City of San Juan Capistrano Customer Classifications and Allocation Policies Effective July 1, 2014 Overview: How the City Calculates Monthly Allocations Residential Lot Size and House Size For all single family residential accounts, lot size and house size are used for setting allocations (also known as water budgets), for the resulting tiered water billing of single family homes. The lot size and house size used are those that appear in the Orange County, California, Tax Assessor's database, as imported into the City's Geographic Information System. For lot sizes 7,000 square feet and smaller, (Water Rate Code A), a standard outdoor area of 2,700 square feet is used for the irrigable area, and therefore the lot size and house size may not appear on the monthly bill form. For larger lots over 7,000 square feet, (Water Rate Code B) the outdoor irrigable area is calculated by subtracting twice the house footprint, without the garage, from the total lot size. Doubling the footprint represents the area occupied by the garage, driveway and other non-irrigable hardscape such as patios and walkways. For one-story homes, the footprint of the house without the garage is used. For two-story dwellings, the City uses a standard formula of 65% of the total house square footage to derive the house footprint without the garage. The allocation applies to the entire "irrigable area" of a lot, which is assumed to be the entire parcel, whether it is currently irrigated or not. There are several exceptions: see below for Homeowner Association irrigation and parcels extending into the street. The City has made an effort to calculate these accurately; however, it is the customer's responsibility to review the lot size and house size presented on the monthly bill, and to contact the City if the customer believes there is a discrepancy. The City welcomes inquiries about square footage records and will work with each homeowner on request to be sure the correct information is used in the water billing system. If the 65% formula described above does not represent the architecture of a particular house, staff will work with the owner to establish the actual square footage. Changes to Square Footage After review in the City's Geographic Information System or via field measurements, if a change is made to the square footage of a house and/or lot which results in a lower allocation or water budget, the City will not back-bill the customer for water use which 1 ATTACHMENT 5
would have been charged at a higher rate had the square footage figures been changed previously. If the allocation is increased through this re-measurement process, the City will review three (3) years of billing records, and adjust the charges based on the larger allocation. Any resulting adjustment for the three (3) year period will be credited to the customer's existing account. In most cases, upon confirmation of the measurement data with the City's Geographic Information System, the lot size and house size are updated within a few days in the billing system, though the calculation of any credit may take longer. Current bills are required to be paid to avoid a late charge until any credit is applied. Exceptions to lrrigable Area for a Residential Lot Over 7,000 Square Feet The entire single family residential parcel is deemed irrigable, with the following exceptions: 1. Parcels irrigating an area within the public right of way which is immediately adjacent to that parcel, such as a parkway strip, may request that this irrigated area be added to the Tax Assessor's parcel measurement. Calculation of the additional irrigated area will not include any hardscape such as a sidewalk. Irrigation of an area within another privately owned parcel does not qualify for this additional square footage. 2. Parcels with slopes will not have additional area added to the parcel measurement for the slope; the Tax Assessor's parcel area is used for calculating allocations, not surface area. 3. Homeowner Association meters serving an irrigated section across private parcels will have the square footage for the total area served by that dedicated meter credited to the Homeowner Association meter. This area will be measured using the City's Geographic Information System, and subtracted from each private parcel's total lot size, as the irrigation is actually provided by the Homeowner Association, not the homeowner's meter. This method eliminates double-counting and the consequent assignment of duplicate allocations to both the residential lot and the Homeowner Association. As part of the 2014 Rate Study, the City contacted each Homeowner Association where this "overlapping area" may be the case and determined in detail which private parcels are served by the Homeowner Association meter. Adjustments to the residential outdoor square footage served by a residential meter are made for each of the private parcels also served by a Homeowner Association meter, and homeowners are notified when this takes place. No back-billing of customers based on the new square footage will occur. 2
4. Similarly, parcels with lot lines which extend to the centerline of the street have the street area measured using the City's Geographic Information System, and subtracted from the lot size of the parcel. Adjustments to the residential outdoor square footage are made for each private parcel, and homeowners are notified as this takes place. No back-billing of customers based on the new square footage will occur. Landscape, Agriculture, and Non-Potable Irrigation Allocations Dedicated landscape meters and agricultural accounts, whether using potable or nonpotable/recycled water, receive an allocation based on the total square footage served by the meter. This square footage may include the entire parcel, or a portion of a parcel served by multiple meters. The formula for deriving the monthly allocation is described in the sections below. The City will review this square footage data on request, with the person authorized by the Homeowner Association (or other site) to do so. Essential Use for All Accounts An allocation of 220 gallons per day in each billing cycle will be given to every residential, landscape, non-potable, agricultural, and commercial account. This will not apply to firelines or temporary construction meters. This "essential use" allocation will not be less than 9 CCF per month, and may be more than 9 CCF for longer billing periods. (1 CCF = 748 gallons) Calculating Monthly Outdoor Allocation Customer classifications with outdoor allocations receive an allocation for each day in the billing cycle. The allocation is based on a weather factor based on daily weather readings, currently retrieved from CIMIS Station #75, located in Irvine, California. More details of the calculations are described below for each customer classification. The City will be glad to answer questions about the calculations, and can provide this information for a given billing cycle to any customer on request. Submeter Customers It is the City's intention that the water and sewer rates for submeter customers be passed through to the end users using the same rates and charges as if the City were billing them directly. Customer Classifications For Billing - Rate Codes Regular Lot (Billing Code WCA) Definition: Single family homes on a 7,000 square foot (or less) lot, or having a net irrigable area of 2,700 square feet or less. Included in this category are some lots over 3
7,000, when the net irrigable area would calculate at less than 2,700 using the formula described under WCB, below. Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is assumed to be 2,700 square feet. A "weather factor" is calculated for each billing cycle, using real-time weather (ETo) currently retrieved from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to calculate the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: a fixed monthly charge is included on the billing for single-family homes with sewer service provided by the City of San Juan Capistrano. Multiple dwelling units on one meter will receive an equivalent number of essential use allocations, and the same multiple for sewer charges. Large Lot (Billing Code WCB) Definition: Single family homes on a lot larger than 7,000 square feet, with a net irrigable area over 2, 700 square feet. Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is derived using this calculation: the square footage of the house footprint without the garage is doubled and subtracted from the gross lot size to calculate the net irrigable area. A "weather factor" is calculated for each billing cycle, using real-time weather (ETo) currently retrieved from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation for the first 2,700 square feet of net irrigable area. The next increment of irrigable area up to one-half an acre uses 50% of the weather factor, and the balance of the area receives 30% of the weather factor. This allocation represents a prudent level of use, and is sufficient for 2, 700 square feet of warm season turf, with surrounding areas planted with Mediterranean and lower water-use plants. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: a fixed monthly charge is included on the billing for single-family homes with sewer service provided by the City of San Juan Capistrano. Multiple dwelling units on one meter will receive an equivalent number of essential use allocations, and the same multiple for sewer charges. 4
Master Metered Residential (Billing Code WCC) Definition: Sites having five (5) or more dwelling units served by one water meter. Included in this category are mobile home parks and several retirement facilities. Essential Use (Tier 1 allocation): 220 gallons per day per dwelling unit for essential use; always Efficient Use (Tier 2 - Outdoor allocation): The square footage of the common area is derived through measurement of the irrigated area. The "weather factor" is calculated for each billing cycle, using real-time weather (ETo) currently retrieved from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: a fixed monthly charge per dwelling unit is included on the billing for these homes with sewer service provided by the City of San Juan Capistrano. Submeter Customers: It is the City's intention that the water and sewer rates for submeter customers be passed through to the end users using the same rates and charges as if the City were billing them directly. The meter service charge may be divided among the units equally. Multifamily With Own Irrigation (Billing Code WCD) Definition: Homes with shared walls, or zero lot lines, such as condominiums or townhomes, on a 7,000 square feet (or less) lot, or having a net irrigable area of 500 square feet or' less. There may be common area served by a Homeowner Association meter; however, these homes also have a small outdoor component, necessitating an allocation to account for this. Essential Use (Tier 1 allocation): 220 gallons per day per dwelling unit for essential use; always Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is assumed to be 500 square feet. A "weather factor" is calculated for each billing cycle, using real-time weather (ETo) currently from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: a fixed monthly charge per dwelling unit is included on the billing for these homes with sewer service provided by the City of San Juan Capistrano. 5
Multifamily Without Own Irrigation (Billing Codes WCE and WCN) Definition: Homes with shared walls, or zero lot lines, such as condominiums or townhomes, with little or no outdoor area (i.e. just a patio or balcony). There may be common area served by a Homeowner Association landscape meter. Essential Use (Tier 1 allocation): 220 gallons per day per dwelling unit for essential use; always Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is assumed to be 100 square feet per dwelling unit. A "weather factor" is calculated for each billing cycle, using real-time weather (ETa) currently from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: a fixed monthly charge per dwelling unit is included on the billing for these homes with sewer service provided by the City of San Juan Capistrano. Landscape (Billing Code WCF) Definition: Meters serving landscape irrigation only, whether at a park, a Homeowner Association common area, a commercial site, or occasionally at single family homes with very large lots with a separate meter for domestic use. Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is the total square footage representing either the entire parcel, or if several meters serve a single parcel, measurements of the area served by each meter are provided by the owner, association or developer and confirmed using the City's Geographic Information System. A "weather factor" is calculated for each billing cycle, using real-time weather (ETo) curiently from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: None. Agriculture (Billing Code WCG) Definition: Application and approval from the City is required for this classification. Among other requirements, these sites have an acre or more of dedicated commercial agriculture, a business license, and submit additional substantiation of the commercial nature of the enterprise. Some sites include a single family home on the acreage. 6
Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is the total square footage representing either the entire parcel, or if several meters serve a single parcel, measurements of the area served by each meter are cross-checked using the City's Geographic Information System. A "weather factor" is calculated for each billing cycle, using real-time weather from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: a fixed monthly charge per dwelling unit is included on the billing for these accounts if there is a dwelling unit, office, or other structure with sewer service provided by the City of San Juan Capistrano. Commercial (Billing Code WCH) Definition: A variety of end uses, currently. including restaurants, shops, office buildings, schools, stables, and Homeowner Association pools. This group may be examined and subdivided in a future rate study. Water Budget (Tier 2 Allocation): Based on an average of the three winter months' use (January, February, March) an allocation is re-set each July based on the previous winter's use for Tier 2. To most effectively capture water use quantities for those months, water billing Cycles 1 and 2 (meters read the first and second week of the month) will calculate this using the bills with meter readings in February, March and April, while Cycles 3 and 4 (meters read the third and fourth week of the month) will use the bills with meter readings in January, February, and March. The allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: o Regular commercial accounts - a fixed monthly charge, plus a fee per unit of water used in an average of the three winter months' use (January, February, March, as described above); this is re-set each July based on the previous winter. (This represents an estimate of indoor use, so sewer charges are not added to landscape watering.) o Pools - a fixed monthly charge based on the surface area of the pool; Small Pool is 850 square feet and under, Large Pool is over 850 square feet 7
Construction (Billing Code WCI) Definition: A variety of temporary end uses, relating to construction, served by a construction meter (hydrant meter) which is rented for a finite period. Allocations: None, all use is charged at a rate equivalent to the Tier 3 residential rate. Sewer Charges: None. Non-potable and Recycled (Billing Code WCJ) Definition: Meters serving non-potable or recycled water to landscape irrigation only, whether at a park, a Homeowner Association common area, a commercial site, or occasionally at single family homes with very large lots. Efficient Use (Tier 2 - Outdoor allocation): Net irrigable area is the total square footage representing either the entire parcel, or if several meters serve a single parcel, measurements of the area served by each meter are provided by the own~r, association or developer and cross-checked using the City's Geographic Information System. A "weather factor" is calculated for each billing cycle, using real-time weather (ETo) currently from CIMIS Station #75, a crop coefficient which changes with the seasons, and effective rainfall. This figure is used for each day in the billing cycle. The "weather factor" is multiplied by 70% to derive the allocation. The outdoor allocation is always rounded up to the next ccf billing unit, and is never less than 1 ccf. Sewer Charges: None. Firelines (Billing Code WCL) Definition: Private fire lines to a building or residence. Monthly charge by meter size. Water use charged at Tier 3. Sewer Charges: None. 8