dale barrie training & technical assistance specialist · sewer systems at points of direct...
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Dale BarrieTraining & Technical Assistance Specialist
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Goals for rates
Type of rate structure – which is best for you
Who should be involved
What information do you need
Steps to develop rates
Other fees to consider
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To compare my utility’s rate with those of other systems and set my rates so they are one of the lowest in the state.
Rate study? Our rates have been fine for the last 25 years, why do they need changed?
Water’s free right? It just comes out of the ground. Why should it cost very much?
Wastewater flows down hill – what else do you need to know?
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To provide adequate revenues to cover both expected and unexpected costs for a water or waste water system.
Every utility needs to set rates based on their specific needs & situations
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To provide adequate service to all customers:Safe and aesthetic potable water at the tap
Wastewater discharge which is fully treated & meets all regulations
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A utility must receive sufficient revenue to ensure proper operation and maintenance, provide for development & preservation of their current and future assets.
In order to maintain a utility's financial integrity, revenues must exceed expenditures by an amount needed to adequately cover normal O&M, fund reserve/capitol/debt accounts for both expected and unexpected expenses.
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They must at least meet expenses
Are fair and equitable to customers
Most businesses determine prices on what the market can maintain. Utility’s must temper profitability with community and environmental concerns.
You should be able to justify your rates and fees.
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Infrastructure deteriorationHigh cost of repairs and replacement
Out of site – out of mind
Political pressuresCooperation with different groups
Socio-economicFixed income customers
Commercial & industrial
Can water still be fair and equitably priced?
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StaffTime
Pressure to “hold the line”
Council or Board & Public (C.A.V.E.)Adverse to change
No one likes increases
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Every 20 years or so…..
When we have a big project approaching and we need to borrow funds…..
Never… if we set them right the first time, they’re good…..
Not while I’m on the council/board
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• Cost of a new home - $123K to $290K
• Car - $16K to $32K
• Gallon of gas - $1.34 to $3.80 (2016 $2.15)
• Loaf of bread - $0.70 to $1.98
• Pound of hamburger - $0.89 to $4.68
Why should water and wastewater rates be any different??
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Annually
Adjust when needed
Keep up with rising costs
Adequate funding of reserve and capitol accounts for future/emergency needs
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Flat fee
Uniform
Decreasing block (development)
Increasing block (conservation)
Base Plus (combination)
ResidentialCommercialIndustrialGovernmentalWholesale
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Charges each customer within a user category the same bill regardless of usage.
Someone who uses 1,000 gallons per month pays the same as someone who uses 10,000 gallons per month.
May be based on number of persons in the household.
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PROS CONS
Easy – everyone pays the same amount
Meters not neededNo meter reading or maintenance
Billing software
No need for customer classes
Easy to adjust
Fair? – Small users subsidize larger usersHigher per capita usageNo conservationWater loss can be an issue
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For very small systems with little or no commercial or industrial customers
Disadvantages may well outweigh any perceived advantages
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Charges each customer within a user category the same cost per unit (usually 1,000 gallons) regardless the amount used.
If the unit charge is $2.50 per 1,000 gallons, a customer which uses 1,000 gallons is charged $2.50 and a customer which uses 10,000 gallons is charged $25.00.
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PROS CONS
Simple
Equitable
Easy to implement
Easy to explain and justify
Easy to adjust
No benefit for high volume usersRequires metering/billing & associated costs Revenues base solely on sales
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Charge each customer within a user category a lower rate per 1,000 gallons for customers who use more water.
First 5,000 gallons cost $5.00 per thousand and all over 5,000 gallons cost $2.50 per thousand.
Customer using 1,000 gallons pays $5.00 – customer using 10,000 gallons pays $37.50 ($5.00 vs $3.75 per thousand)
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PROS CONS
Encourages high volume users (commercial/industrial)
Properly designed should have stable revenue
Can be complexCan be perceived as inequitable to smaller volume usersHarder to explain/justifyHarder to implementDoesn’t encourage conservation
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Charges each customer within a user category and increasingly higher rate per unit based on the amount of water used.
$3.00 per 1,000 gallons for the first 5,000 gallons and $5.00 per 1,000 gallons for all over 5,000 gallons
Customer which uses 1,000 gallons pays $3.00 and a customer which uses 10,000 gallons pays $40.00 ($3/thousand vs $4.00 per thousand)
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PROS CONS
Encourages conservationCan delay or reduce the need for capital improvements Good structure when supplies are limited
Can provide unstable revenuesStructure unfair to large volume usersComplex – multi-tieredHarder to explain/justifyHarder to implement
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Determines an equal base charge per customer (does not include any water use) based on fixed costs
fixed costsO&MDebtReserves
Calculates the cost to produce & deliver each gallon to the customer based on variable costs
Variable costsO&MProduction
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PROS CONS
Easy to designEasy to implementEasy to explain & justify
Capitol cost spread evenly, may be perceived as unfair to small customers
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Each rate type has its strength and weaknesses
How was the current rate structure determined originally?Why?
Do these reasons still apply?
Is there a type that better suits the current needs?
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Is it easy………to develop and implement?to understand by staff, decision makers & customers?to make adjustments to?
Are they fair?Can you justify them
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ReviewSimple & quick
Minimal dataExpenses
Revenue
Basic snapshot
Considers little if any planning
An indicator of financial health
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Single year of dataMakes some assumptionsMakes some estimates
3-5 years of dataHard dataTime and effortAM/CIP plans in place
Detailed revenue and expenses# of customers (projected growth or decline)
Gallons purchased or treatedGallons of sales
Water loss and I&IDebt (current and planned)
Reserves and reserve fundingEquipment replacement costsCapitol Improvements PlansIowa Rural Water Association - Dale Barrie 29
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StaffDecision MakersCustomers
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Have the time/willingness toGather the information needed
Put together the needed report
Explain need to decision maker
Customer PR
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Tough choices
Short and long term plans
Support staff
Ability to justify decisions to customers
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Willingness to listen and understand
Feel increases are justified
Knowledge of current and future needs & plans
C.A.V.E.
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ReviewStudy Analysis
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Simple & quickMinimal data
Expenses
Revenue
Basic snapshotConsiders little if any planningAn indicator of financial health
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Item Water Sewer Data: 7/1/14 to 6/30/15Revenue $ 151,000.00 $ 68,500.00
Total Cash Requirements $ 154,300.00 $ 66,250.00 Goal
RATIO Revenue to Cash Requirements
0.98 1.03 >1.0
Annual Surplus or Shortage $ (3,300.00) $ 2,250.00 surplus
% Surplus or shortage -2% 3% positive
Is sewer ok and do we need to raise water rates by 2%?
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• Is data truly reflective of what is happening?
• Is there a reason for the water shortage?• One time expense
• Emergency repair
• Purchase of equipment
• Special project
• Were there reserves to cover the loss?
• Can we expect the sewer utility to continue to operate in the black?
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Revenue (less one time only, sales tax, deposits)
Expenses (less one time only, sales tax, deposits) Fixed Variable
Debt (annual principal & interest) Current Future
Reserves (debt, capitol, short term, equipment, emergency)
Plans Short-term Long-term
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Single year of dataMakes some assumptionsMakes some estimates
3-5 years of dataHard dataTime and effortAM/CIP plans in place
Detailed revenue and expenses# of customers (projected growth or decline)
Gallons pumped or treatedGallons of sales
Water loss and I&IDebt (current and planned)
Reserves and reserve fundingEquipment replacementCapitol ImprovementsIowa Rural Water Association - Dale Barrie 39
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•Water Loss
• Inflow and Infiltration (I&I)
•Asset Management Planning
•Reserves
•Debt
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What is your water loss (unaccounted for water use)?
How much I&I do you have?
Why is it important, can it affect rate decisions?
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ApparentMeter inaccuracies
Data errors
Unauthorized uses (thefts)
RealLeaks in the distribution system
Joints
Valves & hydrants
Main breaks
Service lines prior to metering
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I & I are terms used to describe the ways that groundwater and storm water enter into dedicated sanitary sewer systems.
Inflow is storm water that enters into sanitary sewer systems at points of direct connection to the systems.
Infiltration is groundwater that enters sanitary sewer systems through cracks and/or leaks in the sanitary sewer pipes.
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Pay to produce water which is not sold
Costs of treating additional production or flows
Expanding facilities
Damage to distribution & collection systems
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WATER LOSS
Greater than 15% = poor
5 to 15% = acceptable
Less than 5% = excellent
Goal should be less than 10%
WASTEWATER INFLOW & INFILTRATION
In a perfect world the flow to the wastewater treatment plant would be less than the amount of water being delivered to your customers.
Estimates range from 85 to 90% of water goes to sewer systems
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It is extremely difficult, if not impossible, to operate a water orwastewater utility efficiently on outdated or failing infrastructure andequipment.
What assets do we have?
What are there age and condition?
What level of service do we expect from them?
Through proper management, how do we get the longest life withthe least cost?
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• Short and long term planning
• We do it all the time without even thinking of it.
• Applied common sense
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• If you are driving your car and you have a flat tire – what do you do?• Fix the tire• Replace the tire• Buy a new car
Easy but…….What factors did you consider?
Cost of repair or new tireValue of the carReliability of the carDid the flat cause other damage?
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Needs to be part of the overall plan to allow funding
TypesOperating
Ability to pay the bills
EmergencyUnexpected
DebtRequirement of debtCan’t be used
Short lived assetsCapitol Improvement PlanOther?
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Every system needs to have reserves built up to cover expected and unexpected repairs and replacements.
Each system needs to determine the appropriate amount needed in reserves based on emergencies, maintenance & CIP
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Current & future principal & interestReserve requirementsIf multiple sources, when will each be paid offRefinancing options?
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Begin with a quick review…..
• Indications of Financial Conditions• Revenues vs cash requirements
• Reserves
• Debt
• Water loss and I&I
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Planning on needs and developing plans• State of current assets• Level of reserves•Current/future debt•Water loss• I&I
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STUDY
• Short term data available
• Asset management and capital improvement plans not in place
• Water loss and I&I may not be known
• Reserves may be ending balance
• Use of best estimates as to needs
ANALYSIS
• Long term data available
• Plans in place• Asset
• capital
• Debt levels known
• Water loss and I&I known
• Reserve funds levels set
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• Determine average year of expense/revenue • Remove inconsistent revenue/expense streams
• Sales tax• Deposits• Connection fees• Penalties
• Remove one time only revenue/expenses• Create reserve accounts to cover expenses
• Determine reserve categories & funding needed
• Determine debt needs – current & future
• Asset management/Capital annual needs
• Annual water production and wastewater flows
• Annual metered sales (wastewater based on water usage?)
• Average number of customers
• Expected growth (or decline) in customer base
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• Flat fee
•Uniform
•Decreasing block (development)
• Increasing block (conservation)
•Base Plus (combination)
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Fixed
Those costs allotted which are not tied to production or sales and are base on the funds needed whether water is sold or wastewater treated.
Variable
Those costs associated with production or treatment and would rise/fall based on the amount of water produced/purchased or wastewater treated.
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Fixed Costs - Expenses incurred without salesDebt
Funding of capitol and reserve accounts
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BASE RATE - WATER
Calculated Projected
Total Fixed Costs $ 70,332.49 $ 71,750.73
Accounts 760 760
Annual Bill $ 92.54 $ 94.41
Monthly Min. $ 7.71 $ 7.87
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Determine units to be usedPer gallon
Cubic foot
Variable costsOperation and Maintenance
Administrative
Accounting and billing
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UNIT CHARGE - WATER
Total Variable Costs $ 234,317.38 $ 261,263.87
Sales (gallons) 60,877,985 60,877,985
1,000 gallon units 60,877.99 60,877.99
Unit Charge $ 3.85 $ 4.29
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• Review annually• Are you meeting revenue/expense expectations
• Consider built in increases in ordinance• 2-3 years
• Keep plans up to date• Asset management
• Capital Improvements
• Build reserves• Sustainability
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How do our rates compare to nearby communities?• Your needs and expenses are yours alone• There maybe very good reasons for having lower or higher
rates!
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Affordability Index Ratio Calculation is a standard calculation based on the annual cost of 5,000 gallons of water or wastewater used each month as a percentage of the median household income for your system.
An AIRC of less than 1.0 % is considered to be excellent, 1.0 to 2.0% is considered to be acceptable, 2.0 to 2.5% is poor and higher than 2.5% is considered excessive.
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AFFORDABILITY INDEX RATIO - WATER
Current Calculated Projected
5K/month annual cost $ 276.00 $ 323.48 $ 351.90
MHI $ 55,047.00 $ 55,047.00 $ 61,726.90
AIR 0.50% 0.59% 0.57%
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Meter by size and replacement costs
Capitol ImprovementGeneral
Specific ProjectSunset?
Others?
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Provide adequate revenues to cover both expected and unexpected costs in operating and maintaining a water or waste water system.
Use a rate structure which is easy to develop and implementEasy to understand and explain
Fair and affordable
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