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Home My WebLink AboutITEM V-D-1 'f< AUB~ WASHINGTON AGENDA BILL APPROVAL FORM Agenda Subject: Date: Leak adiustment Request July 5,2006 Department: Attachments: Budget Impact: Finance Letter of Request, Activity Report, Diagram of water lines, Policy and Procedure 100-52 Administrative Recommendation: Public Works Committee recommend approval of water utility adjustment to account number 23717, Andrew Griffin, in the amount of $1,627.94. Background Summary: Customer had a large leak from an abandoned line attached to his meter. It was not his line, therefore he is appealing through the process for an adjustment over the $500 allowed in the policy. W0717-2 F4.5.2 Reviewed by Council & Committees: Reviewed by Departments & Divisions: D Arts Commission COUNCIL COMMITTEES: o Building o M&O D Airport o Finance o Cemetery o Mayor o Hearing Examiner o Municipal Servo 181 Finance o Parks o Human Services o Planning & CD o Fire o Planning o Park Board IZlPublic Works o Legal o Police o Planning Comm. o Other o Public Works D Human Resources o Information Services Action: Committee Approval: OYes ONo Council Approval: OYes ONo Call for Public Hearing _1-1_ Referred to Until ---1_1_ Tabled Until -1_1_ Councilmember: Waqner I Staff: Coleman Meeting Date: Julv 17, 2006 I Item Number: V.D.1 AUBURN * MORE THAN YOU IMAGINED June 22, 2006 ~ECEI'vED JUN .2 2 lO(}G Shelly Coleman City of Auburn 25 W. Main St. Auburn, WA 98001 My name is Andrew Griffin, I own the building at 305/307 M Street NE. Earlier this year I recieved a rather large water bill. After much investigation, including many phone calls and a lot of digging, I discovered that there was an abandond water line connected to my water meter. The line was broken or ruptured and began to leak. The first bill I recieved was for 1400.00, the second for 5500.00. At the time I got the first one I began checking all the apliances in my building, none leaked. I made a phone call to the City and Lauren, the city tech guy, came out to the property and also found no leaks. So I began digging, I unearthed my entire water line all the way from the house to the meter. At that time I discovered the problem. A line Ts off of my line right under the sidewalk on 4th Street about a foot from my meter. I cut the line and capped it right there. The leak stopped instantly! So, short story long this line is not mine, doesnt go to my building and is in not even on my property. I feel this is a clerical error on the part of the city and anything you can do to help us resolve this problem would be greatly appriciated. The balance remaining on the account to be credited is $1938.44. Sincerely, Andrew L. Griffin P. o. Box 783 Renton, WA 98057 Activity report on Acct # 23717 (305 M Street NE (307)) '2/28/06 Meter read @ 5003, cons at 208 cet 2/29/06 Re-read @ 5011, technician indicated meter moving fast 3/10/06 Statements generated 3/24/06 Req #136: Andrew requested investigation of high cons. Per technician, advised owner of possible leak in alley 4/18/06 Andrew submitted Leak Adjustment form 5/5/06 Leak Adjustment at $1,237.32 ($399.70 water adjustment, $837.62 sewer adjustment) and sent letter explaining credit 5/10/06 Leak Adjustment at $3,737.22 ($100.30 water adjustment, $3,636.92 sewer adjustment) and sent letter explaining credit 5/10/06 Statements generated 5/12/06 Andrew inquired about remaining balance on account and setup payment arrangements 5/22/06 Andrew inquired again about remaining balance on account and spoke again with technician about leak 6/2/06 Andrew inquired again about payment arrangements 6/15/06 Instructed Andrew on appeal process for additional credit .[11 :li Ii ii 'I :II :!I 1i' !iI :;'11 .ll Jl W ill i11 i!J \'1 :1. jiJ F.:j' ~ i Jl' ':1 jq .;; I \1! \'1' !j ;:j Ji I 111 Hi :iJ H1 !I ':!j ":j :!'! "i iij , .I., '!\ j;j '1 ~ 11 ,i1' 1;: iil ii! ,,' Jj 1 iii .il 1j1' ;1 .11 ;jj 1! I ~ ; \ Tn I ; 1 j [ ; 1 j ! I '(..v At '\ t.-.....- II'- e.:r- '-Co "- .:.i:..vv s '74- / I ~ { ~ I q <} 6 Lv ~e..1f'.) U LA.., f 14-1.A.. f.IJ.J'\ $ 6. 0 I i~ _ _A \...~'" \J ? I' ft t ~o\ 303 ~...... . T<0\...a...\ t.. "" ~\-D vv o,'\...,:.. l...,l I I+~ A-l...\.., J\..~(:~h-""~ 'rhr<:... ."t'.,...~ t...~ ~ O'-(.UII-c...~ (!) V.:l ~ ~ '1' c "r"tT t.Z: , .~ c u. ~ ~ A. '-, ....... <,.. W.-c.-,:>:- C::::V;:' ;IN:.. - ~ 30'S' V'\--...i,.T ..ot..-'- L,.,> t't.; <:.- I\- t'R' c..~ P I" c:~ . (:) p < ) ,r-, (......,:-;- -t.,1"- -:> 'T. 4> P t: t:i!,S:. tho v' ..-.)'1 A-;;- )-14 vt'T. ?D 1,-v"7 S \\:>6W.....\~ ~o...., f""ooo,.......,~- ~ 1,\1'" -, c.::,7 jr>J~ ADMINISTRATIVE POLICY AND PROCEDURE l'I'1TLE' UTILITY SERVICE WATER LEAK ADJUSTMENT SUBJECT: UTILITY BILLING & COLLECTION INDEX NUMBER: 100-52 EJo'l'ECTlVE DATE 12/9/02' SUPERSEDES NEW PAGE OF PREPAREDllY: 1 2 SHELLEY COLEMAN MAYOR'S APPROVAL 1.0 PURPOSE: To provide a procedure for approval, calculation and adjustment of water and sewer charges (Single Family & Non-single family account classifications) where excessive water consumption can be attributed to a water leak. 2,0 ORGANIZATION AFFECTED: 30 REFERENCES: 4,0 POLICY: 4,1 Customer must request adjustment in writing by completing a request form located at the Finance Department in City Hall or the City website. Required information shall include: a. Name, service address where leak occurred and account number b. Description of leak and date repaired . c. Copy of repair bill or materials receipts d, Signature of customer 4.2 Upon receipt of the completed request form, a representative of the City Water Division will confirm, through visual inspection, that the leak has been repaired. 4.3 Following confirmation of repair, Finance personnel will adjust no more that two (2) billing cycles (4 months) if billed bi-monthly or 3 billing cycles if billed monthly. Single- family account types will have water only adjusted. Non-single family account types, where the customer's sewer bill may be based on the water consumption, will be allowed an adjustment to the water, City sewer and Metro sewer charge, provided it can be confirmed to the satisfaction of the Utility Accounting Supervisor that the additional water volume was due to the leak and did not enter the sanitary sewer system. 4.4 The consumption used to determine the leak adjustment amount will be the actual consumption from the same bill cycle of the previous year. -ADMINISTRATIVE POLICY AND PROCEDURE TITLE: UTILITY SERVICE WATER LEAK ADJUSTMENT INDEX NO: 100 - 52 PAGE NO: OF 2 2 4.4.1 For new owners or renters occupying the residence for less than one year, the consumption used to determine the leak adjustment amount will be one of the following: i. . An average of the water consumption in the three-complete billing cycles immediately preceding the bill cycle in which the leak began. ii. In the absence of three complete billing cycles, the water consumption from the previous occupants for the same billing cycle in the previous year, iii. If neither of the above is applicable, the system average will be used, 4,5 One leak adjustment per 12-month period per account will be authorized. If an additional adjustment request is submitted for an account in the next or following year(s), the Utility Accounting Manager will consult with the Water Utility Engineer to determine if the City will require the customer to complete extensive repairs to the service line and/or fixtures. 4.6 Customers will be eligible for a leak adjustment if the total dollar amount of the adjustment for both water and sewer is greater than $50,00 (or $25.00 for a water only account), not to exceed a credit of $500.00 for water only adjustments. . 4.7 Leak acijustments shall have the following required approvals: a) 1,000 or less - Utility Accounting Manager b) Greater than $1,000 and less that $10,000 - Finance Director c) Greater than $10,000 - Mayor 4,8 If the customer disputes the decision made by the City in which the disputed amount exceeds $500,00, he or she may submit a written request to the City of Auburn Finance Director for an administrative review of the adjustment by the City Council Public Works Committee. Such request should identify the property, describe the leak and repair, and state the basis for the request for an administrative review. The Finance Director must receive the written request for administrative review within 15 days from the date the City posted the adjustment to the account. Pending the decision on this review, the customer who requests such review must continue to pay the disputed charge as billed until the written decision of the Finance Director is provided. A decision of such an administrative review will be provided within 30 days of receipt of the written request for administrative review. Upon the written decision of the Finance Director, if an account has been incorrectly charged, the account will be adjusted accordingly to cover all billings occurring during the administrative review and all billings that preceded the date of receipt of the written request for review, in accordance with City policy. (to be printed on City letterhead) CITY OF AUBURN REQUEST FOR WATER LEAK ADJUSTMENT Mail, fax or deliver this completed form to: City of Auburn Finance Department, 25 West Main Street, Auburn, WA 98001 Fax: 253-288-3132 Phone: 253-931-3038 Customer Name ________________________________________ Date _______________ Address where leak occurred _______________________________________________ City account no _______________________________ Phone no ____________________ I hereby notify the City of Auburn Finance Department that I have sustained a water leak at the above address and that It has been repaired. I am enclosing a copy of the repair bill andlor materials receipt. I am requesting an adjustment to my utility billing per City Policy. I understand that signing this form does not guarantee a billing adjustment will be made. Approximate date leak noticed __________________ Date leak repalred__________________ Leak repaired by _____________________________________________________ Exact location of leak ________________________________________________________ Signature of Customer _________________________________________________________ FOR CITY USE ONLY Visual inspection of water meter performed by _________________ Date ___________ Comments_______________________________________________________________________ Bill Cycles Adjusted _______________________________ Adjust: WATER SEWER BOTH Reviewed /Calcu lated by _________________________________ Date________________________ APPROVALS: _____ Utility Accounting Mgr _____ Finance Director _____ Mayor F:\JUUE\PROCEDURES\REQUEST FOR LEAK AOJUSl1IIENT