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Utility Board Training: Technical Capacity

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Introduction

Request for training identified Local utility boards Funders Regulators

Cooperative training effort Indiana Rural Community Assistance Program Alliance of Indiana Rural Water

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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?

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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

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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.

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MODULE 9

Operational Reporting

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MODULE 9 SUMMARY Operational Reporting National Pollution Discharge Elimination System

(NPDES) Monthly Reports

1. Monthly Report of Operations2. Discharge Monitoring Report

Yearly Reports1. Land Application2. Water Withdraw

Emergency Reporting1. Boil Orders2. CSO Overflow

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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

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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.

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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

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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

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Monthly Reports (continued) Water MRO

Records daily usage. Records Types and Amounts of Chemicals Used. Records daily testing results (based on system

type): 1. Disinfection levels (plant and system)2. PH level (plant raw and finished)3. Turbidity (plant raw and finished)4. Iron level (plant raw and finished)5. Hardness level (plant raw and finished)6. Alkalinity level (plant raw and finished)7. Manganese level (plant raw and finished)

Must be submitted by the 10th day of the following month.

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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

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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.

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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.

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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.

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Activity and Resources

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

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MODULE 10

Vulnerability Assessment/Emergency Response Plans

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MODULE 10 SUMMARY

Vulnerability Assessments/Emergency Response Plans Vulnerability Assessments Emergency Response Plans

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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

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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?

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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.)

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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

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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

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Vulnerability Assessments and Emergency

Response Plans should be updated on a yearly

basis.

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Activities and Resources

Resources Sample Vulnerability Assessment Sample Emergency Response Plan

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MODULE 11 SUMMARY

System and Plant Maintenance Water Plant Maintenance Water System Maintenance Wastewater Plant Maintenance Wastewater System Maintenance

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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

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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.

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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

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Water System Maintenance (Continued)

Back Flow Devices – should be inspected per State Plumbing Code recommendations.

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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

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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

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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.

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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

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MODULE 12

System and Plant Maintenance Logs

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MODULE 12 SUMMARY, last one

System and Plant Maintenance Logs Plant Logs Plant Maintenance Logs System Logs System Maintenance Logs

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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

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Plant Maintenance Logs Logs should be kept on all maintenance performed

on each piece of equipment Logs should be kept on all tank cleaning

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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

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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

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Resources

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

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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