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Home My WebLink About2013-11-21-WSAB-min Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 November 21, 2013 APPROVED 12/19/2013 Attendance: Board Members: Loren Wood, Chair, and Jim Osten, Member and Bill Ribich, Member. Staff: Rob Addelson, Assistant Town Manager for Finance, Erik Gitschier, Water/Sewer Superintendent and Elizabeth Tucker and Robin Fullford, Utility Billing. Chair Loren Wood called the meeting to order at 4:28 pm. The order of business was conducted as follows: Meet new board member, Bill Ribich Staff and members of the board were introduced to the newest board member, Bill Ribich. Mr. Addelson explained the practice of emailing a packet containing recommended abatements and supporting documents to board members in advance of the meeting. He said the board could cancel a meeting if they did not receive the packet in sufficient time to prepare. Mr. Wood stated that it is sufficient to receive the packet 1 or 2 days in advance of the meeting as they are fairly proficient and well organized. Mr. Osten stated it is more important to have Mr. Gitschier and Ms. Fullford review the calculations. He also explained that we break up the abatements by type. The leak based abatements are done first because they are usually straight forward and go fast. Mr. Addelson stated that staff prepares commitments to the treasurer which are presented to the Board of Selectmen for final approval. Mr. Osten suggested setting a snow date for meetings scheduled during the winter. Status Report of Abatement Requests Ms. Fullford provided a status report as follows: 19 To be heard tonight 98 To be heard in the future 117 Total Disposition of Abatement Requests Leaks 3 Currier Court 1 Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 November 21, 2013 APPROVED 12/19/2013 The homeowners applied for an abatement on bill #746349 and provided a receipt for repair of a toilet. Because the usage did not exceed 40 hcf, there is no basis for an abatement and staff recommends an abatement of interest only. 19 Courtyard Place The homeowners filed for an abatement on bill #746343. They cited a toilet leak and provided a signed statement from a plumber. This abatement has been on hold to establish a non-leak history which is 39 hcf. The property is irrigated by the condo association. Staff recommended an abatement of $296.60. 14 Fox Run Lane The tenant applied for an abatement on bill # 765503. He states that he came home after a trip and found the hot water tank had burst and continued to refill itself, causing major damage to the house. He has filed a claim with his insurance provider and intends to file for reimbursement of the abated amount. The three year average usage is 16; therefore we recalculated all usage at tier one rates. Further, because the leak did not enter the Town's sewer system, we recalculated sewer at just 16 units of use. Staff recommended an abatement of $122,664.37. Mr. Addelson instructed Ms. Fullford to include a letter of explanation to the selectmen and a picture of the meter. 27 Hathaway Road The homeowners applied for an abatement on bill # 744950. Staff found a toilet leaking and the homeowners verified that they repaired the leak but could not find the receipt. The three year average spring usage is 51 therefore we recalculated all but 11 units at tier one rates. Staff recommended an abatement of $101.11. 6 Holmes Road The homeowners applied for an abatement on bill # 728323 citing a leak in their irrigation system. We received verification from their irrigation company that they found and repaired leaks found where a new generator had been installed earlier in the season. Because they had little history with us, we waited until after this fall's bill to use that as their average usage. We recalculated the excess usage of 169 hcf at tier one rates. Staff recommended an abatement of $460.88. 31 James Street Staff found a leaky toilet and adjusted another. The homeowners provided a receipt for repair. The average spring usage is 43; therefore we recalculated all but 3 units at tier one rates. Staff recommended an abatement of $97.36. 859 Massachusetts Avenue This abatement was erroneously presented to the BOS on 2 separate occasions. The abatement itself was correctly applied only once. Staff recommended this positive abatement to negate the error. 23 Richard Road The homeowners applied for an abatement on bill # 759064. They found and repaired a leaking toilet and provided a receipt for the repair. The three year average fall usage is 29 therefore we recalculated all usage on bill # 759064 at tier one rates. Because the spring usage was over their 3 year average usage, we recalculated all usage on bill # 735619 at tier one rates as well. Staff recommended an abatement of $113.01. 10 Sanderson Road The homeowners applied for an abatement on bill #s 737393 and 723636. The homeowners provided repair invoices dated October, November and December 2012. They have determined that their usage is back down within normal range. The 3 year average fall usage is 48 therefore we recalculated all but 8 2 Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 November 21, 2013 APPROVED 12/19/2013 units at tier one rates. The 3 year average spring usage is 68 therefore we recalculated all but 28 units at tier one rates. Staff recommended an abatement of $1,599.74. 27 Vaille Avenue The homeowners called about bill # 753263. Staff found and adjusted a leaking toilet. It was also confirmed with the Assessors Database that this is a 3-family residence and the first 120 hcf should be billed at tier one rates. The 2 year average usage is 59 therefore all usage on bills going back three years was recalculated at tier one rates. Staff recommended an abatement of $2,464.27. 20 Village Circle The homeowners called after receiving bill # 734117. They provided an invoice from Kirkland & Shaw for work to repair a leak below the slab. The three year average spring usage is 30 hcf therefore we recalculated all water usage at tier one rates. Because the leak was under the slab and did not enter the sewer system, we charged for 30 hcf of sewer only. Staff recommended an abatement of $3,209.60. 20 Vine Street The homeowner applied for an abatement on bill # 746568 citing a leak at an outside faucet. He stated he replaced the faucet but did not save the receipt. Since the average spring usage is 31 hcf and the leak did not enter the sewer system, we recalculated all water usage at tier one and 31 hcf at sewer rates. Staff recommended an abatement of $191.86. It was moved by Mr. Osten, seconded by Mr. Wood and voted unanimously to approve all staff recommendations for leak based abatements as presented Irrigation on Domestic 10 Sherman Street The homeowner filed for an abatement on bill #764451 stating that the company that installed their irrigation meter did so improperly and all of water continued to go through the domestic meter. We used bill #727238 to establish their average fall usage and recalculated 70% of the excess usage at irrigation rates. The homeowners understand this is a one time only abatement for irrigation through a domestic meter. Staff found an error and recalculated and recommended an abatement of $1,237.09. 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. Over Estimated 24 Circle Road The homeowners filed for an abatement on bill #757272. The meter was replaced with an outread of 4999 indicating we had over estimated their usage. We established ADU and derived usage of 33 hcf. The additional 12 units of usage will be captured in the spring bill run. Staff found an error and recalculated and recommended an abatement of $1,222.57. 109 Grove Street – 4 Lexington Avenue - 3 Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 November 21, 2013 APPROVED 12/19/2013 It was moved by Mr. Osten, seconded by Mr. Ribich and voted unanimously to approve staff recommendations for over estimated abatements for 24 Circle Road. Billing/Meter Issues 7 Clematis Road This is the Trinity Covenant Church. In 2012 Staff reviewed tie cards for accounts not being charged sewer. In this case, the tie card labeled 7 Clematis Road clearly indicated a tie in to sewer and the sewer charge code was activated. The former treasurer of the church saw the fall billing and questioned it immediately. He explained that the church purchased 30+ acres originally and over the years sold off lots. The property referred to on the tie card was one of the lots on which a house was built that had not yet been given a new number. Staff recommended abating all sewer charged. 5 Hibbert Street - Domestic A final bill was processed on this account on 9/12/13. Munis should have acknowledged that the account was in a bill run and asked if staff wanted it removed from the bill run, or staff made an error and answered no. Fourteen finals were processed that day. This calculation negates bill #758256 entirely. If approved, a refund will be made to the former owners. Staff recommended an abatement of $494.40. 5 Hibbert Street - Irrigation A final bill was processed on this account on 9/12/13. Munis should have acknowledged that the account was in a bill run and asked if staff wanted it removed from the bill run, or staff made an error and answered no. Fourteen finals were processed that day. This calculation negates bill #758257 entirely. If approved, a refund will be made to the former owners. Staff recommended an abatement of $163.75. 1661 Massachusetts Avenue This account belongs to the US post Office irrigation account in the center. Staff mistakenly thought the "I" indicated a meter change when in fact it was simply an ID change. The 103 usage had long since been billed and paid for. The Post Office has not used the irrigation account since 2007. Staff recommends negating the two bills entirely in the amount of $651.99. It was moved by Mr. Osten, seconded by Mr. Ribich and voted unanimously to approve all staff recommendations for billing/meter issues abatements as presented Schedule next meeting The board will next meet on Thursday December 19, 2013 with a snow date of January 9, 2014. Adjourn It was moved by Mr. Ribich, seconded by Mr. Osten and voted unanimously to adjourn the meeting at 6:02 PM. 4