Agenda 08/13/2024 Item #16C 8 (Credit adjustment to Jensen Underground Utilities water accout to reflect an overcharge)08/13/2024
EXECUTIVE SUMMARY
Recommendation to approve a credit adjustment to Jensen Underground Utilities’ water account to reflect
an overcharged amount and authorize the issuance of a refund to Jensen Underground Utilities in the
amount of $125,187.57.
OBJECTIVE: To approve a credit adjustment for Jensen Underground Utilities (Jensen) in accordance with
Ordinance 2013-44 as adopted by the Board, which defines the customer adjustment policy and table of authorities
(i.e., adjustment amounts over $50,000 require Board approval).
CONSIDERATIONS: A temporary construction meter was issued to Jensen Underground for the Sky Sail Project
on 06/17/2021. The meter was utilized to provide construction water while the new water main was being installed.
After the potable water main was accepted, Jensen connected the temporary meter to the irrigation system mains.
On 06/02/2022, as water mains were approved, utility staff began installation of individual irrigation meters for
each property. On 08/21/2023, it was determined that the temporary meter was providing water for construction as
well as water that was being invoiced to the individual customer properties, resulting in double billing from the
period June 2022 to September 2023.
Once the issue was brought to staff’s attention, several meetings with Jensen Underground and Neal Communities
took place over several months to determine the exact circumstances surrounding the connection made by Jensen
Underground. Staff prepared monthly adjustment amounts which were reviewed in detail with both Jensen and
Neal Communities until consensus was reached.
Department initiated audit for temp-water meters for all current temp-construction meters with results presented in
Exhibit Temp Meter Usage Credit (attached). Given the audit results this was determined to be an isolated item and
preventive measure have been put in place including temp-continuation of construction meters being audited
monthly.
The total amount to be credited and refunded was calculated to match the overbilled sum, ensuring no further
discrepancies. This approval will rectify the billing error and demonstrate commitment to equitable treatment of all
stakeholders involved in county projects. The credit amount was reviewed with Jensen and the Skysail developer
and agreed the adjustment was appropriate.
Staff initiated an audit of temporary construction meters in the field (see Temporary Meter Program) to ensure there
were no other accounts with erroneous charges. No other instances were found, so this was an isolated incident.
Staff also implemented updates to the utility’s temporary meter program audit to include the following
enhancements to prevent any future exceptions:
• Recurring temporary construction meter audits/inspections will be conducted at least quarterly moving
forward.
• nspection work orders will be entered in asset management software to document monthly reviews.
• Meter flow tests will be conducted ensuring accurate flows are being captured.
• Inspect the area ensuring meters are being utilized for the intended purpose.
• Ensure no additional meters are installed downstream of the temporary meter.
• Complete test of the cross-connection control device.
FISCAL IMPACT: A credit adjustment totaling $125,187.57 is the corrective measure necessary to maintain the
integrity of our billing system and uphold our commitment to fairness and accuracy in our financial transactions
with contractors and service providers. Funds are available in the Water-Sewer District Operating Fund (4008) for
the reimbursement.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive
Summary.
16.C.8
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08/13/2024
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and
legality and requires majority vote for approval. -JAK
RECOMMENDATION: That the Board approve the credit adjustment and refund to Jensen Underground
Utilities in the amount of $125,187.57.
Prepared by: Pam Libby, Distribution Manager, Water Division
Annia Machin, Manager Utility Billing and Customer Service
ATTACHMENT(S)
1. 00_Skysail Residential and Temp Meter Usage Credit (PDF)
2. Temporary Meter Program (PDF)
3. Ordinance 2013-44 (PDF)
16.C.8
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08/13/2024
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.8
Doc ID: 29161
Item Summary: Recommendation to approve a credit adjustment to Jensen Underground Utilities’ water account
to reflect an overcharged amount and authorize the issuance of a refund to Jensen Underground Utilities in the
amount of $125,187.57.
Meeting Date: 08/13/2024
Prepared by:
Title: Manager - Distribution – Water
Name: Pamela Libby
06/18/2024 3:37 PM
Submitted by:
Title: Plant Manager – Water
Name: Howard Brogdon
06/18/2024 3:37 PM
Approved By:
Review:
Public Utilities Department Vincent Dominach Level 1 Department Review Completed 06/19/2024 7:57 AM
Public Utilities Operations Support Katrina Lin PUD Reviewer Completed 06/19/2024 8:50 AM
Water Howard Brogdon PUD Reviewer Completed 06/19/2024 2:02 PM
Public Utilities Operations Support Joseph Bellone PUD Reviewer Completed 06/19/2024 2:18 PM
Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 07/30/2024 9:28 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 07/30/2024 9:59 AM
Office of Management and Budget Blanca Aquino Luque OMB Reviewer Completed 07/30/2024 3:57 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 07/31/2024 8:40 AM
County Manager's Office Ed Finn Level 4 County Manager Review Completed 08/06/2024 10:15 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 08/13/2024 9:00 AM
16.C.8
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Read Date MonthlyUsage Annualized UsageTotalAmountRead Date MonthlyUsage Annualized UsageBaseCharge Usage ChargeTotalAmountUsage ChargeUsage ChargeStart Read 38Estimated Usage7/1/2021 0prorated‐cust usage8/2/202116169/1/2021163210/1/202103211/1/202103212/1/20210321/5/20216396712/1/20221808513/1/202248213334/1/20223631696Prorations (3,030.99)$ 5/2/202218418806/2/202238 38116.32$ 6/6/20223082188117.06$ 2,635.99$ 2,753.05$ 281 117.06$ 2,274.19$ 2,391.25$ 243 117.06$ 1,855.44$ 1,972.50$ (418.75)$ 7/1/202239 77117.69$ 7/1/20222552443117.06$ 1,976.04$ 2,093.10$ 282 117.06$ 2,287.59$ 2,404.65$ 243 117.06$ 1,855.44$ 1,972.50$ (432.15)$ 8/1/202257 134307.59$ 8/1/2022138 2581117.06$ 840.27$ 957.33$ 138 117.06$ 840.27$ 957.33$ 81 117.06$ 407.70$ 524.76$ (432.57)$ 9/1/2022116 250434.32$ 9/1/2022323 2904117.06$ 2,836.99$ 2,954.05$ 323 117.06$ 2,836.99$ 2,954.05$ 207 117.06$ 1,493.64$ 1,610.70$ (1,343.35)$ 10/3/2022128 378450.76$ 10/3/20222393143117.06$ 1,815.24$ 1,932.30$ 528 117.06$ 5,583.99$ 5,701.05$ 400 117.06$ 3,868.79$ 3,985.85$ (1,715.20)$ 11/1/2022407 785956.43$ 11/1/2022818 3961121.74$ 9,846.29$ 9,968.03$ 529 121.74$ 5,820.52$ 5,942.26$ 122 121.74$ 734.57$ 856.31$ (5,085.95)$ 12/9/20221236 20212,561.64$ 12/1/20223464307121.74$ 3,271.33$ 3,393.07$ 1117 121.74$ 14,011.36$ 14,133.10$ ‐119 121.74$ ‐$ 121.74$ (14,011.36)$ 1/3/20231317 33382,798.66$ 1/3/20233534660121.74$ 3,368.84$ 3,490.58$ 1117 121.74$ 14,011.36$ 14,133.10$ ‐200 121.74$ ‐$ 121.74$ (14,011.36)$ 2/1/20231040 43782,460.60$ 2/1/20230 4660121.74$ ‐$ 121.74$ 1118 121.74$ 14,025.29$ 14,147.03$ 78 121.74$ 403.23$ 524.97$ (13,622.06)$ 3/1/2023989 53672,440.94$ 3/1/20233695029121.74$ 3,591.72$ 3,713.46$ 1118 121.74$ 14,025.29$ 14,147.03$ 129 121.74$ 795.54$ 917.28$ (13,229.75)$ 4/3/20231602 69693,386.98$ 4/3/20234520 9549121.74$ 61,415.15$ 61,536.89$ 1118 121.74$ 14,025.29$ 14,147.03$ ‐484 121.74$ ‐$ 121.74$ (14,025.29)$ (11,734.33)$ (2,290.96)$ 5/1/2023830 77992,221.03$ 5/1/20232618 12167121.74$ 34,920.29$ 35,042.03$ 2618 121.74$ 34,920.29$ 35,042.03$ 1788 121.74$ 23,358.39$ 23,480.13$ (11,561.90)$ 6/1/2023731 85302,088.19$ 6/1/2023836 13003121.74$ 10,097.03$ 10,218.77$ 836 121.74$ 10,097.03$ 10,218.77$ 105 121.74$ 591.69$ 713.43$ (9,505.34)$ 7/3/2023719 92492,071.31$ 7/3/2023144914452121.74$ 18,636.12$ 18,757.86$ 958 121.74$ 11,796.49$ 11,918.23$ 239 121.74$ 1,888.39$ 2,010.13$ (9,908.10)$ 8/1/2023741 99902,256.60$ 8/1/20230 14452130.35$ ‐$ 130.35$ 958 130.35$ 12,627.33$ 12,757.68$ 217 130.35$ 1,775.65$ 1,906.00$ (10,851.68)$ 9/8/2023799 107892,349.40$ 9/1/20231426 15878130.35$ 19,605.21$ 19,735.56$ 959 130.35$ 12,642.24$ 12,772.59$ 160 130.35$ 1,140.99$ 1,271.34$ (11,501.25)$ 10/6/2023730 115192,231.15$ 10/4/2023258 16136130.35$ 2,234.85$ 2,365.20$ 258 130.35$ 2,234.85$ 2,365.20$ ‐472 130.35$ ‐$ 130.35$ (2,234.85)$ 29,249.61$ 2,072.01$ 177,091.36$ $179,163.37142562,072.01$ 174,060.37$ 176,132.38$ 27372,072.01$ 26,381.21$ 42,241.47$ (125,187.57)$ Delta 4617 Total Proration Credit (3,030.99)$ (3,030.99)$ preconnection usage 1880After connect usage 14256(11,734.33)$ Delta 27371449+0+1426=2875Customer Usage Acct # 00106182100Temp Meter # T20065946PRORATION Should have billed308+255=563239+818=1057346+353+0+369+4520=558816.C.8.aPacket Pg. 991Attachment: 00_Skysail Residential and Temp Meter Usage Credit (29161 : Recommendation to approve a
Collier County Public Utilities • Water Division
4370 Mercantile Avenue. Naples, FL 34112
www.colliercountyfl.gov/publicutilities
June 14, 2024
To: George Yilmaz, PE – Administrator, Public Utilities Department
From: Pamela Libby – Manager, Distribution
RE: Temporary Meter Program Update
Water Distribution in coordination with Utility Billing and Customer Service (UBCS) are
auditing the temporary meters program with intent to improve and optimize inspection,
tracking, and customer education of temporary meters.
Temporary meters are issued through Water Distribution and there are two different
classifications of temporary meters: stationary temporary meters (stay in one location) and
traveling temporary meters (allowed to be moved by the vendors from work site to work site).
Stationary temporary meters are predominantly utilized for the construction of new water mains
while traveling temporary meters are utilized, for example, by bulk water providers, pressure
washing companies, and sewer viewing companies. All customers that apply for use of a
temporary meter receive their assigned meter through a Distribution staff member physically
taking the device to either the permanent location for the stationary meter or to the first location
the traveling temporary meter will be utilized. The backflow device is tested when the meter is
set.
The Water Distribution Team has reviewed all procedures regarding temporary meters and
will be enhancing our inspection/audits of the meters in several areas.
• UBCS will provide a report on the 1st of each month that lists/flag all traveling temporary
meters that at time of report will have been in the system for two years. Each of the
customers assigned a meter that is flagged will be contacted and required to exchange
their meters at the Public Utilities Operations Center. The meters/backflows will be
collected, tested and if passed will then be able to be issued to a different customer.
Failing devices are scrapped.
o The first report provided showed 37 meters that were past two years old and
required to be exchanged. To date 19 of the meter exchanges have been
completed. Customers have been given until June 21st to complete the exchange.
There are currently 71 traveling temporary meters in the system.
16.C.8.b
Packet Pg. 992 Attachment: Temporary Meter Program (29161 : Recommendation to approve a credit adjustment to Jensen Underground Utilities’ water
• Usage of the Cityworks workorder program will be expanded by setting up recurring
inspections for all stationary temporary meters to document the bi-annual (twice per year)
inspections that were being completed and captured in Excel Spreadsheets. The
parameters for the new inspections will include:
o a review of the flow of the meter to ensure it is working.
o a review of the area to ensure that the meter is being utilized for its requested
purpose.
o confirming no additional meters are installed downstream of the meter.
o completion of a test of the cross-connection control device.
• An out of cycle audit of all stationary meters has been completed over the last two weeks
through a joint effort with the Meter Services and Distribution Teams. This inspection
included testing the backflow device, obtaining gps coordinates, and taking a picture of
the temporary meter assembly. The audit found no issues and all stationary temporary
meters were determined to be installed and being utilized as approved.
• To enhance our ability to locate traveling meters Distribution is pursuing the purchase of a
system to track the devices. Several companies have been contacted and one has a
device that will be available in July that is small and robust enough to survive in the
conditions that the temporary meters must endure. The company has provided us a
sample and demonstrated they are able to obtain a signal to allow them to be tracked
throughout the Collier County Water District. A proposal will be received from the vendor
by July 22nd and purchase order put into place when all purchasing requirements are met.
• Additional education is being provided to both stationary and traveling temporary meter
customers. A brochure will be mailed by mid-July to all current temporary meter
customers. This will remind them of the requirements for use of the meters, areas of
exclusion (near Regional Water Plants), and highlighting the new exchange program. It
will also emphasize that if any meter is installed down stream of a temporary meter that
this will cause a double billing and is strictly prohibited.
Cc: Howard Brogdon – Director, Water
Joe Bellone – Director, Utility Finance
Jesse Komorny – Manager, Meter Services
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