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HomeMy WebLinkAbout02-05-2007 ITEM V-DACITYOF a WASHINGTON AGENDA BILL APPROVAL FORM Agenda Subject: Date: Leak Adjustment Request January 17, 2007 Department: Attachments: Budget Impact: Finance Letter of Request, Utility Leak Adjustment and Policy and Procedure 100-52 Administrative Recommendation: City Council approve an additional water utility adjustment to account number 31697, for Amber Cook, in the amount of $1,784.72. Background Summary: The customer had a large leak in line between the meter and the house. Once the leak was discovered (10/20/06) the customer had the leak repaired (10/31/06) and submitted $2,426.24 in repair bills. The customer's utility account was billed $2,501.78 in water consumption for 825 units due to the leak and the account was credited $500.00, which is the maximum credit allowed per policy. The customer would normally have been billed $217.06 (water only) for the same period leaving a balance of $1,784.72. This has created a considerable financial hardship and the customer is requesting an additional adjustment. W0205-3 F4.5.2 Reviewed by Council & Committees: Reviewed by Departments & Divisions: ❑ Arts Commission COUNCIL COMMITTEES: ❑ Building ❑ M&O ❑ Airport ❑ Finance ❑ Cemetery ❑ Mayor ❑ Hearing Examiner ❑ Municipal Serv. ® Finance ❑ Parks ❑ Human Services ❑ Planning & CD ❑ Fire ❑ Planning ❑ Park Board ® Public Works ❑ Legal ❑ Police ❑ Planning Comm. ❑ Other ❑ Public Works ❑ Human Resources ❑ Information Services Action: Committee Approval: ❑Yes ❑No Council Approval: ❑Yes []No Call for Public Hearing Referred to Until _I_I Tabled Until Councilmember: Wagner Staff: Coleman Meeting Date: February 5, 2007 Item Number: V.D AUBURN * MODE THAN YOU IMAGINED December 20, 2006 City of Auburn Utility/Finance Dept 25 West Main Auburn,WA 98001 RE: 29311 108`h Ave SE Auburn,WA 98092 I am requesting an additional adjustment on my water bill, account 31697. Once the city employee confirmed I had a leak I was turning the water off for the day and only turning the water on when my son and I had to. I received bids from 2 plumbers and also 2 very different opinions on how to go about this do to the nature of the area where the water line goes into the house. I had a very large leak in the line between the house and the meter, but there was no water working its way up because the line is on a hill and drained down a green belt behind the house. The billing for 09/21/06 to 11/20/06 was 2326.58, with the $500.00 credit adjustment the total is 1826.58. This is a considerable financial hardship and I would appreciate the city approving additional adjustment. Sincerely, 1 � Amber Cook crrY OF .1� Utility Account Leak Adjustment Rates based on Outside City Limits )gWWASHINGTON Customer Name: Amber Cook Account Number: 31697 Property Address: 29311 108th Ave SE Total Consumption Billed Cycle 1 755 Billed Cons I Unit $ Total 14 $ 2.25 $ 31.50 16 $ 2.70 $ 43.20 725 $ 3.08 $ 2,229.38 755 $ 43.20 $ $ 2,304.08 Total Adjustment Bill Cycle 1 $ (2,220.15) Total Consumption Billed Cycle 2 70] Consumption used same 33 period previous year Adjusted I Cons Unit $ 1 Total 14 $ 2.25 $ 31.50 16 $ 2.70 $ 43.20 3 $ 3.08 $ 9.23 33 $ 43.20 $ 83.93 Consumption used same 49 period previous year Billed Cons Unit $ Total Adjusted I Cons Unit $ 1 Total 14 $ 2.25 $ 31.50 14 $ 2.25 $ 31.50 16 $ 2.70 $ 43.20 16 $ 2.70 $ 43.20 40 $ 3.08 $ 123.00 19 $ 3.08 $ 58.43 70 $ 197.70 49 $ 133.13 Total Adjustment Bill Cycle 2 $ (64.58) Total Leak Adjustment on Account $ (500.00) Maximum Leak Adjustment per Policy x Leak Repair Verified Lot is Inside City Limits x Lot is Outside City Limits Rates are Inside City Limits x Rates are Outside City Limits x Copy of Receipts or Repair Bill Letter Explaining Leak Repair in Lieu of Receipts 4 Billing Cycle 11/1L/ZC/Ci0 ZZ: 14 ZC)JZbybbbb BREWER CP OF AUBURN PAGE 01 z cirry Of .00000 woo -PIN Peter S. Lewis, Maya WASHINGTON 23 = Main Slitat * Auburn WA =01-49De * ww 01-aubum,wa.us * i 3-931-411ONG CITY OF AUBURN REQUEST FOR WATER LEAK ADJUSTMENT MW/, fax or dellver this completed form to., City of Auburn Finance Department 25 West Main Street, Auburn, WA 98001 Fax, 23-3-876-1900 Phone. -253-937-3038 CustomerL,�c DaaeAddress where leak occurred! _ ____..------- _1_�� City account no ---� 9___- ___-- Phone 4a�-)70f::5D—loo 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 and/or 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. / �y Approximate date leak noticed 7_ Date leak rep aired— Leak repaired by Exact location of leak ------------- ------------ ----------------------------------- 4-01L — Signature of Customer -_ __ -- - __ 6---------------- 'Z�v°1� �� ` FOR CITY USE 001 Visual Inspection of water meter performed b( .. ___-------_-_--- Date J I2-7 —0 Bill Cycles Adjusted Reviewed/Calculated by -------- ----------- APPROVALS: ----- Utility Accounting Mgr F:VUL1E\PRUCE0URE5IREQU"T FOR LFAK ADJUSTMENT ----------------- Adjust: WATER SEWER BOTH Date---- - ------------------ Finance Director --__ Mayor (>$ 1,0000) (over $10,000) AUBURN* MORE THAN YOU IMAGINE[ 11/12/2006 a4i 41F FRQM: KCL 66000 ANDS2 W z BREWER CP OF AUBURN 253-884-6853 TQ=2532696000 ! PAGE 03 P.1 KC LANDSCAPING ! INVOICE NO, I I IA'% CR 12,310M . e1 1911 IDKI tua con07 5244 283.804.2651 • Fax 283.804-8853 NU TO 48 Jos t - - �-- afaisr 6 NO. 66r 6 No. '�-- a9:sjf CITV ;ruE L► SUT9 r ti 7-04-1 i (66 74 I A -ti v _ A o., sIL -- ���C MINUI$MAN "MI I ?67-669,6M /12/2005 22:14 2532696000 BREWER CP OF AUBURN PAGE 02 ---- - 11/09/2006 15:08 2536308830 PRESTIM HOMES PAGE ei/01 T, PMdge Homes 8t Building Corp. Post Office Box 58094 Roam, WA 98058-1094 !r Nan% I Addmw I Ambm Cbvk Estimate owe Vstlmata 11/MrIM 524T4 Customer wature Projeot DswApdon ply Ride Total Repair Sven Tax (excl. covinom) 1 500.00 8.80A� SOO.Orre 44.00 Tota! 5544.00 Customer wature ADMINISTRATIVE POLICY AND PROCEDURE rl'rLE UTILITY SERVICE WATER LEAK sumjwr: UTILITY BIL UNG a COLLECTION wDL Nu&iBER: 100-52 ADJUSTMENT BF A-MVEDATE SUPERSEDES PACE OF PREPARED BY: MAYOR'SAPPROVAL 1219102 NEW 1 2 SHELLEY COLEMAN 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: 3.0 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) 9 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. AMNINIMATIVE TITL& INDEXNO: PACENO: OR POLICY AND PROCEDURE UTILITY SERVICE WATER 1100-52 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 andlor 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 adjustments 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.