I. PREFACE

The purpose of this manual is to provide one point of reference for policies regarding service to customers that have been established by the Grays Harbor County Water District #2. ​​ The manual is not intended to be exhaustive. ​​ Questions regarding specific policies should be referenced to the resolutions of the commissioners.  ​​​​ 

Water utility services are furnished in the area of Central Park within limits established by Grays Harbor County Water District #2 (The District) Water System Plan.  ​​​​ The use of such words as “shall”, “should”, and “may” indicate the status of the policy or procedure. ​​ The use of the word “shall” indicates a requirement. ​​ “May” indicates an action at the discretion of The District. ​​ “Should” indicates an action recommended by The District.

The District operates as a Special Purpose District under the laws and regulations of the State of Washington RCW 57.08 administered by the State Auditor’s Office, and Grays Harbor County. ​​ It operates the water system in accordance with the rules and regulations of the United States Environmental Protection Agency, the Washington State Department of Ecology and the Washington State Department of Health. ​​ Customers of The District are subject to and are required to comply with The District’s policies and procedures.

The following policies and procedures apply to all applicants for water service and to all water service customers.  ​​​​ This policy manual summarizes and organizes the policies established by commissioner resolutions. ​​ In the event of a dispute between this manual and commissioner resolutions, commissioner resolutions shall govern.

The District operates with the understanding that the water belongs to the people of the State of Washington and that the water itself is free. ​​ The fees charged by The District provide revenue to cover the cost of the equipment and operations necessary to deliver the water to the properties within the designated service area.

It is the policy of The District to endeavor to provide water utility services without discrimination and in accordance with sound business practices: that rates will be uniform to all customers within classifications; and that utility service pricing will be based on providing competitive rates to all customers without special rate categories for selected social or economic classes of customers. ​​ It is the policy of The District that all policies and procedures will be applied equitably to all customers.

II. CONDITIONS OF SERVICE

A.  ​​ ​​ ​​​​ Service Classifications

Schedule of Charges are applied according to use and occupancy classifications (see Schedule of Charges).  ​​​​ It is the property owner’s responsibility to ensure that The District has sufficient information to determine the appropriate classification for the service connection.  ​​ ​​​​ Should the use or occupancy of a property change it is the responsibility of the property owner to inform The District of the nature of the change.  ​​​​ Should The District observe that the use or occupancy of a property has changed without notification to The District, The District shall change the classification effective on the date The District observed the change or the date that the change likely took place, whichever is earlier and at the discretion of The District. ​​ 

B.  ​​ ​​ ​​​​ Responsible Party

Water utility charges are attached to the property. ​​ Compliance with all regulations and payment of all fees are the responsibility of the property owner. ​​ In the case of rental properties, the property owner may request that water bills be sent to the tenant, however, responsibility for payment shall ultimately rest with the property owner. ​​ 

The District has implemented a security deposit procedure for tenants. ​​ The deposit (See Schedule of Charges) is refunded to the tenant upon full payment of all fees owing to The District following the last day of tenant occupancy. ​​ The existence of this procedure does not relieve the property owner of responsibility for payment of all unpaid fees. ​​ The deposits are not revenue to The District and remain the property of the tenant. ​​ Deposits shall be returned only to the tenant making the deposit, or a representative thereof designated to The District in writing. ​​ If the tenant vacates the property without bringing all fees current The District can apply the deposit to all unpaid fees.

The District utilizes a rate structure that allocates water system costs based partially on water usage. ​​ All water that passes though the meter shall be used to determine fees on all connections.

In all cases the property owner has the ultimate responsibility for all fees. ​​ If the property owner is deceased, payment of fees is the responsibility of the estate or the personal representative.  ​​​​ If the property is foreclosed the lender becomes the property owner and assumes responsibility for all fees. ​​ If the property is abandoned, the owner of record is responsible.

Service connections shall be kept cleared of vegetation, landscaping, rocks and other debris. ​​ Work necessary to clear service connections shall be charged to the property owner.

C.  ​​ ​​ ​​​​ Cross Connection Control/Backflow Prevention

All property owners shall conform to The District’s latest Cross-Connection Control Plan, the rules and regulations of the Washington State Department of Health, the rules and regulations of the Washington State Department of Labor & Industries, and the rules and regulations of Grays Harbor County.

The property owner shall not allow any conditions on the property that create health hazards or are out of compliance with applicable rules and regulations. ​​ Should conditions exist within property boundaries that appear to create health hazards or appear to be out of compliance with applicable rules and regulations, The District may elect to terminate service to the property or to install premises isolation equipment. ​​ The degree of protection shall be determined by The District and equipment installation and maintenance shall be charged to the property owner.

In the event the property features a situation that represents a cross-connection/backflow hazard that is created in accordance with applicable rules and regulations, the property owner may elect to install protection at the point of the hazard or premises isolation. ​​ In either event the protection shall be installed in accordance with The District’s Cross-Connection Control Plan and all applicable rules and regulations. ​​ The installation and maintenance costs of the protection equipment shall be the responsibility of the property owner.

The District may elect to arrange for the testing and maintenance of premises isolation equipment with the expenses included on the property owner’s regular utility bill as a convenience to The District’s customers. ​​ 

If the property owner fails to maintain in-premises cross-connection control equipment in accordance with applicable rules and regulations, The District shall install premises isolation or may elect to terminate or disconnect service. ​​ If the property owner fails to maintain premises isolation equipment in accordance with applicable rules and regulations, The District shall arrange for testing and maintenance of the equipment and include the expenses on the property owner’s utility bill.

D.  ​​ ​​ ​​​​ Facility Ownership

The property owner is responsible to furnish, own and maintain all materials and facilities required to distribute services downstream of the point of delivery to points of use within the property boundaries in accordance with all applicable codes, rules and regulations.  ​​​​ 

The “point of delivery” is generally considered to be the downstream end of the service meter or meter setter. ​​ The District shall own, operate and maintain all water utility facilities upstream from the point of delivery.

III. APPLICATION FOR SERVICE

A. Existing Services

Applications for service shall be made on The District’s standard Application for Service. ​​ Existing services are those properties to which a service meter has been installed. The application must be completely filled out. ​​ For existing services the application must be submitted one full business day prior to the desired connection date. ​​ 

B. New Services

Applications for Service apply to properties fronted by a District water main. ​​ For applications requiring water main extensions, see “Developer Extensions” section. Applications for service for the purpose of obtaining a building permit must be accompanied by a Grays Harbor County Application for Determination of Water Adequacy form with the property owner’s information filled in on the form with the exception allowed below. ​​ These applications must be submitted to The District no less than five full business days prior to the desired submittal date to Grays Harbor County. ​​ 

New service connections are required to pay a Capital Facilities Charge. ​​ The charge is due at the time application is made. ​​ However, a property owner may submit an Application for Determination of Water Adequacy without an accompanying Application for Service. ​​ In which case the property must submit an Application for Service at such time as service is actually required. ​​ The Capital Facilities Charge is due with the Application for Service. ​​ Allow ten full business days for installation of the service meter except for installations along Highway 12.  ​​​​ Installation time frames along Highway 12 are governed by Washington State Department of Transportation permit approval times.

Applications for Determination of Water Adequacy are valid for one year.

Water meters should be located in a public right-of-way close to, but outside of, the property line and close to a property corner. ​​ However, if a service meter must be located inside property lines, the property owner shall sign a license agreement to allow The District to service, maintain, replace and read the meter. ​​ Final service meter placement is at the discretion of The District.

Along Highway 12, Washington State Department of Transportation requires that water meters be installed inside property boundaries. ​​ In those cases, the meter shall be installed as close to the property boundary as possible and no license agreement is required unless the meter is installed more than six feet from the property boundary.

The District requires a separate water meter for each structure using water that is owned, leased, rented, licensed or maintained by a separate person and/or entity on any lots obtaining water service from The District. ​​ “Person” or “entity” includes any natural person, corporation, partnership, association or any other legally recognized organization. ​​ The property owner shall be responsible for all costs of material and labor incurred by The District to provide a meter and service to structures affected. ​​ This requirement applies to new services only.

Applications for service shall include the following information:

• Legal name of property owner

• Legal name of occupant

• Service address

• Tax Parcel Number

• Property owner’s billing address

• Occupant’s billing address

• Property owner’s daytime phone number

• Occupant’s daytime phone number

• Nature of occupancy (residential, multi-family, commercial)

• Desired date for commencement of service

Regular utility billing commences on the date the service meter is installed and utility billing continues as long as a service meter is installed on the property.

All Applications for Service must be submitted, in person, to The District’s office during normal business hours.

Any attempt to provide water to a property for which application has not been made and approved shall be considered a fraudulent act on the part of the property owner.

IV. CHANGE OF SERVICE

Changes of service are handled through the Application for Service process. ​​ See “Applications for Service” subparagraph “Existing Service”. ​​ The property owner, or tenant, must submit an Application for Service in person to The District’s office. ​​ 

If the occupant is a tenant the Renter Deposit is due at the time of application submittal. ​​ A request to send bills to tenants does not change the property owner’s responsibility for water bills.  ​​​​ However, in accordance with tenants’ rights regulations of Washington State, service may not be denied a new tenant based on unpaid water bills by a past tenant. ​​ Unpaid bills accrued by past tenants remain the responsibility of the property owner.

A change in service shall not be affected until all charges and fees due on the particular property are paid.

V. TERMINATION OF SERVICE

Terminations of service shall be at the discretion of The District. ​​ Terminations of service may occur due to non-payment of fees, the existence of health hazards on the property, or the failure of the property owner to comply with applicable laws, regulations and policies or any of the situations outlined in District policy. ​​ 

Terminations may be affected by turning the water off at the service connection, or removing the service meter from an installed meter setter. ​​ Terminations do not involve the removal of the service connection.

If suitable shut-offs do not exist at the point of delivery, a shut-off shall be installed and the expenses incurred in the installation charged to the property owner.

Re-establishment of service can be effected by the property owner correcting the deficiency that resulted in the termination and the payment of any expenses and fees incurred by The District in effecting the and re-establishing service. ​​ Re-establishment of service shall be completed within one full business day following correction of the deficiency and payment of expenses and fees.

Any attempts to bypass terminations will be considered fraudulent acts. ​​ 

All charges and fees shall continue to accrue following a termination of service. ​​ All expenses incurred in affecting the termination shall be billed to the property owner.

VI. DISCONNECTION OF SERVICE

Service disconnects constitute a complete removal of service to the property. ​​ Disconnects may be performed by The District for cause or may be at the request of the property owner. ​​ The District may elect to disconnect service due to unresolved hazardous conditions on the property or for fraudulent acts by the property owner, his representatives, tenants or other occupants of the property. ​​ 

A disconnection of service will result in complete removal of the service connection. ​​ Such removal shall be at no expense of the property owner. ​​ 

Re-establishment of service shall be treated as a new service. ​​ See “Application for Service” subparagraph “New Services” except that the Capital Facilities Charge shall not be levied. ​​ In addition to the Meter Installation Charge, all previously unpaid charges shall be paid.

Time schedules for re-establishment of service shall be at the discretion of The District.

Any attempt to provide water to a property whose connection has been disconnected shall be deemed a fraudulent act on the part of the property owner.

VII. SUSPENSION OF SERVICE

Water service may be temporarily suspended at the request of the property owner. ​​ The normal base rate fee will be charged during the suspension.

Water shut-offs and turn-ons for voluntary suspension will be performed by the District during normal business hours at no cost.

VIII. FORECLOSURES

 The District reserves all of its’ lien foreclosure rights under RCW 57.08.081(3).  ​​​​ The District’s

 current procedures for liens and lien foreclosures may be found in the current year’s Schedule of

 Rates and Fees.

XI. BILLING

A. Basic Rate Structure

The Basic Rate Structure is configured with a base rate that includes a minimum amount of usage, plus progressive rates based on water usage for each classification. ​​ The Basic Rate is structured on a monthly basis. ​​ However, the billing periods may, or may not, correspond to calendar months and the length of the billing period is at the discretion of The District. ​​ Typically, any one service is billed every other month, though The District may elect to lengthen or shorten the billing period.

The District reserves the right to estimate water usage and to issue utility bills based on estimated usage in the event that the service meter is inaccessible for reading for any reason. ​​ The basis for the estimate shall be at the discretion of The District.

B. Classifications

Service classifications are applied according to the use and occupancy of the property. ​​ Initial classifications are based on the information provided by the property owner at the time of service application. ​​ The District may change the classification based on observed conditions on the property.

C. Payment

Bills are payable upon receipt and are past due on the “delinquent date” stated on the bill. ​​ Payment must be in the form of United States currency. ​​ Bills may generally, with the exceptions noted below, ​​ be paid by cash, check, credit/debit card, or money order through the following means:

• In person at The District’s offices

• Placed in The District’s drop box

• Mailed to The District’s office

• Credit/Debit card payments must be made in person or over the phone.

Payment is considered tendered when it is received in The District’s office during posted business hours. ​​ 

The District may elect to refuse payment if it deems the payment instrument unsatisfactory.

Fees charged by the credit card processing company will be collected. ​​ Only water bills may be paid by credit/debit card. ​​ General Facilities Charges and deposits (Rent, Meter, Developer Extension) must be paid by check or cash.

D. Payment Allocation

The District allocates payments over all unpaid charges. ​​ Payment is applied to the oldest charges first. ​​ The District does not allocate payments to include or exclude specific charges.

E. Insufficient Funds

If The District receives an insufficient funds (NSF) notice or is unable to execute the payment instrument, the event shall be considered an NSF payment and the customer shall be charged according to the Schedule of Charges.

The NSF payment shall be rectified prior to the due date on the bill or the bill shall be considered past due and all past due fees, as detailed in the Schedule of Charges, shall be applied. ​​ Payment rectifying an NSF payment shall be made in cash, or other verifiable instrument, in person in The District office during normal business hours. ​​ 

Two NSF payments in any 12 month period will disallow all but in-person verifiable funds payments in the future. ​​ The District may elect to allow other forms of payment following 12 months of on-time payments. ​​ 

The District reserves the right to establish the means or form of payment from any customer who has previously tendered a dishonored check or other NSF instrument.

Service charges, in accordance with the Schedule of Charges, may be added to a customer’s account to cover the costs of collection efforts in the processing dishonored checks, hand-delivered notices by field technicians, and services required to terminate and re-establish service.

F. Bill Adjustment

All utility bill adjustments shall be at the discretion of The District. ​​ All bill adjustments shall be the result of over or under-billing as a consequence of meter reading errors or meter inaccuracies exceeding 2%.  ​​​​ In general, no billing adjustment shall be made as a consequence of leaks or other occurrences downstream of the point of delivery. ​​ No billing adjustment shall be made as a consequence of estimated water usage resulting from inaccessible service meters.

If the date upon which the inaccuracy occurred or commenced can be established, the over or under charge shall be computed from that date. ​​ If the date cannot be established, The District shall refund or rebill for six months of usage. ​​ In no event shall an under billing or over billing be adjusted for a period of more than three years.

When a customer is required to rectify an under billing the customer and The District may enter into a time payment agreement at The District’s discretion.

G. Past Due Payments

Bills are Past Due when payment has not been received in The District’s office by 3 pm on the due date listed on the bill. ​​ Past Due charges will accrue beginning on the day following the due date. ​​ In addition, any expense incurred in the collection of past due amounts, or in terminating or re-establishing service shall be charged to the account. ​​ 

The District may terminate or disconnect service as a result of failure to pay charges when due at The District’s discretion. ​​ Written 24-hour notice shall be delivered to the billing address listed in The District’s records and to the service address (if different) prior to termination or disconnection of service due to Past Due Bills.

Copies of bills listing a past due balance shall be sent to property owners in the case of tenant occupied properties.

Service shall not be re-established until all past due amounts, late charges, and expenses incurred collecting the past due amounts and terminating or disconnection service are paid. ​​ In addition, The District may require that future utility bills be paid in cash, or other verifiable instrument, in person for a time period determined by The District.

H. Financial Assistance

Residential customers who are having difficulty paying their bill may receive assistance from The District. ​​ This assistance may include referrals to organizations, agencies, and programs which provide financial assistance. Information may be disseminated regarding community service agencies, which may have programs designed to assist with the payment of utility bills.

I. Appeals

District customers who disagree with a billing decision may appeal that decision to the Grays Harbor County Water District #2 Commissioners. ​​ The appeal must be submitted to the Commissioners at a regularly scheduled commissioners’ meeting prior to the bill becoming past due. ​​ 

Following submittal of the appeal, all past due charges shall be held in abeyance until such time as the commissioners rule on the appeal. ​​ 

The customer shall be notified in writing of the commissioners’ decision. ​​ The commissioners’ decisions are final. ​​ A new due date will be included in the written notification.

XII. TAMPERING, DIVERSION, CODE VIOLATIONS AND FRAUDULENT ACTS

A. Tampering/Diversion

All of The District’s meters, equipment and services shall be kept free of any and all forms of tampering or diversion. ​​ 

If tampering or diversion is found, that is not in connection with a previous collection action on the part of The District, a fee shall be imposed against the customer’s account using the applicable rate schedule equal to the estimated cost for services used and not previously billed, as well as actual costs of repair and/ or replacement incurred by The District. ​​ 

In addition, the details of each case may be referred to proper authorities for possible investigation and prosecution.

Tampering or diversions associated with previous collection actions shall be considered fraudulent acts and shall be acted upon accordingly.

B. Code Violations

Code violations that affect utility service or threaten public health and safety may be addressed by requiring premises isolation, termination of service, or disconnection of service. ​​ 

If premises isolation is required, installation, maintenance and testing shall be charged to the property owner. ​​ Once installed, premises isolation shall be an ongoing requirement regardless of whether or not the code violation is rectified.

If service is terminated or disconnected, it shall not be re-established until the code violation is rectified, The District is assured that the violation will not re-occur, and all expenses incurred by The District in terminating or disconnecting and re-establishing the service are paid. ​​ In the event of a disconnection, re-establishment shall be treated as a new connection along with the associated processes and fees.

Failure to represent code violations, or to attempt to conceal code violations, or allowing code violations to re-occur shall be considered a fraudulent act.

C. Fraudulent Acts

Fraudulent acts include, but are not limited to, the following:

• Tampering or diversions associated with a collection action, or effort, on the part of The District.

• Re-establishment of a previously discovered tampering or diversion.

• Attempts to provide water, with or without actual diversion, to a property for which an Application for Service has not been submitted and approved.

• Provision of misleading information during a collection process.

• Intentionally misleading information on an Application for Service.

• Intentionally misleading information within a Developer’s Extension Agreement or during the extension process.

• Intentionally undisclosed and unprotected cross-connection control hazards.

• Intentional violations of District policies.

Fraudulent acts may result in the immediate termination or disconnection of service without notice, at the discretion of The District.

The District may elect to refuse to re-establish service to the property until all persons associated with the fraudulent act no longer occupy and/or own the property. ​​ 

XIII. DEVELOPER EXTENSIONS

Extensions to The District’s lines are defined as construction of water facilities into new plats and extensions of and additions to water mains. ​​ 

All extensions to The District’s water mains shall be performed in accordance with The District’s current Developer Extension Agreement. ​​ 

The first step in the process is for the developer to submit an Application for Determination of Water Adequacy, including a map of the proposed development, to The District. ​​ 

Once the Application for Determination of Adequacy has been approved by The District, The District will provide the developer, or his designated representative (usually the developer’s engineer) a copy of the latest Developer Extension Agreement and Conditions and Standards for Construction of Developer Extensions. ​​ 

An executed Developers Extension Agreement is submitted to The District along with an application fee, as determined by commissioner resolution (see Schedule of Charges) and a deposit in an amount determined by commissioner resolution (see Schedule of Charges). ​​ The deposit remains the property of the developer and will be used to satisfy engineering, legal, administrative, clerical, maintenance, inspection, recording and any other expenses incurred by The District to assist the developer in the completion of the proposed extension of the water system. ​​ Any funds remaining following approval of the extension shall be refunded to the developer.

The developer can then prepare plans and specifications in accordance with the latest edition of The District’s Conditions and Standards for Construction of Developer Extensions (Standards) for submittal to The District.

The District shall review the plans and specifications, with the aid of The District’s engineer, for conformance to the Standards. ​​ Upon approval by The District construction can begin on the extension. ​​ Review expenses shall be charged to the developer’s deposit.

Construction inspections shall be conducted by The District, or its representative, as detailed in the Standards. ​​ Any inspection costs shall be charged to the developer’s deposit. ​​ Any deviations from the plans and specifications or Standards shall be corrected at the cost of the developer prior to acceptance by The District.

Completion of construction to the satisfaction of The District and compliance of with all terms and conditions of the Developer Extension Agreement, the plans and specifications prepared thereunder, and all other requirements of The District shall be a condition precedent to The District’s obligation to allow connection to The District’s system to accept the bill of sale to the extension and to The District’s agreement to maintain and operate the extension and provide service to the real property that is described in the Developer Extension Agreement. ​​