effectively managing your water/wastewater system rural community assistance partnership practical...

Effectively ManagingYour Water/Wastewater System

Rural Community Assistance PartnershipPractical solutions for improving rural communities

© 2013 All rights reserved. Rural Community Assistance Partnership, Inc. This presentation may not be used in any for-profit venture without permission from RCAP, Inc.

Western RCAP

Rural Community

Assistance Corporation

(916) 447-2854

www.rcac.org

Midwest RCAP

Midwest Assistance Program

(952) 758-4334

www.map-inc.org

Southern RCAP

Community Resource Group

(479) 443-2700

www.crg.org

Northeast RCAP

RCAP Solutions

(800) 488-1969

www.rcapsolutions.org

Great Lakes RCAP

WSOS Community

Action Commission

(800) 775-9767

www.glrcap.org

Southeast RCAP

Southeast Rural Community

Assistance Project

(866) 928-3731

www.southeastrcap.org

Rural

RCAP National Office

1701 K St. NW, Suite 700

Washington, DC 20006

(800) 321-7227

www.rcap.org | info@rcap.org

Community Assistance

Practical solutions for improving rural communities

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What are effective management practices?

Also known as best management practices (BMP)

Methods or techniques widely understood to be the most effective and practical means in achieving an objective (such as treating water or wastewater) while making the optimum use of the resources of a system

Doing your best with what you have

Written operation &

maintenance (O&M) manuals– Standard operating

procedures (SOPs)

Benchmarking programs Plans for operator training, retention, and

recruitment Tools to assure financial sustainability, including

asset management, viable rates, and integrated planning and budgeting

Effective management practices include:

Written O&M manuals

Benchmarking program

Employ trained operators

Assure financial sustainability

Effective management practices

Operational O&M manualsdescribe how to run thesystem normally and intimes of emergency.

System O&M manualsdescribe how to run thebusiness side of thewater or wastewater system.

Two types of O&M manuals

System identification page– System’s name– Owner’s name(s)– Address(es)– Physical location– Phone number(s)– Design flow capacity– Type of treatment– Water source

Operational O&M manual

Source water Description of type of treatment Principal design criteria Flow diagram Analysis of hydraulic capacity Pumping stations Storage tanks Distribution system map Public Water System Identification Database

(PWSID) information

Water system design elements

Collections system maps Description of treatment Principal design criteria Flow diagrams Hydraulic analysis Pumping station locations Where water is returned to the environment Sludge removal, processing and disposal

Wastewater system design elements

Written standard operating procedures (SOPs) Vulnerability assessment (VA) Written emergency operating procedures

(EOPs) and emergency response plans (ERPs) – personnel assignments– chain of command– emergency equipment inventory– emergency phone numbers– copies of WARNs and EMACs

Common to water and wastewater systems

Water/Wastewater Agency Response Network (WARN) voluntary agreements are meant for systems within a state’s boundaries.

Emergency Management Assistance Compact (EMAC) voluntary agreements are meant for systems that offer help across state boundaries.

WARN and EMAC are discussed later in this presentation.

Common to water and wastewater systems

Check water meter readings, and record water production

Inspect chemical feed pumps Check chemical solution tanks, and record

amount of chemical used Record water level in storage tanks Record chlorine residual at application point and

in distribution system Record turbidity (if applicable) Inspect booster pump stations (if applicable)

Water system SOPs: Daily

Record fluoride concentration in distribution system (if applicable)

Record well pump running times and cycle starts (if applicable)

Check instrumentation for proper signal input and output Investigate customer complaints Complete a daily security check Inspect heater operation during winter months Inspect well pumps, motors and controls (if applicable)

Water system SOPs: Daily (cont’d)

Inspect chlorine and fluoride testing equipment (if applicable)

Clean buildings and grounds and make sure fire hydrants are accessible

Record pumping rate for each well or source water pump

Conduct security check

Water system SOPs: Weekly

Read and record electric meter values Take appropriate monthly water-quality samples Check and record static and pumping levels of each well

(if applicable) Read all customer meters and compare with total water

produced Inspect well heads (if applicable) Lubricate locks Compare on-site readings with lab results Confirm submission of monthly reports

Water system SOPs: Monthly

Sampling locations, time, andmethods

Collection procedures Preservation requirements Safety precautions How to interpret laboratory results

and use the results to improve the process What should be in laboratory supply and

chemicals inventory

Laboratory information

Recommended laboratory equipment, supplies, chemicals and a list of laboratory references

Instructions for completing worksheets (include examples and sample worksheets)

For tests to be performed by certified laboratories– name of the laboratory– contact person– telephone number– shipping procedures– method of requesting sample pick-up or schedule for

sample pickups

Laboratory information (cont’d)

Operational O&M manuals tell how to run the _______ normally and in _______.

True or false? Design basis of the system should be included in an operational O&M manual.

What is the difference between a WARN and an EMAC?

Let’s review: Operational O&M manuals

Why is a written chain of command important?

Why should example sampling sheets be included in your operational O&M manual?

How does your system’s operational O&M manual compare normal operation with emergency operation?

Let’s review: Operational O&M manuals

Asset-management plan

Preventive-maintenance plan

Vulnerability assessment (VA)

Emergency-response plan (ERP)

System O&M manual

Effectively manage land, structures, equipment, software, and other assets of the system in order to use your limited finances on them wisely

Incorporates – Expected lifetime of asset– Planned savings for repair/replacement/upgrade– Scheduled maintenance– Performance measurements

Asset-management plan

Call 800/426-4791 and request EPA 816-R-03-016 Go to www.epa.gov/safewater/smallsys/ssinfo.htm

EPA STEP Guide for Asset Management

Asset-Management Tool for Small Utilities

Free, CD-based, stand-alone AM toolFor utilities serving fewer than 3,300 populationBased on successful STEP Guideswww.epa.gov/cupss

CUPSS: Check-Up Program for Small Systems

A plan of regularly scheduled repair and replacement of equipment parts that wear out in order to avoid emergency repairs or failure of service.

Includes– Scheduling inspections– Detecting necessity of repair/replacement– Performing repair/replacement

Preventive Maintenance Plan

Discover which emergencies are most likely to affect your system

Discover which assets are the most important to providing service

Discover which assets are the most vulnerable to damage or disruption during an emergency

Vulnerability assessment

Rank the annual likelihood of emergency from 1 to 10 (10 is the most likely) for RISK

Rank the damage to the equipment from 1 to 10 (10 is complete loss) for DAMAGE

Rank the importance of equipment or treatment from 1 to 10 (10 is most important) for CRITICALITY

RISK x DAMAGE x CRITICALITY = RANKING

Highest ranking = most vulnerable

Vulnerability Assessment (cont’d)

Setting priorities with a risk matrix

Once VA is completed for every piece of equipment, plan to mitigate damage from emergencies

Use ranking to prioritize which equipment is addressed first

Use ranking to budget for mitigation

Review VA annually at a minimum

Vulnerability assessment (cont’d)

Basic elements– Know the information about your system– Establish roles and responsibilities– Establish and use communications procedures– Make sure your personnel are as safe as possible– Identify alternative water sources– Plan for replacement equipment and chemical

supplies– Protect your system’s property– Perform water sampling and monitoring

Emergency-response plan

Join a WARN (Water/Wastewater Agency Response Network) for assistance within state boundaries

Establish an EMAC (Emergency Management Assistance Compact) for assistance across state boundaries

Evaluate the plan at least annually by using a simulated emergency on at least a tabletop scale

If there are problems with the plan, fix it and test it again

Emergency-response plan (cont’d)

Asset management includes recording the asset’s expected _____, planned savings for _____, preventive _____, and _____ measurements.

Why is preventive maintenance important?

Ranking the most vulnerable piece of equipment or portion of your system helps you _____ damage and _____ for budgeting.

Let’s review: System O&M manual

ERP is the abbreviation for _____.

(Any) Four of the eight elements of an ERP are _____, _____, _____, and _____.

What is the purpose of reviewing an ERP annually?

Let’s review: System O&M manual

Written O&M manuals

Benchmarking program

Employ trained operator(s)

Assure financial sustainability

Effective management practices

A benchmarking program is the process of determining who is the very best, who sets the standard, and what that standard is.

Benchmarking allows you to compare your system with others, to identify comparative strengths and weaknesses, and learn how to improve.

Benchmarking is a way of finding and adopting the most effective practices.

Benchmarking program

Written O&M manuals

Benchmarkingprogram

Employ trainedoperators

Assure financial sustainability

Effective management practices

Requirements for training and certification

Should have training for other parts of their jobs

Support your current operator(s) but have a succession plan in place

Employ trained operator(s)

Written O&M manuals

Benchmarking program

Employ trained operators

Assure financial sustainability

Effective management practices

Major components of financial management

Budget

Budget reports and monitoring

Rate setting

Asset management

Strategic planning

39

Budget requirements

Annual operating expenses Annual reserves Annual revenue Revenues should cover expenses

(including reserves) Use the past to predict the future

Creating a budget

1. Estimate annual operating expenses.

2. Include setting aside reserves.

3. Estimate revenues.

4. Balance the budget.

Visit the RCAP website at www.rcap.org – Library of resources– Links to other helpful tools and organizations– Publications (magazine and email newsletter)

[Trainer’s name and contact info here]

More assistance for small communities