Bellbrook council adopts temporary utility‑billing procedures amid USPS delays

Councilwoman Catherine Cyphers introduced Resolution 2025‑R‑11 at the April meeting, a measure authorizing the city manager to develop and implement modified penalty and billing procedures for utility billing in response to unanticipated delays in U.S. Postal Service delivery.

Rob (city manager) told council staff had observed an "extraordinary amount of late payments" in the most recent billing cycle and that mail delivery times that had been 5–7 days were, in some instances, extending to 11, 14 and once 17 days. Rob said the city will implement a short administrative change to reduce the chance that timely‑mailed payments are assessed late penalties: "We're going to extend that by 5 days. And instead of 20 days after the billing time to send notice of delinquency, we're gonna back that up 15 days for that 5 day grace period after the bill being due so that notice goes out." (Rob, paraphrased and quoted where verbatim in transcript.)

Rob explained the operational effect: the city will add a five‑day grace to the due date handling and move the delinquency/notice schedule to avoid issuing 10% late penalties on payments that a resident mailed on time but that arrived late due to postal delays. He also said the city is encouraging customers to register for emailed bills (online billing) so they receive near‑immediate notice of charges while still allowing paper bills for those who prefer them.

The resolution cites Bellbrook Codified Ordinances section 10.42.04 and authorizes temporary modifications to billing procedures; it is intended as an administrative accommodation while staff evaluates whether an ordinance change is necessary. The council voted to adopt Resolution 2025‑R‑11; the roll call vote was recorded as unanimous and the resolution "takes effect and be enforced forthwith."