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HomeMy WebLinkAbout2014-05-29-WSAB-min Approved Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 May 29, 2014 Attendance: Board Members: Loren Wood, Chairperson, Jim Osten, Member, and Bill Ribich, Member. Staff: Rob Addelson, Assistant Town Manager for Finance, Erik Gitschier, Superintendent and Robin Fullford, Utility Billing. Loren Wood called the meeting to order at 4:32 pm. The order of business was conducted as follows: Status Report of Abatement Requests Ms. Fullford presented the following status report: 37 To be heard tonight 17 To be heard in the future 52 On hold for history 106 Total Approval of Minutes of the Meeting It was moved by Mr. Osten, seconded by Mr. Ribich and voted unanimously to approve the minutes of the March 27, 2014 meeting as amended. It was moved by Mr. Osten, seconded by Mr. Ribich and voted unanimously to approve the minutes of the April 24, 2014 meeting as amended. Disposition of Abatement Requests Leaks 13 Bedford Street This house sat empty for several months. The pipes froze and burst in January and the homeowner submitted an invoice for repair from a plumber. Since the house was empty and would have used no water we recalculated all usage at tier one rates no sewer. Staff recommended an abatement of -$646.52. 29 Blossomcrest Road The homeowners applied for an abatement on bill #773691. They had 2 leaking toilets repaired by a plumber and submitted receipts for repair. Their 3 year average spring usage is 36 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of -$237.51. 3 Briggs Road The homeowner applied for an abatement on bill #774393. They found and repaired a leaking toilet and submitted a receipt for the parts. The average fall usage is 56 therefore we recalculated all but 16 units at tier one rates. Staff recommended an abatement of -$261.44. 62 Buchman Drive The homeowner applied for and received an abatement on bill #758902. They found and repaired a leaking toilet and submitted a receipt for the parts but the leak continued into the next billing period. The average spring usage is 13 therefore we recalculated all usage at tier one rates. Staff recommended an abatement of -$200.97. 4 Dudley Road The homeowners applied for an abatement on bill #s 735390 and 758831. They purchased the property during the summer of 2012. In April of 2013 after having a high water usage, they hired a plumber who diagnosed the problem and subsequently repaired it. The plumber states that he determined that the furnace was leaking in an underground heat zone and when he shut it off the leak stopped. We incorporated the homeowners’ history at their previous home and calculated the average spring and fall usages. All excess water was recalculated at tier one rates with no sewer charge. Staff recommended an abatement of -$1,709.26. 1 Approved Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 May 29, 2014 8 Fairland Street The homeowner applied for an abatement on bill #766015 but the application has been on hold until spring. On 4/3/14 a licensed plumber repaired an outside leak and provided an invoice. The average fall usage is 83 therefore we recalculated the excess 43 units at tier one rates no sewer. Staff recommended an abatement of -$920.63. 4 Leeland Terrace The homeowner applied for an abatement on bill # 767009 and provided a receipt for repair parts for a toilet. The 3 year average fall usage is 61 therefore we recalculated all but 21 unit at tier one rates. Staff recommended an abetment of -$389.50. 28 Locust Avenue The homeowners applied for an abatement on bill #772897. They state that while away for a month a toilet flapper was stuck and ran constantly. They replaced the flapper and submitted a receipt. Their 3 year average spring usage is 16 therefore we recalculated all usage at tier one rates. Staff recommended an abetment of -$272.42. 1403 Massachusetts Avenue This nonresidential customer applied for an abatement on bill #779647. They state a constantly running toilet went unrepaired for 5 weeks. They submitted receipts from a plumber for repair. Their 3 year average spring usage is 122 therefore we recalculated the excess usage of 162 units at tier one rates. Staff recommended an abetment of -$2,334.42. 7 Patterson Road The homeowner applied for an abatement on bill #766473. They detected a leak and had the toilet replaced. They provided a receipt for same. The average fall usage is 36 therefore we recalculated all usage at tier one rates. Staff recommended an abetment of -$73.08. 20 Pelham Road The owners applied for an abatement on bill #779766. They reported having a leak inside the building that caused considerable damage. The average spring usage is 101 therefore we recalculated the excess 125 units at tier one rates and only charged sewer on the average usage as the leak did enter the sewer system. Staff recommended an abetment of -$1,388.75. 106 Pleasant Street The homeowner applied for an abatement on bill #773932. The house was empty this winter but for 18 days and in February the entire house was flooded after the furnace failed and pipes burst. The average fall usage is 42. We used Bill #708853 to determine ADU and derived a usage of 4 hcf for the 18 days the owners were home. The remaining usage was recalculated at tier one rates, water only because the leak did not meter the sewer. Staff recommended an abatement of -$4,158.38. 130 Pleasant Street The owners applied for an abatement on bill #774812. In April they replaced a toilet that was leaking and submitted receipt. Their 3 year average spring usage is 60 therefore we recalculated excess usage of 102 units at tier one rates. Staff recommended an abatement of -$1,303.42. $ (1,303.42) 6 Russell Road The homeowners applied for an abatement on bill #720897. They state they had a new irrigation system installed and first used it in the spring of 2012. They were shocked at their large fall bill #720897 and requested an abatement but their irrigation system was shut down for the winter and could not be tested for leaks. The homeowner found and repaired leaks in the spring of 2013. They believe that the reduced amount used in 2013 proves that a leak was repaired. Last fall the usage was 146 therefore we recalculated the excess usage at tier one rates. Staff recommended an abatement of -$492.18. 2 Approved Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 May 29, 2014 34 Spring Street The homeowners applied for an abatement on bill #769759 on their irrigation account. This spring when their irrigation system was reactivated the service company found and repaired a leak. The homeowners submitted a statement from the service company. Their 3 year average fall usage is 71 therefore we recalculated the excess usage of 71 units at tier one water rates. Staff recommended an abatement of -$265.68. It was moved by Mr. Ribich, seconded by Mr. Osten and approved unanimously to accept as presented the leak based abatement recommendations with the exception of 106 Pleasant Street to determine if the homeowners were in residence at all since 9/17/51 and 6 Russell Road to review calculation. Over Estimated 6 Aerial Street The homeowners filed for an abatement on bill #758354. The meter was replaced on 3/28/14 with an outread of 327 indicating we had overestimated their usage. We went back to the last A reading, established ADU and derived usage for bill #'s 772280, 758354 and 734909. The replaced usage of 1 unit will be captured in the fall billing. Staff recommended an abatement of -$1,387.36. 12 Emerald Street The homeowners filed for an abatement on bill #770090. The meter was replaced on 3/27/14 with an outread of 2139 indicating we had overestimated their usage. We established ADU and derived usage of 30 hcf. The replaced usage of 25 units will be captured in the spring billing. Staff recommended an abatement of -$1,253.50. 52 Follen Road This is a staff generated abatement recommendation on an account that we have not been able to read for decades. The homeowner sends occasional postcards and pays all bills including estimated bills. We have put notes on the last four bills and mailed a letter in January but have received no response. If this recommendation is approved staff will send a letter stating the homeowner is eligible for an abatement once the meter has been changed. We went back to the last postcard reading on 10/15/10 (included in packet), established ADU and redistributed usage. Staff recommended an abatement of -$2,815.86. 255 Marrett Road Staff suspected this meter had failed and estimated usage on bill #773291. The homeowners applied for an abatement stating that the property is vacant. Staff recommends abating bill #773291 entirely. Staff recommended an abatement of -$412.40. 1 Linmoor Terrace The homeowners filed for an abatement on bill #762218. The meter was read on 12/20/13 when staff installed a radio read device at 124 indicating we had overestimated their usage. We established ADU and derived usage of 25 hcf. The replaced usage of 12 units will be captured in the fall billing. Staff recommended an abatement of -$1,305.05. 1722 Massachusetts Avenue This is a commercial account and the meter could not be read from outside. We got in to get a reading on 2/4/14 and the read was 5733 indicating we had overestimated. Originally staff used bill # 723958 as an anchor but the board requested use of an older anchor. We recalculated ADU going back to bill # 664749.The board approved an amended recommendation but subsequently staff found and corrected an error. Staff recommended an abatement of -$28,666.09. 3 Approved Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 May 29, 2014 4 McKeever Drive The homeowners filed for an abatement on bill #770175. The meter was replaced on 12/16/13 at 485 indicating we had overestimated their usage. We established ADU and derived usage of 33 hcf. The replaced usage of 10 units will be captured in the fall billing. Staff recommended an abatement of -$1,222.57. 104 Potter Pond The homeowners filed for an abatement on bill #760152. The meter was replaced on 11/22/13 with an outread of 1583 indicating we had overestimated their usage. We established ADU and derived usage of 25 hcf. The replaced 8 units will be captured in the fall billing. Staff recommended an abatement of -$1,305.05. 41 Summit Road The homeowners called about bill # 759168. The meter was changed on 2/6/14 with an outread of 7364 indicating we had overestimated. We went back to the last "A" read on 3/29/2011, established ADU and derived usage. The replaced usage of 15 units was captured in the spring bill run. Staff recommended an abatement of -$1,163.94. It was moved by Mr. Osten, seconded by Mr. Ribich and voted unanimously to approve staff recommendations for all abatements based on over estimation with the exception of 52 Follen Road which the board approved sending a letter to inform the homeowner that an abatement is subject to a meter change. Billing/Meter Issues 7 Clematis Road This is a staff generated abatement recommendation to abate the sewer charge on bill #773663. 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's recommendation to abate all sewer charged was approved and applied to the account. However staff neglected to inactivate the sewer and charged it again on bill # 776663. Staff recommended an abatement of -$210.00. 8 Douglas Road The homeowner filed for an abatement on Bill # 782278. She had previously been given an abatement on bill # 763710 due to an over billing caused by a misinterpreted reading at the previous owner's final bill. The final read was 150 but staff misread it and used a read of 15. After the original abatement was approved, staff neglected to change the 10/4/2013 reading to 165. Staff recommends abating bill # 782278 entirely. 7 Pleasant Street This account had been estimated for years. The meter was replaced on 9/26/12 with an outread of 584 causing a large catch-up bill. Staff found no leaks two months after the new meter had been installed and the reading was 0005. We waited to establish ADU on the new meter and derived usage for three years. The homeowner has not made a payment since 2011, nor has the account been liened. The board wanted to see more history and put this application on hold. Staff added two more billings but they are from a former owner. ADU from the final read to the meter outread is 0.131 Bill # 773901, the current spring bill has been added. Additionally, staff recommended waiving the requirement of a good faith payment prior to approval since the estimates have been so high. Staff recommended an abatement of -$5,717.03. 93 Potter Pond The homeowners filed for an abatement on bill #774080. A final bill was processed on 4/24/13 and a new meter installed the following day however a wire and pad were not installed so we did not get a reading for bill #760141. Having no history of usage for the new owners, staff estimated usage at zero. Wire and pad were installed prior to the current spring bill which produced a usage of 44 units. The owners asked that we redistribute their usage. Staff recommended an abatement of -$24.36. 4 Approved Minutes Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 May 29, 2014 28 Summer Street The homeowner applied for an abatement on bill #757759 because it represents a double billing. Usually Munis alerts staff to remove an account from a bill run when it closes in the same month. That did not happen and the same 46 units were billed twice. Staff recommends abating bill # 757759 entirely. 9 Tufts Road – Domestic It was recently discovered that the irrigation and domestic usage have been reversed. In this calculation, the correct domestic rates have been applied to the usage .Staff recommended an abatement of -$104.58. 9 Tufts – Irrigation The homeowner approached us believing that their domestic and irrigation meters might be swapped. A site visit revealed that to be true; the irrigation and domestic usages have been reversed since their installation on 4/12/12. In this calculation, the correct irrigation rates have been applied to two years of irrigation usage resulting in a recommended abatement of -$1,278.31. Staff recommended an abatement of -$17.45. 343 Woburn Street This abatement has been on hold since 2012. The outside device failed at 2069 and the meter change on 4/13/12 resulted in a huge catch-up bill. Staff originally recommended an abatement of $6,067.12 but was asked to wait for history on the new meter. The homeowner provided a receipt for a recent toilet repair. Since the derived usage is under 40 units, we recalculated bill #763368 at tier one rates. We established ADU on the new meter, preleak, and derived usage going back three years. We also confirmed that the homeowner has been eligible for the rate subsidy since May 2010 and reduced subsequent bills by 30%. Staff recommended an abatement of -$6,252.97. It was moved by Mr. Osten, seconded by Mr. Ribich and voted unanimously to approve all staff recommendations for Billing/Meter Issue abatements as presented. Schedule next meeting The board will next meet on Thursday 6/26/2014. Adjourn It was moved by Mr. Ribich, seconded by Mr. Osten and voted unanimously to adjourn the meeting at 5:47 PM. 5