Water Policy & Forms
Updates to Water Policy: 10/11/18 -- The first sentence under "Disconnection of Water/Sewer Service" has been clarified to say that charges are delinquent if they remain unpaid 5 days after the 20th of the month. The original policy said that charges unpaid for more than 30 days after the billing date were delinquent, but it is the same amount of time. The Village Board has approved this language change.
The Village of Williamsville administers water and sewer services for both the Villages of Williamsville and Sherman, including some surrounding areas. These services include water and sewer taps for new construction (Sherman handles sewer taps within the Village of Sherman), billing and payments for usage. This policy is intended to communicate the guidelines for these residential services.
Any water/sewer questions should be directed to the Village Office at 217-566-3806 or email us at [email protected]. Office hours are Monday through Friday, 7:30 a.m. to 3:30 p.m. and we are closed from 11:30 a.m. to 12:30 p.m. We also maintain a website which may be helpful for additional information about the Village: www.williamsville.illinois.gov.
Generally speaking, the Village is responsible for maintaining water and sewer lines up to and including the meter. Maintenance of the water and sewer lines from the meter to the house is the responsibility of the homeowner.
Water/Sewer Taps
New Commercial Construction: Builders must complete a water tap form (Attachment A) prior to the installation of a water meter. Estimates may be given for the project by the Water Department, but these are intended to be for planning purposes only. Costs will be calculated when the water tap form is completed and turned in at the Village of Williamsville. The cost will cover the meter and installation. Please allow at least three weeks after the date the form is submitted and the tap fee is paid for your water meter to be installed. Any business which rents space in the building must pay a $200 deposit when the lease is granted.
New Residential Construction: Homeowners or builders must complete a water tap form (Attachment A) prior to the installation of a water meter. Costs will be calculated when the water tap form is completed and turned in at the Village of Williamsville. The cost will cover the meter and installation only and a $200 deposit will also be collected at the time the water tap form is submitted. Please allow at least three weeks after the date the form is submitted and fees are paid for your water meter to be installed.
For sewer service in Williamsville, installation is to be done at the customer’s expense and a $500 sewer tap fee applies for a 4 inch tap or $700 for a 6 inch tap.
Sherman Sewer service is through the Springfield Sanitary District. Please contact the Village of Sherman at 496-2621 for information on sewer service.
As a condition of applying for water and/or sewer service, customers agree and understand that they are liable for any and all repairs or maintenance to service lines and will hold the Village of Williamsville harmless.
Please refer to the “Water/Sewer Installation and Service Application” form for additional and more specific information regarding water and sewer taps.
Swimming Pools/Sprinklers/Theft
The Village does not waive sewer charges for customers installing and/or re-filling swimming pools. We can provide an estimate of the cost of filling a pool if you contact the Village Office. This estimate will include both water and sewer charges for the size of the pool.
Water taps may be purchased for a sprinkler system and there will be no sewer charges on sprinkler accounts. A non-refundable deposit of $200 will be collected at the time of the water tap. Customers are responsible for maintaining the sprinkler system and repairing any leaks in a timely manner. No adjustments will be made for sprinkler system leaks. Sprinkler accounts are active from April through October and customers will be billed during that time frame. If a customer intends to use the sprinkler beyond this time frame, they must contact the Village Office with the dates it will be used.
It is a criminal offense to tamper with a fire hydrant or water meter. The Village of Williamsville will press charges if this occurs.
Water/Sewer Deposits
New service requires the completion of a “Water Service Agreement” form (Attachment B) which must be signed and accompanied by a copy of the customer’s valid driver’s license or photo id. There is a $200 deposit required for new service for both homeowners and renters. Existing homeowners within the Williamsville water district, with a good payment history (see criteria listed below), will not be charged a deposit if they are moving within the district. They will, however, need to complete a Water Service Agreement for the new address.
For renters, water deposits will be held until the renter moves. Upon moving, the renter must notify the Village Office of a forwarding address. If they are moving within the district, the deposit will be transferred to the new account. If they are leaving the area, their final bill will be taken from the deposit and the balance will be sent to their forwarding address in the form of a check.
For homeowners, the water/sewer deposit will be held for a minimum of one year from the date the service agreement was completed and signed by the customer. At the end of one year’s time, the homeowner may contact the Village Office regarding a refund of the deposit. Refunding of deposits will not occur if there have been any of the following:
Deposit refund decisions may be appealed annually. If a deposit is not refunded, customers may contact the Village Office at the end of the 2nd year of service for re-evaluation. Deposits will not be refunded for sprinkler accounts until the homeowner moves or disconnects the system. We also reserve the right to collect a deposit that has been refunded if the account is no longer in good standing.
Non-payment of a water deposit will result in shut off of your water service.
Requested Disconnection Service
Customers requesting voluntary service disconnection (i.e., due to extended vacation or vacant house) will be charged $25 when the water is turned back on. This does not apply to delinquent accounts which were shut off due to lack of payment.
Disconnection of Water/Sewer Service
If charges for water/sewer service or penalties remain unpaid 5 days after the due date (20th of each month), the charges will be considered delinquent. The Village will send disconnect notices to the customer (and landlord, if applicable) with the past due balance and disconnection date. Village personnel will be available to discuss the charges on the account Monday through Friday from 7:30 a.m. to 3:30 p.m. Payment must be made (by the date indicated on the card) with cash, money order or via ePay service (on our website); personal checks will not be accepted. Water service will not be reinstated until the outstanding balance and disconnection fee has been paid in full. If your water is shut off, payment must be made by 3:00 p.m. that day to have the water turned back on that business day. Disconnection fees are $50 for the first offense and will increase to $100 if there is another offense within 12 months. A third offense within the 12 month period will result in a $200 reconnection fee. Water service reconnections will be made the next business day after payment is received. If reconnection is requested during non-business hours (7:30 a.m. – 3:30 p.m.), there will be an additional $75 fee.
Moving/Closing Accounts
Customers must notify the Village of Williamsville Office by phone, email or in person when they are moving into or out of property in the Villages. Water is not shut off at any addresses unless it has been requested by the customer or the landlord. Therefore, any water usage after the date of moving is still the responsibility of the previous renter or landlord.
Renters/Landlords
Landlords are responsible for notifying us when they sell or purchase property in the Villages and/or surrounding areas. They are also responsible for water/sewer charges incurred by renters that are left unpaid. The account must have a zero balance before service will be provided to new renters.
Billing
Water/sewer postcard bills are mailed near the last day of the month. If you haven’t received a bill by the 5th day of the month, please contact the Village for a billing amount. Payments are due on the 20th of the month or the first working day after the 20th of the month if it falls on a weekend or holiday.
Water/Sewer Payments
Customers may pay water/sewer bills via cash, check, money order or electronic payment and can mail or drop off payments at the Village Hall, 141 West Main, in Williamsville. The Williamsville State Bank and Trust, both Sherman and Williamsville locations, also will collect water/sewer payments if you pay via check or money order and have your bill stub attached. The bank will not accept payments after the due date (the 20th of the month). There is a direct debit option whereby the customer’s bank account (checking or savings) will be debited by the Village on the 20th of the month. A Direct Debit Authorization Form (Attachment C) must be completed along with a copy of a voided check. The date the direct debit will take effect depends upon the timing of the submission of the form and will be provided when the form is received at the Village. If sufficient funds are not available in a customer’s account on the 20th of the month, a non-sufficient fund (NSF) charge of $25.00 will be applied to the account. Customers may access the Direct Debit Authorization Form on our website at www.williamsville.illinois.gov.
Another electronic form of payment is available on the website as well. It is available using the ePay button on the website and you may use an American Express, Master Card or Discover Card to make a payment using ePay. There is a convenience fee that applies based upon the amount of the payment. This service is provided through the Illinois Treasurer’s Office and the convenience fee is not collected by the Village, but goes to the Treasurer’s Office.
Water Conservation
The Villages of Williamsville and Sherman buy water from the City of Springfield, and per our agreement with the City, are subject to the same water restrictions that may be implemented by the City during times of drought. These rules are increasingly restrictive based upon the water levels at Lake Springfield. When Springfield sets the mandatory restrictions, the Village Boards of Sherman and Williamsville will enact an ordinance with the same restrictions. The ordinances will be posted on the Village websites.
Foreclosures/Bankruptcies
It is the responsibility of the homeowner to notify the Village Office of foreclosure on a property. Upon foreclosure, it is our policy that the water meter be turned off as soon as the homeowner has moved out. This will eliminate the minimum billings for water/sewer service and will insure that the home is protected against potential leaks while it is empty. As soon as the property is taken over by the bank, mortgage company, or realty firm, the Village must be contacted by them with an address and contact person to put on the account. Failure to notify the Village of impending foreclosure may result in the water charges continuing after the homeowner has moved out.
An individual filing for bankruptcy has twenty days to provide the Village with “adequate assurance” that they will pay the future utility bills. If the individual does not provide this assurance, the Village can then shut off the service. The individual must sign an agreement with the Village or there should be a court order before the twenty day period has passed. “Adequate assurance” includes the signed agreement with a deposit of $300 in the form of cash, certified check or money order. This deposit will be refunded to the customer when the water/sewer account is closed out and any remaining balance is paid. Failure to notify the Village of impending bankruptcy may result in the water charges continuing after the homeowner or renter has moved out.
Liens
Any charges for water/sewer service that are delinquent at a foreclosed upon or bankruptcy property will constitute a lien upon the premises. The Village Clerk will file a lien on the property with the County Recorder of Deeds. A copy of the statement of lien will also be mailed to the customer or the owner of the property.
Disputes
Village Office staff will be available at all reasonable times to receive and consider disputes of any customer, applicant, or user relative to an account for water/sewer service. The customer, applicant, or user shall be advised of the customer’s right to have the dispute reviewed by the Water and Sewer Committee of the Village Board which is charged with oversight of the water/sewer services if the dispute cannot be resolved with Village staff. The person having the dispute must request a review of the matter in writing, directed to the Village Clerk. The Village will not disconnect the service of any person for non-payment of the disputed amount for the duration of the dispute if written notice was given to the Village Clerk; payment of undisputed charges on the bill are paid; charges incurred during the period of dispute are paid as due; and the person disputing the charges or making the complaint shows diligent effort in resolving the dispute. The Water and Sewer Committee of the Village Board will meet within five (5) working days to determine the resolution of the dispute and the complaining party will be notified of the meeting as soon as it is set up.
Collection Process
When a homeowner or renter moves out of the water district, a final bill will be mailed to the address given as their forwarding address with a due date 30 days into the future. In the case of a renter moving out without contacting the Village with a new address, we will attempt to secure a forwarding address from the landlord. If we are unable to locate a previous renter, the landlord is responsible for paying the final bill. Water will be shut off at the rental property until the bill has been paid.
The final bill mailed to a forwarding address will be due in 30 days. If payment is not received within that time frame, charges will be considered delinquent and a collection letter will be sent to the customer with a 30 day due date for payment. If payment is still not received within the 30 day time frame, a second letter will be sent requesting payment within 30 days and letting the customer know that we will be turning the account over to a Collection Service at the end of this 30 days if payment is not received. The customer will be told that to dispute the water/sewer charges, they must send a letter to the Village Clerk (see disputes above). The hearing will be conducted in front of the Village Board’s Water Committee and their decision will prevail.
A third and final letter will be sent to the customer either confirming the decision of the Water Committee or informing the customer that their account has been turned over to a Collection Service in order to secure payment. At this point, the account will be sent to the Illinois Office of the Comptroller or other debt collection agency for collection.
10/11/18
Any water/sewer questions should be directed to the Village Office at 217-566-3806 or email us at [email protected]. Office hours are Monday through Friday, 7:30 a.m. to 3:30 p.m. and we are closed from 11:30 a.m. to 12:30 p.m. We also maintain a website which may be helpful for additional information about the Village: www.williamsville.illinois.gov.
Generally speaking, the Village is responsible for maintaining water and sewer lines up to and including the meter. Maintenance of the water and sewer lines from the meter to the house is the responsibility of the homeowner.
Water/Sewer Taps
New Commercial Construction: Builders must complete a water tap form (Attachment A) prior to the installation of a water meter. Estimates may be given for the project by the Water Department, but these are intended to be for planning purposes only. Costs will be calculated when the water tap form is completed and turned in at the Village of Williamsville. The cost will cover the meter and installation. Please allow at least three weeks after the date the form is submitted and the tap fee is paid for your water meter to be installed. Any business which rents space in the building must pay a $200 deposit when the lease is granted.
New Residential Construction: Homeowners or builders must complete a water tap form (Attachment A) prior to the installation of a water meter. Costs will be calculated when the water tap form is completed and turned in at the Village of Williamsville. The cost will cover the meter and installation only and a $200 deposit will also be collected at the time the water tap form is submitted. Please allow at least three weeks after the date the form is submitted and fees are paid for your water meter to be installed.
For sewer service in Williamsville, installation is to be done at the customer’s expense and a $500 sewer tap fee applies for a 4 inch tap or $700 for a 6 inch tap.
Sherman Sewer service is through the Springfield Sanitary District. Please contact the Village of Sherman at 496-2621 for information on sewer service.
As a condition of applying for water and/or sewer service, customers agree and understand that they are liable for any and all repairs or maintenance to service lines and will hold the Village of Williamsville harmless.
Please refer to the “Water/Sewer Installation and Service Application” form for additional and more specific information regarding water and sewer taps.
Swimming Pools/Sprinklers/Theft
The Village does not waive sewer charges for customers installing and/or re-filling swimming pools. We can provide an estimate of the cost of filling a pool if you contact the Village Office. This estimate will include both water and sewer charges for the size of the pool.
Water taps may be purchased for a sprinkler system and there will be no sewer charges on sprinkler accounts. A non-refundable deposit of $200 will be collected at the time of the water tap. Customers are responsible for maintaining the sprinkler system and repairing any leaks in a timely manner. No adjustments will be made for sprinkler system leaks. Sprinkler accounts are active from April through October and customers will be billed during that time frame. If a customer intends to use the sprinkler beyond this time frame, they must contact the Village Office with the dates it will be used.
It is a criminal offense to tamper with a fire hydrant or water meter. The Village of Williamsville will press charges if this occurs.
Water/Sewer Deposits
New service requires the completion of a “Water Service Agreement” form (Attachment B) which must be signed and accompanied by a copy of the customer’s valid driver’s license or photo id. There is a $200 deposit required for new service for both homeowners and renters. Existing homeowners within the Williamsville water district, with a good payment history (see criteria listed below), will not be charged a deposit if they are moving within the district. They will, however, need to complete a Water Service Agreement for the new address.
For renters, water deposits will be held until the renter moves. Upon moving, the renter must notify the Village Office of a forwarding address. If they are moving within the district, the deposit will be transferred to the new account. If they are leaving the area, their final bill will be taken from the deposit and the balance will be sent to their forwarding address in the form of a check.
For homeowners, the water/sewer deposit will be held for a minimum of one year from the date the service agreement was completed and signed by the customer. At the end of one year’s time, the homeowner may contact the Village Office regarding a refund of the deposit. Refunding of deposits will not occur if there have been any of the following:
- Late Payments/Penalties
- Non-Sufficient Fund Payments
- Shut Off Notices
- Other Indebtedness to the Village of Williamsville and/or Sherman
Deposit refund decisions may be appealed annually. If a deposit is not refunded, customers may contact the Village Office at the end of the 2nd year of service for re-evaluation. Deposits will not be refunded for sprinkler accounts until the homeowner moves or disconnects the system. We also reserve the right to collect a deposit that has been refunded if the account is no longer in good standing.
Non-payment of a water deposit will result in shut off of your water service.
Requested Disconnection Service
Customers requesting voluntary service disconnection (i.e., due to extended vacation or vacant house) will be charged $25 when the water is turned back on. This does not apply to delinquent accounts which were shut off due to lack of payment.
Disconnection of Water/Sewer Service
If charges for water/sewer service or penalties remain unpaid 5 days after the due date (20th of each month), the charges will be considered delinquent. The Village will send disconnect notices to the customer (and landlord, if applicable) with the past due balance and disconnection date. Village personnel will be available to discuss the charges on the account Monday through Friday from 7:30 a.m. to 3:30 p.m. Payment must be made (by the date indicated on the card) with cash, money order or via ePay service (on our website); personal checks will not be accepted. Water service will not be reinstated until the outstanding balance and disconnection fee has been paid in full. If your water is shut off, payment must be made by 3:00 p.m. that day to have the water turned back on that business day. Disconnection fees are $50 for the first offense and will increase to $100 if there is another offense within 12 months. A third offense within the 12 month period will result in a $200 reconnection fee. Water service reconnections will be made the next business day after payment is received. If reconnection is requested during non-business hours (7:30 a.m. – 3:30 p.m.), there will be an additional $75 fee.
Moving/Closing Accounts
Customers must notify the Village of Williamsville Office by phone, email or in person when they are moving into or out of property in the Villages. Water is not shut off at any addresses unless it has been requested by the customer or the landlord. Therefore, any water usage after the date of moving is still the responsibility of the previous renter or landlord.
Renters/Landlords
Landlords are responsible for notifying us when they sell or purchase property in the Villages and/or surrounding areas. They are also responsible for water/sewer charges incurred by renters that are left unpaid. The account must have a zero balance before service will be provided to new renters.
Billing
Water/sewer postcard bills are mailed near the last day of the month. If you haven’t received a bill by the 5th day of the month, please contact the Village for a billing amount. Payments are due on the 20th of the month or the first working day after the 20th of the month if it falls on a weekend or holiday.
Water/Sewer Payments
Customers may pay water/sewer bills via cash, check, money order or electronic payment and can mail or drop off payments at the Village Hall, 141 West Main, in Williamsville. The Williamsville State Bank and Trust, both Sherman and Williamsville locations, also will collect water/sewer payments if you pay via check or money order and have your bill stub attached. The bank will not accept payments after the due date (the 20th of the month). There is a direct debit option whereby the customer’s bank account (checking or savings) will be debited by the Village on the 20th of the month. A Direct Debit Authorization Form (Attachment C) must be completed along with a copy of a voided check. The date the direct debit will take effect depends upon the timing of the submission of the form and will be provided when the form is received at the Village. If sufficient funds are not available in a customer’s account on the 20th of the month, a non-sufficient fund (NSF) charge of $25.00 will be applied to the account. Customers may access the Direct Debit Authorization Form on our website at www.williamsville.illinois.gov.
Another electronic form of payment is available on the website as well. It is available using the ePay button on the website and you may use an American Express, Master Card or Discover Card to make a payment using ePay. There is a convenience fee that applies based upon the amount of the payment. This service is provided through the Illinois Treasurer’s Office and the convenience fee is not collected by the Village, but goes to the Treasurer’s Office.
Water Conservation
The Villages of Williamsville and Sherman buy water from the City of Springfield, and per our agreement with the City, are subject to the same water restrictions that may be implemented by the City during times of drought. These rules are increasingly restrictive based upon the water levels at Lake Springfield. When Springfield sets the mandatory restrictions, the Village Boards of Sherman and Williamsville will enact an ordinance with the same restrictions. The ordinances will be posted on the Village websites.
Foreclosures/Bankruptcies
It is the responsibility of the homeowner to notify the Village Office of foreclosure on a property. Upon foreclosure, it is our policy that the water meter be turned off as soon as the homeowner has moved out. This will eliminate the minimum billings for water/sewer service and will insure that the home is protected against potential leaks while it is empty. As soon as the property is taken over by the bank, mortgage company, or realty firm, the Village must be contacted by them with an address and contact person to put on the account. Failure to notify the Village of impending foreclosure may result in the water charges continuing after the homeowner has moved out.
An individual filing for bankruptcy has twenty days to provide the Village with “adequate assurance” that they will pay the future utility bills. If the individual does not provide this assurance, the Village can then shut off the service. The individual must sign an agreement with the Village or there should be a court order before the twenty day period has passed. “Adequate assurance” includes the signed agreement with a deposit of $300 in the form of cash, certified check or money order. This deposit will be refunded to the customer when the water/sewer account is closed out and any remaining balance is paid. Failure to notify the Village of impending bankruptcy may result in the water charges continuing after the homeowner or renter has moved out.
Liens
Any charges for water/sewer service that are delinquent at a foreclosed upon or bankruptcy property will constitute a lien upon the premises. The Village Clerk will file a lien on the property with the County Recorder of Deeds. A copy of the statement of lien will also be mailed to the customer or the owner of the property.
Disputes
Village Office staff will be available at all reasonable times to receive and consider disputes of any customer, applicant, or user relative to an account for water/sewer service. The customer, applicant, or user shall be advised of the customer’s right to have the dispute reviewed by the Water and Sewer Committee of the Village Board which is charged with oversight of the water/sewer services if the dispute cannot be resolved with Village staff. The person having the dispute must request a review of the matter in writing, directed to the Village Clerk. The Village will not disconnect the service of any person for non-payment of the disputed amount for the duration of the dispute if written notice was given to the Village Clerk; payment of undisputed charges on the bill are paid; charges incurred during the period of dispute are paid as due; and the person disputing the charges or making the complaint shows diligent effort in resolving the dispute. The Water and Sewer Committee of the Village Board will meet within five (5) working days to determine the resolution of the dispute and the complaining party will be notified of the meeting as soon as it is set up.
Collection Process
When a homeowner or renter moves out of the water district, a final bill will be mailed to the address given as their forwarding address with a due date 30 days into the future. In the case of a renter moving out without contacting the Village with a new address, we will attempt to secure a forwarding address from the landlord. If we are unable to locate a previous renter, the landlord is responsible for paying the final bill. Water will be shut off at the rental property until the bill has been paid.
The final bill mailed to a forwarding address will be due in 30 days. If payment is not received within that time frame, charges will be considered delinquent and a collection letter will be sent to the customer with a 30 day due date for payment. If payment is still not received within the 30 day time frame, a second letter will be sent requesting payment within 30 days and letting the customer know that we will be turning the account over to a Collection Service at the end of this 30 days if payment is not received. The customer will be told that to dispute the water/sewer charges, they must send a letter to the Village Clerk (see disputes above). The hearing will be conducted in front of the Village Board’s Water Committee and their decision will prevail.
A third and final letter will be sent to the customer either confirming the decision of the Water Committee or informing the customer that their account has been turned over to a Collection Service in order to secure payment. At this point, the account will be sent to the Illinois Office of the Comptroller or other debt collection agency for collection.
10/11/18
Forms
| Water Service Agreement |
| Water & Sewer Bill Direct Debit |
| Water & Sewer Application |