05-07-2012 Council Agenda - Laserfiche WebLink

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issues arise that will preclude the timely mailing of the bills, in which case Little Canada will contact Birchwood and provide a revised mailing date. > 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. > Little Canada will collect and process the utility hill payments from Birchwood's residents. Customer return envelopes for utility payments will be directed to Little Canada and will be provided along with the bills. Any payments received at Birchwood City Hall will be submitted to Little Canada in weekly batches. Payments 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 for payments received and provide to Birchwood in electronic format the documentation necessary to code and post the cash receipts to the City's General Ledger. y Billing questions will be handled initially by Little Canada: Little Canada wilt provide information regarding, balances, payments applied, usage and•read- dates: If there are any on -going concerns regarding water usage, these will be'turied over to Birchwood for further investigation. Final Bills will be processed by Little Canada, which will require Birchwood's assistance in coordinating readings, obtaining forwarding addresses and new billing information. > Little Canada will provide a listing of past due accounts for possible certification. Birchwoodwillbe responsible for sending ccrtificationnotices 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. > 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 Terms of Payment: The one time fee to set -up the Birchwood billing information is $3,750. Little Canada will charge $3.65 per account to process the billing, deliver the bills for distribution and provide the accounting reports to record the Utility billing transactions into the Birchwood general ledger. Birchwood will retain their meter- reading vendor and continue to internally process the bill mailing. If Birchwood chooses to have Little Canada arrange for these services, the cost for these services would be negotiated. Warranty: 3 2