Utility Board Training: Technical Capacity

Introduction Request for training identified Local utility boards Funders Regulators Cooperative training effort Indiana Rural Community Assistance Program Alliance of Indiana Rural Water

Utility Board Training This unit is part 3 of a three part training program Part 1: Managerial Capacity (February – April 2006) Part 2: Financial Capacity (May – August 2006) Part 3: Technical Capacity (September – November 2006) What are the Board’s responsibilities of operating the treatment systems? Who is responsible for environmental compliance?

Topics of Discussion Four sections of discussion Operational Reporting Vulnerability Assessment/Emergency Response Plans System/Plant Maintenance System/Plant Maintenance Logs Two 45-minute sessions Two modules in each session Questions at any time

Topics of Discussion What does having technical capacity mean to you? The treatment systems deliver clean safe affordable water. The treatment systems meet regulatory requirements. The treatment systems can meet demands.

Operational Reporting MODULE 9 Operational Reporting

MODULE 9 SUMMARY Operational Reporting National Pollution Discharge Elimination System (NPDES) Monthly Reports Monthly Report of Operations Discharge Monitoring Report Yearly Reports Land Application Water Withdraw Emergency Reporting Boil Orders CSO Overflow

Reports National Discharge Elimination System (NPDES) Types of Monthly Operating Reports Monthly Report of Operations (MRO) Water Treatment Plant (reports based on treatment type) MRO Wastewater Treatment Plant (reports based on treatment type) Discharge Monitoring Report (DMR) Wastewater Plant Emergency Reports Boil Orders CSO Overflows

The NPDES Permit The governing board of the system is responsible to ensure compliance with the NPDES Permit. What is the NPDES Permit Issued to all wastewater systems in the United States. Sets limits on what can be discharged to the receiving streams based on plant treatment and type of receiving waters. Sets monitoring/testing requirements. Who regulates the NPDES Permit.

The NPDES Permit (continued) The main components of the NPDES Permit: Discharge Limits Limits set on solids, Dissolved Oxygen, Oxygen Demand, Chlorine, ammonia and other. Monitoring/Testing Requirements Sets testing requirements based on plant size, treatment type and receiving waters. Regulator Indiana Department of Environmental Management with oversight by US EPA

Monthly Reports The main types of Monthly Reports: Water Monthly Report of Operation (MRO) Wastewater Monthly Report of Operation (MRO) Wastewater Discharge Monitoring Report (DMR) Land Application when Applying

Monthly Reports (continued) Water MRO Records daily usage. Records Types and Amounts of Chemicals Used. Records daily testing results (based on system type): Disinfection levels (plant and system) PH level (plant raw and finished) Turbidity (plant raw and finished) Iron level (plant raw and finished) Hardness level (plant raw and finished) Alkalinity level (plant raw and finished) Manganese level (plant raw and finished) Must be submitted by the 10th day of the following month.

Monthly Reports (continued) Wastewater MRO Records daily flows. Records chemical usage. Monitors raw influent and final effluent. Records testing results as required on the NPDES Permit. Records precipitation. Records amount of time spent at plant. Records by-passes of plant and system. Must be signed by the operator in responsible charge and the Board President or someone authorized by the Board Must be submitted by the 28th day of the following month

Monthly Reports (continued) Wastewater DMR Records same information as the MRO only on a monthly basis. Must be signed by Operator in Responsible Charge and Board President or Authorized Agent of Board. Must be submitted by the 28th day of the following month.

Emergency Reports Boil Orders Must be issued whenever water pressure drops below 20psi in the distribution system. May be issued by tv/radio announcement, newspaper announcement or door to door announcement. Can not be lifted until two consecutive clean water samples have been received. IDEM must be notified of the boil order within 24 hours of issuance.

Emergency Reports (continued) CSO Overflows Must notify IDEM within 24 hours of any by-pass from either the treatment plant or collection system. Must advertise in local paper.

Activity and Resources Monthly Reports WW Monthly Report of Operation WW Discharge Monitoring Report Water Monthly Report Emergency Reports Boil Order Advisory CSO Overflow Advisory IDEM Sanitary Survey & Inspection Forms

Vulnerability Assessment/Emergency Response Plans MODULE 10 Vulnerability Assessment/Emergency Response Plans

MODULE 10 SUMMARY Vulnerability Assessments/Emergency Response Plans

Vulnerability Assessment The Utilities Vulnerability Assessment (VA) Lists assets and equipment which are critical to the utility Requires the utility to look at security factors in their system All systems should complete a VA to better protect their customers Assessment of Possible Threats

Vulnerability Assessment Development of a Vulnerability Assessment: Preparation. Developing a list of critical assets/equipment (ie: treatment plant, lift stations, booster stations, etc.) List possible threats to system Ranking the assets What assets are the most important to keeping your system in operation Which is most important supplying water or supplying clean safe potable water in the event of an emergency Security Issues Inspect your assets, are they protected from security risks?

Vulnerability Assessment List potential security improvements to assets (ie: new fencing, better locks, motion detectors, lighting, etc.) List all personnel in order of management List other personnel in order of management (ie: Board Members, neighboring operators, contractors, etc.)

Emergency Response Plans (ERP) The Utilities Emergency Response Plan List names and numbers of individuals to be called in the event of an emergency in order of responsibility List names and numbers of State/Federal Agencies to be contacted List names and numbers of contractors, suppliers, and neighboring operators List numbers to obtain bottled water and back up electrical needs

Emergency Response Plan List names and numbers to local newspapers List names and numbers of local radio stations List names and numbers of local television stations

Vulnerability Assessments and Emergency Response Plans should be updated on a yearly basis.

Activities and Resources Sample Vulnerability Assessment Sample Emergency Response Plan

MODULE 11 SUMMARY System and Plant Maintenance Water Plant Maintenance Water System Maintenance Wastewater Plant Maintenance Wastewater System Maintenance

Water Plant Maintenance Recommended Maintenance Schedule Wells – flow tested on at least an every other year basis Pumps – follow manufactures recommendations on changing oil, etc. Chemical Treatment Equipment – follow manufactures recommendations Meters – calibrate on an annual basis

Water System Maintenance Recommended Maintenance Schedules Storage Tanks – visual inspection yearly; drain and inspect at least every five to ten years Booster Stations – follow manufacture recommendations Water Mains – flush and flow test at least annually more often depending on water quality Hydrants – should be inspected when flushing mains and appropriate repairs made at that time. Should also be checked again before cold weather and pumped out if weep holes are plugged.

Water System Maintenance (Continued) Valves – should be exercised at least once every four years. AWWA Standards recommended every year. Meters Meters larger than 2” should be tested annually Meters under 2” should be tested at least once every seven to ten years Pressure Relief Valves – should be inspected annually

Water System Maintenance (Continued) Back Flow Devices – should be inspected per State Plumbing Code recommendations.

Wastewater Plant Maintenance Pumps – follow manufacture recommendations Aerators – follow manufacture recommendations Meters (flow) – calibrate annually Tanks – drain and clean at least annually Screening Devices – follow manufactures recommendations

Wastewater Plant Maintenance (Continued) Valves – exercise at least once every four to five years Disinfection Equipment – follow manufactures recommendations Lab Testing Equipment – follow manufactures recommendations Bio-Solid Removal – based on plant process times

Wastewater System Maintenance Mains – should be cleaned at least once every four to five years. Problem areas more frequently. Manholes – should be cleaned at least once every four to five years. Lift Stations – follow manufactures recommendations, should be inspected on a daily basis.

Wastewater System Maintenance (Continued) Air Relief Valves – follow manufactures recommendations or at least once a year Inflow/Infiltration (Suggestions to finding problems inexpensively): Monitor manhole flow levels during dry conditions and during wet conditions Smoke testing Video areas found to have higher flows during manhole monitoring

System and Plant Maintenance Logs MODULE 12 System and Plant Maintenance Logs

MODULE 12 SUMMARY, last one System and Plant Maintenance Logs Plant Logs Plant Maintenance Logs System Logs System Maintenance Logs

Plant Logs Operator should keep a log book on all operational changes made Logs should be kept on all testing Logs should be kept on weather conditions Logs should be kept on all repairs

Plant Maintenance Logs Logs should be kept on all maintenance performed on each piece of equipment Logs should be kept on all tank cleaning

System Logs Logs should be kept on all repairs Logs should be kept on all meter, shut off locations Logs should be kept on all main testing

System Maintenance Logs Logs should be kept on all cleaning/flushing Logs should be kept on all flow testing Logs should be kept on all tank cleaning Logs should be kept on all valve work Logs should be kept on all hydrant work Logs should be kept on all booster/lift station work

Resources Resources Sample plant/system logs Sample plant/system maintenance logs

Alliance of IN Rural Water P.O. Box 428  Beech Grove, IN 46107 Phone (888) 937-4992 www.inh2o.org Indiana RCAP 1845 West 18th Street Indianapolis, IN 46202 Phone (800) 382-9895 www.incap.org