Ozark Utilities Board, AL

Transcription

1 Ozark Utilities Board, AL 1 The Utilities Board of the City of Ozark (Alabama), Water and Sewer Revenue Bonds, Series 2016, $6,795,000, Dated: June 21, The Utilities Board of The City of Ozark (Alabama), Water and Sewer Revenue Bonds, Series 2013, $10,640,000, Dated: February 1, The Utilities Board of The City of Ozark (Alabama), Water and Sewer Revenue Bonds, Series 2007, $7,505,000, Dated: April 1, 2007 The Water System Existing Water Supply Wells Well Number Date Constructed Depth FT. Capacity , Combined Capacity = 6,350 GPM Existing Water Storage Description Capacity Elevated Tank #2 250,000 Elevated Tank #4 500,000 Elevated Tank #1 200,000 Elevated Tank #3 325,000 Elevated Tank #5 500,000 Elevated Tank #6 500,000 Eelvated tank #7 1,000,000 Total Storage Capacity = 3,275,000 Water System Statistics Fiscal Year Ended September 30, Average Daily Production Total Peak Demand Volume Sold Year Number of Customers Average Users (MGD) (MGD) (MG) Water Sales ,685 $2,445, Major Water System Customers Customer Gallons Used Water Charges Housing Authority 15,729,200 $93, Reddy Ice 13,483,900 $28, Dale Medical Center 13,138,200 $29, Oakview Manor 7,762,700 $24, Estes Mcabee Investments 5,986,300 $12, Ozark City Schools 5,510,300 $15, Jasmine Hill-Phase I, II, & III 4,477,600 $31, East Gate Landing 3,854,700 $13, Avon Square Townhouses 3,343,900 $17, Vedapriya, LLC 2,983,000 $6, Totals 76,269, ,843.69

2 Water Rates and Charges Monthly Gallonage Rates Minimum Monthly Charge per Meter Size: Single User: $13.74 Multiple Users: $13.40 Minimum Residential Charge: $17.60 Minimum Monthly Charge for Metered Water Size Meter (inches) Charge Water Allowance 5/8" $ ,000 Gallons 1" $ ,000 Gallons 1-1/2" $ ,000 Gallons 2" $ ,000 Gallons 3" $ ,000 Gallons 4" $ ,000 Gallons Over 4" $ ,000 Gallons Charges for New Service Connection Single User: Size Service (inches) Charge Outside 5/8" x 3/4" $ $ " $ $ /2" $ $ " $ $1, Larger than 2" Actual cost plus $15% Actual cost plus 40% Multiple User or Multiple Unit Complex: Number of Units Fee Per Unit 0-10 Units $ Units $ Units $ Units $ Over 50 Units $ Meter Deposit: $ The Sewer System Sewer System Statistics Fiscal Year Ended September 30, Average Daily Flow Total Peak Demand Sewage Treated Year Number of Customers (MGD) (MGD) (MG) Annual Sewer Charge ,817 $1,568, Major Sewer System Customers Customer Gallons Used Sewer Charges Housing Authority 15,729,200 $85, Dale Medical Center 13,138,200 $27, Oakview Manor 7,762,700 $22, Estes Mcabee Investments 5,986,300 $11, Jasmine Hill-Phase I, II, & III 4,477,600 $29, East Gate Landing 3,854,700 $13, Ozark City Schools 3,427,400 $7, Vedapriya, LLC 2,983,000 $5, Lewis Capital Investments 2,855,900 $15, Fuqua & Walding 2,353,900 $13, Totals 62,568,900 $232,720.09

3 Sewer Rates and Charges Monthly Sewer Rates Residential, Commercial and Industrial: Single Users $13.39 Base charge Multiple User $13.05 Base charge/unit Maximum for Residential: $37.03 Maximum for Business or Industrial: No max Tapping fees for connection to the Sewer System: Number of Units Fee Per Unit Single User $ Units $ Units $ Units $ Units $70.00 Over 50 Units $35.00 Outside: Unit cost plus 25% Pension Plan see Audited Financial Statements Billing Procedure See attachment

4 Monthly Billing * - ASTERICK INDICATES THAT WE HAVE A SHEET TO GO BY IN OUR PROCEDURE RUN BOOK Make sure all meter deposits have been keyed & balanced - Transfer deposits that need transferring MAKE SURE THAT METER DEPOSITS ON TODAYS A/R SHEET GOT KEYED IN & RUN A NEW DEPOSIT REGISTER Make Daily Deposit & Post Payments Daily Transaction Register Trial Balance Summary Bookkeeping Dept - Weekly Transaction Register (even if only for day) Bookkeeping - Monthly Transaction Register - 1 st A/R posting date after last billing cycle thru todays date. * Bookkeeping - Monthly Adjustments Register (Detailed) - date of last close cycle on actives through todays date. * Bookkeeping - Detail Trial Balance (custom) - Run before close cycle - This is everyone that owes before new billing --- Outstanding Q-Back Set down the time you begin We can pull the Offs & Ons from the folders on the cycle that we are billing * Closed Cycle - Actives (Check report for high amounts) - compare to previous billings.check BILLING DATE & LATE DATE ON COMPUTER. Make sure we have chosen correct printer. Pull up a few of these in Cust. Maintenance & check out. HAND FIGURE A FEW BILLS TO MAKE SURE COMPUTER IS CALCULATING CORRECTLY Check ons that were added for deposits for next months billing status should be V and not be billed. Check any new customers added to merchandise finance to make sure we Billed them correctly. MAKE SURE WE ARE BILLING THEM SEWER IF IT IS A LOAN PERTAINING TO SEWER. Make sure there are no charges under LNC,LCR, LCW, LCG on close cycle report.

5 * Transaction Register - Close Cycle - Balancing Purpose Only Set down this figure on the green ledger sheet. Adjustments- special accts, overreads (remember to combine water & tax for total water-tax adjustment.) * Bookkeeping - Adjustment Transaction Register todays date this is only necessary if you had an adjustment on the above procedure. Set down total on ledger sheet. * Billing Register on Actives Check columns across at bottom of register & Balance Billing Register. (Balance) get total of service charges off report & add to ledger sheet. Trial Balance Summary - Balancing Purpose - (Throw away) * Zip Code Report Actives * Send ACTIVE files to Arista at this time. Follow all procedures on sheet. Don t forget Bill Messages. WATCH FOR ARISTA TO RETURN VERIFYING THAT THEY HAVE RECEIVED FILE OPEN THE ATTACHMENT & VERIFY NUMBER OF PIECES PROCESSED & CHECK THE SAMPLES CONTACT ARISTA IF INFORMATION IS NOT CORRECT. Keep checking for ed sample of bill from Arista. As soon as we receive this, look over sample & let Arista know bills are O.K to mail. The 24 hour guarantee starts only when we approve the copy to be mailed. FINALS Q-Back - set down the time you begin Make sure you have paper loaded now. * Close Billing Cycle Finals (check report for high amounts) Pull up a few of these in Cust. Maintenance & check out. Make sure there are no charges under LNC, LCR, LCW,& LCG on close cycle report. *CC Transaction Register - ( add this total to ledger sheet) finals (Balancing Purpose)

6 *CC Transaction Register Run 2 nd time for both actives & finals Bookkeeping - Give Moni meter reading dates for this billing. Dates for monthly billing cycle. * Run a customer list to see if anyone under Merchandise Finance is Finaling out If we have a Final on a CVL & they owe a principle balance, we will need to get balance transferred from Merchandise Finance to Customer Maintenance. See Section 11-3 in CNI Procedure Manual. Adjustments - special accts (if final), overreads on finals (if any) Adjustment Transaction Register for finals (do only if adjustment was made to Final Bill) Adjustment Transaction Register - combining Actives & Finals (do only if Adjustment was made to a Final) * Billing Register - - (Balance) attach balancing tape to print out to show how you got the correct balance. HAVE WE RECEIVED COPY OF BILL & NOTIFIED ARISTA YET??? Trial Balance Summary - (This will be the beginning sheet in Daily Balance Folder Need to show how you got this figure) TAKE OUT ALL OF THE OTHER SHEETS ONLY AT THE END OF CYCLE 1 BILLING * Detail Trial Balance custom--outstanding after Months billing All cycles * Usage Summary for Brad - End of month only * Usage Tax Report for Bookkeeping End of Month only Usage Summary on all Garbage Rates for Auditors (To show total Garbage Customers each billing) Include Actives & Finals. Make copy for Garbage Dept. Run end of month only. GIVE GARBAGE DEPT EXACT AMOUNT BILLED FOR GARBAGE EACH MONTH * Print Draft Report Finals Only ( We may remove the draft info at this time if the customer does not want the final bill drafted.) If draft customer is transferring, see if Brad has information to set up draft on new account. IF THE DRAFT CUSTOMER HAS A DEPOSIT WE NEED TO LET THE DEPOSIT PAY FOR THE BILL & REMOVE DRAFT INFO AT THIS TIME. IF THE AMOUNT OF BILL IS MORE THAN THE DEPOSIT, DO NOT REMOVE THE DRAFT INFO. CHECK ACCT. AFTER COMPLETE BILLING PROCESS TO MAKE SURE EVERYTHING IS POSTED & HANDLED CORRECTLEY.

7 Send Electronic Bank Drafts to CB & T - Follow All draft instructions. Print Draft Report Active this is step #3 in folder of reports to go by-----this report should equal the electronic draft report. (Check dates should be current month billing date only) - If date is on a previous month, we need to go to Cust. Maint. class screen Take out old date drafted & Take out amount drafted-----rerun Report DEPOSIT RECONCILIATION MENU Q-Back - write down time began Deposit Reconciliation - Select Dep. To Refund /0 8304/0 (cycle one finals) use 8304/ (cycle 2 finals) (put in date closed on finals example ) ----nothing prints out here Deposit Register when asked for check number, enter beginning check # - should be 2 nd check in box - Pull up each acct. that has a deposit & check for special notes on acct., credit balances, pending payments & if the customer is getting a refund check -clear out the information on the mail refund to & address line of the deposit screen. Anything on those lines would print out on the check. PRINT DEPOSIT REGISTER AGAIN SO BRAD WILL HAVE A COPY IF WE DO A DELETION BRAD WILL GET THE DEPOSIT REGISTER THAT IS RUN AFTER DELETION HAD BEEN MADE Display / Delete Deposit to Refund If anything needs to be deleted from above procedure - (if deletion is made rerun deposit register) Also we need to clear Out the deposit amount on customer maintenance deposit screen if we are going To do a manual check refund.you can wait until the complete billing process is done before clearing deposit off of the charges/deposit screen. Make sure when clear off the deposit amount that you set this down on your meter deposit ledger sheet or you will not be in balance. When manual check refund is done, Moni will need To give us a check to pay balance on customers acct. (if any), & mail refund check to customer. Must delete for every charge wtr, swr., gar, etc. before it will be completely off The list. If we delete anyone from Deposit Recon., we will have to manually change the status on Customer Maintenance screen from F to I & on The charges screen also. This can be done at the end of monthly billing.

8 Refund Checks - Load Meter Deposit Checks - answer no to alignment The 1 st check each time will be voided or used as payable to Utilities Board for deposits applied.---total up & give to Pat & make sure total matches refund on Deposit Register. Tell Pat if anyone is getting a refund check that owes a bill from another address.. If checks print out of line--- let all the checks finish printing all the way---rerun deposit register using correct NEW NUMBER for 2 nd check in the box. --- Then print refund checks. Make sure paper is loaded back now. Final Bills - Send FINAL files to Arista at this time. Follow all procedures. FINALS MUST BE EXPORTED UNDER DEPOSIT RECON. MENU. SEND FILES TO ARISTA AFTER EXPORTING Zip Code count for Finals Make sure we are on the correct date before posting deposits. Post Deposit - (under deposit reconciliation menu) - Change accts to Inactive(Y) Enter beginning check number ( the 2 nd check that was used under Deposit register) enter CHECK DATE JUST BEFORE PRINTING SHOULD BE DATED FOR THE NEXT A/R DEPOSIT DATE. Customer List Deposit Register To check balance after posting - We keep this sheet in our folder for Beginning Balance of next months business. Take all of the other Deposit Registers in folder to Pat ( be sure to indicate to her which one is the ending balance. ) Give Bookkeeping Dept. all Deposit Reports Bookkeeper will write us a check for Deposits Applied Amount. Be sure to set down amounts on deposit balance sheet & ledger balance sheet. MAKE SURE DATE HAS CHANGED BACK TO THE CORRECT DATE ON COMPUTER Transaction Register - (under source select Dep. - Use date deposits will be posted. (Balancing purpose only) Trial Balance Summary - F A I B V (Balancing purpose only)

9 Trial Balance Summary - status W (Keep - to check if any charge off s paid since last month. Run Merchandise Finance Report. (END OF MONTH ONLY) Check from Arista HAVE WE CONFIRMED WITH ARISTA TO MAIL BILLS????? Billing Dept. needs to add necessary information to Excel sheets. Detail Usage & Summary end of month Close cycle billing ( get sewer customers from both cycles billing registers actives & finals) The number of accounts will be on ledger sheets actives & finals that you billed both cycles Meter Deposit Posting Info end of month Meter Deposits - Give totals to Don by Sept. Board Meeting each year only Late Fees after each cycle Charge Off Balance end of month only Charged Off Totals Jan. May Sept. Charge off payments end of month only Transaction Summary breaking down monthly billing on all rate codes end of month Transaction Summary breaking down monthly billing all rate codes - end of month. commercial Transaction Summary breaking down usage on all rate codes for the month. End of month - Give copy to Joe & Brad GIVE JOE USAGE REPORT ON BILLING, VACANTS USING WATER AT END OF EACH CYCLE AUDITORS REPORT (UNDER EXCELL) Give Don this report - for usage gallons (BILLED USAGE ONLY) give him total on report that does not include SSWTF & Ozark Utilities Board Sprinkler. end of month only Fill out report titled 1999 thru present billing totals billing, usage gallons billed, customer count. End of month only Don wants a copy of the close cycle billing figures each month. This is under my documents & titled Close Cycle Billing. Don may want to know how much billed was for garbage. Get totals from both billing registers, including finals for customer count on sewer customers.

10 MAKE SURE WE RECEIVED CONFIRMATION FROM ARISTA THAT BILLS HAVE BEEN MAILED.!!! DO NOT DO ANY POSTING OF ANY KIND THAT WILL EFFECT OUR SYSTEM BALANCE UNTIL THE FOLLOWING DAY. NO FUTURE CHARGES & NO ADJUSTMENTS!!!