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City of Hopkins - Proposed Plan for Testing, Repairing and / or Relacement of one inch Larger Water MetersDATE READING TYPE CONSUMPTION # DAYS 4/16/2003 Actual 182,777 29 3/18/2003 Actual 242,414 33 2/13/2003 Actual 184,435 23 1/21/2003 Actual 107,900 39 12/13/2002 New Meter 0 0 12/13/2002 Replacement 0 0 10/21/2002 Estimate 72,953 26 9 /25 /2002Estimate 98,685 35 8 /21 /2002Estimate 92,435 33 7 /19 /2002Estimate 77,385 28 6/21/2002 Actual 100 29 5/23/2002 Actual 500 31 4/22/2002 Actual 7,100 31 3/22/2002 Actual 105,000 29 2/21/2002 Actual 69,400 23 • • • PROPOSED PLAN FOR TESTING, REPAIRING AND /OR REPLACEMENT OF ONE INCH AND LARGER WATER METERS • Support for replacing and repairing The utility billing department, in concert with the water department, has identified a problem with aging water meters. Recently the city replaced some very old meters, (twenty or thirty years old), and discovered an alarming difference in the amount of water that is being read through the old meter compared to the new meter. The new meter is reading a substantially larger amount of water usage through it. As explained to me, internal water meter parts wear down as water continually flows through it and eventually does not read accurately the amount of water being used. As you know, the city has almost completed the process of changing all of the smaller residential water meters to radio read water meters. This has occurred over the last three years with much success. The next step is to change out the larger water meters, (1" and over) and replace them with radio read water meters. These larger water meters are the oldest and probably the least accurate in the city. The city requires larger water meters to be purchased and owned by the customer. At the same time the city ordinance requires the owner to test the water meters once every ten years or when the city deems it necessary to correct deficiencies. The table below demonstrates one customers' consumption differences after replacing its old water meter. Even the estimates were lower then actual consumption. • • • Proposed Solution The finance and water departments would like to encourage customers with larger old water meters to replace them with new radio read water meters as quickly as possible. However, we recognize the burden of the cost of replacing these meters. To encourage customers to replace their water meters and install radio read, we would like to offer a period of time where the city will install and pay for the radio read device. This is a savings of at least $200 for each water meter. The cost of the radio read device is anywhere from $175 to $500. The replacement of the actual water meter will remain the responsibility of our customers. The cost of the water meter replacement could be anywhere from $300 to $3,500. Utility billing estimates that there are approximately 400 larger old water meters to be upgraded to radio read. We also believe that the majority of the large old water meters can be replaced with smaller more efficient water meters, which will help keep the costs down. The city could spend $80,000 on radio read devices for the larger water meters. Although this is a substantial amount of money, finance is confident that the city will receive a return on this investment over a short period of time. For example, consider the customer demonstration above. The customer was paying approximately $110 a month less then they should have been. Multiply $110 by twelve to arrive at $1,300 a year, then by 400 customers to arrive at $520,000 a year. This is an over simplification, but it demonstrates how quickly the cities investment return could be. • Time Frame Because of the costs to our customers and the water departments' availability, we are recommending that we start the process in January 2004. Prior to that a letter will go out in September 2003, informing customers of the upcoming requirements for radio read capability, (see attached letter #1). In addition, another letter will go out in January 2004, to notify customers of their responsibilities to complete the requirements to enable the city to install the radio read devices, (see attached letter #2). We are hopeful that customers will take advantage of the cities proposal and replace their water meters during the specified time frame. • • • «Date» *Letter to request meter be tested along with required Information sheet «FirstName» «Addressl» «Address2» «City» «State» «PostalCode» Re: Meter Testing /Upgrade or Replacement The City is in the process of installing a "radio read" meter reading system and will be requiring all customers to either install meters that are radio read ready or have meters that can be upgraded to radio read capability. New radio read water meters may be purchased through the City of Hopkins. A meter cost sheet is attached. If you purchase and install a new radio read water meter, the City will provide and install the radio transponder, at a minimum of $200.00 savings to you. You may also test and upgrade your current meter to ensure it is radio read compatible. The approximate costs for testing and possible repairs are included on the bottom of the cost sheet. Depending on the make, model, and age of your current water meter, you may wish to compare the cost of testing & repairing your water meter versus the cost of replacing your water meter. You may also wish to look into the possibility of reducing the size of your water meter to help keep replacement costs down. If you would like assistance determining whether you can reduce the size of your water meter, contact our Utility Department at 952 -939 -1373. (Code 710.17) Subd. 7. Meters. All meters shall be an approved brand that is compatible with the city's meter reading system and must measure by gallon units. The approval of meters shall be made by the City Manager or his /her designee. No turbine meters shall be installed, unless it has been approved by the utility superintendent or an approved designee. The owner shall pay for the meter in advance and shall ensure that the meter and outside remote meter are accessible to city staff. (Code 710.29) As per the City Code, maintenance of meters over 5/8" shall include: certification testing once every ten years or when deemed necessary by the city's utility billing department, necessary meter repairs to correct deficiencies, and submittal of test results to the city's billing department demonstrating meter is accurate. Failure to test and repair meters over 5/8" after 30 days written notice from the city shall be considered an act of negligence and shall be subject to a fine of $100 per month including the 30 day notice period. A person violating this subsection is guilty of a misdemeanor and the superintendent may disconnect the water supply to such meter. This letter shall serve as written notification that the meter(s) listed below is to be tested. Testing, repair and /or replacement of the meter(s) must be performed by: «Repdate». • Enc. • Account: «Account» Service Address: «Servadd» Meter: «Meter» Transponder: «Transponder» Please see that the attached form is given to your water meter repair or replacement vendor for completion. This form is to be returned to our office within 5 days of repair /service to your water meter. If you have any questions regarding your account(s), please feel free to contact the Utility Dept. at 952 - 939 -1373 or Billing Dept. at 952- 935 -8474, ext. 332. Michael G. Lauseng Utility Superintendent • • • Date Company Name Address City State Zip * ** Preliminary Notice for Meter Testing /Upgrade * ** Draft Re: Meter Upgrade /Testing The City is in the process of installing a "radio read" meter reading system and will be requiring all customers to install water meters that are "radio read" or have current water meters upgraded to have radio read capability. Water meters may be purchased through the City of Hopkins. Also, if you purchase and install a new radio read compatible water meter, the City will install and pay for the radio transponder, at a minimum of $200.00 savings to you. (Cost of water meter and installation is the responsibility of the property owner) In 2004, we will begin sending letters to customers requiring the testing or upgrading of water meter(s). If the water meter does not meet the American Water Works Association standards, the water meter will need to be repaired or replaced as per the Hopkins City Code. The upgrading and testing of water meters is being done in an effort to confirm that the water meters are providing accurate water usages and enabling the city to install radio transponders. Depending on the make, model, and age of your current water meter, you may wish to compare the cost of a new water meter versus testing and/or repair of your existing water meter. You may also consider reducing the size of your water meter to help keep replacement costs down. If you would like assistance determining whether you can reduce the size of your water meter, contact our Utility Department at 952 - 939 -1373. This letter is being sent to you as a courtesy to allow you an adequate time frame to plan for future expenses. We are providing a 2003 Badger meter and Badger meter parts cost list. Also included is a • listing with estimated fees for meter testing and repair, supplied by an independent meter repair company. • If you have any questions regarding the information covered in this letter, please feel free to contact Michael Lauseng, Utility Superintendent at 952 - 939 -1373. Sincerely, Michael G. Lauseng Utility Superintendent .... mgl /pjw Hopkins City Code (Code 710.17) Subd. 7. Meters. All meters shall be an approved brand that is compatible with the city's meter reading system and must measure by gallon units. The approval of meters shall be made by the City Manager or his /her designee. No turbine meters shall be installed, unless it has been approved by the utility superintendent or an approved designee. The owner shall pay for the meter in advance and shall ensure that the meter and outside remote meter are accessible to city staff. (Code 710.29) As per the City Code, maintenance of meters over 5/8" shall include: certification testing once every ten years or when deemed necessary by the city's utility billing department, necessary meter repairs to correct deficiencies, and submittal of test results to the city's billing department demonstrating meter is accurate. Failure to test and repair meters over 5/8" after 30 days written notice from the city shall be considered an act of negligence and shall be subject to a fine of $100 per month including the 30 day notice period. A person violating this subsection is guilty of a misdemeanor and the superintendent may disconnect the water supply to such meter. RE: 2003 Badger Water Meters wl TRACE Prices The following are prices for 2003 Badger water meters. All meters are read in gallons, and all meters are priced less connections. SIZE MODEL. PRICE ULM Small Badger Disc Meters 3/4" x 7 -1/2" Model 25 Bronze Meter w/ TRACE RTR /RT 198.67 each 3/4" x 9" Model 35 Bronze Meter w/ TRACE RTR/RT 221.05 each 1" Model 70 Bronze Meter w/ TRACE RTR/RT 268.78 each Any Small Disc TRACE Radio Read Device Only, Less Meter 171.28 each (RTR encoder and TRACE RT transponder, wlo meter) Large Badger Disc Meters 1 - 1/2" Model 120 Meter w/ TRACE RTR/RT 436.22 each 2" Model 170 Meter w/ TRACE RTR /RT 572.66 each Any Large Disc Radio Read Device Only, Less Meter 185.50 each (RTR encoder and TRACE RT transponder, wlo meter) Badger Compound Meters 2" Compound Meter w/ TRACE RTR/RT 1,647.22 each 3" Compound Meter w/ TRACE RTR /RT 1,726.51 each 4" Compound Meter w/ TRACE RTR /RT 2,630.83 each 6" Compound Meter w/ TRACE RTR /RT 3,788.00 each Any Compound Radio Read Device Only, Less Meter ( Dual RTR encoders and dual TRACE RT transponders, wlo meter) 515.00 each Meter Connections Sold With Meters* Connections for Small Disc Meters 3/4" Bronze Swivel Connection Set, w/ Gaskets 9.00 Set of 2 1" Bronze Swivel Connection,Set, w/ Gaskets 12.00 Set of 2 Connections for Large Disc Meters 1 -1/2" Ellip. C. I. Flange Set, w/ nuts, bolts, & gaskets 38.00 Set of 2 2" Eilip. C. I. Flange Set, w/ nuts, bolts, & gaskets 40.00 Set of 2 Connections for Compound Meters 2" Round C. I. Flange Set, w/ nuts, bolts, & gaskets 40.00 Set of 2 3" Round C. I. Flange Set, w/ nuts, bolts, & gaskets 58.00 Set of 2 4" Round C. I. Flange Set, w/ nuts, bolts, & gaskets 83.00 Set of 2 6" Round C. I. Flange Set, w/ nuts, bolts, & gaskets 152.00 Set of 2 * Connection sets are required for new construction only. Replacement meters can • reuse existing connection sets. Labor charges for water meter testing: 1" - 2" 185.00 Remove, test and reinstall. 3" — 4" 275.00 Test on site. • If repair is necessary an additional labor charge will be charged: 1 " -2" 50.00 3" — 4" 100.00 Repair parts are in addition; Cost of these parts is impossible to predict. If costs run higher than 60% of a new meter, a quote is always given to the customer before repair. Price includes providing Test/Data Report to the City and to the customer. Service Address: Description of Work Completed: Test Results: Readings Prior. to Repair /Removal Readings After. Repair /Replacement: ******** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** ************ * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** Date Removed Date Installed Meter Read Meter Read Outside Read Outside Read Meter Model Radio Read Serial Pulse 10 al 100 gal 1000 at circle correct pulse City of Hopkins REQUIRED METER INFORMATION: Customer Name: Radio Read Serial Pulse: 10 gal -100 gal 1000 gal (circle correct pulse) The Meter and Outside Reader /Remote MUST be set to the same reading when th e.new, repaired, or replacement meter is installed Name of Company: performing Wor k:„ Name & Phone Number contact person: If installing an outside remote, please remember to remove the "Pull Me" from the unit.