The URL can be used to link to this page

Home My WebLink About12 District Code Revisions Agenda Item # 12 Fr --J Public Utility District WORKSHOP To: Board of Directors From: Mary Chapman Date: May 19, 2010 Subject: Discussion of Possible Revisions to the District Code and the Miscellaneous Fee Schedule 1. WHY THIS MATTER IS BEFORE THE BOARD The District Code should periodically be reviewed and updated to conform to District Board policies, new applicable laws, regulations and District procedures. Additionally, the Board has directed staff to review the Miscellaneous Fee Schedule annually. 2. HISTORY All District Codes were last reviewed and revised during 2008 and 2009. Before then, the Codes had not been reviewed and revised extensively for many years. This agenda item is the result of another complete review of all of the Codes. Because the 2008-2009 reviews were done by title, staff did not have an opportunity to do a thorough review for continuity of terms, phrases and formatting. Also during this review, staff incorporated many of the operating procedures that are followed which are more appropriately included in the District Code. At the April 21, 2010 Board meeting, the Board provided input relating to some of the changes they would like made in the Code. Those changes related to the continuity of terminology used and a clarification relating to back billing for metering errors. 3. NEW INFORMATION This is a second Workshop to receive further input from the Board and the public regarding the proposed changes to the Code. Recommended changes from the April 211 2010 Board meeting have been incorporated into the revised Attachments: Attachment 1 - Summary listing of the Highlights of the Major Changes Attachment 2 - A redline copy of District Code Titles and Miscellaneous Fee Schedule comparing the proposed changes to the original text 4. FISCAL IMPACT There is no direct fiscal impact due to the proposed revisions to Titles 1 through 8. Changes to the Miscellaneous Fee Schedule are not expected to be material to the District. 5. RECOMMENDATION Review the proposed policy revisions and provide staff with comments. Mary Ch a Michael D. Holley Administrative Services Manager General Manager ATTACHMENT 1 TITLES: Highlights of Major Changes Many of the changes to Titles were grammatical changes. Many other changes related to standardizing terms and phrases used to provide for continuity. These changes are not listed below. Title 1: General Provisions • No significant changes were made. Title 2: Administration 2.04.020 Time of Meeting • Added language to allow the Board to select a meeting date other than the day following a holiday when a regular meeting falls on a holiday. 2.04.040 Special Meetings..2.04.050.1 Written Notice of all Meetings • Added e-mail as an acceptable form of written notice of meetings to Board members. 2.04.055 Availability of agenda packet • Deleted wording stating that an agenda packet would be available at the Truckee Branch of the Nevada County Library. The District used to take a packet to the Library prior to making the packet available on the District's website. Now interested parties can access the packet from a PC at the Library or from any PC. 2.04.070 Order of Business • Added the Pledge of Allegiance and deleted the Manager's report to match the current agenda preparation guidelines. 2.36 Payment of Expenses • Deleted Chapter 2.36. This is the old travel expense policy which should have been deleted. On January 7, 2009, the Board adopted Section 2.58 Board Travel and Expense Policy. The General Manager will follow Chapter 4 Personnel, Section 4.9.4 Policy for Travel and Expenses. Title 3: Finance and Accounting 3.01.01.1 Revenue Goals • Changed the review of facilities fees from "every year" to "every budget cycle and after the completion of a master plan". This change was proposed during our review with the Board of the Financial Goals earlier this year. 3.32.010 Collection of Delinquent Assessments • This section was modified to match current District practices. The original wording was written before the Community Facilities Districts or the Donner Lake Assessment District were formed and was never used. Title 4: Personnel 4.1.6 Release of Employee Information • Formalized District procedures for responding to inquiries regarding current or former employees of the District. 1 4.9.3 Cellular Telephones • Changed title from "Cellular Telephones" to "Personal Communications Devices" to include other types of communication devices besides cell phones. • Modified language to include requirement for employees to adhere to California State laws when using personal communications devices when driving. Title 5: Customer Relations 5.01 Application for Service • Added a new section to define various groups of customers and define their preliminary requirements to become customers of the District. 5.02.005 Deposits-Definitions • Alphabetized definitions. • Deleted term "collection problem"throughout Code. 5.02.010.1 Residential Customer Deposits • Added reference to a minimum deposit if no billing history has been established for an account. • Added section describing responsibilities of"Co-Signers". • Added language waiving deposits for new construction customers who have met the District's credit requirements. 5.04.020.5 Re-establishment of Credit • Added section to formalize the procedure in the event a customer declares bankruptcy and wants to continue as a District customer. 5.08.010.6 Billing • Added clarifying language to include charges for items returned by the bank for non-sufficient funds or closed accounts which include both checks written and electronic payments. 5.080.010.9(A), 5.080.010.9(B)Billing Procedure • Added a section addressing the District's procedure identifying who will be billed for water service when a house goes into foreclosure. • Added a section addressing service transfers to realtors or property managers in the event a property is going through foreclosure or a "short sale". • Clarified when water service would begin in the event of fire or other catastrophic event to a home. • Clarified that water billings for new construction would begin on the day the water meter is installed. 5.090 Owner/Renter Responsibilities • Moved this section from Chapter 6 Electric Service since it applies to both electric and water service customers. • Re-wrote section covering "auto transfers" adding that "auto transfer" customers must maintain "good credit" with the District in order to be able to continue with this service. 5.12.010 Termination for Non-Payment—Electric and/or Water Service • Modified the number of days before the 15-day Late Payment Reminder notice will be mailed. Changed from three business days after a bill is generated that shows a previous balance on an account to when a bill is generated that shows a previous balance on an account(same business day). • Added language stating that the District would mail a copy of the 15-day Late Payment Reminder notice to a "Third Party" pursuant to the customer's authorization on the "Third Party" Notification Application. • Added language stating that the District would mail a copy of the 48-hour Final Notice of Termination of Service to a "Third Party" pursuant to the customer's authorization on the "Third Party" Notification Application. 2 • Changed language to state that the District will allow all residential customers to use a "Third Party" notification service for past due accounts, not just customers who are 65 years of age or older. • Added language to limit the number of written payment agreements a customer may enter into during any calendar year to two written payment arrangements. • Added clarifying language that payment arrangements must be made through the District office, by phone or in person. Also added language that once a District employee has been sent to terminate a service,the service will be disconnected until the customer makes acceptable payment arrangements through the office. • Added language stating that a trip charge will be charged when an employee is dispatched to disconnect a service regardless of whether or not the service actually is disconnected. • Deleted section allowing customers to pay the District employee in the field. • Added language stating that a customer who makes a payment against non-sufficient funds to avoid disconnection is required to re-establish credit by paying a deposit. 5.12.040 Disconnection of Electric or Water Service by the District • Added clarifying language stating the District may disconnect electric or water service if a customer defaults on amortization or payment agreements. 5.12.050 Reconnection of Water Service • Added clarification that water billings will not be discontinued during periods of disconnection. • Added language regarding customer choosing to abandon water service to a parcel. Once the water service has been abandoned and the customer is no longer receiving a water bill, the parcel will be assessed the annual standby charge until a new service is established with the District. To reconnect to the District's water system, customers will be required to pay new connection and facilities fees with no credit toward their prior fees. 5.16.010 Disputed Bills—Electric or Water • Extended the time period that customers are allowed to amortize unpaid balances from 12 months up to 24 months. 5.16.030 Appeals • Revised language stating that the investigation and appeal procedure is available at the Customer Services counter or on the District's website. Since we added the volumetric billing information to the back of the bill, we had to condense the information we were providing. 5.24.010 Domestic Electric Rate Schedules—Permanent(P10)and Non-Permanent(S10) • Added language to formally define the permanent and non-permanent residential rates and clarify that it is the customer's responsibility to notify the District and provide sufficient evidence that their status has changed from a non-permanent to a permanent resident. 5.26.010.13(A)Electric and Water Facilities Fees-Review • Changed review of fees from annually to"every budget cycle and after the completion of a master plan". 5.32 Water Rates • Added District's goal regarding metering and volumetric billing. • Added language to describe the components of the residential and commercial rates and which customers qualify as residential or commercial. 5.40.010 Complaint Procedure • Modified the language to streamline the process. 3 Title 6: Water Service 6.04 Application for Service—New Construction&Upgrades—General • Added language from the District's Identity Theft Prevention Policy requiring new customers to provide proper identification. • Added language listing the requirements for new construction customers to receive service from the District. • Removed reference to line extensions or facility upgrades of less than $10,000 because it wasn't necessary. 6.12 Temporary Service • Added section regarding responsibility of customer to pay costs to abandon temporary service. 6.16.010 Policy for Commitment to Provide Water Service • Clarified language regarding the requirements for the District to issue a "Will Serve Letter". 6.36.010 Unauthorized Use of Water • Added additional language clarifying who is responsible when someone tampers with District's facilities. • Added that the District may disconnect service without notice or refuse service, if there is evidence of an intent to defraud the District. • Added language stating that the customer or the person requesting to have service restored after disconnect due to unauthorized use of water, will be responsible for costs to restore service. • Added language requiring the customer to restore service to its original state pursuant to District construction standards prior to the District reconnecting service. 6.52.020.5 Metering—Damage to District's Facilities • Added language to hold the customer responsible for damage to the meter, meter boxes or other facilities owned by the District regardless of who caused the damage. • Added language that water meters will be tested by a qualified meter testing facility. • Moved reference to the cost water meter tests to the Miscellaneous Fee Schedule. • Added language stating that the customer or the person requesting to have service restored after disconnect due to unauthorized use of water,will be responsible for costs to restore service. Title 7: Electric Service 7.12 Application for Service-New Construction&Upgrades-General • Added language from the District's Identity Theft Prevention Policy requiring new customers to provide proper identification. • Added clarifying language listing the requirements for new construction customers to receive service from the District. • Removed reference to line extensions or facility upgrades of less than $10,000 because it wasn't necessary. 7.24 Owner/Renter Responsibilities • Moved this section to Chapter 5 since it applies to both electric and water service customers. 7.46 Electric System Line Extensions • Added sections of the Water Main Extensions policy in Title 6.18 into the Electric System Line Extension policy to make them alike in the administration of refunds. 7.52 Street and Security Light Service • Modified to include language that street and security lights of same wattage will be billed at the same rate. • Added language stating that the District will no longer install new security lights. 4 7.56 Service Connections-Underground and Overhead Services • Added language stating when the District will indicate the placement of the meter panel and that the District is not obligated to provide service to a customer who does not comply with the approved location. 7.68 Illegal Use of Diversion of Electricity • Added additional language clarifying who is responsible when someone tampers with District's facilities. • Added that the District may disconnect service without notice or refuse service, if there is evidence of an intent to defraud the District. • Added language stating that the customer or the person requesting to have service restored after disconnect due to unauthorized use of electricity, will be responsible for costs to restore service. • Added language requiring the customer to restore service to its original state pursuant to District construction standards prior to the District reconnecting service. 7.72.090.3 Meter Errors • Modified language to cover meter reading errors and errors relating to a malfunction of the metering equipment. 7.72.090.4 Deleted this section • Modified language in 7.72.090.3 above. Section 7.68 Illegal Use or Diversion of Electricity includes language to cover this section. 7.83.030 Qualified Resources • Added Waste Heat(co-gen) as an energy source to add to the Power Content Labels sent to customers. Title 8: District Property • No significant changes were made. Appendix A• • Deleted separate Hydrant Charge;the charges have been incorporated into the 1/15/2010 general water rate. • Added missing items and to the Miscellaneous Fee Schedule. 5 Proposed Changes to the Miscellaneous Fee Schedule: Line 9 — Added language clarifying that the $60.00 charge for establishing and transferring an account is also applicable to "New account setups" performed on new construction accounts. Lines 24 & 26 — Added language clarifying that charges to test and recalibrate meters when there has been meter tampering will be charged at the same rates as when customers request a meter test. Lines 28, 29 & 30 — Proposed Code modifications (Title 7, Section 7.52) include language stating that "street and security lights of same wattage will be billed at the same rate." This proposed change is being reflected in the Miscellaneous Fees Schedule. Lines 32 & 43 — Proposed Code modification (Title 5, Section 5.02.010.1) includes reference to a "minimum deposit" which had been inadvertently left out of recent versions of the Miscellaneous Fees Schedule. Minimum deposits should be listed for both new construction and for properties without current history of utility service. The proposed amounts are higher because the calculations are based on current rates for an average residential property. Once a customer establishes their own usage history, staff will re-evaluate the deposit and reduce it if it is too high. Line 37 — Clarified language for circumstances when the customer needs the District to disconnect their water service for them to repair their own facilities. There is no charge to the customer provided that the request can be performed during normal working hours and the water box is accessible. Line 54 - Deleted this section; included with the addition of Lines 32 & 43. Line 55 — There are many references in the District Code to a charge for Administration Costs/Fees. This addition to the Miscellaneous Fees Schedule clarifies that the charges are based on Actual Cost. Line 61 — The actual name on the notice that is delivered to a customer is "Notice to Comply". It is used for returned checks, when a customer does not keep a payment agreement and other situations where a customer has not met District deposit or credit requirements. Line 62 — Modified language to cover payments other than by check such as an a-bill payment or electronic funds payment that are rejected by the customer's bank and require special handling by the District staff. References to per check charges have been changed by the Board in a previous modification to the Miscellaneous Fees Schedule, however, this language was not removed. 6