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WaterOperator.org Blog

RCAP's A Drop of Knowledge: Recent Article Roundup #1

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A Drop of Knowledge is a monthly digital article from Rural Community Assistance Partnership (RCAP.) The articles focus on topics like wastewater, drinking water, policy, and infrastructure in rural America. It contains how-to’s, tips, and guidance from more than 300 technical assistance providers (TAPs) across the country. Some recent featured articles are linked below:

Looking for something else? Find more articles and subscribe to A Drop of Knowledge.

EPA Mandates Cybersecurity Reporting for the Water Sector

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Public water systems are increasingly at risk from cyberattacks that threaten public health. U.S. EPA has issued new guidance that states are required to evaluate and report on cybersecurity threats for systems that use industrial control systems or other operational technology.

“Cyberattacks against critical infrastructure facilities, including drinking water systems, are increasing, and public water systems are vulnerable," said EPA Assistant Administrator Radhika Fox. “Cyberattacks have the potential to contaminate drinking water.”

This expectation is outlined in a memo that interprets sanitary survey requirements, accompanied by a detailed guidance document aimed at state programs and technical assistance providers. It was released as part of the Biden administration's updated National Cybersecurity Strategy

U.S. EPA offers resources that can help water systems understand and address cyber vulnerabilities including this video on basic cybersecurity concepts that can be used by water systems as a part of an annual cybersecurity training program. Our database on WaterOperator.org also has resources on this topic, including this 56-page guide from WaterISAC on cybersecurity best practices to reduce exploitable weaknesses and attacks.

RCAP’s Free Monthly Articles for Water and Wastewater Operators

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A Drop of Knowledge is a monthly digital article from Rural Community Assistance Partnership (RCAP.) The articles focus on topics like infrastructure, capacity building, and economic development in rural America. It contains how-to’s, tips, and guidance from more than 300 technical assistance providers (TAPs) across the country. Some recent featured articles are linked below:

Looking for something else? Find more articles and subscribe to A Drop of Knowledge.
 

A Day in the Life of a Water Operator

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While the specific details of each day can differ, the general tasks remain largely the same for water and wastewater operators in the United States. Below is a list of videos showcasing the different daily experiences of water and wastewater operators across the country. 

Whether you share these on social media to help inform the public or use the examples to inspire your own video, telling the story of what you do every day can help inspire future generations of water industry professionals.

Featured Video: Infusing Innovation into the DNA of Our Culture

There are many factors that drive the current utility model for wastewater operations. With traditional values in play, we have reached difficult economic and operational challenges. In order to address these challenges, we must adapt a new mindset and new utility model to push affordability for water customers, better equipment management, and increased compliancy.

Adapting a more innovative approach and mindset:
Our current utility practices suggest that our societal and business values coincide with "extraction, use, and waste disposal". This creates a motivation that is, at bare minimum, driven by public engagement, capital investment, and operations & maintenance. As a result our current water resources are being utilized inefficiently and ultimately running low. We must instead adapt a Resource Recovery business model for a circular economy. Focus must be shifted from regulatory compliance, utility impact, and traditional utility models to pivot toward ecological uplift, collective impact, and a transformative entrepreneurial business model. This new business model should include focus on resource recovery and watershed health as well as pump, plant, and pipe health.

The start of a new, innovative, and effective approach might be slow but can grow exponentially. Water organizations must start with efficiency and work their way to optimization, which will lead into investments for bigger ideas and new intellectual property such as smart meters, efficient pumps, proper monitoring equipment, better facilities, and so forth. Collective cooperation and corresponding mindsets will keep the industry on the same track with the addition of new water personnel and management turnover.

In this week’s featured video by the Water Research Foundation, Diane Taniguchi-Dennis, Deputy General Manager at Clean Water Services, presents a case study for how her organization is improving utility functionality through a culture of innovation.

Managing Sanitary Sewer Overflows (SSOs)

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The U.S. EPA estimates that approximately 23,000 to 75,000 sanitary sewer overflows (SSOs) occur in the United States each year. An SSO is defined by the release of untreated sewage into the environment through an overflow, spill, basement backup, or unpermitted discharge before completed treatment at the sewage plant. These overflows can degrade water quality, cause property damage, and pose serious threats to public and environmental health due to the release of harmful pollutants, disease causing microorganisms, metals, and nutrients into the environment. 

Section 301 of the Clean Water Act prohibits the discharge of pollutants to any Water of the United States from a point source without a National Pollutant Discharge Elimination System (NPDES) permit. To address compliance challenges associated with SSOs, the EPA recently completed a National Compliance Initiative that first began in 2000 to reduce the discharge of raw sewage in national water ways.

SSOs occur through debris or grease blockages, root intrusion, vandalism, inflow and infiltration, improper design, aging infrastructure, operational mistakes, and structural, mechanical, or electrical failures. Typically, the most frequent culprit takes the form of blockages. After an overflow, clean up and response is not only expensive, but traumatic for the impacted communities.

In Queens, NY a sewage backup on the Thanksgiving holiday weekend of 2019 flooded the basements of approximately 100 homeowners creating a putrid odor and exposing the community to harmful pathogens. Liability for residential damages and repairs to the pipe was projected to reach millions of dollars.  The culprit for the backup? While operators initially theorized a grease induced fatberg was to blame, investigation later revealed a collapsed sewer pipe instigated the SSO.

In New England and around the country, many communities maintain collection systems of 100 years old or more. Aging infrastructure exacerbates SSO prevention challenges. As years of wear on system equipment increases, the likelihood of mechanical or electrical failures as well as the opportunity for inflow and infiltration increases. Pipe deterioration due to natural freeze-thaw cycles, environmental conditions, water flow, and water chemistry can also increase the likelihood of structural failures. When this deterioration is not routinely inspected and maintained, resulting failures will only add further hydraulic stress to the system.

The frequency of SSOs can be reduced significantly through preventative maintenance and the implementation of an appropriate asset management program. To upgrade your preventative maintenance program, an article from the March 2017 Kansas Lifeline discusses the basics of lift station maintenance. The Georgia Association of Water Professionals provides a more comprehensive guide of collection system maintenance practices in its 2016 guide Wastewater Collection System Best Management Practices.

Developing an asset management program will allow systems to plan for the replacement or rehabilitation of aging pipes, pumps stations, valves, manholes, and collection system infrastructure. During program development systems can predict and plan for population changes, capacity objectives, equipment deterioration, and more. To encourage proper asset management of collection systems, the EPA developed the CMOM program. CMOM stands for Capacity, Management, Operations, and Maintenance.  The information-based management approach encourages dynamic collection system management through the prioritization of activities and investments. Utilities can access how well their current practices meet the CMOM framework using this Self Assessment Checklist and the EPA Evaluation Guide for CMOM at Sanitary Sewer Collection Systems. Follow up this evaluation by integrating CMOM best practices into a new or updated asset management program using this blog post.

Even with the implementation of these programs, systems should still prepare for the event of an unexpected overflow. As in Queens, NY, preventative maintenance and asset management did not stop the SSO on the Thanksgiving weekend. Systems must be prepared to respond swiftly with a Sanitary Sewer Overflow Response Plan. These emergency response plans will limit potential damages and reduce community distress. By combining preventative maintenance, asset management, and emergency response planning, systems can ensure that their community and its environment have the best protection from SSOs.

Challenges Developing an Asset Management Program

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Developing and maintaining an asset management program benefits the short and long-term operations of any utility. During operational, financial, and managerial decision making, choices can be backed by quantifiable data and knowledge gathered from asset inventories, condition assessments, and risk assessments. Furthermore, the maps, spreadsheets, and reports generated for asset management programs can improve communication between board members and utility staff. Asset management programs allow utilities to shift their operations to preventative maintenance and long-term planning.

The recommended methods to develop asset management programs are well documented, however implementation of such methods in the real world generates a slew of both predictable and unpredictable challenges. Fortunately for all communities, it is the responsibility and the nature of any utility to problem solve and overcome these challenges.

In October of 2017, the Michigan Water Environment Association (MWEA) and the Michigan Section American Water Works Association (MI-AWWA) hosted a roundtable seminar on asset management plan development. The results of this roundtable highlight how communities and their consultants developed their own plans in response to new regulatory requirements in Michigan. The Spring 2018 Edition of MWEA Matters summarizes the actual approaches undertaken by these facilities and how they overcame individual challenges in developing an asset management program. These approaches and challenges were divided into six categories:  inventory, condition assessment, risk, O&M/ capital planning, rate integration & level of service, and software.

Most challenges in asset inventories arose around the question of how and where to organize data so that information could be related to other data sources. Challenges in condition assessment were often rooted in cost limitations, evaluating underground infrastructure, and weighting the data available from equipment history, maintenance history, age, condition scores, visual inspections, engineering judgement, and operational institutional knowledge. During risk assessment difficulties emerge when estimating risk for uninspected equipment or considering system redundancies. The final challenge lies in determining how to make maintenance program and financial decisions by balancing institutional knowledge with system modeling.

Utilities can find expertise in avoiding or overcoming these common program develop challenges through the Rural Community Assistance Partnership (RCAP) or the National Rural Water Association (NRWA). We also recommend searching through our online resource library to find program develop manuals, spreadsheets, and tips to get started. For a general overview of the program development process, review the 13 Session Asset Management Training Slides by the U.S. Environmental Protection Agency.

Collaborating Effectively with Board Members

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To protect public health and maintain reliable services, operators and board members, or other governing bodies, must collaborate effectively. This collaboration is essential to successfully establish and execute short-term and long-term system goals. In this blog post, we will discuss how to improve collaboration between board members and operators by distinguishing responsibilities between the two groups and providing communication tips for operators.

RESPONSIBILITIES

To work effectively in any team, each member must understand their own responsibilities and how those responsibilities are distinguished from the responsibilities of others. The primary role of board members is to ensure the system provides reliable and compliant services by setting policies and goals, maintaining finances, and communicating important utility information to customers. Their responsibilities include:

Management: Board members are in charge of hiring, retaining, and contracting qualified workers. They must set policies (pg. 9) and goals that allow the utility to operate efficiently and legally. Evaluating these goals regularly will ensure that the system can maintain a desired level of service, protect source water, apply appropriate asset management programs, and keep customers informed. Boards should operate ethically and make sure records are retained properly. To do all of this, each board member should facilitate active participation in decision making while acting as a good team member for the utility. They must also acquire the required knowledge to fulfill these duties.

Financing: Decision makers must maintain budgets, monitor spending, and ensure that the system will have enough money to meet both present and future needs. When necessary, boards are in charge of acquiring the funds to finance infrastructure projects and other activities required by the system. Any major contracts must also be approved and properly recorded by the board.

Communication: Board members must keep customers informed on ongoing projects, system services, and potential emergencies. They should act as the liaison between the system's staff and the community. Additional responsibilities include maintaining transparent communication to the public through open meetings that have been scheduled with appropriate public notice and an organized agenda. By publishing meeting minutes and key decisions, customers can remain informed and provide additional input.

After board members have established the financial and managerial policies for the system, it is the operator’s responsibility to implement and enforce those policies. Operators must develop, update, and execute maintenance plans and standard operating procedures (SOPs) that meet board policies and regulatory compliance. These procedures will help staff facilitate daily operations, monitor the system, and maintain detailed records of the system’s status as well as any financial expenditures. Operators must also maintain, monitor, and replace existing assets. While both operators and board members should possess a sufficient education to manage the facility, operators must do so by upholding their certification license. In addition to these tasks, it’s important for operators to keep board members informed of system updates and needs.

COMMUNICATION

To effectively collaborate and communicate as a team, board members and operators should attend regularly scheduled meetings. The Nevada Bureau of Health Protection Services recommends board members schedule these meetings on the same day once every month. During meetings customers can discuss concerns with board members, board member can inform customers of changes to the system, and operators can provide updates to their board. Successful meetings should always be conducted to comply with the region’s Open Meeting Laws and to follow a pre-written, detailed agenda.

Before any meeting the board’s secretary should collaborate with operators and other board members to produce a clearly written agenda that will include discussion topics, action items, and time for public comment. This is the time where operators can schedule to bring forth concerns, needs, and system updates. The Environmental Finance Center hosted an excellent webinar in 2016 on successful communication with board members. The webinar describes what topics and details are important to discuss at meetings and what are not. The webinar also demonstrates how policies are made and updated during these meetings. The following figure was taken from this webinar:

Board and Staff Relationship

When an operators bring up concerns, requests for funding, or updates on the system, they should do so with the following strategies:

Presenting the Update or Issue:

Proposing Solutions to Challenges:

  • Provide reasonable options to resolve system issues and clearly explain the risks involved in not taking action. Describe how the proposed solution will resolve the issue.
  • When the solution involves replacing new equipment, explain estimated life cycle costs in addition to upfront costs. Identify where the funding to finance the solution will come from and where that will leave the system financially afterword.
  • Understand how proposed solutions and projects will affect other funding needs in the community. Explain how the solution will benefit the community as a whole.
  • Offer the board a non-technical explanation of why the proposed solution is required so they can relay this information to customers.

Other Tips:

  • When operators don't know the answer to questions from the board, it’s best to offer to investigate the answer later rather than guess. Waiting to provide an accurate answer limits confusion and unnecessary conflict.
  • Board members are often unfamiliar with the daily operations of the utility. It can help improve collaboration to offer tours of the facility that demonstrate operating requirements and updated conditions of the plant. Alternatively, operators can invite board members to attend training classes and conferences. The Rural Community Assistance Partnership (RCAP) also offers water and wastewater guides for the non-operator that can act as a starting point for this technical knowledge.
  • Keep the lines of communication open. When board members can communicate their opinions openly it will lead to reciprocation and more effective problem solving.
  • Compromise!

When collaboration becomes difficult, remember that both operators and boards have the same goal: protecting public health and ensuring the longevity of the system. While board members can face different pressures than operators, they still want to maintain this goal. Elizabeth Dietzmann with the Kansas Rural Water Association has written two excellent articles for operators on How to Manage a Micromanaging Board and How to Manage a Problem Rural Water Board Member. The latter addresses “No Show” members, “Blabbermouths”, the “Angry Bird”, and other problem members.

Remember that communication doesn’t have to be limited to monthly meetings. Operators can provide weekly email updates or use phone calls to inform boards of important issues. For additional resources on board responsibilities check out RCAP’s Big Guide for Small Systems: A Resource for Board Members. As operators maintain their own continuing education requirements, they can also encourage board members to attend any upcoming RCAP board training that will help them brush up on their job duties and stay up to date on the industry.

Resources to Complete Your Risk & Resilience Assessment and Emergency Response Plan

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Drinking water utilities should be aware of the risk and resilience assessment (RRA) and emergency response plan (ERP) requirements mandated by section 2013 of the America’s Water and Infrastructure Act (AWIA) of 2018. Under section 2013, community water systems (CWS) serving populations of 3,300 people or more are required to perform a risk assessment using the results to develop or update their ERP. The due date to certify the completion of these requirements is dependent on the population served by the system. If a CWS provides water to a consecutive system, they must include the population of the consecutive system in the total population served. 

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*After submitting the RRA, the ERP must be submitted and certified within six months. Community water systems will be required to review and revise, as necessary, their RRA and ERP every five years after the initial certification dates. 

These new AWIA requirements amend section 1433 of the Safe Drinking Water Act (SDWA), originally created from the Bioterrorism Act of 2002. The Act focused on incidents of terrorism and required CWS’s serving more than 3,300 people to conduct a vulnerability assessment (VA) and develop an ERP. The new AWIA requirements place an emphasis on the risks of malevolent acts, natural disasters, and cybersecurity. Since the vulnerability assessments from the Bioterrorism Act are now more than 10 years old, AWIA approved the destruction of these assessments. Utilities that want their VA returned instead can submit a request letter to the EPA before the due date of their risk assessment.

To assist in meeting the new requirements, the EPA has developed several resources designed specifically for AWIA. Resources and tools are uploaded on this EPA web page as they become available. The risk and resilience assessment is the first requirement due under section 2013 and necessary to develop your ERP. The assessment must include six criteria. Following the assessment, the ERP must include four criteria in addition to any state requirements. In this blog we will provide information about these AWIA resources in addition to other documents that can be useful to complete your RRA and ERP. 

EPA's AWIA Resources:

Resiliency and Risk Assessment:

Emergency Response Plans:

Other Helpful Resources to Get Started:

Resiliency and Risk Assessment:

Emergency Response Plans:

To certify the completion of your RRA or ERP, the EPA has developed guidelines for certification submittals via their secure online portal, email, or mail. If your system needs any additional help to meet these requirements, the EPA will be hosting in-person and online training sessions for each region. If these document suggestions don’t meet your system needs, check out our document library to find a variety of resources on risk assessment and emergency response.

Developing an Asset Management Program

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Asset management is a critical component to the short and long-term success of every water and wastewater utility regardless of size or system type. When a system understands the condition of its assets, in addition to present and future projected needs, the utility can make informed decisions about infrastructure operations, management, and investments. These decisions will minimize expenditures, equipment failures, and risk to public health while promoting reliability, resiliency, compliance, and customer satisfaction. Asset management moves utilities from reactive to proactive decision making and allows systems to get the most out of what they have.

If your facility has never developed an asset management plan or it’s been quite some time since you’ve last revised your plan, we’ve highlighted our favorite resources to get you back on track. A well-developed plan includes asset inventories, operation and maintenance tasks, emergency response and contingency planning, comprehensive financial plans, succession planning, and an understanding of current and future service level goals. Without addressing the technical, managerial, and financial management of your system, your plan will be incomplete. So without further ado, here’s our favorite resources to help you improve your understanding of asset management and develop your own program.

What is Asset Management?

Developing an Asset Management Plan

Writing Your Plan

Additional Help: Asset Assessment, Financial Planning, and Program Review

Developing a new plan can seem like an intimidating project, however utilities will ultimately improve their services and decision making capacity while saving time, resources, and money. If your system needs help developing or assessing a program, check out the EPA’s list of technical and financial assistance providers or contact WaterOperator.org to have help finding a provider. The EPA maintains a list of capacity development contacts that can answer any questions about specific requirements of your primacy agency.

To find additional information on asset management, visit our resource library. You can use the category filter to narrow down your search by topics in asset management, financial management, utility management, and more. Our library can also be filtered by resource type such as manuals, videos, or templates. The other filter options can refine your results to a specific host organization or state. Check out our tutorial to use the library to the best of its capabilities.