CITIZENS’ ADVISORY COMMITTEE

Meeting Minutes

November 18, 2004 

CAC members in attendance: Myrna Poticha (Chair), Michael Buchenau, Tim Flynn, Theresa Jehn-Dellaport, Larry Keesen, Jim Legas, Rick Sackbauer, Roberta Simonton 

DW staff:  Marie Bassett, Elizabeth Gardener, Dave Bennett, Joe Sloan

Agenda, Minutes & Opening Remarks 

The agenda was approved with the addition of Customer Turn-offs on Fridays and the Annual Dinner.   

The minutes were approved with the follow correction; page 3, second paragraph the end of the last sentence should read flowage easements instead of flow adjustments. 

Comments from the Public 

None 

Staff Update  - Marie Bassett, Director of Public Affairs 

Surcharges –  Customers should begin to see surcharge relief in the next billing cycle.  A letter will be sent before the bill arrives to those who will receive a surcharge credit or refund.  If the amount is less than $50 it will probably be a credit, if over $50 the customer can request a refund. Customer Care will hire some temps to help with the anticipated high volume of calls related to the surcharge relief program.   

Staff is monitoring the progress of a lawsuit filed by Denver customers.  The lawsuit alleges surcharges were unfair and that Denver Water must first serve Denver customers without restrictions, before supplying water to suburban districts.  

SDCs – Staff has proposed a change to the SDCs section of the Operating Rules.  The Board would need to approve the change.  If approved proposed increases to SDCs would be handled similar to proposed rate increases.  There would be a period of notice before the increase occurred. Currently the increase in SDCs occurs right after the Board approves the new SDCs.  This new change, if approved, should make the process of increasing or decreasing tap fees smoother.  The proposed increase for SDCs will average 9% for treated water customers and 13% for non potable and recycled water customers.    

Board Workshop  – A workshop for the Board will be scheduled on December 9^th to 10^th.  The workshop will cover CIS, AMR and monthly billing.  Staff and the Board will discuss tasks that need to be accomplished in order to have these projects coordinated and implemented in a manner that is understandable to the customers.  

CIS –  The vendor for the new CIS has been narrowed down to two companies.  This is a 5 million dollar contract so a great deal of work will be involved once the vendor is selected.  The new CIS system will be tested then launched.  It will not be launched during the load season.    

Rates  – Marie understands the CAC is interested in the rate discussion occurring between the Board and staff.  At this time no proposals are available.  The Board will see any proposals before the CAC.  The CAC can submit a white paper or similar document on their rate philosophy.  Marie suggested the CAC not get into specific numbers (cost and usage amounts) but rather focus on what the goal or philosophy of what would be included in a new rate structure.  Marie suggest the CAC may want to establish a subcommittee on rates as the topic is complex and may require additional meetings outside of the month CAC meeting. Myrna would like to see the CAC focus on a few issues and not jump from topic to topic at each meeting.  Myrna and Marie concurred that one two hour meeting each month is not enough time to properly cover complex topics such as a change to the rate structure.    

Action: Myrna will meet with Joe to discuss topics & goals for 2005 CAC meetings.   

Turn-off Policy -  E-mails were exchanged between members of the CAC and a customer who was turned-off on a Friday and was without water for the weekend.   Marie stated that if there are several customers requesting restoration of service on a Saturday or Sunday a stand-by staff member will be called to work on the weekend.  It is not done for just one  customer.  There needs to be 6 to 8 hours of work before staff is dispatched on a weekend.  Larry stated that the turn-off occurs after two missed bills and two notices of the turn-off have been sent to the customer.  It would be better not to do turn-offs on Fridays.  However, he understands turn-offs are done Monday through Friday with the intent to make efficient use of staff time.     

After reviewing the Water Watch report Roberta asked if DW is doing anything to promote conservation.  In 2003 the reservoirs were at 75% and now in 2004 the reservoirs are at 75%.  Marie  responded that nothing is planned for the winter as consumption is significantly down.  Customers appear to have the message to conserve.    

Rick requested that future Staff Updates include information on West Slope issues.  Since the October CAC meeting, several significant meetings have occurred between DW and West Slope representatives on issues such as the Shoshone Call and the Colorado River Pact.   Rick suggested a written Staff Update be sent before the meeting with bullet points on various topics then at the meeting the CAC could discuss the most relevant topics.   

Michael suggested the CAC select a few topics to work on and have everything else be listed as updates.  The updates would keep the CAC up to speed on various issues and allow time to work on just a few topics.  Myrna will cover this idea and Rick’s suggestion in her meeting with Joe to discuss a work plan for 2005.  

Proposed Conservation Measures & Ongoing Conservation – Elizabeth Gardener, Manager of Water Conservation  

Operating Rules – The no watering between 10 am and 6 pm has become part of the Operating Rules whether there is a drought or not.  All other water restrictions remain in case of drought.  To move other restrictions, which were created to respond to the drought, into permanent conservation measures would be difficult.  Roberta asked if there would be any exceptions to the 10 to 6 rule.  Liz responded that grass seed planted in July and August would need to be watered between 10 and 6.  However, there is no new sod and seed restrictions in the permanent Operating Rules.  Possibly it could be added that no new seed can be planted in July and August.   At this time there is not such provision.  Larry stressed that there is no enforcement of the 10 to 6 rule and until there is enforcement there should be no additional rules.  Liz stated in the past, Boards have preferred conservation incentive programs over new rules.     

Ad Campaign – Conservation and Community Relations staff are working on an ad campaign which will include a “call to action”.  In the past, ad campaigns have focused on awareness.  This campaign will encourage customers to act on a conservation measure or on several conservation measures.  This may include targeting advertising to specific groups of customers.  Rick shared a copy of an ad ran by Eagle River W & S District.  Varied small print ads with eye catching photos or phrases have been successful in his district.         

Future Project -Liz requested suggestions of successful conservation projects from the CAC. Conservation has gone through an evaluation of its programs.  The results are part of the Maddaus Report.  The executive summary of the report was sent to the CAC prior to the meeting.  Liz is in the process of getting suggestions for new programs from staff and the public which will be shared with the Board.   Liz invited the CAC to send her   suggestions they have for new conservation programs.  

Roberta suggested incentive programs for the installers of irrigation systems not just to the property owners.   

Larry stated that Aurora has established guidelines for efficient irrigation systems.  Denver Water should encourage the municipalities it serves to establish similar guidelines or codes.  Castle Rock has established oversight of HOAs that require homes (members) to have a certain percentage of bluegrass on the lawns.  This is also something which could be done in other municipalities.   

Theresa suggested water audits of the highest users.  Liz responded that audits are being done for commercial clients and the now work needs to be done with residential customers with high use. 

Myrna would like to see DW work with distributors of irrigation equipment to ensure efficient types of sprinklers are available.  Educate the customers on which types of sprinklers are the most efficient.  Liz stated that at a recent Mayor’s Caucus meeting there was a discussion on approving BMPs for utilities, landscapers and other services which would contribute to greater conservation.    

Lawn Recovery – Conservation staff presented a survey of area lawns to the Board.  Roberta asked Liz to summarize the information given to the Board.  Lawns are in about the same condition now at they were before the drought.  It is clear some customers stopped watering altogether but those who followed the restrictions have not experienced any long term damage to their lawns.  Liz stress the one caveat is DW had no hard data on lawn conditions before the drought.   There is a full report available which was offered to the members of the CAC.

Update on Water Storage at Chatfield – Theresa Jehn-Dellaport

There have been numerous meetings with parties interested in storage at Chatfield.  20,600 acre feet is the proposed increase of storage in the reservoir.  That pool of water has been split between upstream and downstream users.  The interested parties have come to an agreement on the allocation of that pool and will now, as a group, move forward with the EIS (Environmental Impact Statement).   Dave Bennett, Denver Water, further explained that the projected costs, $30 to $60 million, associated with the development of the water is to relocate the State Park facilities.  Denver Water is not part of the group seeking more storage at Chatfield.  Dave explained that no additional storage for DW is needed at Chatfield.  It is difficult for DW to move water from Chatfield to one of the treatment plants.  DW is involved in the discussion as the current pool of water is managed by DW.  DW has also been approached by civic groups interested in seeing more water in the stretch of South Platte which flows through Denver.     

CAC Business 

Changes to Bylaws – Several suggested changes to the Bylaws were discussed.  

Action: Joe will make edits to Bylaws and redistribute to the CAC for approval.   

 HBA Representative to the CAC – Russell sent a letter to the CAC.  He was unable to attend due to a commitment at the HBA.  In the letter Russell had offered to serve a second term on the CAC.  After a lengthy discussion the members voted 5 to 2 to request the HBA select a new representative to the CAC.   All expressed that Russell has been an asset to the CAC.  However, some felt his absence at the meetings, though for good reasons, precluded another term.   

Chair & Vice-chair for 2005 – Myrna was unanimously selected to be Chair for 2005 and Roberta was unanimously selected to be Vice-chair. 

Annual Dinner and 25^th Anniversary of the CAC  – It would be preferable to hold the Annual Dinner in December.  Joe will see what is available and set the date and location.  Joe will send out an e-mail with the possible options next week.

The CAC would like to hold an event in January to mark the 25^th Anniversary.  Ideally it would include the Board, staff and former members of the CAC.   Theresa offered to look for a concrete way (plaque or other item) to recognize the anniversary. 

Board Communication & Attending Board Meetings 

Roberta stated the Board will be holding a workshop before the next CAC meeting on various topics including work on a new rate structure.  If the CAC would like to send a letter to the Board concerning this topic is would need to occur before the next meeting.  Myrna suggested the Rate process would be long and she assumes there will be time for public comments.  The CAC could create a rates sub-committee to give more time to the issue.  

Future CAC Agenda Items  

·         Bylaws  

·         Work Plan for 2005 

·         Rate presentation by Don Wojcik, Western Resource Advocates

Adjournment 

The meeting was adjourned at 7:00 p.m.  

CAC Meeting Actions for Next Meeting – December 16, 2004