Winthrop Harbor Public Work's

Water Meter Exchange Program

Mayor Dr. Michael Bruno

Public Works Superintendent Tim Neargarder

UPDATE - Water Meter Replacement Program – Phase I Now Underway

Introduction

The Village of Winthrop Harbor is pleased to announce that the Water Meter Replacement Program has officially begun. United Meter, Inc. (UMI), the Village’s contracted installer, has started Phase I, which includes more than 500 meter replacements on the east side of town, primarily between 7th Street and 15th Street, east of Sheridan Road. Letters have been mailed to residents in this area requesting that appointments be scheduled, with installations available Monday through Friday from 8:00 a.m. to 6:00 p.m. This first phase is expected to last only a few weeks, and we appreciate the cooperation of residents as the Village moves forward with this significant infrastructure improvement.

Installation Details

Residents in the Phase I area will receive a letter from United Meter, Inc. (UMI) with instructions on how to schedule an appointment for their meter replacement. Appointments are available Monday through Friday between 8:00 a.m. and 6:00 p.m. Once scheduled, residents can expect the installation process to take approximately 30 minutes or less.

DO NOT CALL FOR AN APPOINTMENT UNLESS YOU HAVE RECEIVED A LETTER.

During the appointment, UMI installers will remove the existing mechanical meter and replace it with a new electromagnetic meter. All installers have passed independent background checks, have been vetted by the Winthrop Harbor Police Department, and will arrive in vehicles clearly marked with the UMI logo while carrying official photo identification badges.

There is no cost to residents for a standard replacement. In rare cases where minor repairs are necessary to complete the installation, the Village will cover these expenses to avoid placing additional burdens on residents.

Notification and Safety Information

Installers will arrive in vehicles displaying the United Meter Inc. logo and carry official identification badges. If you have concerns, you can verify their identity with the Village or the Police Department. Village Hall 847-872-3846 Police Department 847-872-2131 Public Works 847-872-5275.

All installation crews have ID cards and will be in a marked vehicle with United Meters Inc.

Sample letters sent to residents

Water Meter Replacement Program

Program Overview

The Village of Winthrop Harbor has initiated the Water Meter Replacement Program as part of a comprehensive and long-term strategy to upgrade and modernize the community’s water infrastructure. Many of the Village’s existing mechanical meters have reached or exceeded their anticipated service life of 15 to 20 years. Over time, these older meters lose accuracy and can lead to inequities in billing, inefficiencies in system performance, and challenges in regulatory compliance. To address these issues, the Village is investing in the installation of advanced electromagnetic meters, which are designed to deliver greater accuracy, long-term reliability, and improved operational efficiency.

Project Scope

The replacement process will take place in multiple phases over a three-year period, beginning with Phase I on the east side of the Village. In total, approximately 2,500 meters will be replaced. The new technology will ensure that residents are billed equitably based on precise water usage, while also providing the Village with enhanced capabilities to monitor consumption patterns, detect potential leaks, and identify opportunities to reduce water loss. By improving data accuracy and operational transparency, the program will strengthen both customer service and the Village’s overall water system management.

Community Benefits

In addition to the benefits for individual households, this program supports the Village’s broader commitment to maintaining reliable infrastructure and complying with state and federal requirements for water system reporting. The improved technology will provide real-time data that can inform system planning, support proactive maintenance, and reduce the long-term costs associated with system inefficiencies.

Long-Term Investment

This initiative represents the most significant investment in the Village’s water system in decades. It underscores the Village Board’s and Public Works Department’s commitment to ensuring that residents have access to dependable, sustainable, and modern water service. By undertaking this project now, the Village is proactively positioning its water system to meet the needs of the community for years to come.

Funding Statement

This project is funded primarily through Federal American Rescue Plan Act (ARPA) funds and the Village’s newly established Capital Improvement Fee. ARPA was enacted by the federal government in 2021 to provide direct relief to communities in response to the COVID-19 pandemic and to support long-term investments in infrastructure, public health, and economic recovery.

Water Meter Replacement Program – Frequently Asked Questions

Below is a resident information guide in the form of a Frequently Asked Questions (FAQ) section that explains the Village of Winthrop Harbor’s Water Meter Replacement Program. It outlines why aging mechanical meters are being replaced, how the new electromagnetic meters will improve accuracy and billing fairness, and what benefits residents can expect, such as leak detection and more reliable usage data. The FAQ also covers the installation process, program timeline, scheduling requirements, costs, and responsibilities, while providing reassurance about safety standards and offering contact information for questions or verification of installers.

WHY IS MY WATER METER BEING REPLACED?

Water meters across the Village of Winthrop Harbor are approaching, or are beyond, their expected useful life span of 15 to 20 years. In particular, older meters utilize mechanical components to read water usage and are susceptible to degradation. This loss of accuracy in registering water consumption across the entire Village can lead to significant issues if left unaddressed. The Water Meter Replacement Program aims to upgrade and replace the Village’s older, mechanical-style meters with electromagnetic-style water meters. The new meters will serve to standardize and improve the overall water metering accuracy to ensure fair and equitable billing based on each customer’s actual water usage.

HOW DO I, AS A RESIDENT, BENEFIT FROM THIS PROJECT?

The new water meters benefit residents by providing more accurate information about residents’ water usage. Once the project is complete, the Village can provide precise usage information, enabling timely detection of unusual water consumption and will be able to identify indicators of leaks or otherwise wasted water, such as a toilet left running or a garden hose being left on, and the resident can be notified that water may be being wasted. Knowing about this waste right away allows the resident to correct the issue and avoid being blindsided by a hefty water bill.

WILL I NEED TO CONNECT MY WATER METER TO MY INTERNET SERVICE?

No. The new Sensus meters operate through the existing Sensus FlexNet® network, which has been reliably serving hundreds of communities with over 20 million smart endpoints installed. Sensus has been manufacturing and providing water meters to the Village, beginning installations of iPERLs and OMNI meters in 2015. You can read more about the Sensus Advanced Metering Infrastructure (AMI) for water meters here: FlexNet® for Water | Xylem US

WHAT IF MY METER WAS REPLACED RECENTLY?

Over the past ten years, the Village has replaced water meters with upgraded Sensus water meters and has continued this program each year, but these meters were installed prior to the implementation of the Sensus FlexNet® Automated Meter Reading/Advanced Metering Infrastructure (AMR/AMI) systems. The Village maintains a record of all water meter replacements and customers whose meters have previously been upgraded to the standard water meter will be included in this program for re-programming and/or installation of the water meter transmitter. Even though the new standard water meter has been installed, it requires re-programming for compatibility with the new AMR/AMI systems.

The appointments will also assist the Village in identifying water service line material types. Where a water service is identified as lead, customers will receive a notification handout with additional information. The Village is required to collect this information to provide an accurate water service line inventory per IEPA regulations.

IS THERE A FEE FOR METER REPLACEMENT?

No. The Village fully covers the cost of replacing outdated water meters, and residents will not be charged for the standard installation process. In cases where a meter is located behind an inaccessible wall or other obstruction, homeowners may be required to arrange access for installation. However, the Village understands that some minor repairs—such as corroded valve replacements—which typically fall under the homeowner’s responsibility. To ensure a smooth installation and avoid unnecessary burdens on residents, the Village is willing to cover the cost of these minor repairs when necessary for meter replacement. If additional work is required beyond what the Village can accommodate, installers will inform you, and a Village representative will discuss the next steps with you.

WHAT TO EXPECT:

The Village of Winthrop Harbor’s contracted installer, United Meters Inc., will notify residents and owners via a mailed postcard when working in their specific area. Customers in current work areas will receive their first notification prior to the onset of work in their area. Residents should be on the lookout for the notification letters. After a customer receives the letter, they should follow the instructions to schedule their appointment by utilizing the website listed, or call the toll-free number provided to schedule their appointment directly with a customer service representative. The contractor is working in pre-defined work areas over the next three years. Scheduling ahead for Years 2 and 3 appointments will not be allowed other than for extenuating circumstances. Once inside the home, the water meter replacement process should take 30 minutes or less.

AM I REQUIRED TO PARTICIPATE?

Yes, participation in this program is mandatory. The Village will replace nearly all water meters during this program, varying in customer type and meter size. Even customers who previously had their water meter replaced with the upgraded standard are not exempt from this program, as they have not participated in the re-programming process. At program completion, all of the Village’s water customers will have a standard upgraded water meter. Please make every attempt to schedule your appointment promptly with United Meters Inc. once you receive your postcard notification. Water service may be suspended for those who fail to comply with this program and fees may be assessed if water service must be suspended.

HOW DO I SCHEDULE AN APPOINTMENT FOR WATER METER INSTALLATION?

After a customer receives the letter, they should follow the instructions to schedule their appointment by utilizing the website listed, or by calling the toll-free number provided to schedule their appointment directly with a customer service representative. The letter will include a unique number assigned by United Meters Inc. to each account in the Village. The contractor is working in pre-defined work areas over the next three years. Scheduling ahead for Years 2 and 3 appointments will not be allowed other than for extenuating circumstances. Once inside the home, the water meter replacement process should take 30 minutes or less.

WHAT IS THE PROJECT’S TIMELINE?

Meter installations and appointment scheduling begin in September 2025. The expected completion of the meter replacement program is during the Summer 2027.

HOW CAN I VERIFY AN INSTALLER’S IDENTITY?

WHERE IS MY WATER METER? WHERE IS MY SMARTPOINT?

Most water meters are located within the building, typically in a basement, utility closet or laundry room on the ground floor. Most water meter transmitters, or Sensus SmartPoints, are typically located outside the building, connected to the water meter by wiring through the building.

WHO DO I CONTACT IF I HAVE A WATER BILLING QUESTION?

Please contact the Village of Winthrop Harbor’s Water Department at 847-872-3846 x1013.

Current Conditions of Village Water Meters

Current Village Water Meters

It is estimated that over 80% of residential water meters are 30 years old or older, which is well beyond the typical lifecycle of 15 to 20 years for a mechanical meter.

Old water meters contribute to Non-Revenue Water (NRW) loss by under-registering water usage due to wear and tear, sediment buildup, and reduced sensitivity to low flow rates. This under-registration leads to inaccurate billing and unmeasured consumption. Furthermore, these older meters often lack modern features like smart metering, making it more difficult to detect leaks, theft, or anomalies. They are also more susceptible to tampering. These issues inflate the apparent loss component of Non-Revenue Water, resulting in revenue losses, distorted data, and operational inefficiencies. Industry benchmarks indicate that older meters can under-register water usage by as much as 50%.

How Do the Current Water Meters Work

The majority of the water meters in the Village work using mechanical components to measure water flow. Water enters the meter, moving a turbine, piston, or disk inside the measuring chamber. This motion is transmitted through gears to an analog register, displaying cumulative water usage. They lack electronic features, require manual reading, and may lose accuracy over time, especially at low flow rates.

Non-Revenue Water (NRW)

Non-Revenue Water (NRW) refers to the volume of water produced by a utility that does not generate revenue. This loss includes water that is lost due to physical leaks, unauthorized consumption (such as theft or illegal connections), inaccuracies in metering, billing errors, or water provided for free that is not billed (for example, water used for firefighting or public fountains). NRW is a widespread global issue that negatively impacts the environment by wasting potable water, increases costs for utilities, and can affect service levels and water quality.

Illinois Department of Natural Resources (IDNR) Lake Michigan Water Allocation Program

Under the Illinois Department of Natural Resources (IDNR) Lake Michigan Water Allocation Program, the permitted loss for water systems is set at 8% or less of net annual pumpage or purchased water for water provider. This means the total unaccounted-for water losses in a system, which include physical losses (e.g., leaks) and apparent losses (e.g., metering inaccuracies), must not exceed 8% of the water pumped annually.

Permittees must implement water conservation measures and maintain efficient system operations to stay within this limit, ensuring compliance with both state regulations and the U.S. Supreme Court Decree regulating Illinois' diversion of Lake Michigan water.

The Village is currently experiencing over 30% non-revenue water (NRW) losses. It must take steps to comply with the Illinois Department of Natural Resources (IDNR) Lake Michigan Water Allocation Program standards.

IDNR Lake Michigan Water Allocation Program

Leak Detection & Water System Loss Study

A Water System Loss Study is an analysis aimed at identifying, measuring, and addressing water losses within a utility's distribution system. It focuses on three types of losses: physical (real) losses from leaks and breaks; metering inaccuracies and theft; and unbilled authorized consumption, such as for firefighting. The study involves water audits, leak detection, meter accuracy testing, and economic analysis to understand the causes and financial impacts of water loss.

Key Benefits:

Reduces non-revenue water.
Improves system efficiency and reliability.
Conserves water and energy.
Provides actionable data for decision-making.
Enhances financial performance and regulatory compliance.

In recent years, the Village has contracted a company specializing in leak detection, which has not found significant leaks in the areas tested within the system.

In 2024, the Village hired Baxter & Woodman Consulting Engineers to conduct a Water Loss Study. The study identified water meter inaccuracies as the primary cause of apparent water losses in the Village. The study recommended a water meter replacement program that would enable the Village to improve accuracy, conduct inspections, and maintain detailed records for each property simultaneously. While the main goal is to reduce apparent losses, the detailed records will also assist with annual IDNR reporting and future capital planning.

Water Loss Study Document

Goals of the Water Meter Replacement Program

Village's Plan "Water Meter Replacement Program"

The Winthrop Harbor Public Work’s Water Division will be replacing the majority of the 2,500 water meters within the Village as part of its three-year Water Meter Replacement Program.