HomeMy WebLinkAbout2021-04-22 CITIZENS UTILITY BILLING REVIEW AD HOC ADVISORY COMMITEE MEETING MINUTES1
MINUTES OF A REGULAR MEETING OF THE CITIZENS UTILITY BILLING REVIEW
ADVISORY COMMITTEE OF THE CITY OF PEARLAND, TEXAS, HELD ON THURSDAY,
APRIL 22, 2021, VIA TELEPHONE/VIDEO CONFERENCE AT 4:00 P.M.
Residents may watch this meeting online within 72 hours post meeting at:
https://www.pearlandtx.gov/departments/water-billing/utility-billinq-advisory-committee
CALL TO ORDER
Vice Chair Hewitt called the meeting to order at 4:02 p.m.
ROLL CALL AND CERTIFICATION OF QUORUM:
Mayor Kevin Cole
Chairman Steve Saboe
Vice -Chairman Denise Hewitt
Committee Member Jimmy Davis
Committee Member Ralph King
Committee Member Julie Ward
Committee Member Jennifer Sheffield
Chief Information Officer Daniel McGhinnis
Chief Financial Officer Amy Johnson
Budget Officer Eric Roche
Utility Billing Manager Nancy Massey
Executive Assistant Melanie Lawson
Utility Billing Assistant Manager Dara Eng
CONSENT AGENDA:
I. Approval of March 15, 2021 Minutes: Vice -Chairman Denise Hewitt
Upon motion by Committee Member Ralph King, seconded by Chairman Steve Saboe, after
full discussion and the question being put to the Committee, the Advisory Committee voted
unanimously to approve minutes for March 15, 2021.
II. Comments from Mayor Cole: Mayor Cole discussed the expectation for the decision to
be made on the 32/30 Plan to present to Council. Mayor Cole asked the Committee to
provide a realistic timeframe and stick to it.
III. Input, Discussion, and Possible Action: Initial recommendations were presented at the
February 22, 2021 Council Meeting.
a. Agreed, already underway:
i. Recommendation 1: Foster a culture of engagement and continuous
improvement.
ii. Recommendation 2: Establish formal performance measures to track
service delivery.
Utility Billing Advisory Committee Regular April 27, 2021
Meeting Minutes
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iii. Recommendation 3: Review and update written standard operating
procedures (SOPs) regularly.
iv. Recommendation 4: Develop an enhanced training program.
v. Recommendation 7: Synchronize meter reading and billing cycles.
vi. Recommendation 13: Adjust staffing to reflect short-term needs and
prepare for AMI implementation.
vii. Recommendation 15: Create an inclusive AMI Implementation Team.
b. Agreed, with caveats: (Completed; Further discussion as needed)
i. Recommendation 5: Improve external communication plans for meter -to -
cash activities.
ii. Recommendation 8: Implement a streamlined meter -to -cash process.
iii. Recommendation 11: Create designated morning and afternoon call -
takers to streamline CSR workload.
iv. Recommendation 16: Continue engaging Tyler Technologies to resolve
inefficiencies and errors in New World.
c. No Opinion Put Forth: There was no discussion or decision made on this item.
i. Recommendation 9: Reorder billing cycles.
ii. Recommendation 12: Transition to a centralized staffing structure over
time.
IV. Input, Discussion, and Possible Action: There was no discussion or decision made on
this item.
a. Disagree
i. Recommendation 10: Enhance delinquent account communications.
ii. Recommendation 14: Pilot a 4-10 schedule for meter -to -cash staff.
V. Input, Discussion, and Possible Action (Time permitting):
a. Recommendation 6; Consider alternatives to the 32-30 Plan.
Chairman Saboe discussed staff may require additional resources on information requested
for the 32/30 plan and suggested the Committee provide staff a formal recommendation before
moving forward. Chairman Saboe added the consensus vote can always be reopened to discuss
edits if needed, but staff will need a vote tonight to begin process. Chief Financial Officer Amy
Johnson informed the Committee if the decision was made on the 32/30 Plan by the end of the
meeting, the data can be presented by next Thursday. Chairman Saboe reminded the Committee
the urgency of a consensus. Discussion ensued.
Chairman Saboe recognized Jimmy Davis who quickly reviewed and presented the 32/30
Alternative Financial summary. The committee recommends moving away from the 32/30 at the
end of May 2021 and to calculate the amount each person owes for the current time. Mr. Davis
also offered his assistance to Utility Billing staff to determine separating accounts into groups for
specific calculated billing. Chairman Saboe inquired on the feedback from each committee
member. All members of the committee, excluding and due to absence of Committee Member
Mark Smith, agreed and supported Mr. Davis' alternative report. Discussion ensued and additional
suggestions from the committee were made. Mr. Davis reviewed the edits suggested by
committee members and presented the updated 32/30 Alternative Financial Summary with the
Utility Billing Advisory Committee Regular April 27, 2021
Meeting Minutes
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Committee. Ms. Johnson confirmed with the committee the process of reviewing the 32/30
Alternative Financial Summary and confirmed staff will analyze the requests, determine feasibility,
and provide details if the methodology if agreed or not.
Upon motion by Chairman Saboe, seconded by Committee Member Ralph King, after full
discussion and the question being put to the Committee, the Advisory Committee voted
unanimously to approve presenting draft to staff on recommendations to the Raftelis' report and
in the spirit of cooperation, staff will provide feedback by the next Advisory Committee meeting to
be held April 29, 2021.
VI. Input, Discussion, and Possible Action: Information requests, set next meeting goals,
date/time and agenda.
a. Information requests from the Committee may require external or extraordinary
resources, with related costs; discuss process for Council / staff review and
approval of these resources.
Chairman Saboe moved the continued discussion on the Raftelis' report for the Advisory
Committee meeting to be held on Thursday, April 29, 2021 at 4 p.m.
ADJOURNMENT
Meeting was adjourned at 5:41 p.m.
Utility Billing Advisory Committee Regular April 27, 2021
Meeting Minutes