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Home My WebLink About2013-07-18-WSAB-min(`OJ51 MOgryi'Y Minutes g o y r7s c Lexington Water and Sewer Abatement Board w 201 Bedford Street 3 x Lexington, MA 02420 APRIL 1 9'" INGT July 18, 2013 �X �� APPROVED 915113 Attendance: Board Members: Loren Wood, Chair, and Jim Osten, Member. Staff: Rob Addelson, Assistant Town Manager for Finance, Bill Hadley, DPW Director, Erik Gitschier, Water /Sewer Superintendent and Robin Fullford, Utility Billing. Chair Loren Wood called the meeting to order at 4:30 pm. The order of business was conducted as follows: Status Report of Abatement Requests Ms. Fullford provided a status report as follows: 42 To be heard tonight 1 Appeal 50 to be heard in the future 93 Total Review for approval Minutes of the May 30, 2013 and June 27, 2013 meeting It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve the minutes of the May 30, 2013 meeting as amended. It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve the minutes of the June 27, 2013 meeting as presented. Members of the board to meet with Mr. James Brannon to discuss his appeal of the board's recommendation to abate $3,730.42 on bill #720622 for 380 Lowell Street. Mr. Brannon did not show up nor did he call. Disposition of Abatement Requests Leaks 29 Baskin Road The homeowners called after receiving bill 4755007. They identified leaks and provided a receipt for repair. The 3 year fall average is 35 hcf therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $1,604.16 15 Bloomfield Street The homeowners applied for an abatement on bill #742411. They state they found and adjusted a toilet leak. The 3 year spring average is 32 hcf therefore we recalculated all usage at tier one water rates. $538.41. 29 Bloomfield Street The homeowners applied for an abatement on bill #742417. They state they found and adjusted a toilet leak. The 3 year spring average is 58 hcf therefore we recalculated the excess usage of 7 hcf at tier one water rates. Staff recommended an abatement of $42.00. 84 Bow Street (`OJ51 MOgryi'Y Minutes g o y r7s c Lexington Water and Sewer Abatement Board w 201 Bedford Street 3 s Lexington, MA 02420 APRIL II July 18, 2013 INGT�� APPROVED 915113 The homeowners scheduled a leak inspection after receiving bill # 719863. Staff found and showed the homeowner how to adjust a toilet leaking in overflow. Staff also verified that one toilet had recently been replaced. We established the 3 year average fall usage at 41 and recalculated all but 1 unit of usage at tier one rates. Staff recommended an abatement of $78.00. 4 Carley Road The homeowner applied for an abatement on bill #702013. Staff found toilet leaks and the homeowners provided a receipt for repair. This abatement has been on hold to establish history. Using 23 as the average fall usage, we recalculated all usage at tier one rates. Staff recommended an abatement of $341.12. 8 Carmel Circle The homeowners applied for an abatement on bill # 732934. The homeowner provided a receipt for the repair of a toilet and leaks in the irrigation system. The three year average fall usage is 112 therefore we recalculated the excess usage of 78 units at tier one rates. Staff recommended an abatement of $1,108.38. 12 Diamond Road The homeowners applied for an abatement on bill # 743905. Staff found 2 leaking toilets and the homeowners provided a receipt for parts to repair the toilets. The three year average fall usage is 40 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $198.00. 240 East Emerson Road The homeowner applied for an abatement on bill #s 745434 and 727166 and provided a receipt for repair of leaks in the irrigation system. The average spring usage is 1 therefore we recalculated all but 1 unit at tier one rates. The average fall usage is 11 therefore we recalculated the excess of 17 units at tier one rates. Staff recommended an abatement of $109.55. 40 Hancock Street The former homeowner applied for an abatement on bill #725802. Staff confirmed that 2 toilets had been replaced and the homeowner provided a receipt. The property was sold and the former homeowner paid the entire bill for the closing. The 3 year average fall usage is 102 hcf so we recalculated the excess usage of 60 units at tier one rates. If approved, this will be a refund to the former owner. Staff recommended an abatement of $852.60. 53 Harding Road The homeowners were granted a leak based abatement on bill #725141. They have applied for an abatement on bill #743411 because the leak continued into the next billing period. The 3 year average usage is 29 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $623.67. 82 Lowell Street The homeowners applied for an abatement on bill # 734141. Staff found and adjusted two toilets leaking in overflow and another in need of a new fluidmaster. The homeowner provided a receipt for the parts. The three year average fall usage is 34 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $168.00. 2 (`OJ51 MOgryi'Y Minutes g o y r7s c Lexington Water and Sewer Abatement Board w 201 Bedford Street 3 x Lexington, MA 02420 APRIL 1 9'" INGT July 18, 2013 �X �� APPROVED 915113 1265 Massachusetts Avenue This is a commercial account that is only charged for sewer because it is on a well. After receiving bill #751559 the manager found two leaking toilets and provided a receipt for their repair. The three year average spring usage is 22 therefore we recalculate all usage at tier one sewer rates. Staff recommended an abatement of $699.56. 3 Pelham Road — Option Two The manager of Concord Family and Youth applied for an application for abatement on water used at Pelham Academy, a group home for young women. The program is run by the Justice Resource Institute. The continuous hot water heater failed and the residents kept running the water to get it hot. They provided a receipt for the replacement of the hot water heater. The average spring usage is 323. However, in the absence of a leak or other mitigating factors, staff recommended abatement of interest only. 351 North Emerson Road The homeowners applied for an abatement on bill #743915. The homeowners state they repaired a toilet but could not provide a receipt. The three year average spring usage is 25 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $30.00. 9 Redcoat Lane The homeowner applied for an abatement on bill # 743977. Staff found leaking toilets and the homeowner provided a receipt for the repair parts. The three year average spring usage is 7 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $96.00. 10 Plainfield Street This property is designated 2 family. Staff found 2 leaky toilets and the homeowner provided a receipt for repair. The average fall usage is 65 and, as a 2 family the first 80 units are billed at tier one rates. We recalculated all usage at tier one. Staff recommended an abatement of $6.00. 20 Solomon Pierce Road The homeowners applied for an abatement on bill #737250. Eastern Solar Services repaired a leak and verbally verified that the leak went into a ground drain and did not enter the sewer system. The 3 year average spring usage is 23 hcf therefore staff recalculated all usage at tier one rates and only 23 units at sewer rates. Staff recommended an abatement of $1,354.68. 19 Suzanne Road The homeowners applied for an abatement on bill # 746185. The homeowner provided a receipt for the repair of four toilets. The three year average fall usage is 37 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of $96.00. 12 Utica Street The homeowners applied for an abatement on bill #744424. They provided receipts for parts to repair a toilet and an outside faucet that was leaking. This is a 2- family residence therefore the first 80 units are calculated at tier one rates. The average usage is 57. To acknowledge the outside leak we have recalculated the excess of 2 units with no sewer. Staff recommended an abatement of $13.88. (`OJ51 MOgryi'Y Minutes g o y r7s c Lexington Water and Sewer Abatement Board w 201 Bedford Street 3 x Lexington, MA 02420 APRIL 1 9'" INGT July 18, 2013 �X �� APPROVED 915113 It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve all staff recommendations for leak based abatements as presented including Option Two for 13 Pelham Road. Over Estimated 475 Concord Avenue Unable to obtain a reading since 2004, this account has been estimated for years. The homeowners filed for an abatement on bill #755709. The meter was changed with an outread of 945 indicating that 1028 hcf had been used since the last A read of 917. We calculated ADU and derived usage for 3 years. Staff recommended an abatement of $2,455.19. 24 Fair Oaks Drive This account was over estimated on bill# 754951. The meter was removed 6/18/13 with an outread of 2047. We went back to the "Manual" read from 10/24/12, established ADU and derived a usage of 25 for bill # 754951. Staff recommended an abatement of $1,284.70. 33 Freemont Street The homeowner filed for an abatement on bill #752694 because we over estimated. The meter was replaced on 6/20/13 with an outread of 3736. We established ADU and derived the usage at 23 hcf. Staff recommended an abatement of $1,304.98. 15 Hastings Road The homeowners applied for an abatement on bill # 714618. The abatement process was delayed because the meter was soldered in place and we required the homeowners to bring in a plumber to correct the installation. The old meter was removed at 76 on 10/19/12 indicating we had over estimated. We went back to the postcard reading on 11/30/2011, established ADU and derived usage. Staff recommended an abatement of $578.67. 1 Longfellow Road The homeowner called in response to bill #725568 which was estimated high. The meter is in a closet and there is not enough room to change it. The homeowner is no longer able to read the meter herself. Staff will have to arrange to get inside to read the meter for billings. On 6/13/13 the meter read 417 indicating we had over estimated. We went back to the last postcard read on 10/27/2011 to calculate ADU and derive usage. Staff recommended an abatement of $1,278.94. 23 Mason Street This is a neighborhood pool association that we were unable to read because the pad was not working. We relocated the pad and obtained a read of 893 on 6/17/13 indicating we had over estimated. We went back to the last "Customer" read, established ADU and derived usage. Staff recommended an abatement of $1,556.10. 2127 Massachusetts Avenue The homeowners applied for an abatement on bill #751583. We changed the meter on 6/18/13 with an outread of 4823 indicating we had overestimated. We established ADU and derived usage for bill # 751583 at 33 units. Staff recommended an abatement of $1,203.58. M (`OJ51 MOgryi'Y Minutes g o y r7s c Lexington Water and Sewer Abatement Board w 201 Bedford Street 3 x Lexington, MA 02420 APRIL 1 9'" INGT July 18, 2013 �X APPROVED 915113 21 Sherman Street The homeowners applied for an abatement on bill # 745512. They state the house was empty up until April 2013. We were unable to get a reading and estimated at 40 hcf because we were concerned the meter had failed. The abatement recommendation negates bill #745512 entirely. Staff recommended an abatement of $405.60. 32 Skyview Road The homeowner applied for an abatement on bill #730728. Staff attempted to change this meter but it is inaccessible in a finished cabinet. The homeowner is elderly and unwell and is away until October. We will keep trying to get the meter changed. Meanwhile, she has promised to send postcard readings. We established ADU and redistributed usage back to the postcard reading on 11/3/11. Staff recommended an abatement of $283.24. 6 Wildwood Road The homeowner filed for an abatement on bill #752352 because we over estimated. The meter was replaced on 6/25/13 with an outread of 2519. We established ADU and derived the usage at 35 hcf. Staff recommended an abatement of $1,183.30. 20 Woodcliffe Road The meters on this irrigation account and the domestic account were reversed. The homeowners received an abatement and the meter ID numbers were changed. However, staff did not change the previous read to 198 which would have resulted in a zero spring bill. This recommendation negates bill #755438. Staff recommended an abatement of $879.87. It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve all staff recommendations for over estimated abatements as presented. Irrigation on Domestic 265 Bedford Street The homeowners applied for an abatement on bill #724777 citing irrigation on a domestic meter. This calculation establishes 23 as 70% of excess usage and that is recalculated at the irrigation rate with no sewer. Because this is a 2- family residence, the total domestic usage of 57 is calculated at tier one rates. Bill # 634496 was not used in calculating the average because it was abated due to a leak. The meters on this irrigation account and the domestic account were reversed. The homeowners received an abatement and the meter ID numbers were changed. However, staff did not change the previous read to 198 which would have resulted in a zero spring bill. This recommendation negates bill #755438. Staff recommended an abatement of $87.63. It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve all staff recommendations for Irrigation on Domestic abatements as presented. E MOg p� 1775 �c Q = D APRIL 19'" � X1NGT�� Billing /Meter Issues Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 July 18, 2013 APPROVED 915113 5 Diana Lane The homeowners applied for an abatement on bill #752815 because they are on the freeze up list and staff did not deduct the 7 units used during the freeze up period. We recalculated at 11 units of use. Staff recommended an abatement of $70.98. 4 Ewell Avenue We were unable to obtain a reading and estimated the usage. The homeowners informed us that house was empty and an inside reading confirmed that no water had been used. This abatement reverses bill # 751926 entirely. Staff recommended an abatement of $405.60. Town of Bedford, 314 Great Rock Road The Town of Bedford brought to our attention that they were overbilled 1,000 hcf in the June billing. Staff verified that this is the case. The usage was 62,363 hcf but we billed them for 63,363 hcf. This calculation revises the June bill to the correct amount of $147,662.27. Staff recommended an abatement of $2,290.00. It was moved by Mr. Osten, seconded by Mr. Wood and approved unanimously to use the "Town of Bedford" rather than the street address for the above abatement. 162 Marrett Road This account was billed for sewer on bill #722148 in error. Staff activated the sewer service because this address did not appear on the Septic System List. However, it was later found on the "Cesspool List ". This calculation removes the sewer charge from bill # 722148. This abatement was on hold until the homeowners scheduled a meter change. Staff recommended an abatement of $360.88. 7 Patriots Drive — Domestic Account This account had been estimated since 2006 with an occasional postcard read. They were disregarded because they seemed totally off base until staff realized that at some point, the meter was moved by tradesman during extensive renovations and was evidently reinstalled backwards. The meter outread on 7/12/11 was 9778. Furthermore, though sewer was installed in 1967, the account was not charged for sewer until 4/22/11. This calculation is based on Loren Woods' methodology and charges sewer rates on a three year billing period. Staff recommended an abatement of $436.52. 7 Patriots Drive — Irrigation Account This irrigation account had been estimated since 2006 with an occasional postcard read. However, staff disregarded the readings and estimated the usage because they seemed so off base. The meter was replaced on 7/12/11 with an outread of 1029. As of 8/12/11 the new meter read was 0081, validating high usage of the irrigation system. We established ADU and applied it to the number of days in each billing period. The meters have been changed and pads and wires installed. Staff recommended an abatement of $1,543.56. 17 Woodcliffe Road This account was overbilled. The final billing occurred after the spring bill run was started and the previous read should have been changed to reflect it. Bill # 755432 should be for 3 units only or from readings of 158 to 161. Staff recommended an abatement of $472.02. 0 (`OJ51 MOgryi'Y Minutes g o y r7s c Lexington Water and Sewer Abatement Board w 201 Bedford Street 3 x Lexington, MA 02420 APRIL 1 9'" INGT July 18, 2013 �X APPROVED 915113 It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve all staff recommendations for billing /meter issues abatements as presented Interest Only 56 Albemarle Avenue This is an irrigation account. The homeowners applied for an abatement on bill # 719987 believing there must be a leak and made a good faith payment. In the spring, however, no leaks were found. Staff recommends waiving all interest that has accrued on bill #719987. 10 April Lane The homeowners applied for an abatement on bill # 736484. Staff found leaks however; the usage did not exceed 40 hcf. There is no basis for an abatement. The bill is paid in full and no interest was applied. Staff recommends denial of the abatement request. 18 Blueberry Lane The homeowner applied for an abatement on bill #720747. Staff performed a leak survey on 3/2/13 but found no leaks. Staff recommended denial of an abatement and waiving of all interest accrued on bill #720747. 4 Dewey Road — Interest only - no leaks were found The homeowners filled for an abatement on their irrigation account believing they must have a leak. This spring, however, no leaks were found therefore there is no basis for an abatement. Staff recommended waiving all interest on the balance of bill #730905. 44 Ivan Street The homeowners applied for an abatement on bill # 753517. However staff found no leaks nor any basis for an abatement. Staff recommended waiving all interest that will have accumulated on bill #753517. 32 Philip Road — Add on — Revisited The homeowners applied for an abatement on bill #721625. They state they had a leaky backflow device replaced but could not provide a receipt. Staff did confirm the device is new and the usage is back down to 32 hcf. However, if a leak had occurred in the basement, the amount of usage over the average usage would have filled the basement with 32,000 gallons. The homeowners stated this did not happen. In the absence of a leak, staff recommended abatement of interest only. It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve all staff recommendations for interest only abatements as presented Schedule next meeting The board will next meet on Thursday August 22, 2013 Adjourn It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to adjourn the meeting at 5:45 PM. 7