HomeMy WebLinkAboutUtilities 2010-02-09 Item 3A - Policy - Application of Leak Adjustment PolicyTO:
FROM: Peggy McCarthy, Deputy Finance Director
DATE: February 2, 2010
SUBJECT: Application of Leak Adjustment Policy
ISSUE
BACKGROUND
DISCUSSION
City of Tukwila
INFORMATIONAL MEMORANDUM
Mayor Haggerton and
Utilities Committee
Jim Haggerton, Mayor
Determine if the Leak Adjustment Policy will be applied retroactively and if all policy
requirements must be met for an adjustment to be allowed, especially the requirement to supply
repair bills or materials receipts to evidence repair and the requirement to continue paying on the
utility bill during a disputed decision.
Last January 2009, Mr. Bruce Mayton experienced a water leak at his rental house located at
14206 56 Avenue South. The house was unoccupied at the time and he was notified of the leak
by the Tukwila Water department. He repaired the water pipes himself and therefore has no
repair documentation to evidence the repair. The last payment received on this account occurred
on June 22, 2009. As of December 16, 2009, the amount owing due to the leak, including
penalties, totaled $777.71.
Mr. Mayton completed a Request For Utility Leak Adjustment form which was received by the
City on November 12, 2009 and is attached. The request was denied on November 24, 2009
because the customer did not provide "a copy of the repair bill and /or material receipts" as
required by the Request For Utility Leak Adjustment form and because the leak occurred
approximately 10 months prior to the adoption of the Leak Adjustment Policy which was passed
by the Council on October 5, 2009. The denial was verbally communicated to Mr. Mayton by
telephone on November 25, 2009,
Mr. Mayton subsequently spoke with the Finance Director on January 12, 2010 about disputing
the denial of the adjustment and submitting a written request for an administrative review by the
City Council Utilities Committee pursuant to section 4.9 of the Utility Leak Adjustment Policy.
The written request was received by the City on January 19, 2010 and is attached.
If the policy is to be applied retroactively, a limit as to how far back this retroactive application
will extend should be established. Also, a decision should be made as to whether the requirement
to provide repair bills or materials receipts can be waived and if so, the circumstances under
which a waiver is allowed. Lastly, the policy stipulates in section 4.9 "Pending the decision on
this review (administrative review by the City Council Utilities Committee), the customer who
requests such review must continue to pay the disputed charge as billed until the written decision
INFORMATIONAL MEMO
Page 2
of the Finance Director is provided." The circumstances under which this requirement can be
waived, if any, should be clarified.
RECOMMENDATION
Administration recommends the Utilities Committee apply the policy retroactively to January 1,
2009 and waive the documentation requirement if the owner or occupant certifies they made the
repairs themselves. In Mr. Mayton's case, Administration also recommends the continued
payment requirement be waived since Mr. Mayton was not aware of this requirement when his
payments were discontinued in June 2009.
If the committee determines the policy will be applied retroactively and Mr. Mayton has
sufficiently satisfied the requirements, Mr. Mayton will be eligible for a leak adjustment of $500,
the maximum allowed under section 4.7 of the policy, and a credit will be placed on his utility
account.
ATTACHMENTS
Request For Utility Leak Adjustment form completed by Mr. Mayton
Written request disputing denial of adjustment from Mr. Mayton
Utility Leak Adjustment Policy
l :IUTILILeak Adjustment policyllntoMemo Leak Adjustment Mayton 02- 02- 10.docx
r u -1 c
RECEIVED'
NOV 1. '7 2009
CITY OF TUKWILA CITY OF fiUa4WJlA
f=lNA DEPT. FINANCE DEPT
REQUEST FOR UTILITY LEAK ADJUSTMENT
Mail, fax or deliver this completed form to: City of Tukwila Finance Department,
6200 Southcenter Boulevard, Tukwila, WA 98188 or PO BOX 58424 Tukwila, WA 98138 -1424
FAX: 206 -433 -1833 PHONE: 206.433 -1849
➢ONLY ONE LEAK ADJUSTMENT PER 12 -MONTH PERIOD PER ACCOUNT<
CUSTOMER NAME /32 L't #37iq y/ i✓
j
ADDRESS WHERE LEAK OCCURRED ./f. G
PHONE al'a 440 s7"-- 6'3/9, ACCOUNT
Approximate Date Leak Noticed
Signature of Customer
FOR CITY USE ONLY
Visual Inspection Performed By No n1e-
Comments
RECEIVED
NOV 12 2009
DATE /O 3 0 0 9
0‘ -0 3-10 Z_
I hereby notify the City of Tukwila Finance Department that I have sustained a water leak at the
above address and that it has been repaired. T am requesting an adjustment to my utility bill per
City policy. I understand that signing this form does not guarantee a billing adjustment will be
granted. I am enclosing a copy of the repair bill and /or material receipts. I also understand
that failure to provide 'receipts may result in a denial of this Ieak adjustment request. Also,
if approved the City will only adjust up to two billing cycles.
*THIS FORM DOES NOT RELIEVE RESPONSIBILITY OF PAYMENT
TO MAKE PAYMENT ARRANGEMENTS VISIT OUR OFFICE AND FILL OUT A
UTILITY PAYMENT ARRANGEMENT FORM.
Date Leak Repaired C 7
Leak Repaired By 7,ZoivG/2 ?L 0,,A, 47g /deli c., c 1 /O/✓
Exact Location of Leak L■9#1-A-2Ry ,Cccirt..
fi o c. a /so .7.710.7 C 'A k)
Date /o ?0 o9
Date
Billing Cycles Adjusted Adjust: WATER SEWER BOTH
Reviewed By Date
Ut1�rty Jnventory,.
File Edit Record Navigate Reports Format Tab Help
Main Setup Read Data 1 Routes Service Orders
Utility Inventory Information
Serial 168904290
Description 101 -0370
Most Recent Reads and Totals
Last read date 111/17/2009
Last read 1 1
Last read 2 1
Last read 3 1
Type 1 Date 1 Read 1
7 106/30/2009 100450825 6 2009 06/18/2009
IR 105/19/2009 1 393 i 9 105/31/2009 100447845 5 2009 05/20/2009
I iR 106/16/2009 1 400
R 104/17/2009 384
IR 103/18/2009 1 377 1 I
02/17/2009 1 369 r 1
IR 101/13/2009 1 339 r
IR {2117/2008 1
1R 111/13/2008
Service lac 114206 56TH AVE 5
Last cons 1
439 Year to date r
0 Life to date 1
0 Read code 1
60 1
54 1
1
6
379
886
je Jump 1
Read 1 Read 3 Total Cons (ccf) E... Billed on Bill Document CP Year Tran Date
7 104/30/2009 100444881 4 2009 104/21/2009
8 1 103/31/2009 100441840 r 3 2009 1 03/1912009
GoldStandard(b) View Record. 1 of 1
h
30 p2,6372 2 2009 02/18/2009
279 1 01 /31 /2009 100430307 1 2009 101/13/200 9
6 I 112/31/2008 100427446 12 2008 112/18/2008
4 111/30/2008 100424561 1 11 2008 111/13/2008
y
RECEVED
1
JAN 1 9 2010
CITY OF TUKWILA
FINANCE DEPT.
7)1 Ca i"Vi le' LA 7/ZiLra
CA:7
//ary 51; .1<
1-19-10
Shawn Hunstock
c/o City Council Utilities Committee
RE: Water Bill: Account # 01-0370-0002
14206 56th Avenue South
Dear Sirs:
This is a request for consideration to waive
water bill under your utility leak adjustment policy.
The water usage was excessive due to a leak caused
by broken pipes during freezing weather.
Dwelling was unoccupied at time of leak pipes
were repealed immediately upon notification by City of Tukwila.
The only cost incurred for repairs was my time
to "sweet" the fitting back together again.
The sum owed is large and adjustment and or waiver
would be greatly appreciated.
Thank you for your time in considering this matter.
Sincerely,
Bruce Mayton
Property Owner
MAYTON, BRUCE YUBING
PO BOX 58079
TUKWILA, WA 98138 -1079
Return this stub with your payment.
Keep this portion for your records.
CITY OF TUKWILA PO BOX 58424, TUKWILA, WA 98138 -1424 (206) 433 -1849
MAYTON, BRUCE YUBING 12/16/2009 Upon Receipt
Account 01-0370-0002 Service Location: 14206 56TH AVE S
12/16/2009 Past due amount
05/13/2009 Penalty
06/16/2009 Penalty
07/15/2009 Penalty
08/1312009 Penalty
09/16/2009 Penalty
10/13/2009 Penalty
11/12/2009 Penalty
12/15/2009 Penalty
If you or your tenant received a HOT PINK HANG NOTICE ON YOUR DOOR for PAST DUE WATER CHARGES,
please remember that PAYMENT IN FULL must be received BEFORE 5 p.m. on 12/21/09 in order to avoid water shut off.
Payments will also be accepted up. until 8:30arn on 12/22/09 that are placed in the DROP BOX,
which is located in the Police Department's Lobby. Lobby is OPEN 24. HOURS
If you are a landlord, your tenant may have received the HOT PINK HANG NOTICE ON THEIR DOOR.
WE ARE NOW ACCEPTING VISA MASTERCARD PAYMENTS
$$$PLEASE CALL 206 433 -1835 TO MAKE CREDIT CARD PAYMENTS$$
CUSTOMER INFORMATION
1. IF YOU QUESTION THIS BILL, PLEASE CONTACT THE FINANCE DEPARTMENT AT (206) 433 -1849.
2. PLEASE MAKE CHECK PAYABLE TO: CITY OF TUKWILA
PLEASE REMIT TO: CITY OF TUKWILA INQUIRIES: (206) 433 -1849
Water and /or Sewer Late Notice
CITY OF TUKWILA PO BOX 58424, TUKWILA, WA 98138 -1424 (206) 433 -1849
Check here and complete
r---1 back of stub for changes
Total
737.71
5.00
5.00
5.00
5.00
5.00
5.00
5.00
5.00
777.71
CITY OF TUKWILA
ADMINISTRATIVE MANUAL
TITLE: UTILITY LEAK ADJUSTMENT POLICY
1.0 PURPOSE:
2.0 ORGANIZATION AFFECTED:
3.0 REFERENCES:
4.0 POLICY:
Exhibit A
Index: 300 -14
Page l of 3
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.
4.1 The property owner, or their agent, must request the adjustment in writing
by completing a request form located at the Finance Department in City
Hall or on the City's 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
Public Works department will confirm, through visual inspection, that the
leak has been repaired.
4.3 Following confirmation of repair, Finance personnel will adjust no more
than two billing cycles (2 months). 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 Finance Utilities
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 if the
current resident/tenant also occupied the space during the same period in
the prior year.
4.5 For property owners who have been owners for less than one year, or in
situations where the current tenant did not occupy the same space in the
previous year, the consumption used to determine the leak adjustment
amount will be one of the following:
j
TITLE: UTILITY LEAK ADJUSTMENT
POLICY
Index: 300 -14
Page 2 of 3
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 prior billing cycles, water
consumption after the leak repair is complete can be used
to estimate consumption during the leak period.
4.6 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 Finance Utilities Supervisor 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.
4.7 Property owners 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. Adjustments are limited to no more than $5,000.00
for any combination of water and /or sewer charges, regardless of the type
of customer.
4.8 Leak adjustments shall have the following required approvals:
a) $500.00 or less Finance Utilities Supervisor
b) Greater than $500.00 and up to $5,000.00 Finance Director
4.9 If the property owner 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 Tukwila Finance Director for an administrative review of the
adjustment by the City Council Utilities Committee. Recommendations for
leak adjustments made by Utilities Committee will be submitted to the full
City Council for final consideration and approval. 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.
TITLE: UTILITY LEAK ADJUSTMENT
POLICY
Title: Initiating Department:
UTILITY LEAK ADJUSTMENT POLICY Finance Department
Effective Date: Supercedes: Mayor's Office Approval Signature:
10/1/09 N/A
Index: 300 -14
Page 3 of 3