effectively managing your water/wastewater system rural community assistance partnership practical...
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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 | [email protected]
Community Assistance
Practical solutions for improving rural communities
Partnership
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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
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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