Power Department has contracted for electric line clearance tree trimming services since 1998. Bids were requested from two contractors in 1998, but only one was received. The contract was awarded to Asplundh Company at a cost of $79.30 per crew hour. The contract was bid again in 2001 and Asplundh was the only contractor to respond. The bid was award at a cost of $79.30 per crew hour in 2001 and $82.26 per crew hour in 2002. The department did not contract for tree trimming services in 2003 due to budget constraints. Following is a summary of actual tree trimming costs: Year Amount 1998 $30,087 1999 144,845 2000 163,382 2001 153,501 2002 160,842 Since implementing this program, outages (momentary and sustained) have been greatly reduced in the program area. We have also done trimming around Town lines in Rocky Mountain National Park at the Park's request as part of their fire mitigation program. We have received a proposal from Asplundh to perform tree trimming services at the same cost as the 2002 contract, $82.26 per crew hour. BUDGET/COST: The Light and Power Department requested $70,000 in the 2004 budget to continue the contract tree trimming program at a reduced pace. This budget amount would provide funding for approximately five months at Asplundh's proposed rate. The Department believes we will realize greater productivity from the contract during the summer and shoulder months when the lines have much better vehicle accessibility. RECOMMENDATION: The Light and Power Department recommends that the 2004 tree trimming contract be awarded to Asplundh Company at a cost of $82.26 per crew hour not to exceed $70,000. REM 2-1 TOWN OF ESTES PARK Office Memorandum To: Bill Linnane From: Richard E. Matzke 7222* I)ate: February 11, 2004 Re: Light and Power Policy and Procedure Manual Discontinuance of Service Policy BACKGROUND: The Town's current policy provides for discontinuance of electric service to accounts that have combined arrears on electric and water service equal to or exceeding $65.00 for 30 days past the due date. The Town Board has adopted the Public Utility Commission (PUC) of Colorado's Guidelines for Discontinuance of Electric Service in administering its own policy. Recently, members of Light and Power and Finance Department staffs met to discuss revision of the Town's Discontinuance Policy to: 1) reduce the number Final Notice of Shut Offand actual resulting shut offs, 2) reduce the cost and labor of the notification process, and 3) reduce accounts receivable and improve cash flow. After discussions concerning our own policy and customers and review of the practices of our neighboring Platte River utilities, this team agreed on a number of recommendations: 1. Increase normal and after-hours disconnect/reconnect charge to more accurately reflect current costs and discourage delinquent payment. 2. Replace two-tier residential deposit with $100 charge applicable to all residential accounts. Reduce the term of deposit retention to one year for residential accounts and two years for commercial accounts. Provide a simpler deposit policy that is user- friendly. 3. Implement a monthly late charge of 1.5% for amounts 30 days in arrears. This late charge amount is a common industry standard. 4. Replace door hangers with telephone notification. (continued on next page) BUDGET/COST: There is no anticipated negative budget impact from this policy change. RECOMMENDATION: The Public Works Department requests that the Town Board consider adoption of these proposed policy changes. The proposed changes would take effect April 1, 2004, allowing ample time to notify all customers of the planned changes. 3-1 Background (continued) Deposit Policy Our current policy requires an $75 deposit for new residential customers with non-electric heat and $185 deposit for residential customers with electric heat. This policy has been needlessly difficult to administer and especially punitive for electric heat customers. The team recommended implementing a residential deposit of $100 that would apply to all residential accounts. Residential deposits are returned after two years of good payment history. The other recommended changes in the discontinuance policy should reduce the number of late payments and amount ofpayments in arrears. There is no benefit to extending the period that deposits are held due to the interest that the Town pays on deposits ($2,577 in 2003). For these reasons the team recommended reducing the deposit retention period to one year for residential deposits and two years for commercial deposits. Late Charge To promote timely payment ofbills and recover costs associated with administering late payments, the team recommended implementing a monthly late charge of 1.5% on amounts 30 days in arrears. This is a typical late charge applied by many companies on amounts carried over from the previous billing period. Notification Process Finally the team wished to reduce the number of door hangers hand delivered each month (50 to 60 typically). The team anticipates that the imposition ofthe late charge will reduce the number of customers requiring a final notice of discontinuance. The PUC guidelines require a 24-hour final notice prior to discontinuance. Instead of placing door hangers for the final notification, the Town will attempt to contact the customer by telephone first and will hand deliver a door hanger only as a last resort. REM 3-2 I. LIGHT AND POWER Service Available Unless stated otherwise in the rules and regulations pertaining to specific electric rate schedules, electric service supplied will be sixty-cycle alternating current as follows: Single Phase Maximum Service (amps) 3-wire, 120-240 volts 400 3-wire, 120-208 volts 200 Three Phase 4-wire delta 120-240 volts 200 4-wire wye 120/208 volts 4-wire wye 277/480 volts Exceptions to the above service guidelines must be evaluated and approved by the Light and Power Department prior to construction. The Department reserves the right to specify the phase and nominal voltage at which service will be supplied and to serve at different voltages where distribution is made at other nominal voltages. (Prior code Â§7.3-2; Ord. 366 Â§1(part), 1969) (8/14/00) Disconnect/Reconnect Charge In the event of disconnection by the Town for any cause, and after evidence is submitted that the cause for disconnection has been corrected, electric service may not be restored until payment of a combined disconnection and reconnection fee of thirty dollars ($30.00)forty dollars ($40.001 unless said reconnection shall be | requested and performed during non-business hours of the Department, in which event the combined disconnection and reconnection fee shall be sixty dollars Â¢$60.00ninety dollars ($90.00). Disconnects for large electric services that require construction in addition to removal of the meter will include a time and material charge along with the combined disconnection and reconnection fee. The non- business hours of the Department are defined as between the hours of 5:00 p.m. and 8:00 a.m., Monday through Friday, weekends and any federal holiday or holiday observed by the Town. Requests for reconnections made after 4:00 p.m. will be billed at the non-business hour charge if the reconnection is required prior to the next business dav. (Prior code Â§7.3-4; Ord. 366 Â§1(part), 1969; Ord. 18-80 Â§1, 1980; Ord. 13-83 Â§1,1983) (8/14/00) 1 (c) Commercial Deposit Waiver Policy: Under the following circumstances the Light and Power Department has the authority to waive the deposit requirement for a new commercial account: 1. The responsible party must have at least five (5) years of good pay history for other commercial accounts. A good pay history is defined as 2 or less disconnect notices and/or 2 or less returned checks during this time period. (4/8/99) 2. The responsible billing party's name must be the same as the account referred to in item number one listed above. (4/8/99) 3. The waiver of commercial deposits will only be allowed for accounts that would require a deposit of $1,000 or less. (4/8/99) 4. Restaurants and lodging accounts will be excluded from this deposit waiver policy and be required to submit a deposit. (4/8/99) 5. If two or more notices of discontinuance and/or returned checks are received on this account in any twelve-month period, the Town has the option to require a cash deposit. (4/8/99) (d) Types of Deposits: (1) Residential: When an account is established and billed under the residential rates, the deposit amount is set at $185.00 for an all electric home and at $75.00 for a home that is heated by natural gas, propane, etc $100.00. Residential deposits will be retained by the Town for a minimum oftwe- one years. (2) Commercial: When an account is established and billed under the commercial rates, the deposit will be set at the total of the highest three consecutive months' utility bills out of the previous twelve months with a minimum of $150. If the usage of the commercial account differs greatly from the previous account usage, the Town reserves the right to estimate the expected amount of bills based upon other similar-type accounts. Commercial deposits will be retained by the Town for a minimum ofthfee- two years. (3/13/01) | (3) Short-term Rental Deposits: For those properties that obtain a short-term rental license and are converted to the commercial rate, the deposit policy will be: a) The owner of the property will be required to provide a commercial deposit equal to the usage from the months of June, July and August, with a minimum amount of $150.00; b) If the property is leased for a period that exceeds 30 days and the utilities are transferred to 11 the renter's name, the rene shall provide a residential deposit as defined above. The property will be charged a commercial rate for all Town provided utilities. The utility office staff will have the option of waiving a deposit based upon payment history for existing customers that convert their property to a short-term rental. (8/14/00) (d) Interest Accrued on Deposits: All cash deposits retained by the Town will accrue interest at the rate set by the Colorado Public Utilities Commission (PUC). The rate will be adjusted as ofJanuary 1 st ofeach year to comply with the current PUC rate. Accrued interest will be disbursed when the deposit is refunded to the customer. (e) Refund of Deposits: Electric utility deposits will be refunded along with accrued interest at the end ofthe deposit term if the customer has demonstrated a good payment history. A good payment history is defined as no more than two Notices of Discontinuation of Service mailed out in the twelve preceding months. This applies for both residential and commercial customer accounts. If a deposit is not refunded at the end of the two or three-year period because the customer did not establish a good payment history, then the accounts will be periodically reviewed by the department and a refund will be made once the ~ refund criteria are met. (f) Deposits will also be refunded to the customer at the time that service is taken out of their name. The amount of the deposit plus interest accrued will be applied to any unpaid balance on the account at the time the account is finalized, with the remaining amount refunded to the customer. (g) Re-deposit: Customers who have had their deposits refunded for a good payment history could be required to submit another deposit in the event that they receive two or more Notices of Discontinuance of Service within any twelve-month period. The amount of deposit would coincide with the requirements in effect at that particular time. (h) Transfer of Deposits: A deposit can be transferred when a customer moves from one location to another. If the deposit for the second location is a different amount from the first location, the customer will be obligated to pay the difference or the Town will refund the difference to the customer. (i) Deposits Not Applied to Regular Bill Payments: The deposit amount will not be applied to the regular monthly bills. Deposits will be held for face value until customers meet the required time period or the deposit has been used to clear final balances if the customer closes their account. (j) Subject to Disconnection for Non-Payment of Monthly Billing: All accounts are subject to disconnection if payment is not received by the utility. If a 12 deposit is held by the Town, it will not be applied to the account unless the account is being taken out ofthe customer's name. (k) Subject to Disconnection for Non-Payment of Deposit: An account will be disconnected if the deposit is not paid to the Town within the time requested. (1) Acceptable Forms of Deposit: For residential accounts - cash, check, an approved Residential Accounts Responsibility Form (see page 10.1), or a credit reference letter from another U.S. electric utility will be accepted. The credit reference must meet or exceed the Town's requirements for refund of a residential deposit. For commercial accounts - cash, check, or an Irrevocable Letter of Credit issued by a financial institution will be accepted. The Town does not accept credit reference letters issued from other utilities in lieu of a deposit for commercial accounts. (4/13/99) Discontinuance of Service Policy for Non-Pavment (1) Each electric meter is read monthly if accessible to the meter reader. Billing periods are maintained at 30 days as much as practicable. Bills are rendered as soon as possible after the read date to allow at least 15 days between the bill date and the due date. (2) Accounts exceeding $65.00 (electric and water if applicable) in arrears 30 days after the due date are subject to discontinuance of service. Ten days prior to the discontinuance of service date ( 17 days following the due date) a late notice is mailed to customers advising them of pending discontinuance of service and last date to make payment. Twenty four hours prior to discontinuance of service (28 days following the due date) a door hanger is placed at the residence or business providing the customer final notice ofpending discontinuance of service. A ten dollar ch.arge will be applied to accounts for each door hanger delivered. Twenty-four hours prior to discontinuance of service the Town attempts to contact the customer bv telephone to notify of impending discontinuance. If the customer cannot be contacted bv telephone, a door hanger is placed at the residence or business providing the customer with final notice of pending discontinuance of service. A ten dollar charge will be applied to each account for which final notice has been required. (3) A monthly late charge of 1.5% shall be applied to amounts 30 days in arrears 83) Customers who are unable to pay the full amount prior to the final | payment date may avoid discontinuance of service by contacting the 13 billing office at (970) 586-5331 to arrange an installment payment plan. (24) Accounts for which service has been discontinued for non-payment are ~ subject to a mandatory disconnect and reconnect fee which is payable prior to reconnection of service. Uncollected Bill Policv The goal of the Town of Estes Park Utility Billing Department is to collect all of the monthly electric and water bills. Any account that is written off to uncollectible debts has the net effect of costing all customers by requiring higher rates for service. Most customers pay their bills in a timely manner; however, there are times when the Utility Billing Department must pursue the accounts that become past due. The department does follow the discontinuance policy as adopted by the Town Board (see Discontinuance for Non-Payment Policy). In the rare instances when a customer no longer has utility services in their name and still owe a balance on their account, the Town can pursue collections through a collection agency, Town Attorney, or any other legal procedures. If a customer requests service and has a balance from a previous account, the Town shall demand that the old balance be paid or arrangements made prior to receiving service. For a customer who has more than one account, the Town can transfer the balance from the unpaid account to their current account. This also applies if the past due account is a business, with the unpaid balance transferred to their personal account. Customers can request establishment of a payment schedule for past due accounts (see Payment Plan Policy). Customer Termination of Utility Service When an electric or water utility customer wishes to terminate their account with the Town of Estes Park, they must notify the utility of the date they wish to terminate their service. The utility will read the meters as of that date and issue a - final bill for amounts owed. If a customer's utility deposit has not been returned, the Town will deduct the final bill from the deposit and refund the balance. If the customer is moving from one location to another, the deposit will be transferred to the new account. If the customer is an owner of the property, the Town will need a new customer or responsible party to transfer the account to. If the customer is terminating service from a rental property, the account will be transferred back into the owner's name. 14 TOWN of ESTES PARK Inter-Office Memorandum February 11, 2004 TO: Utilities Committee C }J - FROM: Bill Linnane~-J.w.4 SIJBJECT: Estes Valley Recreation and Parks Department (EVRPD) Request to Lease 75 A. F. of Town-owned Colorado-Big Thompson Water Rights Background Last year EVRPD and the ParkR-3 School District requested and received 135 A.F. ofTown- leased CBT water rights. The request coincided with a Northern Colorado Water Conservancy District (NCWCD) quota of 30%, which was the lowest quota ever established for the CBT system. Later, the quota was changed to 50%. The attached letter from Stan Gengler, EVRPD Director, requests the lease of 75 A.F. total for both EVRPD and the School District in 2004. The following 2004 projections involve water rights use. not actual water use. (Refer to the attached water rights use projections.) â€¢ The 2004 water rights available to the Town are projected at 1403 A.F. â€¢ The 2004 water rights use is projected at 832 A.F. (Background continued on page 2) Cost/Budget Cost: $0 Revenue: 75 A.F. at $50 = $3,750 Budget: N/A Action Staff recommends approval of the EVRPD/School District request to lease 75 A.F. at $50/A.F., contingent upon adequate water supplies. Greg White would prepare an intergovernmental agreement similar to last year's agreement. BL/lb (Background continuedfrom page 1) â€¢ The 2004 water rights st#plus is projected at 486 A.F. This amount has taken into account the EVRPD 75 A.F. lease request. Prior to any water lease taking place, an intergovernmental agreement similar to last year's agreement would be provided by Greg White and signed by the parties. A copy is attached. The lease would be contingent upon available water supplies and would again be made part of the agreement. 2003 Actual Water Rights Use Versus Actual Water Rights Available Â£11 121 121 fill fil actual projected projected projected projected water rights water rights water rights water rights water rights owned available use lease surplus (A.Ft.) (A.Ft.) (A.Ft.) (A.Ft.) (A.Ft.) (C2-C3-C4=C5) USA 500 500 500 0 0 WG 300 200 (1) 135 (2) 6 59 CBT 1207 @ 50%= 603 24 135 444 TOTAL 1303 659 141 Â· 503 Note 1: Ordered 200 of 300 Town owned Windy Gap Units Note 2: Projected use of WG = Glacier Creek projected use (1125 af) multiplied by the Aug Plan depletetion factor (0.15) = 135 af Note 3: Actual 2003 use is = Glacier Creek 1125 af + USA 500 af + CBT 24 af = 1649 af 2004 Projected Water Rights Use Versus Projected Water Rights Available ill ill Â£21 Â· 01 121 actual projected projected projected projected water rights water rights water rights water rights water rights owned available use (3) lease surplus (A.Ft.) (A.Ft.) (A.Ft.) (A.Ft.) (A.Ft.) (C2-C3-C4=C:5) USA 500 500 500 0 0 WG 300 300 (1) 132 0 10 Â® 158 CBT 1207 @ 50%= 603 200 75 (4) 328 TOTAL 1403 832 85 486 Note 1: Ordered 300 of 300 Town owned Windy Gap Units Note 2: Projected use of WG = Glacier Creek projected use (1106 af) multiplied by the Aug Plan depletetion factor (0.15) = 132 af Note 3: Projected 2004 use is based on conservatively high water use in 2002 plus 5% =Glacier Creek 1106 af+ USA500+CBT200=1806 af Note 4: Rec/School Districts Lease 75 AF Note 5: Glacier View 1 AF MacGregor Mountain Lodge 1 AF Continental Water Bank 8 AF 10AF TOWN of ESTES PARK Inter-Office Memorandum February 10, 2004 TO: Utilities Committee j FROM: Bill Linnane l,~ SUBJECT: Retaining Wall at North End ofthe Water Shop Background Every year spring runoff creates loss of the dirt embankment along the north property line of the Water Shop. The budget includes a concrete retaining wall project that will stabilize the existing embankment. The construction cost is estimated at $48,000 and staff solicited a Design and Construction Management Scope from Cornerstone Engineering. Staff will return to Committee with construction bids at the April Utilities Committee meeting. Due to the relatively small size ofthe project, a longer construction period of 90 days will be included in the specs; this may attract more bidders. Costmudget Cost: Cornerstone Engineering Scope Design/Construction Management $ 5,132 2004 Budget: Engineering $ 3,500 Construction $57.000 Total: $60,500 Action Staff requests approval of the $5,132 Cornerstone Scope for Design and Construction Management ofthe retaining wall project. BL/lb W2-1 CORNEASTONE Estes Park, CO 80517 437 South St. Vrain (970) 586-2458 Fax (970) 586-2459 ENGINEERING & /0(1 SURVEYING, INC. E-mail: ces@charter.net 19 January 20,2004 Mr. Bill Linnane Director of Public Works P.O. Box 1200 Estes Park, CO 80517 RE: Scope of Engineering Services and Cost for Retaining Wall Design. Dear Bill: Cornerstone Engineering & Surveying, Inc. (CES) appreciates the opportunity to submit the following Scope of Services for the Retaining Wall Design. The proposed retaining walI is to be located at the North end of the Town Water Shops. Proiect Overview e The embankment located at the north end of the Town of Estes Park maintenance complex collapsed last summer during heavy rains. The embankment separates the Town maintenance complex from the Larimer County maintenance yard. Safety to vehicle traffic above and below the embankment are impacted due to the unstable soils. Scope of Work A. Design Cornerstone Engineering & Surveying, Inc. will prepare a design for a concrete structural retaining wall. The design will include a site and grading plan, cross-sections and engineer stamped structural plans with the necessary details. C. Construction Bidding CES will prepair a bid schedule with contract documents and specifications, solicit the bid package to locale contractors for construction. Also CES will manage pre-bid questions, job walk, addendums and bid opening. D. Construction Observation CES will provide part time observation during the construction phase to insure the project is constructed per the intent of the plans and specifications. WZ-2 Page 2 Mr. Bill Linnane Town of Estes Park January 20,2004 Cost The cost for the services outlined above are listed in Table 1. The Total cost for the designs bidding and construction related engineering services is $5,132.00. Preliminary estimate for construction cost $47,850. CES is pleased to have the opportunity to provide this scope ofwork and we look forward to the project. Please call should you have questions or concerns. Sincerely, Cornerstone Engineering & Surveying, Inc. *4 3 .-- Michael S. Todd, P.E. Principal W2-3 7 . TABLE 1 Retraining Wall Town of Estes Park Maintenance Complex PRELIMINARY DESIGN PERSONNEL HRS. RATE/HR. TOTAL COST Principal 2 $90.00 $180.00 Project Manager 12 $70.00 $840.00 Engineer Technician 16 $50.00 $800.00 Survey Crew 4 $110.00 $440.00 AutoCadd Technician 12 $50.00 $600.00 Clerical 4 $33.00 $132.00 TOTAL DESIGN $2,992.00 PROJECT BIDDING PERSONNEL HRS. RATE/HR. TOTAL COST Principal 1 $90.00 $90.00 Project Manager 4 $70,00 $280.00 Engineer Technician 2 $50.00 $100.00 Clerical 4 $33.00 $132.00 TOTAL PROJECT BIDDING $602.00 CONSTRUCTION OBSERVATION PERSONNEL HRS. RATE/HR. TOTAL COST Principal 2 $90.00 $180.00 Project Manager 8 $70.00 $560.00 Engineer Technician 12 $50.00 $600.00 Clerical 6 $33.00 $198.00 TOTAL CONSTRUCTION OBSERVATION $1,538.00 SUMMARY OF COST DESIGN $2,992.00 PROJECT BIDDING $602.00 CONSTRUCTION OBSERVATION $1,538.00 TOTAL COST FOR ENGINEERING SERVICES TOWN RETAINING WALL $5,132.00 W2-4 Larimer County Shop 3 :Â·Â·Â·Â·: S r Area of washout .... 1. Al .. 1 rn Water Shop g Fleet Shop Light & Power j Shop / W2-5 ..V TOWN ofESTES PARK Inter-Office Memorandum February 10, 2004 TO: Utilities Committee f FROM: Bill Linnane (AÂ» SUBJECT: Vulnerability Assessment and Emergency Response Plan Background Federal regulations now mandate that all public water systems serving between 3,300 and 50,000 people complete a Vulnerability Assessment and develop an Emergency Response Plan by December 31, 2004. All aspects of our system, including computer system security and physical security of our water plants are to be evaluated. Pinkerton Consulting and Inv<estig,tions, and Versar, Inc. have been recommended by other community water departments. We solicited prices and the results are as follows: Cost/Budget Cost: Versar, Inc. Vulnerability Assessment $14,800 Emergency Response Plan $ 5.000 Total: $19,800 Pinkerton Consulting and Investigation Services Vulnerability Assessment & Emerg. Response Plan $ 9.900 Total cost: $9,900 2004 Budget: $25,000 Action Staff requests approval to proceed with the Vulnerability Assessment and Emergency Response Plan utilizing Pinkerton Consulting and Investigation Services at a cost of $9,900. BL/lb W3-1 TOWN of ESTES PARK Inter-Office Memorandum February 10, 2004 TO: Utilities Committee A FROM: Bill Linnane , L .Â£ ((p-ju-Â·rp>aA$2--u- 67 Â£5 Le 431Â£ 41 â‚¬_u,)) SUBJECT: Water Shop Office Addition and Remodel Background In 2004 an office addition remodel of one shop bay was budgeted. Historically the office area at the shop was for the Water Superintendent and an Assistant Superintendent. As requirements have changed, the need for a Water Quality Manager and a Cross Connection Control Specialist arose. Due to office space requirements, the need for phone and computer access for the additional personnel, and upon the contractor's recommendations, the budgeted remodel was changed from a one-bay addition to two bays for office space. Upon the contractor's recommendation, the office space addition would be cheaper to build new into the two shop bays versus reconstruction and movement of existing walls, which contain electrical and SCADA system panels. The existing office space available at the shop is 275 square feet. The new office addition will consist of four offices and a common entryway for public access, and this area will be 843 square feet. (Background continued on page 2) Budget/Cost Cost: Construction: $76,000 Performance Bond: $ 2.500 Total cost: $78,500 Note: $90/s.Â£ is within a normal remodeling cost range. 2004 Budget: $60,000 Note: Additional funds - Vulnerability Assessment and Emergency Response Plan budget excess ($16,000) and Shop Remodel budget excess ($2,500) Action Staffrequests approval to proceed with the shop addition and remodel at a cost of $78,500 by O'Reilly Construction. BL/lb W4-1 .5 (Background continuedfom page 1) The remodel of existing staffing area will create a more secure environment for the SCADA system by incorporating it into an employee-only staff area, which can be removed from public access. O'Reilly Construction was contacted for a price quote ofthe new office additions and remodel of existing space for a staff room area. The small size of the project is a very good fit for O'Reilly's one-person operation and skills. O'Reilly has performed all aspects of building remodeling and has assisted Town staff on a continuous basis for more than 10 years. He has an excellent reputation with the Town. W4-2 6 L-:* ~~t~*21Â«dreck'<,0<rÂ«<%*4855*jiky<jriciAUKIt... '4%,rbrrgi~~J:#Arb.. I__________1___.-L-_0_._2_ :EE -2 E 9 g o E 3 5. 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SUBJECT: Water Tap System Development Fee Study - Request approval of Black & Veatch Scope of Services , Backeround I have attached a copy of the 2004 Budget Executive Summary that itemizes the project at $15,000. The actual budget was printed without the project being included. The 2004 Water Department budget can accommodate the finding. As is the industry standard, the Water Department tap fee is structured to include two fees: 1) a Water Rights Fee (WRF); and 2) a System Development Fee (SDF). The Town's current tap fee is approximately $7,200, which is low compared to tap fees in other Front Range communities. Most water districts and municipalities charge in excess of $15,000 for single- family residence (SER) water taps. (See the attached survey.) 1) Water Rights Fee The Water Rights Fee portion was studied by Black & Veatch last year and the fee increased from approximately $2,000 for a SER to approximately $5,000 per SER. That fee is included in the Town's tap fee of $7,200. (Background continued on page 2) CosUBudget Cost: $15,000 Budget: The project is included in Executive Summary of the 2004 Budget, but not included in the actual 2004 Budget document. The Water Fund 2004 year-end estimate process this fall would include the project and the budget would be supplemented if necessary. The Water Department Fund Balance can accommodate the project. Action Staff requests and recommends approval of the Black & Veatch SDF Scope of Services at a cost of $15,000. BL/lb W5-1 (Background continuedfrom page 1) 2) System Development Fee a. The System Development Fee portion has not changed in more than 15 years. Therefore, we requested Black & Veatch to provide a Scope of Services to study the SDF and a copy of the scope is attached. An SDF fee is charged to all new customers so that they can "buy in" and become a part-owner of our water system, with associated rights. The Town's water system includes components such as water plants (2), water tanks (6), pressure- reducing stations (3), and water mains greater than 8 inches in diameter 6,70 miles). b) The existing single-family residence SDF is approximately $2,000. It does not reflect current system costs. An analysis to determine an accurate cost-based fee is overdue. The study recommendations will help ensure that new tap owners pay their fair share to buy into our water system. The SDF is integral to the funding of our larger capital improvement projects, such as: â€¢ The Marys Lake Water Plant â€¢ The Marys Lake Raw Water Pump Project â€¢ The annual Water Main Replacement Project (Loop) â€¢ The three major Glacier Plant rehabilitation projects â€¢ The Glacier Plant 1-million gallon tank â€¢ Replacement of the 3-nile long Fall River Road 12- inch water distribution line (see note) â€¢ The Fall River Corridor High Zone Tank and distribution line â€¢ The $5-million major expansion of the Marys Lake Water Plant, planned for the year 2009 Note: This line is the primary water main that supplies water to all portions of Estes Park. Interestingly, prior to beginning the multi-year Fall River Road Replacement Project, in 1990 the Town's accountable water rate was 72%. Aaer completion ofthe replacement project in 2000, the accountable water rate was 84%. In 1990 we averaged over 300 water quality complaints per year. Last year we received only a few complaints. The Black & Veatch scope will study and make a recommendation for all of our tap fee classifications: SER, Multi-family, Accommodations, Commercial Accommoda- tions, and Commercial. W5-2 Town of Estes Park, Colorado Water Utility Connection Fee Scope of Services Task 1 System Development Fees 1.1 Prepare initial request for financial and operational data needed prior to first meeting with Town representatives. 1.2 Meet with Town representatives to discuss policy issues relevant to the study including: -Goals regarding growth paying for itself -Recent and projected growth-related water capital improvements. -Fee structures. -Fee for outside Town connectors. 1.3 Collect readily available financial, operational, and other data from Town, review additional data needs, and determine course of action for completing data collection activity. 1.4 Review and evaluate existing methodology for calculating water connection fees. Recommend alternative methods, if appropriate. Factors to consider in evaluation will include: -Growth policies. -Cost of capital facilities. -Method offinancing facilities. -Extent new development will pay for facilities through water rates, debt service, and other payments toward capital improvements. -Extent new development is required to construct and contribute capital improvements as condition of development. 1.5 Calculate system development fee for a single family equivalent (SEE) using selected methodology. An SFE is defined as having the water service characteristics of a single family customer with the smallest size ofmeter. W5-3 1.6 Calculate system development fee for other customers based on their relationship to the SFE. These capacity fees will use an appropriate capacily fee structure, including meter size and/or customer classification. 1.7 Develop schedule of system development fees based on selected structure. Task 2 Water Rights Fee 2.1 Review and evaluate existing formula for calculating water rights fees. Recommend alternative methods, if appropriate. 2.2 Review and evaluate existing data used in calculation including: -Annual water use per SFE. -Average losses in the water distribution system. -Current CBT price. 2.3 Calculate water rights fee for other customers based on their relationship to the SFE. These fees will use an appropriate water right fee structure, including meter size and/or customer classification. 2.4 Develop schedule of water rights fees based on selected structure. Task 3 Deliverables 3.1 Provide draft report summarizing assumptions, procedures, findings and recommendations. 3.2 Finalize report incorporating comments ofTown representatives. 3.3 Attend one meeting of Town representatives to present study findings. W5-4 Town of Estes Park 2003-2004 Budget Water Enterprise Fund Purpose: Provide water service to residents of Estes Park and adjacent areas. The Water Department provides water service to approximately4100 customers in Estes Park and the surrounding area. Personnel Levels 0.40 Public Works Director 0.33 Accountant II 1.00 Utilities Director 0.33 Administrative Clerk 1.00 Water Maintenance Supervisor 0.64 Accts. Payable/Utility Billing Spec. 3.00 Water Plant Operators 0.20 Construction/Facilities Manager 0.15 Secretary 0.23 Town Administrator 0.50 GIS Specialist 0.23 Assistant Town Administrator 0.50 Part-time Secretary 0.23 Town Clerk 1.00 Water Quality Manager 0.23 Deputy Town Clerk 0.43 Network Support Specialist 1.00 Cross Connection Control Specialist 1.0 Municipal Service Worker Budget Comments 2004 General Notes 2003 Financial Plan and Rate Study (Black+Veatch):Continue adopted 2.9% Rate Increase for Years 2004 to 2006 and extend through 2008 2004 Estimated Ending Fund Balance of $1,225,900 exceeds 2001 B+V Financial Plan Projection by $122,000. Fire Protection Transfer From General Fund to Water Fund Deleted. Mom *- Admin A 5,7:F --0 Plant Development Tap Fee Report 15,000 4- General Interfund Transfer from water Dept @ 4% of Total Sales 81,880 ST 0 9-1 Payment in Lieu of Taxes @2.5% Urban Sales 31,875 Franchise Fee @ 3% Urban Sales 38,250 Good Sam Housing Tap Fee Subsidy (1/2 Water, 1/2 General Fund) 23,700 Capital Security Equipment 15,000 Water Shop North Retaining Wall 57,000 Shop Office Space Addition 60,000 GIS Plotter 15,000 Plant Lab Equipment 50,500 Thunder Mountain Tank SCADA Upgrade* 16,000 Fall River Corridor Pump, Tank, Water Line System Addition* 765,000 Upper Broadview Water Line Replacement* 80,000 Replace truck #69 (3/4 Ton) (Per Policy 10Years/80,000 Miles)* 38,500 *items to be returned to conimittee for further discussion and action **items to be returned to committee for authorization to release call for bids ***computer hardware/software purchases to be reviewed by computer technical committee W5-5 19 11 % 3 69;. 8 1 :& & 5Â·% , iii c â‚¬: - -D >,2 / 1-foN/4~915 . 1 +- -Ne-W.*:med 5 2 3~123# 1 148 t :" 8 -3 5~ 8 2 -3 #5 . 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(970) 225-3104 (970) 532-2096 Updated October 15,2002 October 15, 2002 October 15,2002 ;ctober 15,2002 October 15,2002 'all.41 SRI) le P ld'ooe JON u0!WBWI IJpnod 4VON ~190 9! kiddns tenule @BeJele 0!JOW!4 u. pases 8.!uuru Jae*-oz e uo pasee H01:0 3AllÂ¥N lualS*S J,elill U! JOWM 0,~!leu CBT UNITS 7359 ac-ft/unit 0.76 ao-ft/unit Wunit 1.0 ac-ft/unit Between preliminary plat and construction No laterthan issuance of water Prior t 1998 - inlot by lot basis No later th n iss ance of No later than Issuance of No later han U=lu:=22 4= 141UOUJ Joia Jai,:Azifnoxe 'auoN 9 led!0!unt,I u eneB 000'9ZZ :asee - '@Sn JeWAA Mel 1!un Â·se.1 Jed *@AUOO JO *paJ!P Me/U-De UlnuU! Â·JeteM me' 41!/ blewAL'd paleal.u! ainces isnw Jadot@~p Â·)BId I w UoneA'asuoolff U-oe 0~1=*1!WIN U oseal pue 40 e aUMO Alienuue ofiuello Aeul) 184 0!qno Â·eowd -1-I-0 01 POK@>I - (elonb 180 uo Â·(186 000 wig'DS=) 1bm JO U-Oe/let; Le@'gEE .asee - Northern Col w Water Requirements redit Comparisons less than 3 ac-ft/ac d on estimated use method. rovide data M. S@Jews 40/ pue,7.1,2+ Iculations to document ac-,vac of minimum ac>ft/acre. posed use. If no data is any development. approved during he 1980's may pay on averaged s nexation, including Collects fees to build system, and charges -Based ona l-in- 0- yearsdrought pal ill dially repaid after semi JOJ peme4O loul Stt16!J 1 m .0,1. 1 s! eoueleq ell, t,enl, ows raw water i atio ade forraw ormation Subject to Chang en ay slm,lar development, and charge the - City allows raw water inigation, but source Developer may /[eut,@dolaiaa Â·Jew'. Jo oe/u-oe snE - IC}!le601! Jile any development. yield of 0.75 ac-ft per unit) for ccepted 1-1-0 Aid JO Jele* eJOUJ Jaistle.11 *nul Jewo}Sno 041 'pejeo!Pap lunou.IB .41 ue41 Jale@,6 s! asn etll poped 41Uoul-Ek *ue u! Al Â·ueA!8 aq ims isnuu@WAA opots!4 11Â¥ 'uo!,exauue Jo eu,!1 041 le Outisp<a Amio-S}116, Alt,noo PUB '@lels 'peo,1!EJ 91'lu,Ul @Bewe sso,6 241 St uo!}elnoles 5!41 Jol pasn es/ am Â®ouUBuol JO:1 Â· I -11!- 1 e '01 sailddns ju@Ptuns JOJ sue,1 ~ou Al!.0 841 .iuao,ad OZ }noqe *q 'slualu@Jinb le,OJetillwoo pue le!,linpu! 041 se ll@At se 'Joloei s!111 pasealou! su!1100 Pod '8861 ul +OZ Jo ino Slee* 6t lnocle Jele,A luap!Uns 410 84; 8Ae0 P@JnBU su!1100 1103 40!lIM .9 - L *Ileu,BUO se,A }1 Â·*Oloe; Aldd nsâ€ž @41 palle:) 3, uol Je nbe slll} ul â€žz6 Â· A. 9 41 Â·Z U S spuelll@p Je@ 06eJeAe JOJ *Iddns Satel pawe,1 JO %09 inoqi 0!JOIS!4 JI oe/u-oe racks between native water right h Bounc a for onservation owns water and distribution system. use - C-1-1, CBT, or native water accepted for Growt oundary (set monthly) Jepu:92*:uT:4:6:AAfj.~7#'rh OU@Uneall JOJ @IqelleAe }OU) }Ue UJ@JInba, Growth Boundary as set Â·(,ele# Jou-oe I /d suolieS 0001 Jo,eqwnu) &98Â·ize *q ip!/!p pue 'eolld 1-1-0 ell; Aq *11!linUJ '(.joliei *iddins. 840 264 Al Ald!#nut â€¢(0090Â·) 41!lu! 4 lueoJad 8 le Jolie:1 Â£183Ao:}eki leitdio @Mel 'su!1100 110:1 u! atile,10,ns aqi eleinoleo 01 ~E Interim policy for acce ollects f and charges about 50% of ownership t the se it han 1 acre and there is on rically used owns water and distribution syst ed on the property, 7- sno,Ae,d uo paSeq 'esn @A! IN-LIEU 14,947.68/ac-ft $14,474/ao-ft 4OM Pasecl sl Jal,M A.11 10@JIP JOJ 'Per,0 NOTE: (1) R RIGHT r final d~velopment plan lueUII!el.InO OU 41!AA }t,~Bn/p lea/[ 09 REQUIREMENT /4" Lany Howard (970) 962-3703 Ken Huson (303) 551-8340 Dennis Bode (970) 221-6672 Dennis Wagner (970) 585-7476 Mike DiTullio secure .7359 ac-ft/unit) ($11,000 per unit / 0.75 ain per unit) Boun 0,$~670 outside id.ra es ET un are required, -1-L JIJIM JO J@,Stlen 01 elloo 'Slol UO P@AAolle (Alui lÂ¥0) le5 000 MO'ES Jetem Jo lunoule uo paseq a O le SalON TOWN OF ESTES PARK Inter-Office Memorandum January 28,2004 To: Rich Widmer L From: Bill Linnane ( Subject: Light and Power Department 2003 Year-end Cash Flow Estimate The following 2003 year-end cash flow analysis estimates a 2003 year-end fund balance $394,000 in excess of the 2003 revised budget ending Fund Balance. _ Higher than expected revenues and lower capital improvement costs are the main sources of the additional funds. Although there were excess capital funds, all important capital projects were completed. A few small system projects were delayed and will be completed this year. Actual Revised 2003 Budget Belinning Fund Balance: (p. 50 CAFR) $2,558,000 (13&V) $2,558,000 (13&V) Revenue: Charge for services $7,944,000 $8,027,000 Misc. Sales Revenue 101,000 86,000 Current Revenue 66,000 62,000 Misc. Revenue 430,000 248,000 Total Revenue $8,541,000 $8,423,000 Expenses (including 2003 encumbrances): Operations & Maintenance Source of supply $4,081,000 $4,123,000 Distribution 1,418,000 1,418,000 Customer Accounts 590,000 609,000 Administration 1,121,000 1,163,000 Transfers 812,000 820,000 Debt Service 304,000 304,000 Subtotal $8,326,000 $8,437,000 Capital 669,000 834,000 Total Expense $8,995,000 $9,271,000 Annual Deficit: $ 454,000 $ 848,000 Ending Fund Balance: $2,104,000 $1,710,000 Estimated change to fund balance: +$394,000 NOTE: Light & Power and Water Department debt services are coincidentally $304,000. BL/lb LaP R-1 TOWN OF ESTES PARK, COLORADO ENTER-PRISE FUNDS COMBINING BALANCE SHEET December 31, 2002 ,ROOK Ll> 4: unt> 801. '~â‚¬*tre.nal-F 167,4.rKFH LIGHT ANDâ€ž/ M~QU -ke,11*0=;-ce ct POWER~ WATERP TOTALS FUND FUND 2002 2001 =Â¢5784,46 ,SSETS -- a urrent Assets 'SEE CASM + Cash and Investments â€¢*-- j Fl V esÂ«rÂ», a,h- s 2,267,593+ $ 3,130,333 $ 5,397,926 $ 10,433,598 Receivables Rep 047-5 . -4 Accounts 654,335 118,156 772,491 596,613 Interest - 9,344 9,344 - lue from Other Funds 1,008,088 - 1,008,088 nventories 10 418,533 23 109,078 527,61 1 517,660 ~repaid Expenses 42,226 - 42,226 3,897 Total Current Assets 10 4,390,775 D) 3,366,911 7,757,686 11,551,768 - â€ž1@ 9 roperty, Plant and Equipment 'roperty, Plant and Equipment 16,574,891 20,908,130 37,483,021 32,694,245 .ess: Accumulated Depreciation (6,578,226) (5,027,]87) (11,605,413) (11,023,426) Net Property, Plant and Equipment 9,996,665 15,880,943 25,877,608 21,670,819 .4.1 TOTAL ASSETS $ 14,387,440 $ 19,247,854 $ 33,635,294 $ 33,222,587 ABILITIES AND FUND EQUITY ABILITIES irrent Liabilities ,ccounts Payable $ 580,330 $ 251,878 $ 832,208 $ 622,340 ,ccrued Liabilities 45,186 21,794 66,980 74,949 ccrued Interest Payable 22,449 24,294 46,743 - ustomer Deposits and Advances 595,763 - 595,763 558,162 oans Payable, Current Portion - i 75,000 175,000 160,000 evenue Bonds Payable, Current Portion 170,000 - 170,000 175,000 Total Current Liabilities 101~ 1,413,728 4 1~ 472,966 1,886,694 1,590,451 ng-Term Liabilities ompensated Absences 148,284 48,635 196,919 163,788 oans Payable 1,760,000 1,760,000 1,965,000 evenue Bonds Payable 2,490,000 - 2,490,000 2,660,000 Total Long-Term Liabilities 2,638,284 1,808,635 4,446,919 4,788,788 rOTAL LIABILITIES 4,052,012 2,281,601 6,333,613 6,379,239 ND EQUITY ontributed Capital - 5,639,075 5,639,075 5,832,514 etained Earnings, Unreserved 10,335,428 11,327,178 21,662,606 21,010,834 TOTAL FUND EQUITY 10,335,428 16,966,253 27,301,681 26,843,3'48 TOTAL LIABILITIES AND FUND EQUITY $ 14,387,440 $ 19,247,854 $ 33,635,294 $ 33,222,587 30#D COM?ARS'Â£-, 8%~16 0,4,1- LA,M +-14'leÂ¥r*(,ENT -rb 't,46- 40Â£ 30-t>Re.A:i.cl ~ 3.) G ) L+09 Â·:A*g G.\â€¢M ce_ = -re-COL, leÂ¢~tu,4 464â‚¬16 - -9,[of %2*te A Lud".hitâ‚¬.5 A *41,90 111 -1,4,3,119 -418,5 33 c 20* 1â‚¬A~-e~..2â‚¬~ 8,\. c 2 651 5., 4 ' See the acJompanyIng lnÂ®pendent Auditors' Report. 2001 fear,not 1,0 (&6*r -fbâ€¢%*L Gbtot<*<.e_ 9 *-43 -23 =50Fud.L-91(4-42-â€¢L 4 (Â©â€¢*2.9 f:-04Â¢,L . - 3,146.44 - 4.72 ,<16* - Le't, 07% = 2,7%4,961 .4-- (6444<.4 8-lI dâ€¢7 Z 11 C 0 4-1 (4 0 DL O a. 0 a. OJ <0 1.,=51 4Â£64~% .-1 W h WOONN -100 â€¢-1010 000000 43Â· o $0,0000â€¢ho 01* 01~1000000 .................... N 00 hh LO h N .-10%~0100 -0 0 0 04 W h tri N-10 0 ehooo tri O d 0 -h e ro 14$00 Ing 00 -O 14 o -. . - -- .... A- N 1.0 0 N N.) 04 Ln h WNFI,>0 10 0 ON 0 e Lrl 4 N Lfl co h In B F) 1.0 tri â€¢-1 10 - - d N â‚¬ Si J Ne O OLA O 000 N LO 000000400 0 OOKOOCâ€¢ho 0001.noho, 1 0 .............. 0- h fo g o NNOON 10 - h 0 1 14 00 10 h w 10 10 10 0 to â€¢-le' CO ... I .... 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U ($) SaTIVS 3.1.Va O.L kIVaA,4 19-4 . 1 a $ A 41Â·:r. Â· .xÂ»-4 1 SALEHIST.XLS 2/11/2004 2008 Â£002 Ezza - *002 r--1 2 1698 L AON + des unr Ae 'Al YEAR TO DATE ELECTRIC SALES OWN OF ESTES PARK 8,868,949~ Ok-d91 8 Bnv - 4nr 2/11/2004 2004 Year-to-Date ' Electric Revenues vs Budget 10,000,000 8,000,000 . ---lf .. 6,000,000 - -- - 0 Budget _ _ 1 Actual 4,000,000 . ----- 2,000,000 -- - --- - 01 ~ C.Obb:>â€¢cloot<, 0 .4 - e[1(DWUBâ‚¬ D J 0) do a) 1 LL 5< < 0 Z O 2004 Year-to-Date . PRPA Invoices vs. Budget 5,000,000 4,000,000 3,000,000 - - - - - 0 Budget 2,000,000 - -_______ â€¢Actual 1,000,000 - - - - - - - - - - .2*2%3/&83% H (D 7 LL R L&P-11 Page '1 TOWN OF ESTES PARK, UTILITY BILLING DEPARTMENT RO. BOX 1200, 170 MACGREGOR AVENUE ESTES PARK, CO 80517 PHONE: 970-586-5331 OR 1-800-748-1717 WWW.estesnet.Com < 1 SERVICE ADDRESS 1Â¥1 84*r ACCOUNT NUMBER CYCLE BILL DATE DUE DATE i22 - 01-19 2/10/04 3/05/04 Total Current Charges 140.84 Balance Forward .00 Total Amount Due 140.84 ll'llilll'I'IIII,lllllIllllII,ll,llilll''ll 1II11I llllllI11llll 00000910900000760400000014084 DETACH AND RETURN ABOVE STUB WITH PAYMENT MADE TO: TOWN OF ESTES PARK 1 EMP RETAIN BOTTOM PORTION FOR YOUR RECORDS. SERVICE'*DDRESSH - ACCOUNT NUMBER CYCLE BILL DATE DUE DATE Last Bill Amount 150.11 9109-7604 01-19 2/10/04 3/05/04 Payments 150.11- AdJustments .00 Rate Class : RESIDENTIAL Balance Forward .00 Last payment amount/date: 150.11 1/19/04 b Service Period Davs ;Meter Number Mult Units Current Previous Usage 4 ~ EL 1/07/04 2/04/04 28 12881A 1.000 KWHO 25172 I 247,85 387 i EL 1/07/04 2/04/04 28 12881A 1.000 ONPK 6.81 12.56 6.81 j EL 1707/04 2/04/04 28 12881B 1.000 KWHF 19868 . 17466 2402 p EL 1/07/04 2/04/04 28 12881B 1.000 OFPK 17.77 ' 15.87 17.77 Service Period Days Meter Number Mult Units Current Previous Usage WA 1/07/04 2/04/04 2B 1670077 1.000 HGAL 1451300 .1448200 3100 k Service , Consumption Charge Total f EL CUSTOMER SERVICE CHG 5.00 i EL ON PEAK 387.00 33.90 1 EL OFF PEAK 2,402.00 74.46 ~ ~ EL PURCHASE POWER RIDER 2,789.00 3.82 TOTAL ELECTRIC + 117.18 WA MONTHLY MINIMUM 2,500.00 17.21- WA WATER USAGE TOTAL WATER , 600.00 1.76 18.97 CITY TAX 4.69 4.69 Total Current Charges 140.84 Balance Forward I .00 Total Amount Due 140.84 1 NOTE: PURCHASE POWER RIDER IS THE PLATTE RIVER PbWER AUTHORITY RATE INCREASE "PASS-ON" TO OUR CUSTOMERS. THANKYOU FOR YOUR PROMPT PAYMENT. UTILITY BILLING DEPARTMENT OFFICE HOURS: MONDAYTHROUGH FRIDAY 8 AM - 5 PM AFTER HC- UMBER: 970-586-5335 LPR4-1 4Â¥2< .lg . , V. .'24 Ridercalc.xls 2/11/2004 2004 Purchase Power Calculation Total 2003 Platte River Bill (Excluding Wind Purchases) 4,062,708 Total 2003 PRPA purchases (exc. wind) at 2004 rates 4,221,956 Total increase based on 2003 purchased units 159,248 Total 2003 kWh sales (excluding wind & RMNP) 116,315,370 PRPA Rider = (Total Increase/Total kWh Sales) 0.00137 % Purchase increase= 3.92% Total 2003 sales (excluding wind, osi, RMNP)= 7,867,874 % Retail increase= 2.02% LPR4-2 TOWN OF ESTES PARK Inter-Office Memorandum January 28,2004 TO: Rich Widmeâ‚¬ From: Bill Linnan~~,i.,0~~t- Subject: Water Department 2003 Year-end Cash Flow Estimate The following 2003 year-end cash flow analysis estimates a 2003 year-end fund balance $461,000 in excess of the 2003 revised budget ending Fund Balance. Higher than expected tap fee revenues and lower administration engineering cost are the main sources of the additional funds. All important capital projects were completed. Actual Revised 2003 Budget Beginning Fund Balance: (p. 50 CAFR) $2,784,000 03&V) $2,784,000 (B&V) Revenue: Charge for services $2,800,000 $2,537,000 Current Revenue 49,000 44,000 Misc. Revenue 66,000 73,000 Total Revenue $2,915,000 $2,654,000 Expenses (including 2003 encumbrances): Operations & Maintenance Source of supply $ 110,000 $ 125,000 Purification 403,000 421,000 Distribution 486,000 469,000 Customer Accounts 204,000 214,000 Administration 677,000 777,000 Transfer Vehicle 0 5,000 Debt Service 304,000 304,000 Subtotal $2,184,000 $2,315,000 Capital 1,152,000 1,220,000 Total Expense $3,336,000 $3,535,000 Annual Deficit: $ 420,000 $ 881,000 Ending Fund Balance: $2,364,000 $1,903,000 Estimated change to fund balance: +$461,000 NOTE: Light & Power and Water Department debt services are coincidentally $304,000. BL/lb WR2-1 TOWN OF ESTES PARK, COLORADO ~ ENTERPRISE FUNDS COMBINING BALANCE SHEET December 31, 2002 0001 CP â‚¬ uns> 8 01 . **--neLF 162,â‚¬rg,5~H LIGHT AND T -4$26&,Ojack,-,1.Li,94694(* it iR-,- POWER/~- WATER/' TOTALS =Â¢478966 FUND FUND 2002 2001 ASSETS . 1.) Current Assets *EE CA'bw + Cash anti Investments ~allVE,Tma,}r $ 2,267,593 $ 3,]30,333 $ 5,397,926 $ 10,433,598 Receivables m.ep 06775 4 Accounts 654,335 118,156 772,491 596,613 Interest - 9,344 9,344 - Due from Other Funds 1,008,088 - 1,008,088 Inventories 14 41 8,533 23 109,078 527.611 517,660 Prepaid Expenses 42,226 - 42,226 3,897 Total Current Assets .1.~ 4,390,775 D) 3,366,911 7,757,686 11,551,768 Property, Plant and Equipment Property, Plant and Equipment 16,574,891 20,908,130 37,483,021 32,694,245 Less: Accumulated Depreciation (6,578,226) (5,027,187) (11,605,413) (11,023,426) Net Property, Plant and Equipment 9,996,665 15,880,943 25,877,608 21,670,819 TOTAL ASSETS $ 14,387,440 $ 19,247,854 $ 33,635,294 $ 33,222,587 LIABILITIES AND FUND EQUITY LIABILITIES Current Liabilities Accounts Payable $ 580,330 $ 251,878 $ 832,208 $ 622,340 Accrued Liabilities 45,186 21,794 66,980 74,949 Accrued Interest Payable 22,449 24,294 46,743 - Customer Deposits and Advances 595,763 - 595,763 558,162 Loans Payable, Current Portion - i 75,000 175,000 160,000 Revenue Bonds Payable, Current Portion 170,000 - 170,000 175,000 Total Current Liabilities 10~ 1,413,728 4) 472,966 1,886,694 1,590,451 Long-Term Liabilities Compensated Absences 148,284 48,635 196,919 163,788 Loans Payable - 1,760,000 1,760,000 1,965,000 Revenue Bonds Payable 2,490,000 - 2,490,000 2,660,000 Total Long-Term Liabilities 2,638,284 1,808,635 4,446,919 4,788,788 TOTAL LIABILITIES 4,052,012 2,281,601 6,333,613 6,379,239 FUND EQUITY Contributed Capital - 5,639,075 5,639,075 5,832,514 Retained Earnings, Unreserved 10,335,428 11,327,178 21,662,606 21,010,834 TOTAL FUND EQUITY 10,335,428 16,966,253 27,301,681 26,843,348 TOTAL LIABILITIES AND FUND EQUITY $ 14,387,440 $ 19,247,854 $ 33,635,294 $ 33,222,587 E: 30â€¢40 daâ€¢lf#LAâ€¢â€¢â‚¬-C LAYAA,I,L- 2.A, M â€¢-144=47*16@~MT- -T~btAL-â‚¬0Â£ 30-t>@aA,44 ~ CH) ) L+'P â‚¬,Ae GB\â€¢61 22- = -re-roa a.0.4-â‚¬,el a.54â‚¬1 '6 - faÂ·reA <>40]ce.A Li,lorbil" a Â£4,510 175 - 1,4 11,12.9 - 438,5 33 20*lar-e,4-*t,AD ik\. 4*2 5521 5JV See the acDompanylng maependent Auditors' Report. 2 002 <eartnci 5.) 6061â‚¬r -640 Gbcola.c.e- 0 *-#Â© -2) â€¢50FUâ€¢â€¢L-9.*CL.,LA- 4 lo'*2.R EonÂ« - 3,,4,1,94 - 4472,966 - 109,071 = 2-, 794, %47 Â·Â·6:--- F,AfAM,ti VI-82[M 1 W= 0- o â€¢-1 Z - UJ 11 C 0 'ri U) 0 L Oa 0 a UJ 40 lrIONCO=0000000 110 0 0 0 1.-ON 11 h '40 NON~000Â©00000 11 N 000e0011 I . ............ 11 . ......11 h C Â©ON r#- 1 0 0 11 C O e -1 e 11 h 04 1% ON 0 , 0 0 11 0. 0 01% roll NO Irl in - O NO O 11 1 0 04 -1 W 11 4 4 j . -- - - 11 . .4 . .It ON 140 W 04 C LA O 11 CO 1,0 .O In In 11 140 04 - N W N h W 11 VO w 41-0,0 11 h o - h it 0 Al dÂ· - CO It 11 - ...11 .4 .4 11 N A N o Il 11 - 11 j st - ................ 0 0-al 00 tri -OVGOOWN F) 9- 0 1- Â©Noot-WoooÂ®GONA - 10 0 CA O 10 ON 10 0 -0 N 00 3-k LU 0 W 00 0 O W 04 - h h- Q 00 N 0 *trl - N ......... 9 0, g B O W 00 e e 04 N .-1 - 14 00 0 00 Q co -4 -1 N q - M N - I N Gil 0 1 0 - Z D ; 0 CLU -1 Z - 08 00 Lit ZO D > LU-1 0 - 00= 1 Com -LU IÂ·- U.1 1 wa o (Dafl-< 0 <>0<00(.Dca -1 Z 0 . 0- Z< 1--1.-1 5 Â£ = a. m ALLI ZII- UJ 0 0 Z m) af JZLLI Z Of U.1 U.la.Z-Â»-1> 0 1- 0 LU Aol-Z\<0. 01.111- O -1 < m < LU Z 2 LUW Z > 1- 00.Qi-ILLI U.1 1.1-1 z = z 1- m m a. o a. 0 111)-1-J--05 4 05 0 - 0- 0- 9 U -1 W 00-0 0 Z - r a. m m -1 u.1 x 1-LI DID W . m 04< LULLI 0=0 4 1- <<_JO Â· 1 Ia.0000 4 4 00Â»ZO,D-ILLI<LU CE Â· 01->>-WI- 0 U) B- LU LU 1- 1- >> <C <C LLIZ<0af(/) 0 9 LUZ--NOL< LU .00 I>Â» C < 0Â¢ O-1-1-LU k <LU< I Â·0 >-U.1111 , 0 CD Z OD O- O- LU LLI WZ>LULLIZUJ D 1-af Z 00Â» - 1 Zof. -0 OZ OLULU 1- 1- U.1 W - LU Z -1 1.11 -1 U Â· 1.1-1 I -<LLIWI-Z.LU<1- 01-0<0>> 00<<.J ~ UJ (D Z >Z 0= -0505-05 LUI-ZI JZ< <-- Qf}-30 <11- O (D -1 -1 LU O C 0 > 00 JU.1--0(.D 0 -LU > 1-1- LU Z ZZ Ill \ <\< 01- O<OZ}-0->05 ,-1 0//\05\44 ID\LU-\D 01- H ~ 00 04 01-1-00Â¤mk Z / LU U.1 JU 00 a. 4 Of W - 1-- ..4 020=0 0 0Â¢\LLIZ)(51--LU -\>ezl-)3 D 0 0 / 1- LI.1 O u l- O- Z a_ U. 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Â· Â· Â· Â· Â·LU 0- CD c -1 NIO 140) e tri I.rl W -1 10 04 0-NNI.r)140 Ve W N -1 N M) e Q co e d Ir, w .-1 r- 4-Â©OVNNa: U.103 10 0 0 0 0 0 -1 -I Ng d In M w w w w w w w w w 0 0 00 00-1,4 NNIA NO \1- g- LA Q w CLCLO 0 - .-1 .-1 -1 -1 - r-1 - â€¢-1 - .-1 r-1 r--1 .-1 - .-1 r-1 .-1 -- .-1 NN(UNNNâ„¢NNNWN NNâ„¢NN 0- 0-1- LA 2004, 8:27:23 2002 BALANCE SHEET PAGE NTING PER OD 14/2002 1,1,956-3'14411' C.#54 Â¥ 10 Vebri =* , , 1 1.9, (.83 19,247,854.43 DEBITS CREDITS 324,323.36 649,509.94 3,620,573.55 757,102.85 12*t-/12EE'13@62â€¢*rs lb,Â·.L 15,365,713.59 1,731,134.6 ASE/REINVT OI-ZHM NOI1 ark 2--.46Â»XÂ©Neek o la) V/,#,/,#,/"i,#,/1,* 0 4/'dillill/dilill'X//Lri ).....,........â€ž...1 Ni#illill'll#'lli#11###/4 hxeÂ»NeeÂ©eeÂ©Â©ed,r,Xd.2*.Re 1 1 1 - ,Â»Nâ€¢Â»NeeeoeNeeeowed?NeeeVeNeeeÂ»a> Â»NMÂ»NN~X'XÂ«*NÂ»NNOXMN V,#,1 "/,1, '11<15, "8,#",1,1/,1,1,#'*/ hÂ»:4"Neâ€¢N,Â»eNâ€¢XeÂ»Â»AL#Lf kililiN'illâ€¢/'4XXO' Nixxoxillilile hxx4Â»Nea>0Â©6Â»Â»N 9 /#/1 # lit' / *#1*##L 4,//ilixillillill Â«Â«420Â»N<>NONÂ»Â»N LO 1 9 0 Sales.xls 2/10/2004 02001 20020 000'09 L 8008 0 AON loO des 6nv Inr unr Xe IN idv lei/\1 qe:1 uer Water Sales by Month 300,000 250,000 200,000 -- 000'00 L 000'09 AÂ»NeÂ«*Â©ee.X*Â»Â»Â».4Â«NmeÂ¢ kar#â€žrdâ€ž,rdâ€žâ€žâ€žrifir#,r#Ar#NONâ€¢ AÂ»'llililillillixÂ»Â»NeeoeÂ©~Ne< Â»ea?Â©ejeeeÂ»Â»00<>eÂ©eN ~Â»N~Ne~NeÂ©eeÂ©Neox KNÂ»Â»NexeÂ»xexÂ« kleaXÂ»6Â»NeÂ©O 1 Â»0<Â»Â»N<Â«X Nillillitily -FAFF- 11*,/,1,1/* Oxi40 1 1////. 1- O 0 0 0 oea AON 100 des Onv Inr unr Xe 1/\1 idv ,le'Al qe:1 Uer $1,897,000~ le6png 'Ael - 82001 02002 8002 mi lEi TOWN OF ESTES PARK Inter-Office Memorandum January 28,2004 To: Rich Widmer 40- From: Bill Linnane Subject: Light and Power Department 2003 Year-end Cash Flow Estimate The following 2003 year-end cash flow analysis estimates a 2003 year-end fund balance $394,000 in excess of the 2003 revised budget ending Fund Balance. Higher than expected revenues and lower capital improvement costs are the main sources of the additional funds. Although there were excess capital funds, all important capital projects were completed. A few small system projects were delayed and will be completed this year. Actual Revised 2003 Budget Beginning Fund Balance: (p. 50 CAFR) $2,558,000 (B&V) $2,558,000 (B&V) Revenue: Charge for services $7,944,000 $8,027,000 Misc. Sales Revenue 101,000 86,000 Current Revenue 66,000 62,000 Misc. Revenue 430,000 248,000 Total Revenue $8,541,000 $8,423,000 Expenses (including 2003 encumbrances): Operations & Maintenance Source of supply $4,081,000 $4,123,000 Distribution 1,418,000 1,418,000 Customer Accounts 590,000 609,000 Administration 1,121,000 1,163,000 Transfers 812,000 820,000 Debt Service 304,000 304,000 Subtotal $8,326,000 $8,437,000 Capital 669,000 834,000 Total Expense $8,995,000 $9,271,000 Annual Deficit: $ 454,000 $ 848,000 Ending Fund Balance: $2,104,000 $1,710,000 Estimated change to fund balance: +$394,000 NOTE: Light & Power and Water Department debt services are coincidentally $304,000. BL/lb L&P - 1 TOWN OF ESTES PARK Inter-Office Memorandum January 28,2004 To: Rich Widme~*~_ From: Bill Linnant, Subject: Water Department 2003 Year-end Cash Flow Estimate The following 2003 year-end cash flow analysis estimates a 2003 year-end fund balance $461,000 in excess of the 2003 revised budget ending Fund Balance. Higher than expected tap fee revenues and lower administration engineering cost are the main sources of the additional funds. All important capital projects were completed. Actual Revised 2003 Budget Beginning Fund Balance: (p. 50 CAFR) $2,784,000 (B&V) $2,784,000 (B&V) Revenue: Charge for services $2,800,000 $2,537,000 Current Revenue 49,000 44,000 Misc. Revenue 66,000 73,000 Total Revenue $2,915,000 $2,654,000 Expenses (including 2003 encumbrances): Operations & Maintenance Source of supply $ 110,000 $ 125,000 Purification 403,000 421,000 Distribution 486,000 469,000 Customer Accounts 204,000 214,000 Administration 677,000 777,000 Transfer Vehicle 0 5,000 Debt Service 304,000 304,000 Subtotal $2,184,000 $2,315,000 Capital 1,152,000 1,220,000 Total Expense $3,336,000 $3,535,000 Annual Deficit: $ 420,000 $ 881,000 Ending Fund Balance: $2,364,000 $1,903,000 Estimated change to fund balance: +$461,000 NOTE: Light & Power and Water Department debt services are coincidentally $304,000. BL/lb W-1 WATER CONSERVATION PLAN Town of Estes Park, Colorado The Town of Estes Park has adopted a Water Conservation Policy that includes voluntary and mandatory measures to ensure the integrity of the Town's water supply. At the Stage I level (normal water conditions), all reductions in water use are voluntary measures, intended as tools for m=,wJ2'-Likr~k _~~,~~~~._ ~~~~~~"~~~~'~~~ ~~ ~ increasing the community's le'lim:el,4/Il - 7/3./*61,411.~ 2 Irf -' ~~~~~~1-' -~, Ttmi~.-*94 awareness, rather than imposing >V#-U - - 1.â€¢11~ #-./.4 *11 - â‚¬12.&WN restrictions. It is only in Stages II - 1 + i li~ '1~ 4* - 4-blfi.*6.EMM E .3â€ž9...,ty:...31=nikfi and III that restrictions become mandatory in nature. . ' *Â·'- I --fri J. - 62 57 AJ'SlL' 9"P'trt}.R:="* C.-3-J ' I The Town obtains its water 1 I supply from the Colorado-Big .. 04 Thompson (CBT) project and As part of its ongoing efforts to provide for the community's future water needs, the Glacier Creek. These sources are Town of Estes Park is one of the owners of Windy Gap Reservoir in NW Colorado. directly connected to the Town's water demands. Water rates are and non-structural measures. treatment plants and do not . increased to recover the same include raw water storage. The recent drought has i i amount of revenue as existing Structural Measures increased sensitivity toward our rates recover under Stage I Structural controls are "built water sources and the drought's conditions. into" each individual home or impact upon them. business and do not require a Stage 111 This stage is triggered daily, conscious effort on the Water Conservation by the loss of both water supply i part of the consumer to save sources. Severe water restrictions I water. Examples of such devices Stages are in effect and water rates are include such easily installed Town staff has defined three drastically increased to recover items as low-flow shower heads, same amount of revenue as water conservation stages that water faucet aerators and toilet existing rates recover under tank banks. are triggered by the availability Stage I conditions and to of water resources. These stages penalize unnecessary water are as follows: Non-Structural Measures usage. Non-structural controls include Stage I This is the normal mode public education, pricing of operation. Voluntary water Water Conservation systems, and enforcement of conservation measures are Measures restrictions that are imposed suggested to encourage prudent Stage I Voluntary conservation during drought periods. water use, but none are measures are included in this mandated. stage to embed water efficiency Stage 11 Immediate action is Stage 11 This stage is triggered programs into the fabric of the : necessary in Stage II to reduce by the loss of one of the water community and achieve ~ water demands. The Town's supply sources and a likely permanent reductions in per I primary tool for achieving short- reduction in the other supply capita water use. Long-term term reductions in water use is source. Mandatory water : water demand management to declare that Stage II restrictions are in effect to reduce programs include both structural conditions exist and to enact restrictions to reduce water i shaving. Do not use toilets valves for deep watering consumption until adequate as waste baskets. Bathe : of trees, bushes, flowers supplies are available. The goal i using half-full tubs and i and gardens. of the restrictions is to assure i take shorter showers. â€¢ Hose Shutoff Valves. that water is continuously â€¢ Kitchen. Store drinking Equip hoses with shutoff available to all customers for water in the refrigerator valves that require hand minimal irrigation and essential and run the dishwasher pressure to open. uses that protect the health, only when full. â€¢ Exterior cleaning. Sweep safety and welfare of the public. â€¢ Laundry. Purchase high- patios, sidewalks, i efficiency appliances and driveways, and other hard : wash fullloads of exterior surfaces before How can I make laundry. the final spray of water is a difference ? â€¢ Voluntary Watering Days applied, if needed. Individuals can make a and Watering Hours of the â€¢ Car Washing. Use spray difference during periods of Day. Adhere to the : : from a hose equipped drought simply by improving Town's suggested i with a shutoff valve conservation habits. Here are voluntary watering : and/or a bucket of water some simple ideas: schedule. : to wash car. I â€¢ Bathroom. Turn off water â€¢ Open Hoses. Only use : while brushing teeth and hoses without shutoff Town of Estes Park, Colorado Water Conservation Plan (Note: Stage I measures are voluntary) Stage I Stage 11 Stage 111 Conservation Measures (Normal) (Moderate) (Emergency) Impose water rate surcharge No No Yes Allow turf Irrigation Yes Yes No Voluntary watering days are designated Yes N/A N/A Mandatory watering days are designated and should be observed N/A Yes N/A Voluntary landscape/lawn non-watering between 10 am and 6 pm. Yes N/A N/A Mandatory landscape/lawn non-watering between 10 am and 6 pm. N/A Yes N/A Limit lawn watering to 2 hours per day on designated watering days N/A Yes N/A Prohibit new lawn seeding or sod No Yes Yes Allow hand watering Yes Yes Yes Allow spray or bucket car washing Yes Yes No Allow use of automated car washes that recycle wash water Yes Yes No Allow use of automated car washes that do not recycle wash water Yes NO NO Watering days - Voluntary in Stage 1, Mandatory in Stages 11 and 111 Street addresses ending in 0 to 4: Monday, Thursday, Saturday Street addresses ending in 5 to 9: Tuesday, Friday, Sunday Direct questions to: Town of Estes Park A~\ P.O. Box 1200 Water Department 34 | 170 MacGregor Avenue Estes Park, CO 80517 44(234/ Telephone: 970/577-3608 FAX: 970/586-6909 Or 970/577-3588 1 42Â£27 TOWN OF ESTES PARK 195. 4 ge, r= 4444%.PAw V -W , 1. fi. 14.- . -Ct '. gliFY*YPN.. ...Â«3:~1055Â»*tteful,timp'%1~Abfcailt#L:'1*/2.. : ' 2'-Â·Â·AN.,KNA 4 6' ,*dY/#mÂ¥*4%. ,~ 4 2AeLB# //9-,0,@*5 41 January 28,2004 1 dr.5 Engineering Service Request for Proposal 2004 Commercial Annexation Process - Phase I The Town requests services to provide all work associated with annexation ofthe properties shown on the attached vicinity map. The RFP is due Monday, February 16, 2004. Scope: The Scope should include: â€¢ Provide all documentation required in the annexation section ofthe Town's Development Code. â€¢ Provide all necessary maps as required by the Development Code. â€¢ Prepare all survey work as necessary. â€¢ Coordinate a pre-submittal meeting with the Planning Department. â€¢ Present the required number of submittal packets to appropriate agencies and the Planning Department. â€¢ Coordinate any public notice processes. â€¢ Provide a vicinity map and other maps as required. â€¢ Prepare an annexation agreement acceptable to the property owners and the Town. Coordinate issues involved in the agreement. â€¢ Alllots must be included in the Northern Colorado Water Conservancy District (NCWCD). If necessary, prepare applications for inclusion in the NCWCD and provide all ofthe technical support documentation. â€¢ If applicable, address special conditions such as annexation issues involved with R.O.W. across Rocky Mountain National Park (Beaver Point area). â€¢ The annexation fee will be waived by the Town. â€¢ Collection of all petition signatures required by the annexation submittal process. â€¢ Provide a table listing each individual lot's commercial use. (Staffuse.) â€¢ Provide four mylars ofthe annexation map, 24 prints and digital files. â€¢ Assist Town with neighborhood issues and conduct two (minimum) neighborhood meetings. â€¢ Address all possible neighborhood complaints. Page 1 of 2 - Commercial Annexation REP http://www. estesnet.com (970) 586-5331 â€¢ RO. BOX 1 200 â€¢ 170 M.AC GREGORAVENUE â€¢ ESTES PARK, CO 80517 4 FAX (970) 586Â·2816 Town of Estes Park Estes Park, Colorado 80517 Schedule: The tentative schedule: Bids due............................................Monday, February 16, 2004 First draft..........................................Friday, April 2,2004 Final draft.........................................Monday, April 26,2004 Signatures by owners........................Friday, April 30,2004 (Consultant responsible) Public Hearing..................................Tuesday, June 1,2004 Fee: Please list the man hours, personnel and the total cost ofthe Scope. The fee is not the only criteria used to determine the successful bidder. The Town reserves the right to reject all bids and re-bid the project. Contacts: If you have any questions, please contact: Tom Pickering 577-3733 Bob Goehring 577-3607 Greg Sievers ...577-3586 Bill Linnane......................................577-3580 Bid Due Date: The bids are due February 16, 2004. Submit your proposal to: Tom Pickering Town ofEstes Park P.O. Box 1200 Estes Park, CO 80517 Thank you for your time. We appreciate the effort involved in this process. Sincerely, TOWN OF ESTES PARK Public Works Department Bill Linnane Director BL/lb Page 2 of 2 - Commercial Annexation REP - f - E- M 2 1, b bE E2 U E 51 e M 2. iii -iii - 11 -1Â£ -10 - F 2 -g Ze fi. WI e Z â‚¬ I e fo tt -15 1 B t; U) 2 - ~F Â¤C 1* - - E E u.1 f - 0. - --0 iE C -1 g (0 (9 C C u 2 03 -1 - 2Â£ - 0 r 0 - T t: 2 2 1/0 Water Superintendent Line Superintendent GIS System Analyst I Secieu93 III Public Fleet Maintenance Steichen Kraft Superintendent Lead Mechanic Materials Management As Mechanic I Sievers Ma Re~t Mu I Service II Engineer Cross Connection Oldham Mangelsen Senior Electrical Engineer Matzke Network Support Specialist Lineman I Utilities Superintendent AI Â·lole.1 , Jueld ialeAA Tedder Control Speciatist Superintendent Water Plant O~erator III 2/9/04 PUBLIC WORKS /3(3:limf354\ DEPARTMENT (~ ~j PROJECT ~ UPDATES .stes:*6300 Light & Power Department Note: Copies of the 2003 committee minutes are attached for your reference. â€¢ L&P Financial Year-end Estimate for 2003 The following 2003 year-end cash flow analysis estimates a 2003 year-end fund balance $394,000 in excess of the 2003 revised budget ending fund balance. See the attached financial memo (L&P - 1). Also attached are tables reflecting 2003 L&P Department data.. â€¢ Purchased Power 2.9% Rider The 2004 PRPA Purchased Power Rider will be included in the first billing in February. PRPA anticipates another similar rate increase for 2005. The rate will be determined by late spring/ early summer. â€¢ Estes Park to Loveland Fiber Optics Proiect The Western Area Power Authority (WAPA), Northern Colorado Water Conservancy District (NCWCD), Platte River Power Authority (PRPA), Bureau of Reclamation and Estes Park are planning on cost-sharing the project at a cost ofno more than $250,000 each. The Town has included $300,000 for this project in the 2004 budget. WAPA will design the project, while PRPA will bid and perform construction management and then invoice each entity at a pro-rated share to be determined. Construction is tentatively scheduled to begin in late spring. â€¢ Christmas Decorations/Displays Project The Christmas Decoration Project involves putting up and taking down: Christmas lights on the downtown trees; metal rebar trees with lights along the main corridors; and seven holiday scenes. The decorations must be in place by Thanksgiving and maintained until taken down in January and February. Bob Goehring is coordinating a report that will address the issues involved in this project. The draft report deadline is the March Utilities Committee meeting. The main sections of the report will be: 1) Performing the project with Public Works Department personnel and the costs involved, etc. 2) Refinishing or reconstructing the Buell Porter scenes, adhering to the original artist's techniques. LIA 2/9/04 3) Private sponsorship of some of the Christmas scenes. â€¢ The Following Annual L&P Proiects are Planned and Budgeted: 1) Decorative Streetlight Replacement and Streetlight Painting Project. 2) Tree-trimming Project. 3) Conductor Replacement Project. 4) System Improvement Projects. 5) Automated Meter Replacement Project. â€¢ Billing Policy The policy review team consisting of L&P and Finance Department personnel will prepare a draft of the new policy and will present it at a spring Utilities Committee meeting. As reported, late payment fees and invoice due dates are being addressed. Pete Brandjord is heading the project. â€¢ Charter Communications 1) The Uplands Subdivision does not have service to date. A few property owners have contacted the department inquiring about service status. Staff continues to inform Charter that the project is important. No action has been taken by Charter. I will discuss the project with Attorney White and advise Administration. 2) Shop administrative personnel are preparing a list of items that we have asked Charter to complete for several years with no action taken by Charter. Items involve Charter equipment on Town property. Staff will be drafting a final notice to Charter informing them that we will remove the equipment and bill them for the cost. Greg White will review and staff will update Administration as more information becomes available. â€¢ Channel 39 Greg White has advised staff to continue to operate Channel 39 as it is doing currently. Staff will continue to update Administration on any issues that may come up. â€¢ Field Personnel: Line Superintendent/Crew ChiefPositions Todd Steichen - Line Superintendent and John McDougall - Crew Chief; March and May respectively. Todd and John continue to excel in their new positions. My opinion is that the employees seem happier than in previous years. â€¢ Miscellaneous Engineering Office Personnel Staff has discussed several back office personnel changes. Staff feels the changes would make daily operation smoother. Paperwork regarding the suggested plans are in the process ofbeing submitted to Administration. The existing personnel will not change, nor will there be any additions. 2/9/04 Water Department â€¢ Water Department Financial Year-end Estimate for 2003 The following 2003 year-end cash flow analysis estimates a 2003 year-end fund balance $461,000 in excess of the 2003 revised budget's ending fund balance (W - 1). Also attached are charts reflecting 2003 water sales. 2003 water use is down 6.8% from 2002. This is credited to the Water Conservation Plan described on the next page. Higher than expected tap fee revenues and lower administration engineering cost are the main sources of the additional funds. All important capital projects were completed. â€¢ Tan Fee increase - February 2003 Tap fees are divided into System Development Fees and Water Rights Fees. The Water Rights Fee portion was increased from $2,000 to $5,000 in February 2003. As a result, total tap fees were increased from the fee of $4,000 to the current fee of $7,000. Development Fees did not increase. The 2004 budget includes $12,000 for a System Development Fee Study. â€¢ Rate Study A 2.9% rate increase through the year 2008 has been approved. The rate increases will fund annual capital improvements, such as a major expansion ofthe Marys Lake Water Treatment Plant and annual water line replacement projects. â€¢ Fall River Tank The Town budget contains $750,000 for a .3 mg water tank. The connection will be a 1,200-foot, 8-inch water line south of Fall River and adjacent to Harmony. The tank will be located on the MacGregor Mountain Lodge property at an elevation of 8,120 feet All existing developed property along the Fall River corridor, except for the Gateway property, can be serviced. The target bid date is 2fLd construction will require four months. Only minor interruptions will be experienced due to a proposed highway bore crossing. This project is beneficial to the Fall River Annexation Project. â€¢ Marvs Lake Raw Water Pump The $670,000 project was designed and constructed to provide an alternate source of water during tunnel maintenance. The project was substantially complete and available for operation in June. The pump automatic control system has never been operational, therefore the pump must be operated manually. The consulting engineer has had difficulty troubleshooting the problems. Staff will be contacting an independent control specialist if the controls are not operating by March. 2/9/04 â€¢ Glacier Plant Filters New EPA requirements mandated that the plant's four filters be retrofitted so that each individual filter could be isolated and backwashed independently from each other. This required total dismantling of the filters and a complete reconstruction of the filter system, including filter media. The $250,000 2002 project was completed in early summer and is operating as designed. â€¢ Water System Vulnerability Assessment Project This EPA-required report is included in the budget. Staff will request Utilities Committee approval to proceed this spring. â€¢ Glacier View Subdivision Water Rights Lease Greg White and the subdivision's attorney negotiated an agreement whereas the Town will provide a 20-year lease of 1 acre-foot of Windy Gap water and the lease is renewable for another 20 years. The Town will receive l CBT unit and a $350 annual payment from them. The exchange will occur this summer. â€¢ Water Conservation Plan (WCP) The final draft of the WCP Report by Black and Veatch was approved by the PWC this past summer. The 2003 water use is down by 6.8 %. The section of the report addressing a drought rate structure will be valuable if ever needed. It could be particularly valuable in a situation requiring a quick response time. (W - 2) â€¢ Lienemann Lawsuit Update The two-plus year lawsuit by the original developer of Fall River Estates went to court September 30th. The $20,000-plus in claimed damages was denied by the judge October 8th. The developer claimed that the Town breached the original August 23, 1971 water service agreement between himself and the Town by extending the Town's water main system west and outside of Fall River Estates boundaries. The developer claimed that Section 4 ofthe agreement was ambiguous as written. He claimed that the intent of Section 4 was to prevent the Town from extending the Town water system outside of the development boundary. The judgment was against both claims. Attorney White had a defense plan that the opposing attorney couldn't break. Non-litilities/Public Works Department â€¢ Town Computer System: Security Update Administration has reviewed the sketch and memo prepared for this update and it is on file 2/9/04 in the Public Works Department â€¢ New Annual Trail Maintenance & Inspection Program Laurie Button will manage a trail inspection project that will help maintain the trail system similar to the annual Street Improvement Project. â€¢ Town Map The large hand-drawn Town map in the Public Works Department Office is being replaced by new-computer based maps. The scale will be no smaller than the old maps. Making future map revisions will take a fraction of the time that is now required. The map is complete, but we asked for review comments from other departments to improve the accuracy. Another map version will be available next week. â€¢ Commercial Annexation Proiect In January 2004 the Public Works Committee directed staff to proceed with commercial annexation. Staff prepared the attached draft of an RFP for Annexation Services that will be sent to local engineering firms. (PW - 2) Tom Pickering is currently discussing the annexation project with various commercial property owners. Tom will provide a list ofproperties to be included in the RFP process. He will do this as soon as he can finalize discussions. Most of the discussions to date have been positive. â€¢ Trails 1) Fish Creek Trail Phase 1 - Construction The trail is 90% complete from Brodie Avenue to Country Club Drive. The bridge crossing of Fish Creek is underway and scheduled for completion in mid-February. 2) Fish Creek Trail Phase 2 - CDOT Grant The paperwork is complete for the $341,000 CDOT grant (Fall River, plus Fish Creek). The design and scope were presented and approved at the January 15th Public Works Committee meeting. Construction will begin in September 2004. 3) Fall River Trail Phase 2 - Construction The trail is completed up to Valley Drive. 4) Fall River Trail Phase 2A - 2004 - CDOT Grant The paperwork is complete for the $341,000 CDOT grant (Fall River, plus Fish Creek). The design and scope were presented and approved at the January 15th Public Works Committee meeting. Construction will begin in September 2004. 2/9/04 5) Knoll-Willows Trail Phase 1 (2003) Approximately $60,000 ofthe $147,000 in funds budgeted in 2003 was spent. As agreed, the Land Trust has reimbursed the Town $50,000. The PWC approved a bridge expenditure of $21,000. The prefab bridge cost is approximately $18,000 and it has been ordered. The cost will be expensed against 2004. A majority ofthe 2004 trail project will be along the upper section of the property. 2004 budget funds should be adequate to finish the trail. â€¢ Municipal Building Remodel The project was approved at the January 13, 2004 Town Board meeting. Construction has begun. â€¢ Pedestrian Crossing Chirpers Although unpopular with some merchants, the chirpers did help direct pedestrians at the Riverside/Elkhom and the Moraine/Elkhorn intersections. As a result, the flow of traffic along Elkhorn benefited. The downtown system - eight individual timers with audio - were stolen this fall: four from Elkhorn and Moraine and four from Elkhorn and Riverside. In addition, two chirpers from Highway 7 and Manford Avenue were also taken. The Public Safety Committee approved replacement at a cost of $5,000 - $2,500 each from Public Works and the Police Department. â€¢ Riverside Reconstruction Project The project is complete and the new look is a positive change for the downtown area. â€¢ Highway 34 Gateway sign The sign is in place and further landscaping and lights will enhance the project. No other signs are in the planning process. â€¢ School Campus Traffic Control Report - Revised Report The 2003 revised School Traffic/Pedestrian Study recommended blinking warning lights and signs at the five main roads leading to the school campus. The Public Works staff has installed the warning lights and signs at Community Drive (2); Manford Avenue (1); and Graves Avenue (1)). The cost was approximately $4,000 each. Additional signage improvements were also completed. â€¢ CDOT Traffic Signal Optimization Report by CDOT CDOT hired a traffic consultant to prepare an optimization report on the traffic timing of Town traffic lights. The Big Horn/ Eli<1~orn leg now has a separate cycle. Traffic flow at this intersection has improved. Staffs opinion is that the flow oftraffic along the entire stretch of 2/9/04 Elkhorn has improved as well. â€¢ 2003 Street Improvement Proiect The project budget of $300,000 allowed more than 10 streets to be overlayed and five streets to be chip-sealed. Most roads in Town are now considered to be in "good" condition, with a plus-80 (B) rating. Many Town streets have a plus-90 (A) rating. â€¢ Cardboard Recycling Commercial Project An independent commercial group is in the planning process of a commercial cardboard recycling project. In response, Waste Management informed staff and the Town Trustees that they will also provide a curbside, cardboard recycling program. As of the end of January, the program had not yet begun. Staff contacted Waste Management Manager Rick Hurt February 4~11 to discuss the schedule of their cardboard recycling program. Mr. Hurt informed staff that they intend to begin the program by early March. He apologized to the Town for his delay. â€¢ Miscellaneous 2004 Projects: 1) Museum Construction Management Public Works staff is assisting on the project with construction management. Expenses are on track. 2) Stanley Park Revitalization and Drainage Study Van Horn Engineering was chosen at the February 5th Community Development meeting to prepare a study of Stanley Park drainage problems and make recommendations to solve the problems. Public Works staff will help coordinate the project with John Spooner of Van Horn Engineering. 3) Old Man Mountain Culvert Proiect Staff will request a price to design this project from Van Horn Engineering. Van Horn Is the engineering firm chosen to prepare the Stanley Park Drainage Report for the Town. 4) Community Reinvestment Capital: Street Proiects The annual project has been budgeted as well as managed similar to last year. 5) New Park Shop Dan Speedlin, Greg White and Bill Linnane met with the Bureau of Reclamation (BOR) at the end of November and the preliminary shop plans were reviewed. The initial feedback was very positive. We are currently waiting for a formal response to our proposal. Snowpack and Streamflow Comparisons February 1st, 2004 Snow Water Content % of Average Colorado's Statewide Snowpack 1 88% Upper Colorado River (1) 81% South Platte Tributaries 0 76% Snow-Water Content Comparisons (inches) February 1 st, 2004 February 1 Comparative Snow-Water Content Snow-Water Content Watershed 2004 Average | % Avg 2003 2002 2001 2000 Blue River 6.4 8.1 79% 7.3 6.3 7.0 7.4 Upper Colorado River 5.6 7.4 76% 7.1 5.1 6.3 6.5 Willow Creek 5.1 5.9 87% 5.5 3.3 4.9 5.5 Fraser River 6.3 7.4 85% 5.8 5.7 7.1 6.3 Poudre River 5.6 7.9 71% 5.4 4.1 6.2 6.9 Big Thompson River 7.1 8.8 81% 6.9 5.2 6.1 7.2 St. Vrain River 4.6 5.2 88% 3.6 3.1 3.3 5.4 Boulder Creek 4.6 6.9 67% 4.6 3.8 4.9 6.6 Apr-Jul Worst Case, Minimum and Most Probable Streamflow Forecasts (1000 af) (3) Forecast Most Forecast Apr-Jul Most Prob Watershed Minimum Probable {4} Maximum Average % Average Blue River 207 229 252 275 83% Upper Colorado River 161 177 194 220 81% Willow Creek 35 41 46 48 84% Fraser River 89 98 107 113 87% Poudre River 140 165 191 227 73% Big Thompson River 70 80 89 94 85% St. Vrain River 77 87 97 91 96% Boulder Creek 33 38 43 51 74% South Platte Tributaries 1 320 1 370 1 420 1 463 80% Precipitation Totals Average 1 % Average January #DIV/0! November-January #DIV/0! (1) Includes the Colorado, Willow Creek, Fraser and Blue River Watersheds (2) Includes the Poudre, Big Thompson, Saint Vrain and Boulder Creek Watersheds (3) The forecasts were adjusted to reflect poor soil moisture conditions that could affect runoff (4) The forecast is an estimate based upon the observe Apr-May undepleted flows WR3-1