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HomeMy WebLinkAboutITEM IV-C CITY OF Interoffice Memorandum ¢ s_' rw =RN WASHINGTON To: Public Works Committee From: Shelley Coleman, Finance Director CC: Date: May 16, 2011 Re: A/C 019213, Skills Inc. Leak Adjustment Appeal -Chronology of Leak/Fix 1) On August 11, 2010, Utility Billing placed a service request for M & O to check the meterread and for a possible leak, as water consumption had increased significantly from the prior read (over 50% higher). M & O checked the meter, which was working correctly, but because of high use of machinery, could not tell if there was a leak, or just high usage. M & 0 talked to the customer who said he would Investigate a possible leak 2) On October 12, 2010, UB placed another request, as consumption on the most recent meter read had Increased almost 100% from the prior read in August. M & O confirmed that the meter was working properly and that there was probably a large leak, but there was no leak on the city side of the meter. M & O spoke with customer who said he would investigate asap. 3) On December 10, 2010, UB placed another service request, as consumption on the most recent meter read had increased almost 60% from the prior read in October 2010. M & 0 confirmed the meter read and that the meter was still spinning, indicating a significant leak. M & O talked to manager who said he would tell his maintenance department. 4) On February 11, 2011 UB placed another service request, as consumption remained high. M & O confirmed that there was still a leak and talked with the customer who said they were still searching for the leak. 5) On February 23, 2011, the customer was billed $23,264.03, which included $6,531.67 for water base fees and consumption, and $15,970.78 for sewer base fees and consumption. This invoice was paid in full on March 23, 2011. 6) On March 10, 2011, UB placed a service request, as the customer wanted to confirm the meter was working correctly. M & O confirmed the meter was working correctly and spoke with the customer, who said they were still searching for the leak. 7) On March 22, 2011, LIB received a call from the customer that they had found the leak in a pipe in the ground. The pipe runs between two of their buildings. Page 1 of 2 AUBURN * MORE THAN YOU IMAGINED 8) On March 23, 2011, UB placed a service request to confirm that the leak was repaired. M & O confirmed the meter was no longer spinning and that the leak appeared to be repaired. 9) On March 31, 2011, UB received a leak adjustment request and requested that M & O confirm with customer the location of the leak, whether it was in the service line (per policy) and if the water leaked into the ground or into the sewer system. 10) On April 18, 2011, after review of diagram of the leak location and recommendation from the water utility engineer, UB sent a letter to customer denying the leak adjustment request on the basis that the location of the leak did not meet the criteria for a leak adjustment per the policy (leak was not in the service line between the meter and where the service line enters the building). The leak was between 2 buildings. 11) On April 27, 2011, UB received an appeal of the denial of the leak adjustment request. In the letter, the customer is requesting reimbursement for sewer fees, due to the water leaking into the ground. 12) On April 27, 2011, customer was billed $17,662.02, which included $4,857.46 for water base fees and consumption, and $12,042.98 for sewer base fees and consumption. Page 2 of 2 AUBURN *MORE THAN YOU IMAGINED CITY OF A,-OD URN ~s WASHINGTON Utility Account Leak Adjustment Rates based on Inside City Limits Commercial Customer Name: Skills Inc. Account Number: 019213-000 Property Address: 715 30th St. NE Consumption that Billed on 12129110: 2114 Billed Cons Unit $ Total Water 2114 $ 2.30 $ 4,862.20 City Sewer 2099 $ 1.23 $ 2,581.77 Metro 2099 $ 4.25 $ 8,920.75 Total $16,364.72 Consumption adjusted to the 382 previous year same period: Adjusted Cons Unit $ Total Water 382 $ 2.30 $ 878.60 City Sewer 367 $ 1.23 $ 451.41 Metro 367 $ 4.25 $1,559.75 Total $2,885.76 Water $ (3,983.60) City Sewer $ (2,130.36) KCSewer $ (7,361.00) Total Adjust ment Bill Cycle 1 Total $ (13,474.96) Consumption that Billed on 2123111: 27fl5 Consumption adjusted to the 558 previous year same period: Billed Cons Unit $ Total Adjusted Cons Unit $ Total Water 959.83871 $ 2.30 $ 2,207.63 Water 198.00000 $ 2.30 $ 455.40 City Sewer 954.51613 $ 1.23 $ 1,174.05 City Sewer 192.67742 $ 1.23 $ 236.99 Metro 954.51613 $ 4.25 $ 4,056.69 Metro 192.67742 $ 4.25 $ .818.88 Water 1745.16129 $ 2.46 $ 4,293.10 Water 360.00000 $ 2.46 $ 885.60 City Sewer 1735.48309 $ 1.35 $ 2,342.90 City Sewer 350.322423 $ 1.35 $ 472.94 Metro 1735.48309 $ 4.81 $ 8,347.67 Metro 350.322423 $ 4.81 $1,685.05 Total Water 2705 $ 6,500.73 Total Water 558 $1,341.00 Total Sewer 2690 $ 3,516.96 Total Sewer 543 $ 709.93 Total Metro 2690 $12,404.37 Total Metro 543 $2,503.93 Total $22,422.05 $4,554.86 Water City Sewer KCSewer Total Adjustment Bill Cycle 2 Total $ (5,159.73) $ (2,807.03) $ (9,900.44) $ (17,867.19) Total Water Adjustment on Account Total City Sewer Adjusmtment on Account Total Metro Adjustment on Account Total Leak Adjustment on Account X Leak Repair Verified X Lot is Inside City Limits Lot is Outside City Limits X Water Leak did not go into the Sewer Water Leak went into the Sewer X Copy, of Receipts or Repair Bill 12/29/10 & 2123191 Billing-Cycle $ (9,143.33) $ (4,937.39) $ (17,261.44) $ (31,342.15) $ (500.00) Max Adjustment per City Policy r~ <-r IEI'rlf k~;~rl f 73~r'` 4111(~z CREATING JOBS THAT CHANGE LIVES April 26, 2011 Ms, Shelley Coleman City of Auburn' Finance Director I R Main St, 2"' Floor Auburn, WA 95002 Deai• Ms, Coleman, Skills Inc. is anon-profit organization located at 715 30`x' Street NE (ace # 019213-000), The purpose of this letter is to request an administrative review of our water usage from Oct 2010 to March 2011 and to grant reimbursement for sewer fees. We noted a significant increase in our water usage reported in our December 2010 statement. We searched the property for a leak and did not find any leakage. evidence. Suspecting it was a leak in the service line coming into the building, we installed a shut-off valve at the building. The meter stopped when the shut-off valve was closed, hence, no leak. We also had the city Inspect the water meter and found no evidence of error, Tracking the many pipes throughout the property and finding no evidence of leaks, we finally found a water pipe that went underground to another building. We installed a shut-off valve where the pipe entered the ground and determined that the leak was occurring underground between two buildings. We installed a new water line between the buildings to by-pass the lcakc Given that the water was leaking into the ground and not the sewer system, we are asking for reimbursement for the sewer fees. We would very much appreciate an administrative review to grant Skills Inc. reimbursement for sewer charges that were billed from October 2010 (when the water consumption started to increase) to March 19a' (date repairs completed). Skills inc. is a non-profit that employees and supports persons with disabilities. Our mission is to create and maintain a stable, rewarding place of work, where persons with disabilities contribute their skills through responsible management and solid corporate partnerships. 'hank you in advance for your consideration. Yours truly, Robert Copeland Director of Finance and Administraflon Shills Inc. d 715 30th Street NE o Auburo,WA 98002 # Ph: 206.782.6000 6 Fax: 253,939.2126 lAranr~.slclllsis~~.cgYn AEROSPACE MANUFAC'rURII-iG a Fmisi-i, TECHNMAI_ SFERVIC:ES, AND r3USFMF9S SOL.UTIONS Fsta6li;lmd in 1966 >F CITY OF * 011 UM Peter B. Lewis, Mayor ~ADD WASHINGTON 25 West Main Vraei * Auburn WA 98001-4998 * www.auburnwa.gov * 253-931-3000 April 18, 2011 Skills Inc 715 30'x' St NE Auburn WA 98002 RE: Leak Adjustment Request Account 019213000 Service Address: 715 30`t' St NF, Auburn To Whom It May Concern: The City of Auburn Utility Department is in receipt of your request for a water leak adjustment. A service technician was dispatched to investigate leak and repair at the above property. He reported that the leak was in the old line from the main building to the secondary building, underground. Administrative Policy 100-52 states that an adjustment may be available where excessive water consumption can be attributed to a water leak. For this purpose, a water leak is defined to occur on the service line between the City water meter and the point where the line enters the building. Since the leak was not in the service line between the meter and the first building or structure, this leak does not meet our definition of a leak. Based on a review of the submitted documentation, this leak does not qualify for an adjustment. Therefore, we are unable to process a credit. If you have any questions or need additional information please contact one at (253) 931-3038. Sincerely,. Madonna Doucette Accounting Specialist City of Auburn AUBU 4, MORF THAN YOU IMAGINED ADBURN WASlllN(ITON CITY OF AUBURN M4, to ® MRR 7p~j REQUEST FOR WATER LEAK ADJUSTMENT Mail, fax or deliver this completed form to: City ofAuburn finance Department, 25 West Main Street, Auburn, WA 98001 fax.` 253-876-1900 Phone: 253-•931-3038 Customer Name Data Address where leak occurred City account na _ W--S_ _ phone no __-'_'r_`'_ C' 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. J 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. I further understand that failure to provide receipts will result in an automatic denial of this leak adjustment request. Approximate date leak noticed Date leak repaired_ ~ ch t _ _ Leak repaired by 'Exact location of leak t?: _ig_•_1 }}1~ ~1r3 i illi ►1-- _lrkv13 r 1 - - C. 1- ~ is _ s 1 ~.4 .,t tiF t.} -~js... ~ t,~r: i`5 ~-t:r i ~ i l ter' N:-" I. \s t i:,y' Signature of Customer L 7 _ FOR CITY USE ONLY Visual inspection of water meter performed by bate Comments Bill Cycles Adjusted Reviewed /C'alculated by - Adjust: WATER SEWER BOTH Date District , F.Jutilities/Forma)leai/ReW edREQUF.SI FOUFAKADJUSTMNT Madonna Doucette From: Robert Copeland [robert@skillsinc.com] Sent: Thursday, March 31, 2091 1:46 PM To: Madonna Doucette Cc: Eldon Browning Subject: RE: Leak Adjustment Form Madonna, the work was performed by our staff maintenance crew so no receipts. Please have the service technician contact me and I will be happy to show him / her where the repairs were completed, Thanks for your support on this. Robert Copeland Director, Finance and Administration Skills Inc. 206-782-6000 From: Madonna Doucette [mailto:mdoucette@auburnwa.gov] Sent: Thursday, March 31, 2011 1:40 PM To: Robert Copeland Cc: Charlie Frampton; Eldon Browning Subject: RE: Leak Adjustment Form Hello, I received the leak adjustment form and the pictures and will have a service technician call to set up a time to see exact repair location. Do you have any plumbing repair receipts or receipts for materials used for the repair? Madonna Doucette City of Auburn Accounting Specialist 1 Office: 253-876-1968 Fax: 253-876-1900 mdoucettc@auburnwa.gov From: Robert Copeland [mailto:robert@skillsina.com] Sent: Thursday, March 31, 2011 10:28 AM To: Madonna Doucette Cc: Charlie Frampton; Eldon Browning Subject: FW: Leak Adjustment Form Madonna, as discussed in our call, we have had a water leak for some time and could not find the leak until just recently. We found a water pipe that went underground from one building to another building. By installing a shut-off valve (attached photo), we stopped the leak. We also are in the process of installing a new water line (see attached photo) rather than find / fix the leak in. the old line. I have completed the "Request for Water Leak Adjustment" form. Appreciate your review and consideration for an adjustment to our prior months utility bills. Please contact me if you have any questions. Thanks for your continued support. Robert Copeland Director, Finance and Administration Skills Inc. 206-782-6000 From: Madomia Doucette jmailto:mdoucette@auburnwa.govj Sent: Tuesday, March 22, 20119:40 AM To: Eldon Browning Subject: Leak Adjustment Form Eldon, Attached is the Leak Adjustment Form you requested. Please let me know if you have any further questions. Madonna Doucette City of Auburn Accounting Specialist Office: 253-931-3038 Fax: 253-876-1900 mdoucette(a)auburnwa.aov The information contained in this electronic communication is personal, privileged and/or confidential information intended only for the use of the individual(s) or entity(ies) to which it has been addressed. If you read this communication and are not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication, other than delivery to the intended recipient is strictly prohibited. If you have received this communication in error, please immediately notify the sender by reply e-mail. Thank you. The information contained in this electronic communication is personal, privileged and/or confidential information intended only for the use of the individual(s) or entity(ies) to which it has been addressed. If you read this conununication and are not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication, other than delivery to the intended recipient is strictly prohibited. If you have received this communication in error, please immediately notify the sender by reply e-mail. Thank you. r I _ f t t I~ I . 9 z F :s ( y t x t F ~ 1~ k~ i I ~ } 4 F - J 3i 'V 1 u } F 8 p I - ~,r ~ t l~ h t> 7 j F fa S I • ~i ' r. ~I r; MTA Y~ y Fx ~y r js t ~s F r4 Nv. T s .~saf t Sjs cc t~ { r i ~ I Yl'~ Z rYjk 'i~ t ~ ~ (yn ~44 'S~,~ff1} i ! f _ cti a1•j<~. ~ 3 •acS ~~{fM°~ i -i1, f~F a ~'1~^t ~j ~ 3 5 ~ ' , Q~~1 r f s ? a F F~ 1! f~ i 1 , f~ x,11, q4, ~ ~h x,,}}~ir ` i r~r f ~r .'a}x } {t r` ~ I - + E F i }Y e Ts ISM. t r i 6a p' o 't~ x r i t. 4 r. j ~ ri% -,i yr+ 1 ai , `f 3B t. e s ■ J City Aub Water Utility Billing Printed: 03/31/20115:13:32 PM terrish Service Request Form Request Number: Account Number Account Status: Name: Billing Address: 001052-03-2011 019213-000 Active SKILLS INC 715 30TH ST NE AUBURN, WA 98002 Hoene Phone: Business Phone: Service Address: (206) 782-6000 715 30TH ST NE Request Date- 3/31/2011 Request Description: Received request for leak adjustment. Please confirm repair has been completed and leak has been repaired. Call Robert Copeland 206-782-6000 or Eldon Browning 206-730-7999 to show- you leak & repair. Was leak in svc line & did water leak into the ground? Service Date. 4/1/2011 Service Description. Per custon-ter, pipe leaking somewhere undergound, shut off valve added to line & new line installed. Photos available. Water/Gas Meter's Route-5eq Serial No Register ID MXU ID Manufacturer Model No Reading . Read Dt Cons No Of Digits Existing Water 2S3-044100 9059733 9059733 82297037 Unknown F-1.5-5 1 8615 Meter 2/9/2011 2705 5 7 ~r~t~~„• 7A7 T IlT'~2V T1T'-irl FRA_Tf F _ ti~ ..r-11 ~ 7rr tV~ 17 T-- ~ tI P '0%r ti or 6 L i Last Updated By: madonnad On: 3/31/2011. ~~k tar- Y~~ '~~.t~~c~(,- ~ ~u ► 5~~~~t~~F~zc frn fwd roc, , 7 f:~ Yv)()- t o ~l L~ N L- rte a~ 7 G f City Aub Water mgregg Request Number : Account Number: Account Status: Name: Billing Address: 000407-08-2010 019213-000 Active SKILLS INC 715 30TH ST NE AUBURN. WA 98002 Utility Billing Printed: 05/06/2011 5:52:14 PM Service Request Form Last Updated By: madonnad On: 8/1 6120 1 0 Hoene Phone: (206) 782-6000 Business Phone: Service Address: 715 30TH ST NE Request Date: 8/11/2010 Request Description: Please check for leak & get current read. 6/10 read was 1804. Service Date: 8/12/2010 Service Description: 8/13 per Rob, read is 2527. Meter is moving & .not stopping, but appears there is a lot of machinery running at this facility right now & water usage may be constant. Talk to cust & will investigate. No leaks on city side, meter working correctly. Water/Gas Ilieters Route-Seq Serial No Read Dt Cons Existing Water 253-044100 9059733 Meter 417/2011 1962 Location: IN LOT BY RED FENCE 5 Manufacturer ' Model No Reading Unknown F-1.5-5-I 10577 Comments: Follow up needed? yes no Serviced By: Date: Register ID MXU ID No Of Digits 9059733 82297037 City Aub water mgregg Request Number: Account Number: Account Status: Name: Billing Address: 000440-10-2010 019213-000 Active SKILLS INC 715 30TH ST NE AUBURN, WA 98002 Home Phone: (206) 782-6000 Business Phone: Service Address: 715 30TH ST NE Request Date: 10/12/2010 Request Description: Please check for a leak & get current read. Cons have doubled. 8110 read was 2486. Service Date: 10/13/2010 Service Description: 10/14 per Rob, read is 3899. Meter is moving fast & looks like a large leak somewhere on the customer's side of sve. Spoke w/ Elden & he said lie will investigate ASAP. No leaks on the city's side of sve. Water/Gas Meters Route-Sect Serial No Register ID Read Dt Cons No Of Digits Existing water 253-044100 9059733 9059733 Meter 4/7/2011 1962 5 Location: IN LOT BY RED FENCE MXU ID Manufacturer Model No Reading 82297037 Unknown F-1,5-5-I 10577 Comments; Follow up needed? . yes no Utility Billing Printed: 05/06/20115:52:19 PM Service Request Form Last Updated By: madonnad On: 10/15/2010 Serviced By: Date: City Aub Water rngregg Request Number: Account Number Account Status: Name: Billing Address: 000368-12-2010 019213-000 Active SKILLS INC 715 30TH ST NE AUBURN, WA 98002 Utility Billing Printed: 05/06/2011 5:52:25 PM Service Request Form Last Updated By: lnadonnad On: 12/17/2010 Horne Phone: (206) 782-6000 Business Phone: Service Address: 715 30TH ST NE I Request Date: 12/10/2010 Request Description: Please check if leak is fixed. Cons have quadrupled from their avg cons. Service Date: 12/13/2010 Service Description: 12/15 per Brent, read is 6180, Looks like it's leaking. Meter dial spinning pretty fast, Talked to mgr in bus bldg. Explained abt leak, He said he would tell maintenance. Water/Gas Meters Route-Seq Serial No Register ID MXU ID Manufacturer Model No Reading Read Dt Cons No Of Digits Existing Water 253-044100 9059733 9059733 82297037 Unknown F-1.5-5-1 10577 Meter 4/7/2011 1962 5 Location: IN LOT BY RED FENCE Comments: Follow up needed? yes 110 Serviced By: Date: City Aub Water ragregg Request Number: Account Number: Account Status: Name: Billing Address: 000429-02-2011 019213-000 Active SKILLS INC 715 30TH ST NE AUBURN, WA 98002 Utility Billing Printed: 05/06/20115:52:30 PM Service Request Form Last Updated By: madonnad On: 2/16/2011 Home Phone: (206) 782-6000 Business Phone: Service Address: 715 30TH ST NE Request Date: 2/11/2011 Request Description: Please check if leak is fixed. Prop had a very large leak. Cons have been really high in the last 3 reads and it's still very high. Service Date: 2/14/2011 Service Description: 2115 per Brent, read is 8894. Still leaking, They said they are still trying to locate leak. Water/Gas Meters Route-Seq Read Dt Existing Water 253-044100 Meter Serial No Register ID MXU ID Cons No Of Digits 9059733 9059733 52297037 4/7/2011 1962 5 Manufacturer Model No Reading Unknown F4.5-5-1 10577 Location: IN LOT BY RED FENCE City Aub Water mgregg Request Number: Account Number: Account Status: Name: Billing Address: Utility Billing Printed: 05/06/2011 5:52:37 PM Service Request Form Last Updated By: madonnad On: 3/14/2011 Home Phone: (206) 782-6000 Business Phone: Service Address: 715 30TH ST NE 000340-03-2011 019213=000 Active SKILLS INC 715 30TH ST NE AUBURN. WA 98002 Request Date: 3/10/2011 Request Description: Check for leak or misread: Eldon 206-730-7999 requests you to check meter. Says he thinks it's failing. Says the needle juleps around instead of moving smoothly.Please call him before you come to site. Service Date: 3/11/2011 Service Description: 3/11 per Brent, read is 10013. Meter is working properly. This meter is one involved w/ good sized leaf that's been going for the last year. They are still working on finding leak. Old Eldon a 11:10 am & gave him details. Water/Gas Meters Route-Seq Serial No Register ID MXU ID Manufacturer Model No Reading Read Dt Cons No Of Digits Existing Water 253-044100 9059733 9059733 82297037 Unknown I'-1.5-5-1 10577 Meter 4/7/2011 1962 5 Location: IN LOT BY RED FENCE Comments: Follow up needed? yes no Serviced By: Date: City Aub Water mgregg Request Number: Account Number Account Status: Name: Billing Address: 000774-03-2011 019213-000 Active SKILLS INC 7.15 30TH ST NE AUBURN. WA 98002 Utility Billing Printed: 05/06120115:52:44 PM Service Request Form Last Updated By: madonnad On: 3/28/2011 Home Phone: (206) 782-6000 Business Phone: Service Address: 715 30TH ST NE Request Date: 3/23/2011 Request Description: Please check meter and get read, Customer says they fixed leak but unsure if they found all leaks, Service Date: 3/24/2011 Service Description: 3/25 per Brent, read is 10462. Meter dial is not moving, leak is repaired. Apparently leaks was outside bldg, but will need to set up w/ nnaint crew to see exact repair location. water/Gas Meters Route-Seq Serial No Register ID MXU ID Manufacturer Model No Reading Read Dt Cons No Of Digits Existing Water 253-044100 9059733 9059733 82297037 Unknown F-1.5-5-1 10577 Meter 4/7/2011 1962 5 Location: IN LOT BY RED FENCE Comments: Follow up needed? yes no Serviced By: Date: City Aub Water Utility Billing Printed: 05106120115:52:53 PM mgregg Service Request Form Request Number: Account Number Account Status: Name: . Billing Address: 001052-03-2011 019213-000 Active SKILLS INC 715 30TH ST NE AUBURN, WA 98002 Last Updated By; madonnad On; 4/11/2011 Home Phone: Business Phone: Service Address (206) 782-6000 715 30TH ST NE Request Date: 3/31/2011 Request Description: Received request for leak adjustment. Please confirm repair has been completed and leak has been repaired. Call Robert Copeland 206-782-6000 or Eldon Browning 206-730-7999 to show you leak & repair. Was leak in svc line & did water leak into the ground? Service Date: 4/1/2011 Service.Description: 4/7- per Rob, read is 10583. Meter is no longer mov & leak is fixed. Spoke w/ Eldon- leak was somewhere in the old line from the main bldg to sec bldg underground- replaced w/ a new one. Leak was not b4 main bldg. New valve installed inside main bldg, Water/Gas Meters Route-seq Serial No Register ID MXU ID Read Dt Cons No Of Digits Existing Water 253-044100 9059733 9059733 82297037 Meter 4/7/2011 1962 5 Location: IN LOT BY RED FENCE Manufacturer Model No Reading Unknown F-1.5-5-1 10577 Comments: Follow up needed? yes no Serviced By: Date; UI w 0 U z 0 z 0 0 a F~ o n ~ W FK -3F cti vi v C: d O G H A Q ~n 0 0 c a 0 6 O 0 6 U ~I ~I H ro 3 V O O M C N Cf) ke) N O s.. 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