Completed Capacity Development

The Alabama Rural Water Association (ARWA) enlisted the assistance of a registered professional engineer to work with state water organizations and state and federal agencies to identify small water systems that were experiencing water system operational problems, having system expansion concerns, and/or needed assistance with drinking water treatment processes. Initially, 20 small water systems were identified. Their problems fell into five categories:

1. accountability of water–11 percent of the problems,
2. insufficient water–17 percent
3. hydraulic related problems–44 percent
4. water treatment–22 percent and
5. system operation–6 percent.

The overall project was extremely successful, saving the targeted systems more than $1 million dollars collectively. At least one solution was identified and presented for each problem. More than half (55 percent) of the systems took positive action to correct their situation. Only 11 percent of the systems had minor, easily resolved problems. About 33 percent of the water systems had not yet taken steps to correct the identified problem. This, however, was not unexpected since many of these systems are small and have limited management abilities. Work with many of these systems under Phase I was completed in June 2004.

Phase II funding allowed ARWA to provide follow up assistance on long-term solutions for Phase I systems that were unable to implement recommended solutions, and expand assistance to include an additional 20 systems. In Phase II, ARWA addressed water system operation and service issues related to water quality, low water pressure, and lack of water. Many operators lacked a complete understanding of these problems. An additional 20 water systems were provided with viable solutions to compliance and system operation problems. The project’s final report and site-tracking spreadsheet documented benefits in actions taken to provide measurable economic and public health benefits. The project’s strength was its comprehensive approach to identify problems, develop viable solutions to them, and use open communication and networking between the particular system, ARWA, the state primacy agency, and USDA Rural Development to implement solutions. Start/End Dates: 05/01/03 to 05/31/05.

With this project Mississippi Rural Water Association (MWRA) is providing state of the art support on optimizing drinking water systems by developing comprehensive operations and management evaluations to maximize public health protection and to ensure regulatory compliance. The project’s primary objective is to help a minimum of six small municipal and/or rural water systems optimize their operating efficiency, reduce operating costs, extend equipment life, establish a framework for continuous improvement, and then determine if significant improvements in these areas can be made without major capital expenditures. A minimum of 150 hours of on-site assistance will produce a comprehensive operational and management evaluation for each system. Areas addressed may include energy/water audits/leak detection, process optimization, policies and procedures, financial management, cost-of-service and rate studies, project financing, management information systems (MIS), customer service, organizational development, maintenance management, facility master planning, security/disaster response, mapping/line locations, and data transfer.

Start/End Dates: 07/01/06 to 5/31/07

The complexity of operating rural water systems continues to grow as the requirements of the Safe Drinking Water Act and other environmental laws increase small systems’ responsibilities and liabilities. The details of managing a system and the number of required reports have more than doubled. Systems often lack the funds to hire someone to provide the necessary training to learn how to produce the required reports. This project allowed the Mississippi Rural Water Association (MsRWA) to purchase 10 computers for their training facility in Raymond, Mississippi to provide small public water system personnel basic computer training and allow them to learn how to use software to complete required annual financial reports, Consumer Confidence Reports, and to record and track their system’s water usage and sales.

Tracking water usage and sales records are critical for assessing water fees. The computer resources and training were valuable tools for the systems because they enabled the systems to comply with the laws in a timely manner and empowered them to produce reports. After completing the training, approximately 60-75 systems conducted rate studies. These studies resulted in rate increases, enabling them to become more self-sufficient and viable. In Phase II, the project was expanded to allow the MsRWA to address Utilizing GPS Equipment for Leak Detection Purposes. This expanded the original project to allow MsRWA to purchase a GPS unit, a laptop computer, two Aqua Trac 100 pipe locators, and a pipe locator with pigs and transmitters. Circuit riders used this equipment almost weekly to locate lines and leaks for small systems. Specific examples include work with Leesburg Water Association (E. coli tested positive on a new 8” pipe, leak detection and “pigging” done to clear the pipe - it tested clear and was restored to service) and the Town of Gloster (circuit riders helped to georeference the town’s valves and fire hydrants for engineering mapping). In both instances, use of the equipment saved the systems a significant amount of money in lost water while preventing damage to water lines. Start/End Dates: 05/01/01 to 04/30/03.

The Texas Rural Water Association (TRWA) pilot project developed a customized, stand alone interactive mapping/information management system (IM2). Many of Texas’ small systems are located in remote areas and tend to lack access to some technologies. Software that links distribution system data with office and financial data can improve systems’ decision-making capacity. In particular, IM2 databases include geographical locations (global positioning system data) for water system facilities, customer accounts, work orders, water rates, billing, well operations, inventory, customer service inspections, bookkeeping functions, and report preparation. These databases were linked to create a comprehensive management system for administrative and management functions, and system operations and maintenance. Effective use of the IM2 software provides a comprehensive management information system for the governing board, which will result in time savings, improved operation and maintenance, and improved financial, managerial, and technical capacity for small water systems. Start/End Dates: 9/01/04 to 5/31/06

The SE Rural Community Assistance Project is a pilot program in SC to create a detailed natural disaster response and mitigation plan for a small, isolated coastal water system vulnerable to natural disasters and other hazards. The pilot water system is Edisto Beach, Colleton County, SC which has a year round population of 641 but peak summertime population of 5,400. The project will develop a Community Vulnerability Assessment Tool (CVAT) for Edisto Beach SC Water System using parts of the Coastal Services Center (CSC) of National Oceanic and Atmospheric Administration (NOAA) tools of CVAT and Risk and Vulnerability Assessment Tool (RVAT). The site specific tool will include Hazards Locator, Critical Infrastructure, Mitigation Strategy and Recommendations for Infrastructure Protection and Disaster Response for the water system. The Edisto Beach CVAT Tool will contain maps, charts, photos, etc. that support the response plan and methodology. The project results will be shared with nearby coastal community water systems of Kiawah Island SC Utilities and Seabrook Island SC utility. Southeast RCAP will also propose a strategy to generate required matching funds or loan reserves to fund improved planning and response, and develop a database of all disaster related funding available to small water systems in South Carolina, complete with EPA funding, USDA Rural Development funding, SC state SRF funding, SC Budget & Control Board Funding, county funding and any private funding.

Start/End Dates: 02/01/07 to 01/31/08

The University of North Carolina Water Resources Research Institute (NCWRRI) project will identify opportunities to enhance management capacity for small public water supplies in North Carolina through cooperative arrangements. The project will classify small systems with respect to needed management functions. Geographical clusters of systems with similar management requirements will be identified. Alternative organizational arrangements for shared management of each class of small system will be evaluated as a function of number of systems, sizes, and geographic coverage. A range of incentives that could be adopted to entice individual systems to participate in shared management will be formulated in the context of enabling legislation. The project will produce a white paper and presentation to appropriate decision makers in state and local governments, including North Carolina Department of Environment and Natural Resources, the Environmental Review Commission of the North Carolina General Assembly, and the North Carolina Association of County Commissioners.

Start/End Dates: 06/01/07 to 05/31/08

The Mississippi Rural Water Association (MSRWA) conducted statewide hands-on computer training in multiple areas of capacity development, including developing by-laws, long-range plans, emergency plans, security plans, and policies and procedures and other documents to enhance Mississippi’s small public water systems’ technical, managerial, and financial capacity. The training addressed the Safe Drinking Water Act’s requirement that new public water supply systems or systems applying for state revolving loan funds demonstrate certain capabilities. Specifically, water systems must have the technical, managerial, and financial capability to meet present and foreseeable state and federal regulations, provide adequate water service, and operate as financially viable entities. A total of 10 training sessions conducted throughout the state introduced the capacity development topics in a word processor format to personnel from 68 small public water systems. The instructors demonstrated ways to navigate in the program without losing the original forms. A capacity development handbook was developed and made available in both printed and digital format. Training materials included models for policies and procedures, by-laws, employee job descriptions, long range planning, rate setting, water-user agreement, emergency response plan, cross connection plan, and a security plan. This training was approved by the Mississippi State Department of Health and has continued to help meet small public water systems’ training needs after the project period ended. Start/End Dates: 05/01/03 to 05/31/04.

While there is a widespread belief that the only critical factor in providing safe drinking water to the rural public is a strong technical capacity, the fact remains that high managerial and financial capacities are, in the medium and long runs, at least as important as the technical side. Without the ability of the rural water system to remain financially strong with a knowledgeable board and a management structure, it cannot maintain its plant and equipment, recruit or retain quality employees, or elect quality board members. Mississippi State University Extension Service (MSU-ES), developed three publications to help rural water systems develop stronger managerial and financial capacity: Mississippi Survey of Drinking Water System Characteristics and Rate StructureMississippi Water Association Financial Indicators StudyConsolidation Efforts: Pros, Cons, Options, and PerceptionsThese publications were distributed to small public water systems and technical assistance providers, as well as submitted to SE-TAC. Start/End Dates: 01/01/04 to 05/31/05.

This project assisted the North Carolina Rural Economic Development Center (NCREDA) in developing the North Carolina Central Coast Plain Capacity Use Area Regional Water Resource Study.The project entailed a plan to identify new drinking water sources, transition to these sources, finance the transition, as well as educate the public on the true costs of safe drinking water and the need to conserve and better manage water resources. According to an inventory of public water supply systems conducted by NCREDA in 1997, over 90 percent of the water supply systems in eastern North Carolina, generally east of Interstate 95; depend upon groundwater as the water source. By comparison, nationally, about 50 percent are groundwater dependent. The water source for these groundwater systems is two Cretaceous-era, confined aquifers known as the Black Creek and Upper Cape Fear aquifers. Monitoring data from the US Geologic Survey and the Monitoring Well Network maintained by the State Department of Environment and Natural Resources (DENR) - Division of Water Resources, documented a sharp decline in the aquifer levels leading them to conclude that the withdrawal rate from this system exceeds the rate of recharge.

Through a stakeholder process, the Division developed the Central Coastal Plain Capacity Use Area Rule (CCPCUA) which included 15 counties. Representatives from public and private water systems, the League of Municipalities, the North Carolina Association of County Commissioners, as well as private businesses joined the Stake holder’s Group. The Rule requires the coordination and regulation of groundwater withdrawals from the Black Creek and Upper Cape Fear aquifers to protect the aquifers’ sustainability. Water users within the 15-county area must reduce groundwater withdrawals over a 16-year period, some by as much as 75 percent.

SE-TAC funding allowed the NCREDA to assist the region’s small public drinking water systems to develop a plan to support the decision-making process for continued provision of potable water. Integral to their continued operation, the plan allowed these systems to make the most cost-effective, feasible choice for the required groundwater withdrawal reductions. Public meetings, legislative briefings, and a conference were used to disseminate information. Without this assistance, alternative water supplies could be based upon a first come, first served basis, giving larger water systems with more resources access to the least expensive water supplies, leaving more expensive alternatives available to the smaller systems. Start/End Dates: 05/01/01 to 04/30/02.

SE-TAC has funded the Florida Rural Water Association’s (FRWA) state-wide engineering services project from its inception. Over the past six years, FRWA has expanded this novel effort to provide technical support to help Florida’s small water systems meet and exceed the Safe Drinking Water Act standards and protecting public health. With 149 completed projects (34 of state-wide interest) in the 2004 – 2006 project period, activities ranged from basic engineering support and services, consulting advice, second opinions, and permitting assistance. The technical assistance saved water utilities an estimated $2,000,000 in operating funds which can be transferred towards compliance, and operation and maintenance expenses or be reserved for systems’ long-term growth and development. This successful SE-TAC funded pilot project has been duplicated by other states within the region as a cost effective way to help small systems identify and clearly define their problems as well as evaluate alternative solutions to those problems. Start/End Dates: 9/01/04 to 5/31/06

The Mississippi Rural Water Association (MRWA) project traced the technical, managerial, and financial deterioration of many systems to a common culprit: excessive water use. The project implemented a water conservation demonstration program in cooperation with six rural water systems and/or municipalities across Mississippi with unacceptable water loss percentages (> 40%). The project focused on reducing water use, improving operating efficiency, and protecting source water. Participating systems were identified in close consultation with the state primacy agency as well as other state and federal agencies. The project benefited not only the participating systems, but developed transferable resources for other systems. A model water conservation plan and a template framed around technical, managerial, and financial capacity issues is available to assist water systems throughout Mississippi and the Southeast. Start/End Dates: 9/01/04 to 5/31/06