City explains rates glitch

By Jim Mynard
CITY of Casey acting chief executive Steve Dalton has confirmed that a communication breakdown was responsible for ratepayers being overcharged on their 200607 rates.
The Gazette last week identified this as the most likely reason for the mistake and not a calculation error as reported by Casey mayor Kevin Bradford (see My View page 30).
Mr Dalton said a review had been held in relation to the incorrect rate in the dollar being applied to the 200607 rate notices.
It was found that a late change in the amount to be charged had not been keyed in to the computer system.
In a report to the mayor, Mr Dalton said the same process had been used in determining the rates and charges that were shown on the rate notices for the past 20 years.
“There have been no errors over this time, apart from the 200607 notice that overstated each notice by an average of $10,” he said.
“The process has entailed first of all obtaining the adopted rate in the dollar from the council meeting and then inputting this figure into the software that calculates the amount of rates to be charged against each property.”
Mr Dalton said this figure had then been rechecked to ensure its accuracy.
“This same process was adopted for the 200607 rates notice but when the council considered the 200607 budget, a late change was made and a lesser rate was adopted,” he said.
“This lesser rate was not used in establishing the rates to be paid.
“However, the original higher rate in the dollar that appeared on the council agenda was the rate input into the software to calculate the rates to be paid.”
Mr Dalton said this was the first time an error of this kind had occurred with the calculation of the rates.
“The identified weakness in the process is that there has not been an independent check of the rate in the dollar before being entered into the software that calculates the rates to be paid,” he said.
“In the future, there will be an independent check and sign off of the rate in the dollar to ensure that it reflects the council’s decision and what is in the council’s minutes.”
Mr Dalton said that after discovery of the error from an internal review, the Property, Rates and Valuations Department took immediate action to rectify the situation.
“Within two weeks officers reconfigured the software in order to generate more than 80,000 letters with the correct amount payable by each ratepayer, then arranged for collation of the letters by an external mailhouse and distribution via Australia Post.”
Mr Dalton said it was of utmost importance to notify ratepayers of the error as soon as possible and in person rather than having them potentially read about the matter in the press. He said that by the end of August six per cent of rates had been collected.
“The error therefore does not adversely impact on 94 per cent of ratepayers, as they had not yet paid their rates and the correct amounts have been shown on the letters that were distributed to ratepayers last week,” he said.
“Those who have already paid, have the option of receiving a refund for that amount, or the additional amount coming off next year’s rates.”
Mr Dalton said inquiries to the call centre revealed that about six per cent of those who had paid had asked for a refund rather than have the amount credited to their account next year.