The Utility Policy Committee on Jan. 9 reviewed a city-commission-adopted utility financial policy and discussed UPC responsibilities under the city's water-services contract, the use of rate consultants, the fiscal-year 2024 financial summary and the water affordability outreach plan for 2025.

City staff noted the City Commission adopted the Utility Financial Policy Dec. 2; the policy and its appendix will guide the rate consultant and UPC oversight. Committee members agreed the UPC should continue to have the option to select or review rate-consultant work and to request supporting records annually if needed. The committee asked staff to request a 2026 fee quote from the current rate consultant (Stantec) for consideration before April.

Steve Vicente, city CFO and UPC alternate, and James Baker, Public Services director, walked the committee through a financial summary for 2024. The committee saw revenues exceeded the 2024 budget in several categories and expenditures were below budget for operating categories; staff flagged that capital spending remains the largest variance by dollar amount. Staff cautioned that year-end accruals and audit adjustments will appear in the audited statements later.

On affordability, city staff reported continued program funding through grant sources and city-commission appropriations for marketing and outreach. James Baker said the program has more funding capacity than current participation and the UPC will emphasize outreach: billboards, radio, postcards and in-person events were planned for spring 2025. Staff noted household eligibility runs to 200% of federal poverty guidelines and categorical eligibility for SNAP recipients.

Administrative matters: the UPC recorded three procedural votes and one finance vote. The committee approved the agenda and accepted the Nov. 14, 2024 draft minutes (both by voice vote). The UPC then approved a motion to hold regular meetings on the second Thursday of each month at 8:30 a.m. at Ashmore Township for calendar year 2025 and asked staff to distribute meeting invitations. The committee also approved payment of two invoices from Halfenburg LLC (invoice numbers 1014 and 1018); the motion carried with one abstention.

Ending: Staff will request a 2026 fee from the rate consultant, provide consultant billing details at the next meeting, continue affordability outreach and post the adopted utility policy materials for UPC review.