Celtink Creative: Coliban Water: Rural Customer Charter Cover. 110309c rural customer charter C M Y K
1. WHAT IS THIS DOCUMENT? Table of contents 1. What is this document? 4 1.1 The Rural Customer Charter 4 1.2 Who is Coliban Water? 4 1.3 Separate written agreements 4 1.4 Obtaining the Charter 4 1.5 Variations 4 1.6 Notification of customers 4 1.7 Contacts for more information 4 1.8 Defined times 4 2. Who is covered by this Charter? 4 2.1 The rural customer 4 2.2 Customers property 5 2.3 Coliban Water s employees and contractors 5 3. When does this Charter commence and terminate? 5 3.1 Commencement dates 5 3.2 The previous Charter 5 3.3 Terminating the Charter 5 4. Rural water services 6 4.1 Supply is by Licence 6 4.2 Flow rate 6 4.3 Drought and rural water restrictions 6 4.4 Water quality 6 4.5 Unplanned interruptions 6 4.6 Bursts or leaks response 7 4.7 Efficiency ratings 7 4.8 Seasonal information 7 4.9 Restricted and rostered channels or pipelines 8 5. Measuring water delivered 8 5.1 Measuring water supplied 8 5.2 Installation 9 5.3 Ensuring access 9 5.4 Meter readings by the customer (pipeline and storage) 9 5.5 Meter testing (pipeline and storage) 9 5.6 Estimated meter readings (pipeline and storage) 10 6. Responsibilities for maintenance 10 6.1 Coliban Water 10 6.2 Customers 10 6.3 Building work by the customer 11 Page 1
6.4 Altering connections 11 6.5 Damage and illegal work 11 7. Conserving water 11 7.1 Reducing Licence capacity 11 7.2 Recycled Water 11 8. Coliban Water s charges and methods of billing 11 8.1 Liability for charges 11 8.2 How charges may be varied 12 8.3 Notification of price changes 12 8.4 When bills are sent 12 8.5 How bills are sent 12 8.6 Information on the bill 13 8.7 Undercharging 13 8.8 Overcharging 14 8.9 Statement of outstanding usage charges 14 9. Paying the bill 14 9.1 When payment is due 14 9.2 How payment can be made 15 9.3 Concessions 15 9.4 Payment difficulties 15 9.5 Paying by instalments 16 9.6 Direct Debits 17 9.7 Collection cycle 17 9.8 Charge for dishonoured payments 18 10. Restriction or disconnection of water services 18 10.1 For non-payment 18 10.2 For other reasons 18 10.3 Other restriction issues 19 11. Works by Coliban Water 19 11.1 Customer notice for planned works 20 11.2 Notice in emergencies 20 11.3 Contribution to new works 20 12. Entry onto customer s property by Coliban Water 20 12.1 Reasons for entry 20 12.2 Customer notice 20 12.3 Times of entry 20 12.4 Impact on customer s properties 21 12.5 Keys held by Coliban Water or contractor 21 12.6 Identification 21 12.7 Notifying Coliban Water of dangers 21 Page 2
13. Consultation and information 21 13.1 Involving customers in service planning 21 13.2 Customer survey 21 13.3 Requests for information 21 13.4 Privacy 22 14. Enquiries, complaints and dispute resolution 22 14.1 Phone enquiries 22 14.2 Written enquiries 23 14.3 Complaints 23 14.4 Complaints review 23 14.5 When a dispute may be resolved 24 14.6 Billing disputes 24 14.7 Record of complaints 24 14.8 Complaints by Coliban Water 24 15. Service standards and compensation 24 15.1 General service and product standards 24 15.2 General Right to compensation 24 16. Definitions 25 Page 3
1. What is this document? 1.1 The Rural Customer Charter This is the Rural Customer Charter, under which Coliban Water provides rural water supply services to its customers. It sets out the rights and obligations of Coliban Water and its customers, and explains customer s rights in any dispute with Coliban Water. (A sample "Copy of Record" (with Conditions) can be provided on request. Contact 1300 363 200.) 1.2 Who is Coliban Water? Coliban Water is a State-owned business, which supplies urban and rural water and collects wastewater in North Central Victoria. 1.3 Separate written agreements If a customer covered by the Charter has a separate written agreement with Coliban Water, any provisions of this Charter that are inconsistent with such an agreement will not apply. 1.4 Obtaining the Charter Customers will be provided with a copy of this Charter when they enter into a new or changed Licence arrangement. A full copy will be sent, free of charge, on request by phoning 1300 363 200. Copies may also be downloaded from Coliban Water's website at www.coliban.com.au 1.5 Variations Coliban Water may only vary this Charter as it applies to its customers after consultation with rural customers through focus groups established by it for the purpose of reviewing this Charter, and after endorsement of such changes by the Board of Coliban Water. 1.6 Notification of customers Coliban Water must notify customers of any variations to this Charter, which affect the customers rights and obligations. 1.7 Contacts for more information For further information about this Charter, customers can contact Coliban Water by telephone on 1300 363 200 between 7.30am and 5.30pm Monday to Friday, or by writing to Box 2770 Bendigo Delivery Centre, VIC 3554. 1.8 Defined terms A list of definitions of terms used in this Charter appears in Part 16 (page 25). 2. WHO IS COVERED BY THIS CHARTER? 2. Who is covered by this Charter? 2.1 The rural customer 2.1.1 A person is a customer and is covered by this Charter if they: own and occupy a property, have an Licence, hold an allocation and are serviced by Coliban Water's Page 4
rural water system (see attached map); own a property which is serviced by Coliban Water's rural water system, but do not occupy it for example, a landlord or an owner of an unoccupied property; have entered into a separate written agreement with Coliban Water for rural water supply. 2.1.2 This Charter does not cover the owners and occupiers of properties that are not serviced by Coliban Water's rural water system. Coliban Water has a separate Charter that applies to customers who are serviced by, and connected to, our urban water and/or wastewater systems, or who are on Supply by Agreement (copy available by phoning 1300 363 200). 2.2 Customer s property Unless the Charter states otherwise, 'property or 'customers property means the property owned and/or occupied by a customer within Coliban Water's area, and as described in the Copy of Record for their Licence to Take and Use Water. 2.3 Coliban Water s employees and contractors 2.3.1 Where this Charter imposes an obligation on Coliban Water, the obligation extends to its officers, employees and contractors. 2.3.2 Where this Charter confers a right on Coliban Water, its officers, employees and contractors may enjoy the right to the extent permitted by Coliban Water. 3. When does this Charter commence and terminate? 3.1 Commencement dates A customer is covered by this Charter from the time they become a customer, through the establishment of a Licence to Take and Use Water, or other deed of contract. 3.2 The previous Charter This customer Charter replaces any previous real or implied Charter (or Contract) between Coliban Water and its rural customers, effective from 24 April 2003. 3.3 Terminating the Charter This Charter will terminate when the customer ceases to be a customer as defined in clause 2.1, including if the customer's property is no longer serviced by Coliban Water's rural water system as set out in section 10, and/or if the Licence agreement is terminated. However: any amount which was owed by the customer to Coliban Water remains payable; and any amount which was owed by Coliban Water to the customer remains payable. Page 5
4. Rural water services Coliban Water provides rural customers with non-potable water on a 'Licence' basis. If a customer's property is serviced by Coliban Water's rural water supply, Coliban Water must make all reasonable efforts to supply the customer with water supply services to meet the Licence agreement, except if the water supply is restricted or service discontinued in accordance with Section 10. However, due to the seasonal nature of the rural water supply services, this supply cannot be guaranteed. At times, water may not be available to customers. Customers should not rely on Coliban Water's rural water supply service for their fire fighting needs. 4.1 Supply is by Licence The supply of water via Coliban Water's rural water supply system is by Licence issued under Section 51 of the Water Act 1989. The rural water supply is rated as non-potable (i.e. not suitable for human consumption). Supply of water is subject to the terms and conditions as detailed in the Copy of Record for the Licence, a copy of which is provided to each rural customer, and attached to this Charter as Appendix 1. 4.2 Flow rate No minimum flow rate is applicable for rural water supply. (Indicative rates may be obtained from your bailiff). (Note that the flow rate is measured at the outlet from Coliban Water s channel, pipeline or storage access point.) 4.3 Drought and rural water restrictions In the case of drought, Coliban Water may reduce or restrict the quantity of water supplied in accordance with Coliban Water s drought response plan, the Water Act 1989 and in consideration of the agreements between Coliban Water and other water headworks suppliers. An initial percentage availability will be determined, which will be the minimum amount of water Coliban Water can guarantee to provide rural customers for the season. Coliban Water will publish details of the restrictions in local newspapers on or before the date the restriction will come into force, and customers will be advised in writing. Availability will be reassessed on a monthly basis once restrictions have been introduced, and confirmed (or reviewed upwards) on the 15 th day of each month for the duration of the rural season. Customers will be notified of any change. Recognising the impact reduced availability may have on customers in restricted years, Coliban Water will bill customers for the capacity charge at the reduced percentage rate, effective from the availability standing on February 15 of that year. (The only exception is the Ellesmere and Neilborough channels. Refer note Section 8.4) 4.4. Water quality Water supplied by Coliban Water s rural water supply system is not intended for drinking water or human consumption. 4.5 Unplanned interruptions 4.5.1 Coliban Water will use its best endeavours to ensure unplanned interruptions of a customer s rural water supply are minimised. Page 6
4.5.2 Where an unplanned interruption of the water supply occurs, Coliban Water will minimise inconvenience to customers by: restoring the water supply as quickly as possible; providing as much information as practicable; and reaching a mutually suitable time for an alternative water run (channels only). 4.6 Bursts or leaks response 4.6.1 Where Coliban Water is notified of a burst or leak to the rural water supply system, Coliban Water will attend as quickly as possible and in any case; a) within a maximum of 4 hours where the burst or leak is causing, or has the potential to cause, substantial or moderate damage or harm to customers, property or the environment; or b) within a maximum of 48 hours where the burst or leak is causing no discernible impacts on customers, property or the environment. 4.6.2 In respect of a burst or leak of the kind described in clause 4.6.1(b) and which is not in need of immediate repair, Coliban Water will notify all affected customers (and the person who reported the leak) of action which will be taken. 4.7 Efficiency ratings Efficiency ratings are applied to each channel (and segment of channel) within the rural system. These efficiency ratings reflect the loss of water in getting from the storage basin to the customer s outlet from the supply system. Efficiency ratings are only utilised when volumes are transferred or sold from one channel, or section of channel, to another. Customers are required to pay capacity charges based on their full entitlement, regardless of the amount of water delivered to their outlet (except when restrictions are imposed by Coliban Water see clause 8.4.2). Customers can discuss the efficiency ratings of their section of channel by calling Customer Services on 1300 363 200. 4.8 Seasonal information and ordering water 4.8.1 Prior to the commencement of each rural water supply season, Coliban Water will provide all Licence holders with information about the start date for the season (which is generally demand driven), contact numbers for water orders and other relevant information. 4.8.2 48 hours notice is required when ordering water. Coliban Water, where possible, will meet the customer's request. However, issues such as pre-booked demand on the relevant channel may require some negotiation about start and end dates for the run. 4.8.3 Customers on rostered channels will only be supplied during the scheduled periods their channel is available. (More information about rostered channels is available from Customer Service on 1300 363 200.) 4.8.4 To minimise system wastage, 24 hours notice of cancellation of supply is required. In the event of heavier rain, shorter cancellation periods will be accepted. However, customers may be requested to take supply until water can be shutdown within the system. Page 7
4.8.5 The ordering and delivery of water on channels will be made in daily flows only, due to the requirement for the bailiff to open and close the outlet. Where a customer has insufficient volume remaining for a full days run, Coliban Water will make available the balance necessary to make up a full day, and the customer will be liable for all fees associated with the additional allocation volume. 4.9 Restricted and rostered channels or pipelines Customers who have Licences on restricted channels (or pipelines) will be advised of the channel's status at the time of taking out their Licence. Customers on rostered channels will be provided with specific roster information in their preseason information pack. 4.9.1 Certain channels on the Coliban rural system are designated 'restricted'. (A list is available from Customer Service on 1300 363 200.) Coliban Water will consider closure of all or part of restricted channels and pipelines when one or more of the following circumstances apply: Cumulative hydraulic efficiency of the channel is less than 50%. The channel supplies land only within an urban area or an area zoned for urban development. The channel passes through an area where a high public risk has been identified. An alternative supply is available to Licence holders at reasonable cost. The financial losses incurred by continuing operation of the channel do not meet the requirements of Coliban Water's business plan. The financial benefit derived by the Licence holders from the water used is not significant. No additional permanent Licence capacity will be approved on 'restricted' channels. Temporary Licence transfers for a single season may be approved, subject to meeting certain criteria. Customers will be given a minimum of three (3) years notice in writing of Coliban Water's intention to close a channel, and will assist customers to investigate alternative sources of water supply if required. For more information, contact Customer Service on 1300 363 200. 4.9.2 A limited number of channels are rostered over the water delivery season. Water delivery on these channels will only be available at specified times. Details are available from Customer Service on 1300 363 200. 5. Measuring water delivered Some rural customers take water from Coliban Water's pipeline and storage systems, and the volume supplied is measured through meters. Where no meter is fitted, independently verified calibration tables are used. 5.1 Measuring water supplied 5.1.1 Where a meter is fitted, the customer will only be charged for the volume of water measured by a meter except where the meter has failed a test in accordance with clause 5.5 or an estimate has been required in accordance with clause 5.6. 5.1.2 Where no meter is fitted, water supplied will be measured using established calibration tables (copies of which are available upon request). These tables take the depth of the water above the invert of the outlet, and the period of time water is running through the outlet, to calculate the amount of water supplied. Page 8
5.2 Installation 5.2.1 Meters are installed on pipeline and storage customer's outlet points in consultation with customers. A meter can only be installed with the approval of Coliban Water, and at the request of Coliban Water, the property owner or the Body Corporate. 5.2.2 Installation costs for new properties will be the responsibility of the property owner. Costs for installing new meters in existing properties will be the responsibility of the party who requested the installation. 5.2.3 The meter is owned by Coliban Water once it has been installed and must be: supplied or approved by Coliban Water, installed by a licensed plumber or Coliban Water, and maintained by Coliban Water at no extra cost to the customer unless the customer has damaged the meter. 5.3 Ensuring access 5.3.1 The customer must ensure that the meter is accessible for reading, testing, inspection and replacement by Coliban Water. 5.3.2 Coliban Water may serve notice on the customer to make the meter accessible, under provisions of the Water Act 1989 summarised in clause 6.2. 5.4 Meter readings by the customer (pipeline and storage) If Coliban Water is unable to gain access to read the meter on a customer's property, the customer may be asked to read it within 24 hours and advise Coliban Water. 5.5 Meter testing (pipeline and storage) 5.5.1 Coliban Water may at any time, and must within 10 working days of a request from a customer, test the meter which has been installed to measure and record the amount of water supplied to the customer to ascertain whether or not the meter is accurate. 5.5.2 If required, Coliban Water will conduct the test and calculate the measurement error: in accordance with a method which is representative of the customers' consumption patterns; and any method which has been approved by the National Standards Commission. 5.5.3 If the test shows that the meter is reading high by an error measurement greater than 2% Coliban Water must: replace the meter at its expense; and refund any charge paid by the customer for the test; and refund or credit any amount overcharged in accordance with clause 8.8.2. The customer will meet the costs of the test if the meter is shown not to be inaccurate in accordance with clause 5.5.4. 5.5.4 A copy of the test report will be provided to the customer within 5 days of Coliban Water receiving the test report. Page 9
5.6 Estimated meter readings (pipeline and storage) 5.6.1 Coliban Water will endeavour to ensure that all metered supply customers have an actual meter reading quarterly. 5.6.2 However, Coliban Water may estimate the reading if the meter is inaccurate as set out in clause 5.5.4. 5.6.3 In estimating the reading, Coliban Water will base the estimate on the customer s usage history at the property (if available) and using any method specified under the Water Act 1989. 6. Responsibilities for maintenance 6.1 Coliban Water Coliban Water is responsible for maintaining all channels, drains, weirs, dams, pipes and fittings that form part of Coliban's rural water supply system, and for maintaining a free flow of water within the supply channels and pipelines. 6.2 Customers The property owner is responsible for maintaining all private channels and extensions from the point of connection to Coliban Water's rural water supply system (that is, from the outlet on the Coliban channel, pipeline or storage). This may include some channels and road crossings outside their own property. The customer is responsible for maintaining a free flow of water from the upstream side of the outlet point to their property during water delivery. Coliban Water will not be responsible for water losses from the point at which the water passes out of Coliban Water s channel / pipeline and into the customer's outlet. Customers may contact Coliban Water on 1300 363 200 to obtain further details of the system boundaries and their responsibilities. Note: Coliban Water uses herbicides such as glyphosate when undertaking routine channel maintenance. Any customer who has concerns about the sensitivity of their farm produce to such chemicals, should contact the Customer Service team on 1300 363 200 to register their concern and discuss their options. 6.2.1 The property owner may be required to undertake maintenance work under the Water Act 1989. 6.2.2 Under circumstances specified in the Water Act 1989, Coliban Water may deliver notice to a property owner requiring the property owner to: maintain works on the property; remedy a contravention of the Act or a requirement made by Coliban Water under the Act 6.2.3 If the property owner fails to comply, the Water Act 1989 provides that Coliban Water may take the action specified in the notice and charge the owner the reasonable costs for which the owner is responsible. 6.2.4 The time for compliance specified in the notice given to a property owner to take the action specified will be reasonable, and not less than 48 hours after the notice has been delivered. Page 10
6.3 Building work by the customer 6.3.1 Under the Water Act 1989, customers must not, without the prior consent of Coliban Water, undertake any building or construction work: which may interfere with Coliban Waters water supply or wastewater systems; over easements for water supply, wastewater or drainage purposes; over, or next to Coliban Water's water supply and wastewater systems. 6.3.2 Customers may apply to Coliban Water for permission to install an 'occupation crossing' in or over the channel system. Specific guidelines apply. Coliban Water reserves the right to remove, without notice, any illegal occupation crossings placed in or over the channel system. 6.4 Altering connections Under the Water Act 1989, customers must not alter any works connected to Coliban Water's works without Coliban Water s consent. 6.5 Damage and illegal work Coliban Water is not responsible for any: damage caused by a customer, or illegally connected services. 7. Conserving water 7.1 Reducing licence capacity Reducing the amount of water used will reduce a customer's usage charges. Where customers experience a reduced requirement for water relative to their Licence entitlement, they may consider selling their excess entitlement on the open market (either as a permanent or a temporary transfer), or relinquishing the excess entitlement to Coliban Water. By reducing their Licence entitlement, capacity charges will be reduced. 7.2 Recycled Water Coliban Water may supply customers with recycled water, which must comply with any standard set by the Environment Protection Authority. Customers will be advised when use of recycled water is proposed for a specific rural water supply season, before the start of the season. 8. Coliban Water s charges and methods of billing 8.1 Liability for charges The property owner is liable for all access, capacity, outlet and volumetric (water usage) charges. When all or part of a Licence capacity is temporarily transferred, the owner of the Licensed volume is billed for Capacity and Access charges, while the receiver of the temporarily transferred volume pays the Volumetric charge for the amount of water that they use. Page 11
8.2 How charges may be varied Coliban Water's charges can be varied from time to time, but only in accordance with the Water Act 1989. These charges include: Access charges (channel, pipeline or storage), which reflect the capital cost of maintaining the rural supply system; Capacity charges, which reflect the cost of storing water equivalent to each licence entitlement; Volumetric charges, which relate directly to the volume of water delivered; Additional outlet charges (1st outlet is free of charge). 8.3 Notification of price changes 8.3.1 Coliban Water will notify customers of any change in charges as soon as practicable after the decision to make the change has been taken, or with their first bill after the change. 8.3.2 Coliban Water may also place a notice in the local paper detailing any change in the charges, before any change takes effect. 8.4 When bills are sent 8.4.1 Rural water supply services customers will be billed quarterly for access, capacity charges, and volumetric charges. The volume of water billed is measured at the outlet from Coliban Water's supply channel, or at the meter from the pipeline. 8.4.2 In the event of drought and consequent restrictions in water availability, customers will pay a percentage of the capacity charge that reflects the declared availability of water in February of the relevant water season. (For example, if the declared availability in February is 70%, customers will only be required to pay 70% of their usual capacity charges.) Adjustments in billing will be made at the next account after the February declaration. [The only exceptions to this condition are customers on the Ellesmere and Neilborough channels who, due to the nature of their rosters either being complete by, or running through, February, could be disadvantaged by a February declaration. Their capacity rate for billing purposes will be taken as the percentage declared available on January 15 of any year where restrictions are imposed due to drought conditions.] 8.5 How bills are sent 8.5.1 Coliban Water must issue a bill to: the customer at the address nominated by the customer where the customer has made a written request of Coliban Water to do so, the customer's agent at the address specified in the request; or a person authorised to act on behalf of the customer at the address specified by the person. 8.5.2 If a customer has not notified Coliban Water of an address, the bill will be sent to: the address of the property at which the charges in the bill have been incurred; or the customer's last known postal address. Page 12
8.6 Information on the bill 8.6.1 Subject to clause 8.1, Coliban Water must separately itemise the following charges on any bill issued: service charges (access and capacity) for provision of a water supply; a volumetric charge; any other charge in connection with the provision of water, such as a charge for services provided, either at the request of the customer or due to the failure of a customer to perform an obligation under this Charter. 8.6.2 Coliban Water will include the following information on each bill for all customers: the customer's contact details (as specified in 8.5) and account number, the name of the channel/pipeline servicing the customer's property and number of outlets on the License; the amount the customer is required to pay; the date by which the customer is required to pay; the ways in which customers can pay the bill and information about help which may be available if a customer is experiencing difficulties in paying; a telephone number for enquiries about the bill and a 24hour emergency service number, and any outstanding credit or debt from previous bills and the payments made by the customer since the last bill was sent. 8.6.3 Subject to clause 8.6.4, Coliban Water must display on each quarterly bill a graphical illustration of the customer's current water usage and, to the extent that the data is available; the customer's usage for each billing period over the past 12 months; a comparison of the customer's usage with the customers usage for the same period of the previous year. 8.6.4 Coliban Water need not include a graphical illustration on a quarterly bill; when it is the customers first bill; or where there is nil or very low usage. 8.7 Undercharging 8.7.1 Subject to clause 8.7.2, where Coliban Water has undercharged a customer as a result of Coliban Water's error, it may recover from the customer the amount undercharged. 8.7.2 Where Coliban Water proposes to exercise its right to recover an amount undercharged as a result of its error, Coliban Water must; limit the amount to be recovered to the charges undercharged in the 12 months prior to the customer's last bill; list the amount to be recovered as a separate item in a special bill or in the next bill in the customers billing period together with an explanation of the amount; not charge the customer interest on the amount; and if the customer requests it, allow the customer time to pay the amount undercharged in agreed instalments, up to a period equal to the period in which the undercharging occurred, to a maximum period of 12 months. Page 13
8.7.3 Where Coliban Water has undercharged a customer as a result of the customer's illegal use of water, Coliban Water may; estimate the usage for which the customer has not paid; take debt recovery action for the unpaid amount; take action in accordance with clause 10.2. 8.7.4 Notwithstanding clause 8.7.3, Coliban Water may exercise any other rights available to it if a customer's illegal use of water is detected. 8.8 Overcharging 8.8.1 Where a customer has been overcharged as a result of an error by Coliban Water, Coliban Water must; inform the customer accordingly within 10 working days of Coliban Water becoming aware of the error, and pay the amount in accordance with the customer's instructions. 8.8.2 If the customer has been overcharged as a result of an inaccurate meter (see clause 5.5) Coliban Water will refund or credit any amount overcharged in accordance with clause 8.8.1. The amount will be calculated by assuming that the meter was reading high during the customer's current billing period and previous billing period. 8.8.3 No interest shall accrue to a credit or refund as a result of overcharging. 8.9 Statement of outstanding usage charges 8.9.1 A customer on a pipeline with a metered outlet may request a special meter reading and an additional bill outside the normal billing cycle. 8.9.2 Coliban Water may calculate the outstanding charges by: reading the meter on the customer's property, on payment of a fee as set out in Coliban Water's Schedule of Charges; or where a meter reading cannot be obtained by the specified date, estimating the charges based on the customer's historical usage data at that property (where available). An estimated bill will be provided at no cost to the customer. 8.9.3 When a special meter read is undertaken for a pipeline customer, and an additional bill raised, Access and Capacity charges will also be levied for the relevant period of the new account. 9. Paying the bill 9.1 When payment is due 9.1.1 A customer must pay the amount set out in a bill within 28 days of receiving the bill. 9.1.2 A customer is assumed to receive a bill 2 working days after Coliban Water sends it to them in accordance with clause 8.5. Page 14
9.2 How payment can be made 9.2.1 Coliban Water must offer the following payment methods and may, at its discretion, offer additional methods; in person at a network of agencies or payment outlets; by mail; by direct debit under a payment arrangement agreed by the customer, Coliban Water and the customers bank. 9.2.2 Where a customer is to be absent for a long period (e.g.: on a holiday or due to an illness) and is unable to arrange payment by one of the above methods, Coliban Water must also offer; payment in advance facilities; and redirection of the customers bill as requested by the customer in writing. 9.2.3 A customer may provide Coliban Water with their credit account details (by phone or in person) in order to make a single payment of one instalment or a full account. Coliban Water will only use the information provided for a single transaction, as agreed with the customer at the time. 9.3 Concessions 9.3.1 Customers are eligible for State Government funded concessions for their service charges and/or usage charges where liability to pay exists under clause 8.1, if they hold one of the following recognised concession cards: a pensioner concession card a health care card a health benefits card a dependent treatment entitlement card (for war widows), or a personal treatment entitlement card, including the TPI category; and the rural property supplied under Licence is the customer's principal place of residence. 9.3.2 Coliban Water will ensure that concessions will be credited to a customer's account, within 24 hours of sighting the original card or receiving a copy. The concessions only allow for a capped amount to be applied to an account in each year. 9.3.3 Coliban Water will deduct concession entitlements from the Volumetric component of the account in the first instance, then from the Access component (if entitlement has not been fully utilised). 9.3.4 Customers should contact Coliban Water on 1300 363 200 for more details. (On request, information about concessions will be provided in languages other than English.) 9.4 Payment difficulties 9.4.1 Coliban Water will provide information to customers on programs that are available to help people having payment difficulties, where there is evidence of hardship, or on request. Page 15
9.4.2 This will include information on programs to: establish an alternative payment arrangement, including an arrangement to: pay an agreed amount by instalments as set out in clause 9.5 pay the bill in instalments directly from a bank account (see clause 9.6) defer the payment date for some or all of the amount owed; or redirect the bill to another person for payment, provided that person agrees in writing and Coliban Water agrees; provide once off Government funded financial assistance in case of illness or other hardship, following an assessment of needs, under the Water Rates and Charges Relief Grants Scheme; grant government funded concessions to eligible customers (see clause 9.3); or refer the customer to a no cost and independent financial counsellor, and include information enabling the use of interpreter services at no cost to the customer. 9.5 Paying by instalments 9.5.1 Customers may pay their bills by instalments if they are having difficulties paying, or are in arrears. 9.5.2 Coliban Water may ask a customer who is in arrears to pay by instalments. Depending on the level and age of the debt, Coliban Water may limit the amount of water available from the rural supply. 9.5.3 In either case, Coliban Water will offer the customer an instalment plan which is consistent with the customer's capacity to pay, but will generally aim to arrange an instalment plan no greater than 12 months in length. 9.5.4 Coliban Water is not required to offer a customer an instalment plan: if the customer has, in the previous 12 months, had 2 instalment plans cancelled due to non payment. In such a case, Coliban Water is required to offer another instalment plan only if the customer provides reasonable assurance to Coliban Water that the customer will comply with the plan; or if the customer has the capacity to pay their bills and any arrears without an instalment plan where a customer defaults on 3 payment arrangements in total. 9.5.5 Under an instalment plan, the customer pays an amount each instalment period (usually fortnightly). 9.5.6 Coliban Water will confirm the offer in writing and will: state a period over which the customer will pay by instalments, but generally no greater than 12 months; specify an instalment amount which will fully pay the customers estimated and/or arrears amounts over that period (even though the customer will be in credit or debt for some of that time because of seasonal changes in water consumption); and state how the amount of the instalments is calculated. 9.5.7 Coliban Water may compare the actual bills of a customer who is paying by instalments with the estimated bills on which the instalment amounts are based. Page 16
9.5.8 If the differences between the actual and estimated bills mean the customer will be significantly in credit or debt at the end of the plan, then Coliban Water will offer the customer options which should ensure that the customer's account is in balance at the end of the plan. These options may include a: refund, one off extra payment by the customer, or changed instalment amount. 9.5.9 Coliban Water is required to have regard to the requirements to the Consumer Credit Code in negotiating terms and payments of any agreement with customers. 9.6 Direct debits 9.6.1 A customer may ask or agree to pay Coliban Water directly from a bank account or any other method as may be permitted from time to time by the banking industry (whether or not by instalments). The amount (which may include the full bill or an agreed instalment) and frequency of those payments will be as agreed by the customer and Coliban Water in writing. 9.6.2 No other amount will be deducted unless the customer gives express written agreement. 9.6.3 Coliban Water will not require customers to agree to direct debit as a condition of their water supply. 9.7 Collection cycle 9.7.1 All reasonable efforts will be taken by Coliban Water to provide assistance to customers with payment difficulties during the collection cycle. 9.7.2 If a customer fails to pay by the date set out in the bill (refer clause 8.6.2), Coliban Water or an authorised agent working on behalf of Coliban Water will send a second bill or notice which will state information on assistance available as set out in clause 9.4. 9.7.3 If a customer fails to pay within 5 working days of receipt of this second bill or notice, a further notice will be sent which: specifies the assistance which is available; advises that the bill is overdue and must be paid for the customer to avoid legal disconnection or restriction action; and cautions that, if legal, restriction or disconnection action is taken, a customer may incur additional costs relating to the fixing of a restricting device (where metered), disconnection or in connection with the legal actions taken. 9.7.4 Legal action or disconnection of the water supply will not occur unless: at least 28 working days have elapsed since issue of the first bill referred to in clause 8.6 has been sent; the customer has been sent information on programs that are available to help people with payment difficulties (refer clause 9.4); the amount outstanding is greater than $200.00; and an authorised person, on behalf of Coliban Water, has attempted to make further contact with the customer about the non-payment by means of a visit, telephone call or mail and, in the case of disconnection, the customer has been notified of the date of the proposed disconnection; and Page 17
the customer has been offered an instalment plan or other alternative payment arrangement consistent with the customer's capacity to pay as set out in clause 9.5, and has failed to respond or refused to agree to it; or the customer has agreed to an instalment plan or other alternative payment arrangement consistent with the customer's capacity to pay, but has failed to comply with the arrangement and failed to pay the amount owed. 9.7.5 For the purposes of this clause, customers are deemed to receive a brochure, bill or notice 2 working days after Coliban Water sends it. 9.7.6 Disconnection will not occur unless all other avenues to resolve outstanding debt have been utilised. However, restriction in availability of full Licence entitlement may be applied. 9.8 Charge for dishonoured payments If a customer pays Coliban Water's bill: by cheque, and the cheque is dishonoured; or by a direct debit from a bank account, and insufficient funds are available, except in circumstances where Coliban Water knows a customer is receiving a Government pension or benefit and late payment of that pension or benefit has occurred; then Coliban Water may charge the customer the administrative fee charged by its bank. 10. Restriction or disconnection of water services 10.1 For non-payment 10.1.1 If a customer does not pay an amount owed to Coliban Water, then Coliban Water may discontinue the supply of water to the customer. 10.1.2 Coliban Water must not take action to discontinue the supply of water unless it has taken the steps detailed in 9.7. 10.1.3 Exceptions. Coliban Water will not discontinue a customer's rural water supply if: the amount owed by the customer is less than $120; if the customer has contacted Coliban Water to establish a payment arrangement; the customer is eligible and has lodged a claim for a Government funded concession, but has not yet been granted the concession; the customer has applied for a Utility Relief Grant or a Water Rebate and the claim has not yet been decided; there is a dispute between the customer and Coliban Water about the amount unpaid which has not been resolved as set out in clauses 14.5 and 14.6. However discontinuation of supply may result if the customer does not pay any amount which is not in dispute. 10.2 For other reasons 10.2.1 Coliban Water may discontinue the supply of water to a customer if: Page 18
Coliban Water believes that private works for the supply of water to the customer are inadequate or not properly constructed or maintained, and has given the property owner notice to repair or carry out maintenance on those private works, and the notice has not been complied with; or the customer has breached any provision of the Water Act 1989 dealing with the use or taking of water, or has refused entry onto the property to an employee or contractor of Coliban Water who was investigating such a breach. 10.2.2 Coliban Water may discontinue service to a property from its system if the owner or owner/occupier has failed to comply with a notice from Coliban Water to remedy a breach of the Water Act 1989, or any other relevant legislation or regulations. 10.3 Other restriction issues 10.3.1 Where Coliban Water discontinues the supply of water, customers will be unable to access any of their Licence entitlement. 10.3.2 If a customer's water supply has been discontinued, Coliban Water will restore the service following: payment of bills for which the discontinue of service occurred; or agreement with the customer on how those bills will be paid; or rectification of the reason for the discontinue of service; and payment of any appropriate fee set out in the Schedule of Charges. 10.3.3 Where: the customer's supply has been discontinued for more than 30 days; there is outstanding debt greater than $1000; and all reasonable attempts have failed to secure payment of the outstanding amount (or reach an agreed payment arrangement). the authority may suspend the customer's License for a period of up to 12 months. 10.3.4 Where a customer has had their Licence suspended for non payment of outstanding fees, Coliban Water will reinstate the Licence and restore the customer's service as per clause 10.3.2. 10.3.5 once the outstanding debt, all legal charges, and the appropriate administrative fee have been satisfied in full. 10.3.6 Coliban Water will restore the customer's service within 24 hours of payment, (provided water is available in the appropriate channel section at that time). 11. Works by Coliban Water Coliban Water will attempt, where possible, to undertake maintenance and upgrade works outside of the rural season. However, at times maintenance or urgent repairs may have to be undertaken during the season, which could result in disruption of supply to customers. Page 19
11.1 Customer notice for planned works 11.1.1 Coliban Water will sometimes need to carry out planned construction or maintenance works. 11.1.2 Coliban Water will provide 7 working days notice to customers whose properties are likely to be affected by these works. 11.2 Notice in emergencies 11.2.1 In an emergency, Coliban Water has the right under The Water Act 1989 to enter properties without notice, although where possible customers will be informed. 11.2.2 Coliban Water also has the right to enter properties to inspect or maintain Coliban Water's rural water supply system. 11.3 Contribution to new works Where Coliban Water intends to build a new outlet at a property owner's request, the cost of that outlet construction will be billed to the property owner. 12. Entry onto customer s property by Coliban Water 2.1 Reasons for entry Under the Water Act 1989, a customer is required to allow Coliban Water to enter their property: to inspect, read, test or replace the meter, carry out planned works, inspect new connections, after existing connections, or discontinue the water supply in accordance with sections 10 and 5 of this Charter, in an emergency; to inspect works or make any test to find out whether the Water Act 1989 is being complied with. 12.2 Customer notice 12.2.1 Under the Water Act 1989, Coliban Water must give customers 5 days notice of entry onto their property for works, except in an emergency or if the customer consents to a shorter time. 12.2.2 However, no notice is required for meter readings or routine rural channel operations/maintenance. 12.2.3 Customers are requested to advise Coliban Water of any concerns relating to crop sensitivity to herbicides or other special needs. 12.3 Times of entry Under the Water Act 1989, Coliban Water must not enter residential properties outside the hours of 7.30am to 6pm unless: the occupier consents; Page 20
Coliban Water has reasonable grounds for believing that the Water Act 1989 is not being complied with by the occupier, or an emergency exists. 12.4 Impact on customers' properties Under the Water Act 1989, Coliban Water is required to ensure that, where its employees or contractors enter a customer's property, they: cause as little harm or inconvenience as possible; only stay on the property for as long as is reasonably necessary; remove all rubbish and equipment they have brought onto the property, and leave the property, as nearly as possible, in the condition that they found it. 12.5 Keys held by Coliban Water or contractor Where Coliban Water or its contractors hold keys to a customer's property, these will be held in safe custody and returned when the customer notifies Coliban Water of their vacation of the property. Entry points of properties (including gates) will be left as found. 12.6 Identification Employees or contractors of Coliban Water will carry identification that will be produced or displayed at the time of entering a customer's property. 12.7 Notifying Coliban Water of dangers Customers are required to advise Coliban Water's employees and contractors of anything on their property that they know could be dangerous to the employees or contractors, such as a savage dog. 13. Consultation and information 13.1 Involving customers in service planning Coliban Water will establish and maintain forums to enable the contribution of community expertise and advice to Coliban Water's service planning and decision making process. 13.2 Customer survey 13.2.1 Coliban Water will survey a representative sample of rural customers about the performance of Coliban Water at least once each year. 13.2.2 The results will be published annually by Coliban Water. 13.3 Requests for information 13.3.1 Coliban Water will respond to requests for information consistent with normal commercial practices and in the time specified in clause 14.2. 13.3.2 On request Coliban Water will provide a customer, or their representative with written authorisation, with copies of any documents it has concerning the customer's billing history and, subject to clause 13.3.3, which are reasonably available. Page 21
13.3.3 Coliban Water will ensure that the last three years of a customer's billing history (volume of water used, charges and payments) is stored in such a way that information can be provided quickly and at no cost to the customer during a phone enquiry. 13.3.4 Coliban Water will provide copies of the following materials to customers on request: this Charter, the results of the customer survey referred to in cause 13.2; educational material about water conservation; current Schedule of Charges, including prices as per clause 8.2.1 current lists of local offices and emergency telephone numbers; and materials for customers with special communication needs, providing information about this Charter and Coliban Water's rural water supply service. 13.3.5 Under the Water Act 1989, any person may obtain an information statement in relation to any customer's property, on payment of an application fee to Coliban Water. 13.3.6 The information statement will specify: any encumbrances and outstanding orders relating to the property; and any outstanding amounts owed to Coliban Water, inclusive of charges for the billing period then in operation. 13.4 Privacy 13.4.1 Coliban Water is committed to the principles of the Information Privacy Act 2000, and will only collect personal information about customers for the purpose of providing rural water services, and for undertaking relevant market research. (Coliban Water does not sell lists of customer details to third parties for any purpose.) Coliban Water is obliged to keep customer information confidential; consistent with guidelines issued by the Office of the Regulator General. 13.4.2 If a customer wishes to provide access to their billing information to a third party, Coliban Water requires both parties to complete, sign and lodge an "Authorised person" form. Until such documentation is received, account details can only be discussed with account holders listed on our billing system. 13.4.3 Further information on Coliban Water's obligations can be obtained by contacting 1300 363 200. 14. Enquiries, complaints and dispute resolution 14.1 Phone enquiries 14.1.1 A customer may telephone Coliban Water on 1300 363 200 between 7.30am and 5.30pm Monday Friday business hours to enquire about a bill, payment options, concession entitlements or other information about Coliban Waters services. 14.1.2 An emergency after hours service operates on 1300 363 200 between 5.30pm and 7.30am, and on weekends. Page 22
14.1.3 The customer will be given prompt, courteous and helpful replies and will be told the name of the person who is handling the enquiry. 14.2 Written enquiries 14.2.1 Customers may also make written enquiries. The preferred address for these is Box 2770, Bendigo Delivery Centre, VIC 3554. 14.2.2 If a customer asks for a written reply, Coliban Water will send one to the customer within 5 working days of receiving the enquiry. The reply will either: deal with the substance of the enquiry; or tell the customer when they will receive such a reply, if the enquiry is a complex one. 14.2.3 If a customer does not ask for a written reply, Coliban Water may answer the enquiry by a telephone call, within 5 working days of receiving the enquiry. 14.3 Complaints 14.3.1 If a customer has a complaint, the customer should first contact the Customer Service area of Coliban Water, either in writing at Box 2770 Bendigo Delivery Centre, VIC 3554, or by telephone at 1300 363 200. 14.3.2 The complaint will be handled according to the procedure for enquiries, as set out in clauses 14.1 and 14.2. In its reply, Coliban Water will inform the customer of Coliban Water's conclusions and the reasons for those conclusions. 14.4 Complaints review 14.4.1 If a customer is not satisfied with Coliban Water's response to a complaint, they may have the complaint referred to an appropriate manager for review. 14.4.2 If the customer is still not satisfied with the response, a senior manager of Coliban Water will review the complaint. That manager will ensure that the complaint has been properly investigated and that the final decision has taken into account the customer's rights and obligations. 14.4.3 A review of a complaint will be handled according to the procedure for enquiries, as set out in clauses 14.1 and in its reply, Coliban Water will inform the customer of Coliban Water's conclusions and the reasons for those conclusions, including details as to the legislative or policy basis for the conclusions, if appropriate; and any external dispute resolution forum through which the customer can pursue the complaint, such as the Energy and Water Ombudsman, the Office of Fair Trading and Business Affairs, the Small Claims Tribunal, the Victorian Civil & Administrative Tribunal, the Environment Protection Authority, or the courts. Customers who remain dissatisfied with Coliban Water's resolution of a complaint may lodge a complaint with the office of the Energy and Water Ombudsman (Victoria) by calling 1800 500 509. Page 23
14.5 When a dispute may be resolved A dispute may be considered to be resolved if: Coliban Water has Informed the customer of its decision on the customer's complaint and the outcome of any review, as set out in clauses 14.3 and 14.4, and 10 working days have passed during which time the customer has not: sought a further review as set out in clause 14.4; or lodged a claim in an external dispute resolution forum; or the customer has lodged a claim in an external dispute resolution forum, and the claim has been finalised. 14.6 Billing disputes 14.6.1 If a complaint involves a dispute over an amount of money to be paid by a customer, Coliban Water will not seek this amount from the customer unless the dispute has been resolved in favour of Coliban Water, as set out in clause 14.5. 14.6.2 The customer must pay any other amount owed to Coliban Water, which does not directly relate to the complaint 14.7 Record of complaints Coliban Water will keep a record of all customer complaints and its responses to those complaints. 14.8 Complaints by Coliban Water 14.8.1 If Coliban Water believes a customer has failed to perform their obligations under this Charter, it will try in good faith to resolve any dispute directly with the customer. 14.8.2 If, after doing so, Coliban Water still believes the customer is in breach of this Charter, it may be able to take enforcement action under the Water Act 1989 and in the courts. 15. Service standards and compensation 15.1 General service and product standards Coliban Water will comply with its general obligations under the Trade Practices Act, 1974 and will provide any services under this Charter with due care and skill. Any materials provided by Coliban Water in connection with those services will be reasonably fit for the purpose for which they are provided. 15.2 General right to compensation 15.2.1 If Coliban Water breaches this Charter or otherwise fails to perform its functions adequately, and a customer has suffered any financial loss as result, then the customer may have a right to claim compensation or seek rectification from Coliban Water. 15.2.2 In such cases, the customer's right to compensation may arise under this Charter, the Water Act 1989, the Fair Trading Act 1984, the Building Act 1993 or the Trade Practices Act 1974. Page 24
16. Definitions Allocation means the amount of water allotted (entitlement) to a specific Licence to Take and Use Water. This is usually the full capacity on the Licence, but in times of drought and subsequent restrictions on access to rural water capacity, will be deemed to be the percentage allowed under the restriction as specified at the time. Arrears mean an amount of money owed to Coliban Water by a customer. Billing Period means any period for which a customer's bill was calculated. Bursts or Leaks means an unplanned event in which water is lost which is attributable to failure of a pipe, hydrant, valve, fitting or joint material regardless of cause. Channel means a (generally) open drain through which Coliban Water supplies customers on the rural system with raw water. Copy of Record is a copy of the rural licence as held in the Victorian Water Register. Private channel means the drain through which customers take water from the outlet structure on Coliban Water's channel system for delivery to their property. Complaint means a written or verbal expression of dissatisfaction about an action, a proposed action, or a failure to act by Coliban Water, its employees or contractors. This includes failure by Coliban Water to observe its published policies, practices or procedures. (See also the definition below of enquiry) Drought means a prolonged period of low rainfall resulting in an actual or potential water shortage. Enquiry means a written or verbal approach by a customer, which can be satisfied by providing written or verbal information, advice, assistance, clarification, explanation, or referral about a matter. Failure to comply with an instalment plan means that two previous payments are outstanding from a due payment notice. Information Statement is a document which is issued upon receipt of an application in writing, and accompanied by the appropriate fee, that gives details of any encumbrances affecting the land, any works that are required to be carried out or any relevant tariff or other charge including any amounts outstanding. Interruption means, in the case of a customer's water supply, a total loss of water by Coliban Water to the customer. Maintenance includes repair and replacement. Meter Assembly means the apparatus consisting of a water meter, stop valve, strainer and any additional valves, but does not include a backflow prevention device which has been installed downstream of the outlet of the meter. Minister means the Minister administering the Water Act 1989. Pipeline means a pipeline that supplies raw water to customers who hold a Licence to Take and Use Water. Access from such infrastructure is generally by means of a meter at the outlet point. Person includes a body or association (corporate or unincorporated) and a partnership. Planned interruption means an interruption that is caused by Coliban Water to allow planned maintenance or augmentation to be carried out, and involves a disruption of service to the customer. Planned works means the carrying out of any water supply service works, including surveying and associated work for new property developments, which are planned, scheduled or known about in advance by Coliban Water. Such works may also result in planned interruptions. Private Works are works carried out to water transportation infrastructure that do not fall under Coliban Water's responsibility. Reasonable assurance means, in relation to a customer's offer to pay, a fair and reasonable expectation (based on all the circumstances leading to, and which are anticipated to follow, the offer) that the customer will meet the terms of the offer. Page 25
Rural Customer has the meaning given in clause 2. 1. Serviced property means a property that is covered by a Licence to Take and Use Water from Coliban Water's rural supply system, and to which supply of water from Coliban Water's channels, pipelines or storages is possible. Under each Licence, the area serviced is specified by reference to title details. The Office means the Office of the Regulator General established under the Office of the Regulator General Act 1994. Transfers (Temporary and Permanent) mean the permanent sale or temporary transfer of rights under the Licence to Take and Use Water. Permanent sales of all or part of Licence entitlement vest rights in the purchaser upon approval of the transfer by Coliban Water. Temporary transfers apply only to the current rural water season, and can only be made between existing Licence holders, upon the approval of Coliban Water being granted. Unplanned interruption means an interruption which is caused by a fault in Coliban Water's system or a fault which is the maintenance responsibility of Coliban Water as set out in Part 11 of this Charter. Water Act 1989 includes all amendments to, and any regulations made under, that Act. Water supply services mean the functions described in Section 163 of the Water Act 1989. Working days means normal work days (Monday Friday) where working days is not specifically mentioned the reference will be to any day of the week (Sunday Saturday). Page 26
rural customer charter General Enquiries: 1300 363 200 (8.00am to 5.30pm, Monday to Friday) Facsimile: 03 5434 1341 Website: www.coliban.com.au Email: coliban@coliban.com.au Postal Address: Coliban Water PO Box 2770 Bendigo Delivery Centre Victoria 3554 Office Address: 37-45 Bridge Street Bendigo Victoria 3550