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HomeMy WebLinkAbout2010 01 25 Regular 608 Review A Utility Billing Process Improvement in Meter-Read Schedule COMMISSION AGENDA CONSENT INFORMATIONAL ITEM 608 PUBLIC HEARING REGULAR X n 25, 2 1 MGR /DEPT January 0 0 Meeting Authorization REQUEST: The Finance Department is requesting that the Commission review a utility billing process improvement in the meter -read schedule. SYNOPSIS: Due to monthly fluctuations in the number of days in meter read periods, staff was directed to come back with a solution to remedy the inconsistency. A solution was found via a meter - reading process improvement which eliminates large fluctuations and also maintains a monthly bill cycle. CONSIDERATIONS: At the November 23rd Commission meeting, public input was given regarding the new utility rates. An issue that was identified in that discussion concerned the monthly fluctuations in the number of days in meter read periods. For example, as a result of holidays, weekends and `skip weeks' it was conceivable that a customer's bill could reflect a read period which might fluctuate between 24 and 36 days. At the City of Winter Springs, we read and bill 4 cycles on a monthly basis which accounts for 48 weeks of the year. Since there are 52 weeks in a year, the resultant 4 -week difference must be factored into the meter - reading equation. A `skip week' results when one of the 4 skipped weeks is placed in the meter - reading schedule. Heretofore, those 4 `skip weeks' were placed every 12 weeks in the read schedule which resulted in one additional week per quarter. Although this process was instituted to ensure that each customer only receives 12 bills annually, one of the downsides to that has been large periodic fluctuations in the number of days in a meter read period. Accordingly, the Commission directed staff to bring back an agenda item to further discuss potential solutions. For example, a move to have 13 annual bills rather than 12, would serve to eliminate large periodic fluctuations. As a result of extensive discussions and detailed evaluation, a solution was developed which not only eliminated the large periodic fluctuations but also maintained the monthly bill cycle to which our customers are accustomed. The resultant solution came in the form of a process improvement in the meter reading schedule which tightens the number of days in a meter read period to a range between 28 and 32. Rather than having 4 skip weeks, this revised method utilizes 28 skip days which are uniformly spread throughout the year. The result is more consistent read periods which further serve the customer by distributing their consumption more uniformly throughout the year. To accomplish this modification, a meeting was scheduled with Severn Trent, our meter - reading contractor, in order to assign specific routes, to specific cycles, on specific dates of the read schedule. In addition, the contractor will now read in the same read sequence with every cycle. A trial run of this process improvement was implemented at the end of December 2009 when the perfect opportunity presented itself in a scheduled skip week (12/21 - 12/25). That week, we began to load the handhelds in accordance with the revised meter -read schedule. As of January 25th, two billing cycles have received bills per the modified read schedule. The attached charts provide a color -coded 2010 calendar for the meter -read schedule based on the `skip week' method (original read schedule) as well as the `skip day' method (revised read schedule). Since the issue is one of consistency from month to month, it will be three to four months before the customer experiences the maximum benefit from this process improvement. FISCAL IMPACT: 1 - No impact on annual City utility revenues or expenditures 2 - The customer will enjoy a more consistent and uniform bill amount COMMUNICATIONS: Under the revised meter read schedule, two utility bills have gone out for cycles 1 and 2 reflecting the date range and number of days of consumption in the meter -read period. Further, staff is evaluating the potential of adding additional information to the bill which sets forth prior usage comparison (similar to that of Progress Energy). ATTACHMENTS: 2010 Meter Read Schedule (Original) 2010 Meter Read Schedule (Revised) RECOMMENDATIONS: It is recommended that Commission review the meter reading process improvement and offer feedback as deemed appropriate. Regular 608 2 January 25, 2010 Original Meter Read Schedule - Calendar Year 2010 Cycle 2 3 Holiday Read K Skip Key: ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle ® Mon BM Wed ® ®al Read Day Range Jan -10 Jan -30 Feb -10 Feb -10 Mar -10 -____-- Mar -30 1 2 Begin End Begin End —■--.-■■ Begin End 2 3 4 5 6 7 8 9 35 35 2 1 2 3 4 5 6 27 27 2 -MI©© 4© 6 28 28 3 10 11 12 13 14 15 16 35 35 3 7' 8 9 10 11 12 13 27 27 3 M� 9 10 I® 28 28 4 17 18 19 20 21 22 23 35 35 4 14 5 16 17 18 19 20 27 27 4 14 ® 16 111181MIL 20 28 28 1 24 25 26 27 28 29 30 28 29 1 21 27 27 27 Skip ®®® 24 ® 26 ® Read Skip Week _ 31_ _ 28 _ _ 1 28 29 30 ®_-- 35 35 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Apr -10 Apr -10 May -10 May -10 Jun -10 May -10 Y 2 3 Begin End 1 Begin End Begin End 2 4 5 6 7 8 9 10 35 35 2 2 3 4 5 6 7 8 28 28 2 1 2 3 4 5 29 28 3 11 12 13 14 15 16 17 3 9 10 11 12 13 14 15 28 28 3 6 7 8 9 10 11 12 28 28 4 18 19 20 21 22 24 4 16 17 18 19 20 21 22 28 28 4 13 14 15 16 17 18 19 28 28 1 25 26 27 28 29 1 23; 24 25 26 27 28 29 28 28 Skip 20 21 22 23 24 25 26 Read Skip Week 30 31 1 27 28 29_ 30 351 341 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Jul -10 Jul -10 Aug -10 Aug -10 Sep -10 Sep -10 1 2 3 Begin End Begin End Begin End 2 4 5 6 7 8 9 10 35 35 2 1 2 3 4 5 6 7 27 28 2 1 2 3 4 30 28 3 11 12 13 14 15 16 17 35 35 3 8 9 10 11 12 13 14 28 28 3 5 6 7 8 9 10 11 29 28 4 18 19 20 21 22 23 24 35 35 4 15 16 17 18 19 20 21 28 28 4 12 13 14 15 16 17 18 28 28 1 25 26 27 28 29 30 31 28 28 1 22 23 24 25 26 27 28 28 28 Skip 19 20 21 22 23 24 25 Read Skip Week 29 30 31 1 26_ 27 28 29 30 351 35 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 ORIGINAL Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Oct -10 Oct -10 Nov -10 Nov -10 Dec -10 Dec -10 1 2 Begin End Begin End Begin End 2 3 4 5 6 7 8 9 35 35 2 1 2 3 4 5 6 28 28 2 1 2 3 4 28 28 3 10 11 12 13 14 15 16 34 35 3 7 8 9 10 11 12 13 ' 28 28 3 5 6 7 8 ' 9 16 11 28 28 4 17 18 19 20 21 22 23 35 35 4 14 15 16 17 18 19 20 28 27 4 12 13 14 15 16 17 18 28 29 1 24 25 26 27 28 29 30 28 29 1 21 22 23 24 25 26 27 28 26 Skip 19 20 21 22 23 24 25 Read Skip Week 28 29 30 1 26 27 28 29 30 31 351 36 012510_COM M_Regular_608_Attachment_1 Revised Meter Read Schedule - Calendar Year 2010 Cycle 1 2 Holiday Read Skip Key: REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 Cycle ® Mon EMI Wed ® ®n Read Day Range Cycle ® Mon Elm Wed ®®a] Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Jan -10 ----_-- Jan -10 Feb -10 ----_-- Feb -10 Mar -10 Mar -10 ■...- © Begin End _■■■.-■■ Begin End Begin End 2 ©ME © 6M 9 27 30 2- ©MM 4© 6 27 28 2 1 2 3 4 5 6 28 28 3 10 h w 16 3M Xi 9 10 1111E ®' 7 3 7 8 9 10 11 13 28 28 4 Ep "' 19 20 ®K: ® 4 14 IM 16 Mg 18 20 4 14 15 16 17 18 19 20 28 28 1 "' 29 30 0 1® 1 21 22 23 24 25 Z6 27 28 28 ®•111111111==1•111= -- _ME13= =111111111111•11_— 28 29_ 30 31 REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed 'Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Apr -10 Apr -10 May -10 May -10 Jun -10 Jun -10 1 2 3 Begin End 1 Begin End Begin End 2 4 5 6 7 8 `9 10 31 33 2 2 3 4 5 6 7 8 28 28 2 1 2 3 4 5 29 31 3 11 12 13 14 15 16 17 31 33 3 9 10 11 12 13 14 15', 28 23 3 6 7 8 9 10 11 12 29 31 4 18 19 20 21 22 23 24 31 33 4 16 17 18 19 20 21 22 28 28 4 13 14 15 16 17 18 19 29 31 1 25 26 27 28 29 30 31 33 1 23 24 25 26 27 28 29 28 28 1 20 21 22 23 24 25 26 29 31 30„ 31, 27 28 29 30 REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle ® Mon Eng Wed ®®em Read Day Range Jul -10 Jul -10 Aug -10 Aug -10 Sep -10 --___um- Sep -10 1 2 3 Begin End Begin End - 111.____11111= End 2 4' 5 6 7 8 9 10 30 30 2 1 2 3 4 5 6 7 32 30 2 -__MIEI©© 4 30 32 3 11 12 13 14 15 16 17 30 30 3 8 9 10 11 12 13 14 32 30, 3 © m ja 9 10 ® 30 32 4 18 19 20 21 22 23 24 30 30 4 15 16 17 18 19 20 21 32 30 4 ® A il imam 16 EG 18 30 32 1 25 26 27 28 29 30 11 30 30 1 22 23 24 25 26 27 28 32 3Q 1 19 , ® ®E® 30 32 29 30_ 31 I 26 1 29 30 M- __ REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 REVISED Meter Read Schedule 2010 Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Cycle Sun Mon Tues Wed Thurs Fri Sat Read Day Range Oct -10 Oct -10 Nov -10 Nov -10 Dec -10 Dec -10 1 2 Begin End Begin End Begin End 2 3 4 5 6 7 it 9 30 30 2 1 2 3 4 5 6 31 29 2 1 2 3 4 30 32 3 10 11 12 13 14 15 16 30 30 3 7 8 9 10 11 12 13 31 29 3 5 6 7 8 9 10 11 30 32 4 17 18 19 20 21 22 23 30 30 4 14 15 16 17 18 19 20 31 29 4 12 13 14 15 16 17 18 30 32 1 24 25 26 27 28 29 30 30 30 1 21 22 23 24 25 26 27 31 33 1 19 20 21 22 23 24 25 30 29 I 28 29 30 1 26 27 28 29 30 31 012510_CO M M_Regu la r_608_Attach ment_2