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HomeMy WebLinkAbout07-22-19 Utilities 9�SpUTIi PEEi �' x 18 ;, OFFICE OF THE CITY CLERK KAREEMAH FOWLER, CITY CLERK UTILITIES JULY 22, 2019 4:20 P.M. Committee Members Present: Jake Teshka, Sharon L. McBride, Regina Williams-Preston Committee Members Absent: Dr. Oliver Davis Other Council Present: John Voorde, Karen White, Jo M. Broden (late) Other Council Absent: Tim Scott, Gavin Ferlic Others Present: Graham Sparks, Bob Palmer, Morgan Gonsoski, David Moses Presenters: Kara Boyles Agenda: Update- Utilities Customer Assistance Program-Kara Boyles, City Engineer- Engineering Department Committee Chair Jake Teshka called to order the Utilities Committee meeting at 4:20 p.m. He introduced members of the Committee and proceeded to give the floor to the presenters. Update- Utilities Customer Assistance Program-Kara Boyles, City Engineer- Engineering Department Dr. Kara Boyles, City Engineer with offices located on the 13th floor of the County-City Building, stated, I'm happy to be here to present our proposal (referencing a presentation which is available in the City Clerk's Office). This was a big effort on many members. We had a large Committee meet-up with members of the Council and different members of the different departments of the City. They worked together in order to put together a proposal for a customer assistance program. As we all know, water and waste water are basic human needs. They are essential to our survival. Yet, these services cost money. While most of us understand this concept, the fact is that not everyone can afford these services. That is why we are here today to talk about low-income customers. They often find themselves choosing between paying their water bills, buying food or paying rent. In general, the average annual spending on utilities doesn't vary much based upon your income level. So, because these services are real life-line issues, we really have a public obligation to find a way to provide services for low-income residents and still maintain good finances. She continued, Fortunately, in 2017, the Indiana General Assembly passed a bill that declared that water and waste water customers assistance programs to impact rates and charges for services are not discriminatory. Before, they considered them discriminatory and now they are not. So, that is one (1) of the reasons why we get to be here today and talk about this. We all know affordability INTEGRITY' SERVICE'ACCESSIBILITY JENNIFER M.COFFMAN BIANCA L.TIRADO JOSEPH R.MOLNAR CHIEF DEPUTY/DIRECTOR OF OPERATIONS DEPUTY/DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 1227 W.Jefferson Blvd.I South Bend,Indiana 46601 I p 574.235.9221 I f 574.235.9173 I www.southbendin.gov CITY OF SOUTH BEND I OFFICE OF THE CLERK is a broad and complex issue. We are all here today because we are concerned about the impacts of the rising rates. Those in our community are driven by our Federally mandated Consent Decree as well as the aging infrastructure that we've been funding a lot of rate increases to do capital improvements for. Most of the time, this really impacts those that are disproportionately affected and are already struggling to get by. A few months ago,with the passing of the stormwater fee, we committed to come back to you all with a strategic plan to address this work on the issue. In South Bend alone, we know that poverty among our residents is significant. Our median household income is thirty-five percent(35%)below that of the rest of the nation.Almost thirty percent(30%) of our households earn less than $20,000 annually. In addition, we know based on the United Way's ALICE Study that fifty-four percent (54%) of South Bend households are unable to meet their basic needs. This is a lot of the impetus for this program. She went on, Our Committee was charged to establish the following items (referencing a slide in the presentation). Looking at metrics, we asked, what is affordability in South Bend? Should we be looking at a percent discount? A credit on a bill? Will this actually make a difference to our residents?We also looked at policy architecture,with the goal in the beginning of administratively adding no additional full-time employee in bringing this program to fruition. Is there a third (3rd) party? Maybe they can assist us. And then how do we determine eligibility for a program such as this? Again, without bringing on any additional burden to our Administration. And then outreach, how do we reach those that are in need? We kicked our Committee off in November of last year. We began by reviewing various approaches of assistance. We looked at income-based rates. That was a program we mentioned back during the storm water fee discussion.Philadelphia was looking at income-based rates. That is a complicated program based on every household's individual income and the rate would be reflective of the income. We also looked at a lifeline rate and customer assistance programs. We also discussed approaches to financing in order to remain revenue-neutral. So, would this be a rate-funded approach? Could you maybe use TIF dollars or some other funding mechanism? And then I put this little question at the bottom (referencing a slide in the presentation) that we do have a form of a customer assistance program now, and that is our various methods to avoid disconnection.This happened just a few years ago where the utility created, through the rules and regulations process, the ability to have payment extensions and to do payment arrangements. Also, when we can, we try to encourage usage of a third (3rd) party or local agency. A few of those do exist that can help sometimes with water and sewer bills. She continued, We also followed closely a case that is going before the Indiana Utility Regulatory Commission today by Citizen's Water down in Indianapolis. This is the one (1) and only community that we know of at present in Indiana to be pushing a program forward with the IURC. So, we are following the documents they are submitting. It is a rate-funded, low-income customer assistance program. So, based on their increasing rates, they are able to put forth this program. They are setting it up as bill discounts and they were looking at different discounted rates of ten percent (10%), eighteen percent (18%), or twenty-five percent (25%), depending on the level of need. Then they were basing eligibility on gross household income. They were looking at using the model of the State's energy assistance program. So, looking at if the house was at or below the level established by that program, then they would qualify. They also modeled it after the EAP and the Citizen's Gas. They have a universal services program, I think it's called, in which United Way of Central Indiana assists them as a third (3rd) party and enrolls customers and does the verification process. So, we followed this process and discussed it in our Committee. Councilmember Jo M. Broden arrived at the meeting at 4:27 p.m. EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 I f574.235.9173 TTD 574.235.5567 www.southbendin.gov 2 .CITY OF SOUTH BEND OFFICE OF THE CLERK Dr. Boyles went on, We really found that we wouldn't need to re-create the wheel. It is a really great model. So, we started to move down that path. What we did was look around and tried to find out who in our community were already doing energy assistance programs. It turns out REAL Services do a lot of great things in our community. They have over twenty(20)programs, I think, but they really focus on agencies that focus on aging, community action agencies, and then Alzheimer's services. Energy assistance falls under that community action agency portion. So, we engaged with them to better understand what the need is in our community. So, similar to what was happening in Citizen's in Indianapolis, the third (3rd) party they are working with in United Way, they have the data right there in which they knew who the customers were and how many there were that were already using energy assistance. REAL Services is the keeper of that data in our area. So,we began engaging with them and attempt to review their data and learn a little more about who is receiving EAP. We hope to establish a partnership with them to work through this program. We had a great experience and had multiple meetings with them, and we did get data from them. That helped show us what things look like in South Bend. We have 39,000 households in South Bend. We know that from the data from REAL Services, anywhere from 3,000 to 5,000 households take advantage of the EAP every heating season. This past year, it was around eleven- point-eight-percent(11.8%). What that means is that eleven-point-eight-percent(11.8%)of South Bend households are actually at or below sixty percent (60%) of the State's median household income. For a family of four(4), that is around $45,000 per year. She continued, We also found out that of those participants of the EAP, seventy-eight-point-four- percent (78.4%) were renters. So, there is a very high renter participation. Then, we were able to dive a little deeper into the data because they are actually breaking their data down,similar to what we saw in the Citizen's case where they were creating the tiers and giving different discounts based on level of need. Energy assistance with REAL Services, they're already doing that as well. So, they're breaking that down. If you're at one hundred percent (100%) with a sixty percent (60%) median household income, or seventy-five percent (75%), or fifty percent (50%), that kind of shows you (referencing the presentation)that you've got a high number of participants in that one hundred percent(100%)range.Then there is a smaller number and then another pretty high number of participants that are at fifty percent (50%) or less of the sixty percent (60%) State median household income. It's pretty consistent. Thirty percent (30%) of our residents are below fifty percent (50%) of sixty percent (60%) MHI. We captured the raw data and IT assisted us. One (1) of the business analysts assisted us in some of the analysis and there are a lot of incomes reported as zero (0) for households. It's not personalized information,just numbers. That is the unfortunate data. She went on, So,what we did with that was we made our first(1st)attempt to look at how we could make an impact given that the average bill for sewer every month is around forty-five dollars($45). We look at what would happen if we did a surcharge and we charged every customer one dollar and seventy-five cents($1.75). What kind of impact could we make,given the numbers we looked at, if we were to apply a credit for our eligible low-income customers? So, we did some variations as the Committee as we looked together. We looked at what we could pay across as a flat credit and we really felt that some sort of a break-down with the tiers just made more sense. Now, you're able to really see, almost as a two (2) to one (1)ratio, of those who are most in need. They would receive almost twice the credit. The reality of this is that this would be a monthly surcharge to all customers. So, what we did was we tried to align it so that if you are in the eligibility for income, EXCELLENCE ACCOUNTABILITY INNOVATION I INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f574.235.9173 TTD 574.235.5567 www.southbendin.gov 3 CITY OF SOUTH BEND OFFICE OF THE CLERK you would receive a credit for that surcharge so that you wouldn't see an increase. It would be a total credit to cover the surcharge. Councilmember John Voorde asked, Do you keep that information current? What if someone's situation changes? Dr. Boyles replied, We are getting there. So, what does this look like from a customer's point of view? Given an agreement with REAL Services and a solid partnership, we would really rely on them, heavily, to help us initially. They would complete the income verification just like they are doing already. So, it really isn't an additional step for them. They are already doing it and they already give every resident or household an EAP approval letter that they have for their own records. So,step one(1)is already happening.Then step two(2),our customer's households would visit our customer service, they would provide us a letter and they would also then probably need to sign some sort of information release so that we could do a two (2)-party verification so that their letter matches the data we are receiving from REAL Services. We would work that out with them. Then the utility bill would be adjusted with the credit.Note here, you must be a customer to receive the credit. So, if you are a renter and you are paying your utility bills through your rent, there wouldn't be a way to utilize this program. This is if you are paying your bill to your landlord and if it is already part of your rent, you wouldn't have an account in your name. But, the State change is actually a benefit to this program. If the account holder is a renter and their name is on the account, they would get the credit. We are still working out the logistics in detail, but that credit, it might take two (2) billing cycles to take place. That is what we are anticipating. She went on,We are still working out some of those details about what that enrollment would look like. Energy assistance is set up based on the heating season. So, they begin taking applications, I believe, in August for a November 1St beginning of their credit. So, if you have an account with NIPSCO or AEP, you can enroll any time from August to May of that heating season. If you are a customer of those accounts, you want to enroll sooner than later because then you can get that credit applied to your bill. They do a similar program where they share the data,and then NIPSCO or AEP applies the credit. In their case,if you are a renter and you are paying your utilities to your landlord, because the State does the program, they still can get a disbursement and they run a calculation based on what your costs are for rent. Even though you're paying it, already, and not paying it directly to your provider, you're paying it to your landlord, so you still qualify. That enrollment period, again, is that way for many reasons. So, we would have some sort of a similar program. We would probably require that enrollment happen on an annual basis prior to, maybe a May, deadline. Then there would be a small window where no one is eligible to enroll between May and August. Then you can start enrolling again for the following year or reenroll. That said, we don't know all the details yet of how the reenrollment verification will go, but there would have to be annual verification. Once you're in the program, it can become a little challenging. I think it will incentivize,if you have this credit and you have an account, and then you move,which we know renters do that,but if you move, you're going to sign right back up as soon as you can to get your credit. She continued, So, next steps. We came here for feedback today. We are going to look towards, based on feedback, preparing a rate ordinance. If we are moving in the right direction, we could have that ready to go at the beginning of August. We would then need to submit to the Indiana Utility Regulatory Commission for approval. We are going to keep watching Citizen's case. I know it's been six-plus months,but they are doing a much more elaborate rate increase and looking EXCELLENCE j ACCOUNTABILITY ! INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 4 CITY OF SOUTH BEND OFFICE OF THE CLERK at other aspects of raising rates and changing some of the rules. So, we would be more simple and simply ask for this rate increase surcharge for a customer assistance program. We would execute a Memorandum of Understanding with REAL Services. We would do some outreach. What we do now is we can probably rely pretty heavily on REAL Services to help us with outreach. Every year, they do a mailer for their programs. So, their mailer could have information about their new program. And of course, whenever someone comes in to sign up for energy assistance, they can be handed our brochure and our information about our program. We anticipate, if all of that goes well,we could deploy as soon and as early as next year. With the IURC approval,we see ourselves a year from now ready to start up in the 2020 heating season. Committee Chair Teshka stated, Thank you for your hard work on this. I know a lot times that folks don't realize that administrative and backend work after throwing out an idea and saying hey, we need to do this, is a lot. Tracking that down, you did a fantastic job. Committee Chair Teshka then opened the floor to Committee and Council Members. Committeemember Sharon L. McBride stated, I definitely want to say thank you. You guys really took a lot of time and thought. You had a lot of ongoing and consistent meetings and a lot of hard work with a lot of people at the table. I appreciate the entire process that we stopped and worked together. You guys did a fabulous job of taking it a step further and having a lot of different people at the table to make sure it was a soft blow, if you will. To me, the increase is necessary, but we need to make sure we have everyone's input in a very thought-provoking meeting. So, great presentation and I am a lot more comfortable than I was initially last year. I think it's amazing and I'm excited. Committeemember Regina Williams-Preston stated, So we are looking to do the ordinance on August 12t. Fantastic. Again, I want to thank you. Again, I know, it was a hard thing earlier this year because there was a lot of push back. I know I was one (1). Just again, thank you for all your hard work and the Committee Members coming back and doing what we said we were going to do. The people in District Two (2)thank you. Councilmember Jo M. Broden asked, Is REAL Services tied into the CAN network? Or the agencies shooting information to each other? It's kind of like a one(1)-stop shop. I present myself to REAL Services or to the United Way or St. Margaret's House, and then basically a profile is developed and that is a shared network across social service agencies. I think that would be important. Dr. Boyles replied, I don't know. Councilmember Broden continued, It serves as almost a cross-check, too. Where ever they enter, they can get chased to, you know, if the contract goes to REAL Services, you have a history. Some agencies are very good at being a part of that network, and some aren't. The connectivity across all service agencies would be important. Then my other comment is the application process at REAL Services, at least two (2) years ago it was heavily reliant on having to show up at their location and have a considerable amount of documentation. So, I suggest an easier application and interview process. I've been standing in lines and advocating for other families at their doorway. I guess I'm getting to the capacity. I want to make sure they can actually handle it, and I know it is very seasonal-dependent because of the timeframe you mentioned. But, the application process EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221,f 574.235.9173 I I D574.235.5567 www.southbendin.gov 5 CITY OF SOUTH BEND OFFICE OF THE CLERK needs to be friendly in terms of access but then also have some capability for online or over-the- phone interviews. There are a lot of people who find it very difficult in the present situation to make that application without hand-holding through the process. A social worker or case manager getting you through the process,just from a practicality standpoint. Councilmember John Voorde left the meeting at 4:43 p.m. Councilmember Broden followed up, Then my other question is, I believe it is both heat and air conditioning assistance for some families, and you have to show that you have a health need for air conditioning. So, I want to make sure we are thinking of that overall that for some families,the burden of assistance is related to heat and others, not. So, they've got a model that extends for other utilities. I think, overall to keep in mind and by the connectivity that already exists between the social service agencies, the need is presented differently at various agencies. So, I go to one (1) agency because I hear they are good for rent assistance. I hear another agency is great for heating or air conditioning assistance. So, if I'm a customer and going to these node entities. But, if the person on the application and agency end are aware of where I've gone and have not gone. Then, I can actually be more helpful in providing for these other needs. I don't know if that makes sense, but do you kind of get a sense from the agency side how best to help that individual and to direct them to the resources? Can you eliminate the knocking on every door, asking if they are eligible? I would like to make sure that as we go forward, someone may come to us for this relief but that we are also aware of the other resources that can impact an individual's ability to pay any utility or any cost of their lives. I think that's what the network helps with. So, in the discussions heretofore, we haven't worked through United Way or been advised by this CAN Network, it would be very helpful if we can see ourselves within that network on this. I can talk to you more offline on it but I have served on the United Way's Emergency Food and Rent Income for three (3) and a half years, and those individuals who consistently apply for those emergency assistance grants, one (1) of the requirements we have at United Way as a Board is that if you're going to be on this program, you have to be connected into this database, this CAN Network, then we are sharing information across organizations. We are really trying to help people wherever they present themselves and to get all the items on their budget that are difficult for them to meet. It's a helpful resource. But, thank you for all your work. I appreciate the conversation and that work. Councilmember Karen White stated, I would just like to thank the Administration for listening when we were discussing increasing rates,there was a lot of conversation. Some Council Members were very passionate regarding the impact it would have on a large percentage of our citizens.The information and data you have presented really confirms that we have a large percentage of our citizens living from paycheck to paycheck. Many are probably working more than one(1) or two (2)jobs. So,this to me sends a very clear message. We, as a City, are sensitive and are working in terms of coming up with programs that will really help adjust what we know we need from a fee perspective. Someone has said to me earlier that we can't fee ourselves out of issues. We can't continue adding fees, even though we know we need additional revenues. We have to look at the impact it has on our citizens and this is a great example of the City and others coming together and looking at it. What we have before us is a collaborative effort and I think, hopefully, it will be approved at the State level. I thank all of you for pulling some really key individuals together and working through it along with the water company, as well. They have had to look at a new system to make sure this is going to be workable. But, thank you so much. EXCELLENCE j ACCOUNTABILITY j INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227 W.Jefferson Bvld South Bend,Indiana 46601 p 574.235.9221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 6 CITY OF SOUTH BEND OFFICE OF THE CLERK Committee Chair Teshka stated, In talking with Kara and Eric,it was important to get an ordinance presented as soon as possible, given the timeline that it takes moving through the IURC. So, I'm looking forward to seeing that. Hopefully, August 12th is the target and that is our next meeting. Committeemember Williams-Preston asked, What is the plan on communicating this out to residents? As we see the rate hike, we want to help them understand that this is on the way and its coming. Dr. Boyles replied, Not officially yet but when there would be, we would obviously do some outreach. It will be an ordinance, so,that will get published and communicated. Committeemember McBride asked, Could we put something in the water bill as well? Dr. Boyles replied, Sure. Committee Chair Teshka stated,I would think that part of this becomes,you talked at the beginning about how we have somewhat of an assistance program with the payment extension, so on, and so forth, if someone gets into that, we would be reaching out to them. Committeemember Williams-Preston stated, I'm sure it will be on 3-1-1. Committeemember McBride stated,Neighborhood associations, as well. Committee Chair Teshka stated, Hopefully Jeff will write an article about it. Dr. Boyles stated, This is the information you want to spread as much as possible. Committeemember Williams-Preston stated, Right, and it's about being intentional, rather than a flood email or call. Proactive conversation. Committee Chair Teshka stated, Thank you, again, for all of your hard work. With no further business, Committee Chair Teshka adjourned the Utilities Committee meeting at 4:51 p.m. Respectfully Submitted, it'tjed Jake Tes a, Committee Chair EXCELLENCE ACCOUNTABILITY INNOVATION INCLUSION EMPOWERMENT 455 County-City Building 227W.Jefferson Bvld South Bend.Indiana 46601 p 574.2359221 f 574.235.9173 TTD574.235.5567 www.southbendin.gov 7