02-24-10 Council Agenda - Laserfiche WebLink

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arise that will preclude the timely mailing of the bills the Little Canada will contact Birchwood and provide a revised mailing date. Y Bills will be generated in a letter style on plain paper stock, or if provided by Birchwood, a watermark stock similar to that used by Little Canada. Little Canada will provide a summary of the services billed per quarter. Little Canada will also track the water usage billed to customers versus the water purchased by Birchwood (later provided by Birchwood) in order to determine the percentage of unallocated water. This will be provided to Birchwood two weeks after the quarter billing has been processed. ? Customer return envelopes for utility payments directed to Little Canada and will be provided along with the bills. Any payments received at Birchwood City Nall will be submitted to Little Canada in weekly batches. Birchwood shall prepare a listing of receipts included in each batch. Birchwood will t•etain the receipt listing and include a copy of the same with the batch being remitted. For all cash (non-check) receipts Birchwood will provide information as to the account being paid in cash. Little Canada will notify Birchwood if any discrepancies are noted. Tayments returned via direct mail or forwarded by Birchwood will be deposited to Birchwood's US Bank account at the Little Canada branch location. Little Canada will update the account balances foz- payments received and provide to Birchwood the documentation necessary to code and post the cash zeceipts to the City's General Ledger. ~ Billing questions will be handled initially by Little Canada. Little Canada will provide information regarding, balances, payments applied, usage and read dates. If there are any on-going concerns regarding water usage, these will be turned over to Birchwood for further investigation. Y Final Bills will be processed by Little Canada, which will require Birchwood's assistance in coordinating readings, obtaining forwarding addresses and new billing inforrnatiozr. ? Little Canada will provide a listing of past due accounts for possible certitcation. Birchwood will be responsible for sending certification notices to the customers, Certification to taxes to Washington County and providing Little Canada with the final listing of certified accounts and these accounts will be adjusted appropriately. Y Little Canada will inform Birchwood of any equipment failures it detects, such as defective remotes and slow meters. Little Canada will advise Birchwood of the steps necessary to correct the issue. Compensation and'I'ezrns of Pad meet: The one time fee to set-up the Birchwood billing information would be $3,750. Little Canada would charge $3.65 per account to process the billing, deliver the bills for distribution and provide the accounting reports to record the CJtility billing transactions into the Birchwood general ledger. Birchwood will retain their meter-reading vendor and continue to internally 3