HomeMy WebLinkAbout10.c EDB 2026-10-14 Memo FH Meter Billing Process Improvements (t'
CLAY COUNTY UTILITY AUTHORITY
CO '� MEMORANDUM
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TO: Board of Supervisors
FROM: Jeremy D. Johnston, MBA, PE, Executive Direct(F=
DATE: October 14, 2026
RE: Fire Hydrant Meter and Billing Process Improvements
This memorandum updates the Board of Supervisors on improvements Clay County Utility
Authority (CCUA) made to the fire hydrant meter and billing processes, and on the enhancements
now underway. I want the Board of Supervisors to have a clear picture of the concerns we
identified,the review we directed,and the steps taken to strengthen these operations going forward.
The identified concerns. Following an inquiry regarding inconsistent billing practices and the
sudden departure of an employee in July 2026, we initiated a focused review of the fire hydrant
meter program. At my direction. Risk and Safety Manager, Stanley Jurewicz evaluated the
program and reported his findings on July 24, 2026. The review confirmed that public records
were intact and identified opportunities to strengthen the processes. management, and internal
controls governing fire hydrant meter operations and the related billing.
The directed review. I directed staff to assess the program in three (3) areas and to take corrective
steps. First, we examined where the Commercial Services& Cross Connection Program Assistant
position was best positioned to serve our commercial customers. By memorandum dated August
4, 2026, I directed realignment of the program and the supporting Commercial Services Specialist.
transferring both from Development Services to the Billing Department. The program and
supporting position duties fit naturally alongside established management and controls. Second,
Assistant Chief Operations Officer and Superintendent for Distribution and Collection, David
Rawlins led a comprehensive inventory of every fire hydrant meter and tied each meter to its
customer account. Third, Chief Financial Officer, Karen Osborne and Customer Service and
Billing Manager, Diana Strickland evaluated customer accounts for water use, billable amounts,
and balances; by September, they had issued 52 bills to bring all active fire hydrant accounts
current.
The review identified several meters requiring repair or replacement, meters to be located or
recovered, accounts carrying past-due balances, water use to be billed, and fire hydrant meter
deposits that needed to be refunded. Each item is being addressed according to existing policy or
procedures. We will provide additional details to the Board of Supervisors on request.
Curative actions and enhancements. These measures position the program well going forward.
The Commercial Services Specialist now reports to the Customer Service and Billing Manager,
and fire hydrant accounts are on a consistent monthly billing cycle alongside our other cycles.
Every meter is accounted for and inventoried. We are updating the Fire Hydrant Policy to require
certification of each meter assembly and check valve every six (6) months. and we are evaluating
remote-read and geolocation technology to further improve monitoring of meters deployed to
commercial customers. I will bring the updated Fire Hydrant Policy to the Board of Supervisors
in the coming months. Together,these steps give CCUA a strong.ongoing control over fire hydrant
metering, billing, and collection, and I am confident they will keep the program operating
smoothly.