05-07-2012 Council Agenda - Laserfiche WebLink

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MEMORANDUM 01? UNDERSTANDING To: Mary Wingfield, Mayor City of Birchwood Village City Council From: Shelly Rueckert, Finance Director Little Canada City Council SUBJECT: TERMS OF AGREEMENT FOR UTILITY BILLING SERVICES Date: Friday, April 09, 2010 The purpose of this Memorandum of Understanding is to outline our agreement for the services desired by the City of Birchwood Village (Birchwood) from the City of Little Canada (I Attie Canada) relating to the billing of utility accounts for Birchwood's residents, Scope of Work: > Birchwood will provide beginning account balances and services to be billed for each account; Little Canada will set up the Birchwood account in it's utility billing system and it will be segregated from the Little Other billing information such _as owner name, service address, billing address, meter location, remote type, etc. will be entered in each account's maintenance file as provided by Birchwood or the meter reading vendor. > Birchwood will provide their 2010 rate structure and Little Canada will set up the same in its billing software. Policies or written directions regarding late fees and other billing adjustments will be provided to Little Canada. Annually, or as required, Birchwood will provide Little Canada with any changes to their rate structures, three weeks prior to the billing date. > All accounts will be billed on a quarterly basis. > Birchwood's vendor will provide meter-reading services. Meter readings will be provided to Little Canada three weeks prior to bill date. Little Canada will work direetly with the vendor in order to receive the readings in the format preferred. Little Canada will also provide the meter- reading vendor with the information necessary to keep their route sheets current. > Billing dates will be March 151, June September 1g, and December l g. Bills will be delivered to Birchwood within two days of date if Birchwood is processing the mailing, and if these dates fall on a weekend or holiday, they will be delivered on the next business day. If unforeseeable issues arise that will preclude the timely delivery of the bills then Little Canada will contact Birchwood and provide a revised delivery date. If Little Canada is processing the mailing, the bills will he mailed on the above dates unless unforeseeable 1 2