HomeMy WebLinkAbout2004 01 26 Informational 305
Informational Item on Envelopes.doc
C()MMISSION AGENDA
ITE:M 305
Consent
Information X
Public Hearing
Regular
MGR. j2-- /Dept.~
January 26,2004
Meeting
REQUEST: Finance Department informing the Commission of improvements in utility billing.
PURPOSE: This agenda item is needed to inform the Commission of improvements in utility billing.
CONSIDERATION: The Utility Billing Department has received several inquiries concerning the size
of the envelope provided to customers for them to mail in their utility payments. In addition, the folded
payments and taped or stapled envelopes slow down processing of payments. To address these concerns
the following steps will be taken:
);- We currently have on hand a five to six month supply of the existing forms including the return
envelopes. To discard these forms would be a loss to the City of$4,000.00. Therefore it is our
intention to use up the existing supply before implementing any changes.
);- We have negotiated with our forms supplier to provide us with an envelope that has a larger
pocket, providing more room for the stub and payment.
);- We have negotiated. with the forms supplier to reduce the size of the stub.
);- We have already negotiated with the forms supplier for better quality glue on the envelope flap.
~ We have negotiated with the forms supplier to put a light crease on the envelope flap to make it
easier to fold.
These changes will go into effect in July of this year.
The decision to stay with the existing form with envelope attached rather than move to a form with a
separate envelope saves the City approximately $2,000 to $3,000 in monthly costs for both envelopes
and manual labor to stuff these envelopes into the bill.
FUNDING: N/A
RECOMMENDATIONS: N/A
ATTACHMENTS: N/A
COMMISSION ACTION: N/A