Standard Operating Procedure - Rental Fire Hydrant Meters

A. Purpose

The purpose of the SOP is to improve efficiency, streamline the process and maintain consistency when processing applications, dispersing, and receiving returned fire hydrant meters. Additionally, these procedures are intended to prevent damage to the water distribution system and also prevent obstruction to emergency fire department operations.

B. Application Procedure

This procedure is for all rental fire hydrant meters including 5/8" x 3/4" meters and 2" meters:

1. Applications should be submitted online. In the event an online application cannot be submitted, customers can fill out a paper application at the Utility Billing Office, sign the rental agreement and provide a copy of the certificate of insurance in person. Online applications are automatically emailed to Utility Billing, the Water Plant and Fire Department. All payments must be made directly to the Utility Billing Office.   The Utility Billing Office will scan in-person applications and email them to RENTHYDMETER@FAIRFIELDOH.GOV.
2. The Water Superintendent and Deputy Fire Chief or designees will approve or deny the application. They will then scan the approved or denied application and send it by email it to: UTILITY_BILLING@FAIRFIELDOH.GOV.
3. When both the Fire Department and Water Plant have responded, the Utility Billing Office will contact the applicant to make arrangements to pick up and pay for the meter (or notify the customer that their application has been denied.)

C. Meter Pick Up - Utility Billing Office, Municipal Building, 5350 Pleasant Avenue

1. Meters will be picked up at the Utility Billing office in the Municipal Building at 5350 Pleasant Avenue after verification that the payment has been made.  
2. Staff will locate the meter by the serial number written on the application.
   • Write down the beginning reading and the date rented on the application.
   • Check that the unit is complete with wrench (use checklist.)
   • Check for damage prior to rental.
   • Give the meter to the customer and inform them that when they return the meter they should not bring it into the building. The meter should be returned clean and ready for re-rental. (An inspection will be conducted outside by the Clerk II or Supervisor.)
   • Give the application marked "Paid" to the Supervisor.

D. Meter Drop Off - Outside Parking Lot, Municipal Building, 5350 Pleasant Avenue

1. Customer will contact the Utility Billing Office at (513) 867-5370, Option 4, to let them know they are returning the meter.  The meter shall not be brought into the building before an inspection has occurred.
2. A Clerk II or Supervisor will inspect the meter outside using the inspection checklist. If the meter does not pass inspection, a work order will be created for the water department to pick up the unit and a copy of the inspection checklist shall be provided to distribution. The unit will be cleaned, repaired or replaced by the Water Plant, and the work order will be updated by distribution when the meter is returned to Utility Billing.
3. Staff will staple the inspection checklist to the application, write the returned date and meter reading on the application, and give it to the Supervisor.
4. The Supervisor will email the application and checklist to RENTHYDMETER@FAIRFIELDOH.GOV.

E. References/Attachments

• Fire Hydrant Meter Rental Application
• Fire Hydrant Meter Inspection Checklist