PWBC Tri-County FOIA Project: Residential Water Data (Romulus City Clerk)

Dear Records Custodian,

This is a request under the Michigan Freedom of Information Act (MCL 15.231 et. seq.) for documents that detail how your community’s water system functions, including details on utility terminations, restorations, and rates.

As context for this request, I am requesting these records on behalf of the People’s Water Board Coalition, a non-profit organization that advocates for equitable access, protection, and affordability of utility services, and water conservation. We are filing similar requests for information with many other Michigan water utilities in collaboration with residents, community leaders, and local officials to better support the needs of low-income customers. If any of this information is publicly available and accessible, please send a link to the webpage where it is located. Please reply to this request via email. If you have any question or concern about this request, please call Cass Charrette at 248-980-1191.

When possible, please provide the requested quantitative data in an Excel spreadsheet or other native digital format (such as CSV files).

1. A copy of any data and documents that list the addresses and dates of residential customers that have had their water service terminated starting January 1, 2019 to date of the submission of the FOIA, the reason for the termination, and the amount of arrears for each account. If this data is produced in another format, such as written logs or summary reports, please provide a copy of that instead. If your agency has a policy that home address information is exempt from FOIA, please provide this data at the street level.

2. Any documents describing and listing the addresses and dates of residential customers that have had their water service restored starting January 1, 2019 to date of submission of the FOIA, following a disconnection. If this data is included in the same data set as Item 6, you may provide that full data set in lieu of processing this element separately.

3. A copy of any existing, regularly generated reports that include the total amount of water and wastewater customer arrearages, number of customers in arrears, and median amount of arrearages per customer, and number of customers subject to potential service disconnection due to arrears by customer class (e.g., residential, non-profit, commercial, industrial) starting January 1, 2019 to date of submission of the FOIA.

4. A copy of a list of referrals the utility/water system/municipality sent to the tax assessor to place a tax lien on properties due to non-payment of any water or sewer bill, starting January 1, 2019 to date of submission of the FOIA, and the amount of arrears for each account. If this information is stored in a summary database, you may provide that database.

5. Any documents describing or listing the addresses of residential customer accounts that have been enrolled in and have been discharged from the Great Lakes Water Authority’s Water Residential Assistance Program, and the reason for such removal or discharge, starting January 1, 2019 to date of submission of the FOIA.

As I am requesting these records as a representative of People’s Water Board Coalition, a non-profit organization, and am doing so in the public interest, I request a waiver of fees. The analysis and release of these materials will contribute significantly to public understanding of water affordability issues in the tri-county area.

I will expect a response within 5 business days as provided by law. If my request is denied in whole or in part, I expect a detailed justification for withholding the records. I also request any segregable portions that are not exempt to be disclosed.

If you have any questions or suggestions for reducing the burden of my request, please reach out and we are happy to discuss.

Sincerely,
People’s Water Board Coalition

Dear Records Custodian,

This is a request under the Michigan Freedom of Information Act (MCL 15.231 et. seq.) for documents that detail how your community’s water system functions, including details on collection practices and rates.

As context for this request, I am requesting these records on behalf of the People’s Water Board Coalition, a non-profit organization that advocates for equitable access, protection, and affordability of utility services, and water conservation. We are filing similar requests for information with many other Michigan water utilities in collaboration with residents, community leaders, and local officials to better support the needs of low-income customers. If any of this information is publicly available and accessible, please send a link to the webpage where it is located. Please reply to this request via email. If you have any question or concern about this request, please call Cass Charrette at 248-980-1191.

When possible, please provide the requested quantitative data in an Excel spreadsheet or other native digital format (such as CSV files).

(1) Collection Practices: Any documents describing policies, procedures, and standard operating procedures (SOPs) regarding:
a. Water arrearages, and
b. Shutoffs,
c. Liens, including temporary policies and procedures for customers of the utility/water system/municipality (i.e., delinquency amount that triggers water service shut-off notice and lien, seasonal and short-term and temporary suspensions of disconnections).
d. Please include these policies covering both:
- residential customers and
- non-residential customers.

2. Customer Charges: The most current documents describing:
a. Rates, charges, and user fees for
- water,
- wastewater and
- stormwater service for the utility/water system/municipality,
b. Definitions of customer category distinctions for water, wastewater and stormwater service:
- Residential (single-family vs. multi-family),
- Nonresidential (e.g, commercial, industrial, Nonprofit)
c. Any written procedures the process used for:
- approving new rates,
- the legal authority for approving the rates.
- what stakeholder is the advisory decision maker for the city related to water customer rates and charges

3. Water Assistance Programs, Affordability Programs, and/or Payment Plans: Any documents describing:
a. Water service affordability or assistance programs offered by the utility/water system/municipality and communicated to residential customers of the utility/water system/municipality
- Describe the benefit level
- Eligibility criteria
- Enrollment process
- Funding source
- Program cost
b. Names of any other state, county and local assistance programs the utility/water system/municipality refers to its customers:
- State assistance programs,
- County assistance programs, and
- Local assistance programs
c. Information about how assistance or affordability programs are communicated or markets to residential customers:
- Where it is marketed; and
- How it is marketed to customers;
d. Outreach materials:
- Template letters used for such outreach or marketing
- Pamphlets
- Phone scripts, and
- Other materials distributed to residents inquiring about assistance.
e. Enrollment and utilization statistics
- Customers enrolled in calendar year
- Payment amount
f. Payment plan information
- Details of program - term
- Enrollment

4. Federal Funding: Any documents, including budgets, describing the use of ARPA and other federal relief funds for
a. water arrearages,
b. lead service line replacements, and
c. other water programs.

5. Customer Service Issues. Any documents, policies and procedures describing
a. Customer service or billing dispute processes (e.g., how can a customer dispute a bill or payment plan denial?), and
b. Appeals process for billing decisions.

As I am requesting these records as a representative of People’s Water Board Coalition, a non-profit organization, and am doing so in the public interest, I request a waiver of fees. The analysis and release of these materials will contribute significantly to public understanding of water affordability issues in the tri-county area.

I will expect a response within 5 business days as provided by law. If my request is denied in whole or in part, I expect a detailed justification for withholding the records. I also request any segregable portions that are not exempt to be disclosed.

If you have any questions or suggestions for reducing the burden of my request, please reach out and we are happy to discuss.

Sincerely,
People’s Water Board Coalition

Hi,

Thanks so much for your help with this request! I really appreciate it.

Sincerely,
PWBC