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Council votes to stop mailing separate late-penalty notices for water bills; staff to expand digital alerts
Summary
Council approved discontinuing routine mailing of separate late-penalty notices for overdue water bills to cut costs and because many mailings are returned undelivered. Staff reported mailing 10,115 late-penalty notices last year at about $8,800 in postage and supplies, sending 8–900 notices monthly and disconnecting roughly 50 accounts monthly;
The El Campo City Council approved a motion to discontinue routine mailing of separate late-penalty notices for overdue water bills and directed staff to expand digital notification options.
Staff presenting the item said the city mailed 10,115 late-penalty notices over the past year at a cost of about $8,800 for paper, envelopes and postage (not including staff time). Utility staff reported that many notices are returned as undeliverable; the presenter said returned mail included postmarks ranging across months and that notices sometimes arrive months late.
The presenter recommended discontinuing routine mailed late-penalty notices and pursuing electronic alternatives such as email, online account alerts, automated calls or text messages. The presentation included per-call pricing for automated calls at roughly $0.10 per call; staff estimated 800 calls would be about $80 per month (about $960 annually), far less than the present mailing cost.
The presenter also told council the utility currently sends between 800 and 900 late notices per month and disconnects about 50 accounts monthly. Staff said many customers have switched to electronic billing after losing regular mail delivery.
Council discussed making an insert on the regular bill to make late-payment penalties clear, using robocalls or texts while documenting delivery, and ensuring the city’s contact information is up to date so field crews can leave door hangers when necessary. A councilmember moved to eliminate mailing separate late-penalty notices and the motion passed by voice vote. Staff said they will implement an outreach plan, roll out the digital-notice options this month and report back in quarterly reports.
