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Management Tools for Small Public Water Systems

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Management Tools for Small Public Water Systems Trade Fair 2013 Michelle Bost and Amber Fisher If you have a shortfall what can you do??? Create a capital improvement ... – PowerPoint PPT presentation

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Title: Management Tools for Small Public Water Systems


1
Management Tools for Small Public Water Systems
  • Trade Fair
  • 2013
  • Michelle Bost and Amber Fisher

2
Overview
  • Overview of SBLGA
  • SBLGA Programs
  • Intro to Managing Small Public Water Systems

3
TCEQ Organization
Governor Rick Perry
Chief Auditor
General Counsel
TCEQ Commissioners
Chief Clerk
Public Interest Counsel
Small Business and Environmental Assistance
Agency Communications
Executive Director
Chief Engineer
Deputy Executive Director
Special Counsel
Intergovernmental Relations
Toxicology
Office of Compliance and Enforcement
Office of Legal Services
Office of Administrative Services
Office of Air
Office of Water
Office of Waste
4
SBLGA Programs Offer
  • - Technical Assistance
  • with understanding the rules and meeting
    requirements
  • - One to One Help
  • - Compliance Tools
  • - Free Confidential

5
SBLGA Compliance Assistance
  • Multi-media
  • Air, water, waste compliance
  • Best management practices

6
SBLGA Compliance Assistance
  • Help in Understanding Authorization Requirements
  • What does my permit allow?
  • What are my recordkeeping requirements?
  • What are my reporting requirements?
  • When does my permit expire?

7
SBLGA Customers
Help For Smaller Entities
  • Business Industry
  • Local Governments
  • Associations
  • Other Agencies

8
Small Business
  • Independently owned and operated company
  • Size 100 or fewer employees across all locations

9
Small Local Government
  • City of 50,000 or Fewer
  • County of 100,000 or Fewer
  • ISD with 100,000 or Fewer Students

10
SBLGA Programs
  • Hotline 800-447-2827
  • Regional Staff
  • EnviroMentor
  • Advisory and Advocacy Groups
  • Advocate Newsletter
  • Technical Outreach and Training

11
Getting Help
  • Hotline
  • 1-800-447-2827
  • M-F 800am-500pm
  • www.TexasEnviroHelp.org
  • Office Site Visits

12
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13
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14
Local Staff Available
15
EnviroMentor Program
  • Technical Assistance
  • Volunteer Professionals
  • Consultants
  • Engineers
  • Lawyers
  • Operators

16
Advisory and Advocacy Groups
  • Small Business Advisory Committee (SBAC)
  • Compliance Advisory Panel (CAP)
  • Participate In
  • Regulatory Process
  • Public Comment
  • Local/State Planning

17
The Advocate
Quarterly Updates
- Rule Changes - Due Dates - New Resources -
Subscribe FREE 1-800-447-2827 or _at_
sblga.info
18
Technical Outreach
  • Rule Change Outreach
  • Compliance Initiatives
  • Online Printed Publications
  • Workshops Seminars

19
Training
  • Industry-specific training
  • Media-specific training
  • Drought workshops
  • Managing small utilities

20
Managing Small Water Systems
21
Managing Small Water Systems
  • What happens without maintenance?
  • Save as you go
  • Know what you have
  • Customers should pay for services
  • Be prepared for the repairs and prevent
    breakdowns

22
Managing Small Water Systems
  • A five part management guide
  • Asset Management
  • Source Assessment and Planning
  • Operation and Maintenance
  • Compliance
  • Resources

23
Managing Small Water Systems
  • Plain language guidance
  • Easy-to-use worksheets
  • Simple, no computer-needed toolkit

24
Part A Asset Management
  • Essential to secure increasingly-scarce funding
  • Inventory
  • Prioritization
  • Comprehensive planning
  • Budget

25
Part B Source Assessment and Planning
  • Know your source
  • Calculating water remaining
  • Identifying alternative sources

26
Part C Operations and Maintenance
  • Description and map of the system
  • Recordkeeping
  • Sampling and Analysis
  • Staffing and Training
  • Security
  • Water Loss Tracking
  • Daily, weekly, monthly tasks

27
Part D Compliance
  • Avoid spending money on fines.
  • Enforcement Process
  • Penalty Calculations
  • Category A Violations
  • Example Enforcement Cases
  • Sampling Requirements
  • System Requirements

28
Part E Resources
  • Selecting an Engineer
  • Financial, managerial, and technical assistance
  • Open meeting vs. public hearings
  • Training resources
  • Operator requirements

29
Other Tools
  • Rate increases and costs over time
  • Costs of saving and paying versus getting a loan

30
Managing Small Water Systems
  • Part A Asset Management
  • Part D Compliance
  • Part E Tools and Resources
  • Part B Source Assessment and Planning

31
Asset Management explains
  • What is asset management?
  • Why do it?
  • What are the steps?
  • How do I move my organization forward?

32
What is an Asset?
  • Operators, source water, equipment, tools, pumps,
    tanks and pipes that make up your water system..

33
What is Asset Management?
  • Getting the most value from and maintaining and
    operating your assets cost-effectively
  • Pay now to maintain assetsor pay MORE later!

34
OK... Heres the deal
  • Increasing demand
  • Dwindling funds
  • Aging infrastructure
  • No past planning

35
OK... Heres the deal
  • Resistance to rate increases
  • Loss of knowledge when personnel retire
  • Demand to do more with existing resources
  • What can I do???

36
Transition from building and operating to
managing assets
  • Extend asset life
  • Optimize maintenance
  • Develop accurate long-term funding strategies
  • Sustain long term performance at your desired
    level of service!

37
Tale of Two Cities
  • City of Anthill
  • Inventories their assets.
  • Realizes they need a replacement well pump in 10
    years.
  • They start saving now.
  • In 9 years, they have the funds reserved.
  • City of Beehive
  • Never assessed the condition of their well pump.
  • When well pump breaks, have to rush to make
    emergency repairs.
  • The repair costs
  • loss of service
  • media attention

38
Asset Management Steps
  • 1.Take an inventory of
  • and prioritize your assets
  • 2.Develop a plan
  • 3.Calculate your budget
  • 4.Put your plan into action
    TOGETHER

39
Example Public Water System
40
1. Inventory and Prioritization of Assets
41
Inventory and Redundancy
  • Make a record of all assets the utility owns,
    their condition, and year installed
  • Use several sources of information to obtain a
    complete list of assets
  • Describe any redundancy

42
Inventory Sources of Information
  • Staff current and previous
  • As-built or design drawings
  • Manufacturers manuals
  • Monitoring or other map of system
  • Operations and Maintenance manual

43
The Important Role of Operations and Maintenance
  • Keep an ongoing maintenance record of your assets
  • Identify and document the condition of your
    assets
  • Estimate current and future expenses for asset
    repairs/ replacement

44
The Important Role of Operations and Maintenance
  • Prolongs life of assets
  • Keeps you in compliance with state environmental
    rules
  • Assists with inventory and prioritization
  • Informs budgetary decisions

45
Operations and Maintenance
46
Worksheet 1 Inventory and Prioritization
47
Inventory Expected Useful Life
48
Worksheet 1 Inventory and Prioritization
49
Inventory Age, Remaining Life, Replacement Year
  • Record the age
  • Calculate the remaining useful life
  • Calculate the expected replacement year

50
Worksheet 1 Inventory and Prioritization
51
Inventory Cost to Replace Assets
  • Base your estimate on the cost of buying and
    installing a new piece of equipment
  • Contact vendors, get bids
  • Use your systems experience
  • Tap into a neighboring systems knowledge

52
Inventory Cost to Replace Assets
  • Factor in inflation!
  • Texas Comptrollers website www.window.texas.gov
  • U.S. Bureau of Labor Statistics www.bls.gov/cpi
  • Use a 5 inflation rate per year for worst case

53
Worksheet 1 Inventory and Prioritization
54
Inventory Prioritize Your Assets
  • Use Table 2 Prioritization Rating
  • Determines how critical each of your assets is to
    operations
  • Helps determine whether you should replace or
    repair

55
Table 2 Prioritization Rating
56
Inventory Prioritize Your Assets
  • This will help you
  • Make informed budgeting decisions
  • Plan across city departments
  • Make sure funds are available when you need them

57
Worksheet 1 Inventory and Prioritization
58
Step 1 Inventory and Prioritization
  • Open Discussion

59
Managing Small Water Systems
  • Part A Asset Management
  • Part D Compliance
  • Part E Tools and Resources
  • Part B Source Assessment and Planning

60
Asset Management Steps
  • 1. Take an inventory of
  • and prioritize your assets
  • 2. Develop a plan
  • 3. Calculate your budget
  • 4. Put your plan into action TOGETHER

61
2. Develop a Comprehensive Plan
  • Plan repairs/replacements over the next five
    years
  • Estimate cost, including labor
  • Build redundancy into your plant to decrease how
    critical an asset is (lessen impact of its
    failure)

62
Comprehensive Planning
  • Use the Comprehensive Planning worksheet to
    plan for the future

63
Worksheet 2 Comprehensive Planning
64
Comprehensive Planning
  • List prioritized assets.
  • List refurbish and replacement activities.
  • Estimate years until action is needed.
  • Calculate reserve required per year.
  • Calculate reserve required in current year.
  • Repeat steps for next four years.

65
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66
Asset Management Steps
  • 1. Take an inventory of
  • and prioritize your assets
  • 2. Develop a plan
  • 3. Calculate your budget
  • 4. Put your plan into action
    TOGETHER

67
3. Develop a Budget
  • Now that you have a plan, its time to create a
    budget to fund it!

68
Budgeting
  • The Budgeting Worksheet will help you
    determine
    - Annual revenue
  • - Annual expenditures
  • - Net income
  • - Additional funding needed

69
Find out how much money you have to work with
Net income
  • Revenues
  • Fees collected
  • Water Rates
  • Secured Funding
  • Interest
  • Costs
  • OM
  • Utilities
  • Fees
  • Training
  • Engineering

70
Worksheet 3 Annual Budget
71
Calculate Your Revenues
  • Water Charges Average of 50/connection/month x
    12 months x 287 connections 172,200
  • Service Charges initiation/transfer of service
    15 About 20/ year 300

72
Calculate Your Revenues
  • Other Income
  • Late Fee fee of 25/month. Based on past bills,
    10 customers are late each month 3,000 for 12
    months
  • Impact fee 500/connection to connect to water
    and sewer. Predicts to grow by about 6
    connections next year 3,000

73
Worksheet 3 Annual Budget
74
Calculate Your Expenses
  • Vehicle/Equipment Maintenance 6,000
  • Utilities 3,000
  • Salaries 150,000
  • Operating Supplies 800
  • Equipment leases 400
  • Chemicals 400
  • Monitoring and Testing 500

75
Calculate Your Expenses
  • Insurance 2,200
  • Professional Services 2,500
  • Training 1,500
  • Security 250
  • Debt Repayment 6,000
  • Transfer to Reserved Funds 5,000
  • Other 600

76
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77
Worksheet 3 Annual Budget
78
Reserves Needed
  • I need more money to carry out this plan!!!
  • Create additional reserve accounts
  • Put money in a protected capital improvement
    reserve account AND create an emergency account
    to fund unexpected repairs and replacements

79
Reserves Needed
  • I need more money to carry out this plan!!!
  • Form Partnerships
  • Work with other systems to
  • spread out costs
  • Make a regional plan

80
Reserves Needed
  • I need more money to carry out this plan!!!
  • Consider increasing rates
  • Charge a fee for infrastructure and improvements

81
Reserves Needed
  • I need more money to carry out this plan!!!
  • Apply for loans and grants
  • Banks, government agencies
  • RG-220 Funding Sources for
    Utilities
  • TWICC lttwicc.orggt
  • Funding for regionalization

82
Asset Management Steps
  • 1. Take an inventory of
  • and prioritize your assets
  • 2. Develop a plan
  • 3. Calculate your budget
  • 4. Put your plan into action
    TOGETHER

83
4. Put Your Asset Management Plan Into Action
  • Work with your management team to
  • complete your identified repairs and maintenance
  • make sure that you have the technical and
    financial means necessary to offer reliable
    service

84
Management Team Meeting
  • Provide the team
  • Map of the system
  • List of current assets (Inventory and
    Prioritization Worksheet)

85
Management Team Meeting
  • Provide the team
  • List of priority repairs (System Inventory and
    Prioritization)
  • Replacements (Comprehensive Planning)
  • Current budget as well as the projected needs
    (Budget)

86
Maintain Momentum!
  • Prioritize 
  • Communicate
  • Monitor

87
Maintain Momentum! Prioritize!
  • Focus on one or two of your priority needs.
  • Discuss how to address those needs.
  • Research and discuss funding options.
  • Develop a plan to obtain funding.

88
Maintain Momentum! Communicate!
  • Keep your management team updated.
  • Prepare quarterly progress reports.
  • Maintain their support.

89
Maintain Momentum! Monitor!
  • Keep up with the changes to your systems
  • Equipment
  • Finances
  • Personnel
  • Asset management is a
  • continuous process!!!

90
Recap Asset Management Goals
  • Know what needs to be repaired or replaced
  • - When?
  • - What it will cost?

91
Asset Management!!
92
Managing Small Water Systems
  • Part A Asset Management
  • Part D Compliance
  • Part E Tools and Resources
  • Part B Source Assessment and Planning

93
Protect Your Systems Assets
  • Train your operators
  • Stay in Compliance
  • Use Engineering Services Wisely

94
Invest in Human Capital
  • Your operators are an asset!
  • Train your operators
  • Empower them to think critically to understand
    how the plant works and how it can be improved

95
Invest in Human Capital
  • Listen to your operators
  • They can help save you money in operating costs
  • Avoiding violations helps the water system save
    money in enforcement fines

96
Take Advantage of TCEQ Investigations
  • To determine where money and time needs to be
    focused
  • To correct actual or potential violations
  • To help you create your asset management plan

97
Category A Violations
  • Category A violations require automatic
    enforcement action
  • Failure to
  • obtain approval for plans and specifications
  • provide minimum required treatment

98
Category A Violations
  • Category A violations require automatic
    enforcement action
  • Failure to
  • provide disinfection equipment
  • provide the required water capacity for the
    system (if greater than 50 percent deficient)

99
Category A Violations
  • We have a checklist to help you comply with all
    of the TCEQs rules. The Category A violations
    are noted so you can focus on complying with
    those rules.
  • http//www.tceq.texas.gov/assistance/c2/CklstIndex
    .html

100
Using Engineering Services
  • Know when its time to hire an engineer.
  • Planning and development of new water sources
  • Major repairs and replacement of expensive assets
  • Help find/apply for funding

101
Considerations when using Engineering Services
  • Is this the best solution to the problem?
  • Does the community support this project?

102
Considerations when using Engineering Services
  • Is the firm experienced with the TCEQs
    requirements?
  • Does the project meet TCEQs standards?

103
Summary Protect your Assets
  • Train Your Operators
  • Listen to them, empower them to save the system
    money
  • Stay in Compliance
  • Use Investigations and violations to focus your
    attention and create your asset management plan
  • Use Engineering Services Wisely

104
Summary Asset Management
  • 1. Take an inventory of
  • and prioritize your assets
  • 2. Develop a plan
  • 3. Calculate your budget
  • 4. Put your plan into action
    TOGETHER

105
Questions?
1.800.447.2827 www.TexasEnviroHelp.org
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