MONTARA SANITARY DISTRICT
GUIDELINES FOR REVIEW OF SEWER SERVICE CHARGE REFUND REQUESTS
GENERAL POLICY.
Sewer Service Charges are based on water use data available from Citizens Utilities and are the best estimate of the extent to which a property owner has used the sewer treatment and collection system. It is understood that in any particular year there may be reasons why water use is particularly high or low, but over the long haul it represents the best way to measure the use of the Districtâs sewer system. No refunds or changes will be made to the property ownerâs bill or refunds permitted unless the District has made an error in the calculations or application of a particular charge, or the property owner clearly establishes extenuating circumstances which justify such a change. In cases where no error has been made by the District, but the property owner claims extenuating circumstance it is understood that refunds are granted at the sole discretion of the Board of Directors and the validation by the property owner that the extra water used did not go into the sewer system. Refunds must comply with District ordinances including the provision that prohibits payments dating back more than four years.
PROCEDURE FOR AUTHORIZING REFUNDS.
District staff is authorized to make a change in a Sewer Service Charge in the event a mistake has been made in the particular Charge. However, only the Board may authorize any changes to the Sewer Service Charges for reasons other than mistakes or omissions made by District. The property owner seeking an adjustment to their Sewer Service Charge shall submit a request for an adjustment in writing to the Board of Directors. Staff shall review such request and provide any available information concerning the request. However, it is the responsibility of the property owner requesting the refund to provide sufficient justification and documentation to support their request.
JUSTIFICATION OF REFUNDS.
As a general rule, the property owner should provide the following information to support their request for a refund or change to their Sewer Service Charge:
1. In cases where landscaping was planted and a significant amount of water used to establish it:
a. Copies of invoices showing the plant material planted and the size of the plant (i.e., 5 gallon, 10 gallon, etc.).
b. Copies of invoices for services performed to plant the landscaping and other relevant work performed. The dates the work was performed should be clearly shown. The property owner should provide proof of payment for work performed to fix the leak or other problem.
c. An indication whether any of the plant material is commonly considered xeriscape or requires an especially large amount of water.
d. Estimate the volume of water used and obtain Citizens Utilities concurrence.
2. In cases where there has been a leak in the plumbing system:
a. Copies of any invoices submitted for plumbing work or other relevant services to fix the outside leak. Leaks in which the water in all probability went down the sewer system will generally not be approved for a refund since the sewer treatment plant had to treat the water.
b. Copies of any invoices that were submitted for plumbing material that was used to repair the leak.
c. A statement by the plumber or other person fixing the problem stating what the problem was, what action was taken and when the repairs were made.
d. Any documentation available to show how long the leak lasted.
PAYMENT OF REFUNDS.
As a general rule, the District will not pay a refund or authorize a reduction in the Sewer Service Charge unless the property owner can provide proof that the property tax has been paid. Normally, a copy of the check which paid the taxes along with the endorsements on the back of the check to show that the check was received and processed by the County Tax Collector. In cases where the District did not prepare the Sewer Service Charge in error, the property owner will be charged a processing fee equal to 10% of the refund but not to exceed $200.
(Adopted by the Board of Directors on May 1, 1997)