Category: Monthly Meeting Minutes

LUCC MEETING MINUTES
June 2, 2005

 Sandi McConkey (City of Eugene Public Works) opened the meeting at 12:00 p.m.

May minutes were approved.

TREASURER’S REPORT:  Treasurer’s Report was reviewed for May.  Combined balance as of May 31, 2005, was $5,978.80.

PUBLICITY & EDUCATION: Brian Siria (City of Eugene) said there were nine “OUNC Call Before You Dig” yard signs available to use.  He asked for ideas of where to post these.  Some ideas were to post on construction sites, at equipment rental stores, Jerry’s, Home Depot, subdivisions, etc.   Brian motioned that we have our local LUCC and web page number added to the signs.  The motioned was passed, and Brian will have this done.  Call Brian (682-4887) if you want to use one of these yard signs.

DAMAGES:  George Staples (Delta Construction) was absent, but had dropped off the damage report for everyone to review.  Sandi commented that based on an LUCC President Meeting she attended, the damage report is currently a self-regulating tool.  However, the federal government may eventually want to track this information.  We at LUCC do a good job of reporting.  She stressed the importance of being consistent in how and when we report.

WEB PAGE:  Marlene Metcalfe (SUB Water Division) said the flyer about the golf tournament was under “News/Events”.  Minutes are available on the LUCC Web site (www.luccdig.org).

SELF-INTRODUCTIONS:  Self-introductions were made. Doug McCart of Lane County made available a list of their 2005 Chip Seal and Fog Seal Application Dates and Locations.  There were 29 people in attendance.

OLD BUSINESS:

1. Golf Tournament:  Ted Jordan (SUB Electric Division) urged those interested to sign up, since there weren’t enough registered at this point.   P.S. – Golf tournament was cancelled due to lack of participation. 

NEW BUSINESS:    (The two following items replaced program this month.)

1. Sandi McConkey – Presidents Lunch Meeting (5 hours) in Redmond, Oregon. 
Sandi shared what she learned at this meeting.  She said LUCC has good attendance and participation compared to many of the other chapters.

 A. How to get more contractors involved? – Some suggestions were:

 One-on-one contact
 Home shows
 Mailings
 Handouts
 Flyers placed at rental agencies
 Stickers placed on rental equipment
 Ted Jordan suggested we have our engineers include something in the signed contracts they make with construction contractors requiring they attend LUCC meetings.  Wildish Construction said utilities are required by contract to attend pre-construction meetings, but they don’t always do it.
 Have tailgate lunch with contractors to promote LUCC.
 Some chapters use a “Rewards Program”.  They give away a CarHart Jacket or some other item.

B. Available to Local Chapters From State

 $1,000 is available per year for use by local chapters.  Damon provides a list of new officers every year, outlines our chapter needs, and applies for this publicity and education fund of $1,000.  He said we got money for the home show this year.  We could get money to use for a golf tournament, to help with the contractors breakfast, or anything that would publicize and further LUCC.

 A great 29-minute video is available for $85 called “Seeing is Believing”.  Doug McCart motioned we buy the video and show it as one of our future programs.  Motion was passed.

 A speaker’s list is available from the state listing people and topics available for presentation at our local LUCC chapter meetings.  Sandi said she would forward to our Program Chairman, Ron Sather.

 Lots of handouts, flyers, hats, shirts, etc. are available (some free or at low cost) to advertise OUCC/Call-Before-You-Dig concept.  Sandi is going to order some for LUCC.

C. Abuse of Emergency Locates

 Abuse of Emergency Locates was discuss.  It is not an emergency when it is used just because you didn’t plan ahead.  The OAR rules for an emergency locate state “EMERGENCY means an occurrence involving an immediate danger, demanding prompt action to prevent loss of life, or to mitigate damage to property, or to prevent interruption of essential public services…..or to prevent a customer service outage……..”   We need to abide by that. 

 Per Damon Joyner the only legal designations are “48-hour” and “Emergency”.  He said OUNC also gives us the choice of “Priority”.  This is for short notice which the utilities try to accommodate, but it is not the law and not guaranteed

D. Oregon Locate Rodeo

 Sandi said we need 80 volunteers to do an Oregon State Locate Rodeo. We would like to have one this coming year at a fairgrounds or campus, although no date or place is set yet. Volunteers would help with crowd control, food, judging, etc.  If anyone is interested in helping, please contact Sandi McConkey (541-682-4885) or Gary Hyatt (503-226-4211).
 
E. Ideas to Increase Attendance and Participation

 Lane County is so large, not many members from Florence/Coast get to attend.  Sandi suggested having one or two meetings this next year at the Coast to support those members. 

 Some chapters do breakfast or happy hour meetings.  Sandi asked if a breakfast meeting would be a good idea for August.  Consensus was to continue having them during noon hour.

F. Motivating People to Run for Office

 Some chapters pay people.  Others give gift certificates at end of term.

 Some chapters extend term of office for more than one year.
 
2. Contractors Responsible to Maintain Locates During Construction Project?
 Lantz Electric – Annual Contractor’s Meeting

 Tim Lantz (Lantz Electric) reported that at a recent Annual Contractor’s Meeting the speaker said contractors are responsible to maintain locates during  a construction project.  The problem Tim sees with this is contractors are not members of OUNC, so they never receive locate requests.  Contractors don’t know when another contractor or utility is working on site and need locates of new pipe or conduit they have installed.  Is it fair to hold contractors responsible?

 Damon said there has been discussion of this at the City of Eugene recently.  The challenge is when new pipe/conduit goes in during new construction.  If it isn’t marked and located, no one knows what or where it is.  The City can’t locate unless they have received as-builts and have accepted the work, so the City feels the contractor is liable.

 Tim said the City has the plans and knows what is to be put in.  The contractor can’t change the plans without the City accepting.  The contractors are not notified of a need for locates, so how can they protect and advise whoever is going to dig. 

 Suggestions made were that:

1. The City could notify whoever requests locates that a new project is going on there and to be careful of new pipe/conduit underground. 
2. When the City receives a locate request, they could give the requester the contractor’s name and ask them to contact them for new pipe/conduit.
3. Pre-construction meetings usually address some of these issues. 
4. Contractors could mark their new construction as they do it.

 Damon offered to set up a meeting with the contractors, City of Eugene Public Works, and City of Eugene Engineers to discuss this issue.   Damon and Tim will report the outcome to LUCC at a future meeting.

There was no further business.  Meeting was adjourned.

Minutes taken and prepared by Marlene Metcalfe (SUB Water Division)  and distributed by Dawna Nickolauson (City of Eugene Public Works).

 

 

 

LUCC MEETING MINUTES
May 5, 2005

 Sandi McConkey (City of Eugene Public Works) opened the meeting at 12:15 p.m.

TREASURER’S REPORT:  Damon Joyner (City of Eugene Public Works) reviewed the April Treasurer’s Report.  Combined balance as of April 30, 2005, was $5,974.26.

PUBLICITY & EDUCATION: Brian Siria (City of Eugene) said there was nothing new to report.

DAMAGES:  George Staples (Delta Construction) handed out the damage report.

WEB PAGE: Marlene Metcalfe (SUB Water Division) said nothing new to report.  Minutes are available on the LUCC Web site (www.luccdig.org).

SELF-INTRODUCTIONS: Self-introductions were made. There were 39 people in attendance.

OLD BUSINESS:

1. Golf Tournament:  Ted Jordan (SUB Electric Division) was absent, so Marlene Meltcafe handed out flyers and reported the following for Ted: 

a. Dawna Nickolauson prepared a great flyer for tournament.  Thanks, Dawna!
b. Be sure to register for the golf tournament by June 2, 2005, the cutoff date.
c. Raffle prizes donated thus far are:  gas grill from NW Natural and a $50 gift certificate to Copeland Sports from Locating, Inc. 
d. Volunteers are needed to help organize the prizes and raffle items.  Contact Ted Jordan (228-6128) or Marlene Metcalfe (744-3744) if you can help or to donate raffle items from your company. 

2. Home Show:  Doug Caven (EWEB) said shirts are in for volunteers of Home Show.  Some sizes weren’t available.  See him after the meeting.

NEW BUSINESS:

1. Comcast Has New Locating Service:   Chuck Van Hevel (Comcast) handed out a notice that Comcast is now using Stake Center Locating out of Portland for locates (office 503-519-9185, after hours emergency 503-261-7440).  Continue to call your locate request in to OUNC in Portland, and OUNC will send locate request for Comcast on to Stake Center Locating.

2. Locate Status:  To check the status of your locate at any time, you can go to the internet at www.searchandstatus.com and put in your locate number.

PROGRAM

QWEST BILLING PROCESS FOR DAMAGES
Anita Floyd – Qwest

Anita issued her disclaimer that she isn’t really in the Qwest Damage Claims Department.  Anita gets involved with larger cable cuts throughout the state and compiles information to go to damage claims. 

Anita said Qwest used to have an office of 40 people in Denver handling damage claims. Then they used Allied and Sedwick who worked at the Qwest building with the Risk Management Department.  Now (within the last three months) it all goes to one recovery agency off site called CMR.

CMR’s process is as follows:

1. Review damage claims and determine if CMR should be the vendor to handle the damage invoicing.

2. If not, they return the damage claim to Qwest claims manager to handle.

3. If they are the vendor to do the billing, they send an invoice to the damaging party.  If CMR is the agency to send the invoice, CMR is responsible to recover the funds. 

4. From one to ten days after sending the invoice, CMR calls by phone to collect funds.

5. After 11 days, CMR sends a reminder notice.

6. After 21 days (3 weeks), CMR begins the traditional collection process. 

Anita stressed the need to do one of two things: 

1.  If you are responsible for the damage, take the responsibility and pay the invoice.

2. If you are not responsible, be ready to prove it wasn’t you.  She stressed the importance of determining in the field who is responsible.  She said if you deal with it in the field, you have hands-on and are dealing with people and techs involved.  If you wait to deal with it after you receive an invoice, you are dealing with the collection agency.
 ISSUES/QUESTIONS RAISED
(Issue/Questions raised will be followed by examples and then Anita’s answer in bold.)
1. When you receive a damage invoice from CMR that is not yours and you contest it, it feels like CMR just ignores you and continues the collection process.  They do not seem to know anything about the damage claim, or have the ability to make any changes, or reinvoice to another party. 
 
a. Janis Pfannenstiel (NW Natural) had a good example of this.  George Staples (Delta), Nancy Lantz (Lantz Electric) related a similar experience at last month’e meeting.

 Janis received a bill.
 She sent a denial letter and backup to the address on the bill explaining NW Natural was not the damaging party.
 Shortly after that, she got a call from CMR reminding her she owed the invoice.  She verbally explained NW Natural was not responsible, and that she had submitted documentation. They ignored her.
 She had to send pictures and documentations through the mail three times, after each collection notice.
 Sixty days later, it was still in collections. 

Anita Floyd said if it gets to this point with no resolution, call her, and she will see what she can do.  (503-242-8290, anita.floyd@qwest.com)

2. Invoices from CMR are sent to the wrong utility/contractor/person. Even when the damaging party admits fault in the field, the data that gets to CMR and gets billed is erroneous.  Efforts by the utility/contractor/person to correct this get ignored by CMR.

a. Example No. 1 – Jody Ogle (Lane Electric) said Lane Electric damaged a phone line and claimed responsibility.  She said several people were on site in the field, including several Qwest employees when Lane Electric took responsibility.  But, that damage got billed to four different agencies.

b. Example No. 2 – Mike Foreman (Locating, Inc.) said an 80 year old man got billed for a damage that C-2 Utility caused.  C-2 Utility said it was there fault, but CMR would not listen or change the invoice.

c. Example No. 3 – George Staples (Delta Sand and Gravel) said they have corresponded for some months with Allied Interstate (former collections firm)  about a damage they did not do.  They were not even at that site on the day of the damage.

In answer to this question/situation, Anita explained that Qwest is a very large organization, and much of the reporting is done electronically and automatically.  When a damage occurs and the report center receives the message, three damage reports are generated immediately, and electronically sent to various local individuals (Loop Tech, Cable Tech, etc.).  Each of these local technicians sends in their report.  From these reports, damage claims are generated.  Anita said, it is important to talk to the local technician and get it right in the field for the damage report to be accurate.

Again, Anita Floyd said if it gets to this point with no resolution, call her, and she will see what she can do. (503-242-8290, anita.floyd@qwest.com)

3. Trying to communicate with both the Denver call-center and local Qwest technicians is frustrating.  Sometimes with the 1-800 number, you get in a phone loop and never get a real person.  Several, utilities/contractors/people said they don’t have local technician numbers.  Those who did expressed frustration because they always get a recording or have to call four or five numbers before they get a person.

 Anita said if you call the 1-800 number and go through the prompts, your message will be given to a local technician.  Anita said there are four local Qwest employees in Eugene.  Feel free to call them direct at the following numbers:

  Bob Timmons 2nd Level Installation/Maintenance Manager
     (Kip’s Supervisor)

  Kip Woodrum Office  484-7835
     Office  463-0074
  Kip Woodrum Cell  543-8656
  Kip Woodrum Pager  608-3125  (for emergencies only)
  
  Lenny D’ambrosia Phone  484-8952
  Mitch Moore  Phone  484-7778

4. Does CMR have the authority to cancel a damage invoice?

Anita – No, CMR has to get permission from a Qwest claims manager to cancel an invoice.

5. Does CMR get a percent of claims money recovered?

 Anita – No, they are paid a set fee for their service.
 
6. Qwest seems to have the policy that someone is going to pay for the damage, even if it is the wrong person.  Shouldn’t Qwest be willing to “Eat It” once in awhile when they don’t have all or accurate information for billing?

Anita – No, Qwest is not going to do that anymore.  They are going to pursue and collect for every damage.
 
7. Qwest seems to be saving money by downsizing and using CMR for collections, but it is costing the rest of the utilities, customers, and contractors, etc. a huge amount of money, time, and resources to deal with CMR, damage claims, and with no resolution. 

 Anita said this is the best Qwest can do.  They will continue to make the technicians aware of how important it is to make correct determinations in the field and to submit valid damage claims.

8. Qwest (CMR) needs to get the invoice out as close to the date of damage as possible.

Example 1 – George Staples said they received an invoice for a damage that had occurred eight months ago.  Two days after receiving the invoice, they received a collection letter for it. 

9. Three weeks from the time utilities/contractors receive an invoice from CMR until CMR starts collections is an unrealistic time-frame.  Utilities/contractors don’t just pay something like this without review and authorization from the proper person.  Even if approved, it then has to go to Accounting and be processed, which takes time.

In closing, Anita switched to a lighter note.  She showed “Call Before You Dig” signs available to place on private property to advertise our cause.  She also passed out “Call Before You Dig” hats in Beaver and Duck colors, which were well received.

There was no further business.

<b>LUCC MEETING MINUTES</b>
April 6, 2005

 Sandi McConkey (City of Eugene Public Works) opened the meeting at 12:00 noon.

March minutes were approved.

TREASURER’S REPORT:  Damon Joyner (City of Eugene Public Works) handed out the March Treasurer’s Report.  Ending balance as of March 31, 2005, is $5,909.68.

PUBLICITY & EDUCATION: Brian Siria (City of Eugene) was absent, but Sandi McConkey said the Lane County Home Show was a success.  She thanked all the volunteers who helped out. A suggestion for next year was to have a fish bowl for contractor’s business cards and have a drawing and prize.  We might do the same for residential customers.

DAMAGES:  George Staples (Delta Construction) handed out and explained the damage report.

WEB PAGE: Marlene Metcalfe (SUB Water Division) said minutes are available on the LUCC Web site (www.luccdig.org).  She has updated the member page to reflect the 2005 membership.

SELF-INTRODUCTIONS: Self-introductions were made. There were 35 people in attendance today.

OLD BUSINESS:

Golf Tournament:  Ted Jordan (SUB Electric Division) said the LUCC golf tournament will be at 9:00 a.m. Saturday, June 18, 2005 at Middlefield Golf Course.  The cost will be $50.00 which includes 18 holes of golf and a barbecue lunch.  Dawna Nickolauson will prepare a flyer, which will be e-mailed and put on the web site.  There will be various prizes and give-aways.  If you want a cart, please call Middlefield and reserve it in advance.  Please sign up by June 2, 2005.

Miscellaneous Locating Concerns:  Ted said a firm from Illinois called in a locate for pavement cores for 23 locations in Springfield.  The way it was worded, made it sound like they were to located from a certain point 200 feet to another point.  It should have said, “Mark at a point 200 feet from initial starting point”, because all that needed to be located was a small area at then end of the 200 feet.  Ted pointed this out as a reminder on how to call in a locate. 

Someone else brought up the concern that some don’t use addresses in a rural area.  They just say so many miles from a mile post.  The actual site may be right in front of an addressed residence.  Please use available addresses in your locate even if you also use mile post information. 

There was some discussion about bills from Qwest for damages.  Nancy from Lantz Electric said they received a bill from Qwest that was not their fault, but Qwest kept sending the bill and eventually turned it over to a collection agency.  Several others had similar problems with Qwest.  Anita Floyd (1-503-242-5138) is the person at Qwest to talk to about such problems.  LUCC is going to try to get Anita Floyd to come to a future meeting as a speaker to address these problems.

NEW BUSINESS:

National Locating Rodeo – Ted Jordan announced he and Dan Greer were invited to attend the National Locating Rodeo in Atlanta, Georgia in August of this year.  Their expenses will be paid for by OUNC.  At the September LUCC meeting, he will give a report of his trip and the classes he attended.  He said a local locating rodeo is schedule for next year in Oregon.  The winners of that rodeo will go to the nationals in 2006.

PROGRAM

OPEN PATHWAY PROGRAM
KIP MUCH – District Manager NW Natural

In order to understand the concept and reason for “Open Pathway”, Kip said he would give some history of NW Natural, a personal history of himself, and an explanation of the Open Pathway Program.

History of NW Natural

NW Natural began 146 years ago.  It currently serves 600,000 natural gas customers from southwest Washington to Coos Bay, Oregon.  There are eight district offices.  One is in Eugene.  The corporate office is in Portland.   It’s stocks are now traded on the New York Stock Exchange, with increasing dividends.  They purchase gas from suppliers in Western United States and Canada.

NW Natural is a regulated utility.  They deal with the PUC in Oregon and Washington.  They are only allowed to earn so much.  If they earn more, it goes back to the customers.

Personal History

Kip began working for NW Natural in 1979 as an energy auditor.  Energy concerns were just starting in the 70s.  Now conservation in every aspect is important.  They had a five percent return on stocks which looked good after 2000.  This brings in bigger, more serious investors.  So now, NW Natural is a shareholder focused company.  There is a need to show the shareholders they can do the job.  There is a need to manage construction costs well, which leads to the “Open Pathway.”  It has been in effect for the past 2-3 months.

Oregon PUC made it a law to require developers or builders to provide an open trench or conduit at the construction site to put gas lines in.  Developers/builders are to notify NW Natural three (3) days in advance for service installation and seven (7) days before main installation that there is an open trench and allow them four (4) working days to put their gas line in for residential service and seven (7) business days to install residential mains.  If NW Natural comes to put in their gas line and the trench isn’t ready, NW will go ahead and do the work, but will charge the developer/builder for the extra trenching time.  If NW doesn’t get there in time to use the open trench, they are on their own.  There have been few problems so far.  Both NW Natural and the builders/developers are learning and working together well on this process.  In Lane County there was a 3-foot separation between gas and water.  NW Gas and PUC have adopted a 1-foot separation, which will allow NW Natural, SUB, and EWEB to partner and go in the same joint trench.

Questions from the Audience:

1. How did NW Natural convince the PUC that it was in the customer’s best interest to provide this trench?
 
Anything that benefits the customer is of interest to the PUC.  If we can keep gas costs low, which in turn keeps the customer’s rates low, it is in the best interest of the customer.

2. What was the market in 1850? 

Mainly old gas lights.  It was started by a couple men who delivered gas to customers in the city.  It used to be manufactured gas, now it is natural gas.

3. How will this impact the current joint trench arrangements provided by SUB and EWEB?   

NW Natural is working on an agreement with EWEB and SUB to be included in their joint trench.   SUB and EWEB crews are trained to do fusion and so will be able to install gas lines.  They will be working with dead pipe (no gas).  NW Natural will do the final tie-in.

4. Why the 1-foot separation? 

NW Natural surveyed other gas companies.  Of 23 companies, 14 dealt with waterlines and used a 1-foot separation.  

5. Why is there a need for the separation? 

In the event of a leak, the pressure from a water leak could damage the gas pipe causing a gas leak.  So, a concern for employee and customer safety is the main factor.

6. Where will gas be in the trench? 

Gas and water are one (1) foot apart and above power and communication.  Gas and water will be at the same flow line.

There was no further business.  Meeting was adjourned.