CDAP

CDAP

CDAPCapacity Development Assistance ProgramKentucky Division of WaterCapacity Development Section2013Program

1Objective: To help eligible drinking water systems improve TECHNICAL, MANAGERIAL, and FINANCIAL capacity.In order to develop capacity we need to know what it is. So exactly what is capacity?

2DefinitionsThe ability to plan for, achieve and maintain compliance with the applicable drinking water standardsA water system must demonstrate adequate capacity in the technical, financial and managerial areas

Capacity development then is the process of acquiring expertise in these 3 areasProcess, not static. Always changing.3DefinitionsManagerial Capacity:

The ability of a water system to conduct its affairs in a manner enabling the system to achieve and maintain compliance with SDWA requirements. Managerial capacity refers to the systems institutional and administrative capabilities.Ownership accountabilityStaffingCommunity interactions4DefinitionsFinancial Capacity:

The ability of a water system to acquire and manage sufficient financial resources to allow the system to achieve and maintain compliance with SDWA requirements. Financial capacity refers to the systems revenue sufficiency, credit, and fiscal management and controls. Rates and Charges adequateAccess to capitalBooks and records maintainedGood creditPay bills on time5DefinitionsTechnical Capacity:

The physical and operational ability of a water system maintain compliance with SDWA requirements. Technical capacity refers to the physical infrastructure of the water system, treatment, storage, and distribution.Source water adequateInfrastructure adequateTechnical knowledge and implementation

TMF: Three separate items?6Capacity development is not static, its a process.

There is a lot of overlap between the three basic components of CD. Having technical capacity requires some level of adequate financial and managerial capacity. For example, if something major breaks unexpectedly in your system, the only way to be able to stay online is if management has set aside adequate funds for emergencies and/or contracted with entities for needed services ahead of time.

Proper planning is at the heart of Capacity Development. Not planning for tomorrow, next week, or next year, but for the years to come the long term. What you do today, as far as infrastructure and preventative maintenance, will affect your systems sustainability down the road.7Eligible Systems: Public water systems that serve 10,000 people or fewer.

CDAP funding is for DRINKING WATER projects only.Presentation at ADD meetings8Funding is provided through reimbursement of documented expenses.

This is NOT a loan program. There is nothing to payback in the end!

Projects which are already completed or underway are NOT eligible.9Disclaimer:We are currently in the 2nd round of funding.

Kinks are still being worked out. Help us improve the 3rd round!

Ask questions.

Think outside the box.Items considered eligible that were not on the original list, just because you asked.

We are not all-seeing10Due to funding limitations, it is likely that not all projects will receive funding.Projects will be ranked according to several prioritization factors, including (but not limited to):Median Household Income (MHI) of the service areaPopulation servedLacking capacity in the most recent sanitary surveyCertainty that not all projects will receive funding.

Lacking capacity = recommendation or deficiency. 11Advice from within:Aim for a maximum project cost of $10,000 to $15,000.Split up large-scale projects into multiple phases.If you received CDAP funding last year, the project must be completed before you can apply again.Systems may apply for more than one project. Each project must be on a separate application form. 12Basic Avenues of Project AchievementPurchase necessary tools and equipment.Contract with a private consultant.Contract with a neighboring public water system.

Limited tools eligible to purchase13$ $ Funding $ $Where are the funds coming from??

Drinking Water State Revolving Fund

Set Asides

DWSRF established by the SDWA Amendments of 1996, grants to states to fund revolving loans

Set asides, a certain % of funds to assist Small Water systems. We are currently using 2010 Set Aside funds

Has to be below 10,000 population14ELIGIBLE PROJECTS*All projects applied for must address a deficiency or recommendation, as noted by the Division of Water, in the most recent sanitary survey.*15Human Resource Manual

An Employee Handbook may include (but is not limited to):Job DescriptionsContingency Plan for replacing personnelMission Statement and Strategic PlanOrganizational Structure(documented policies and procedures governing human resource management)Questions familiar? Straight out of SS16System MappingAn up-to-date map of distribution assets is required by regulation. The map must include all line sizes, cutoff valves, fire hydrants, flush hydrants, tanks, booster pumps, chlorination stations, connections to emergency or alternative sources, wholesale costumer master meters, and piping material.17Asset Management PlanSteps to Building an Asset Management Plan

Inventory all system assets, Create a Preventive Maintenance Program, &Maintain a Capital Improvement Plan.Whole lecture on this Monday by Cindy McDonald18Operation & Maintenance Manual(s)Under regulatory requirement, O&M Manuals should include a detailed design of the plant, daily operating procedures, a schedule of testing requirements designating who is responsible for the tests, and safety procedures for operation of the facility including storage and inventory requirements for materials and supplies.SOPsTesting scheduleSafety proceduresEmployee responsibilitiesAnything else?

We do have guidance documents19Rate StudyA Rate Study would include a complete review of the rate structure to determine if the rates fully cover all water system expenses.Long-term needs should be built into rate increases.Rates should be adjusted to promote conservation (especially during drought conditions).

SustainabilityBalance your checkbook

20Water Loss StudyA Water Loss Study would include a review of non-revenue water (accounted for and unaccounted for) to determine what actions need to be taken to lessen the water loss throughout the water system.

Accounted - Water that is used in the regular operation of the system, but does not bring revenue. (for example: flushing, backwash, fire protection) Unaccounted - Water that is lost through infrastructure failures. (for example: leaking pipes, inaccurate meters, theft)NOTE: Just the studynot the project found necessary by the study.Accounted for water loss, cannot change

Unaccounted for water loss can change21Leak Detection Program The Leak Detection Program should outline the procedures used to locate and amend failing infrastructure.Logs should be maintained to pinpoint where and how trouble-areas are located in the water system.

Tracks unaccounted water loss22Safety PolicyA documented safety policy could include:Safety Training ProgramsPersonal Protective Equipment PoliciesLock Out Tag Out ProceduresEmergency Contact InformationChemical Handling ProceduresThe safety policy may be incorporated in the HR Manual or the O&M Manual.

23Cross Connection ProgramCross connections are the links through which contaminants can enter a potable water supply.A documented Cross Connection Program is required under the regulation of the Safe Drinking Water Act.A documented Cross Connection Program should include methods and devices for prevention, testing procedures, public outreach initiatives, and coordination with local authorities (such as the health department and plumbing enforcement).24

Tank InspectionProfessional tank inspections are recommended every five (5) years.CDAP funding would specifically go toward the inspection of one or more water storage tanks. The funding is NOT to be used for any components of repair.25Emergency Response PlanThe ERP should be a documented response to water shortage and loss of service during any natural disasters in your geographical area.Also, the ERP should be reviewed/updated annually.Topics to include may be:Employee ResponsibilitiesList of Emergency EquipmentEmergency Contact InformationNo longer eligible

Anne Powell has created a template for the ERP, you can (and should) fill this out in-house. No one knows your systems like you do.

No borrowing neighbors!Different geologyDifferent geographyDifferent emergencies

26CDAP funding cannotPay for rehabilitation or repairsGo toward employee salaryPurchase infrastructure improvementsRequirements from set-asides funding source.27Administering the CDAPCommunity Action Kentucky (CAK) operating through Rural Community Assistance Program(RCAP)

Creating the MOA with systemsTracking ProgressCollecting required submittals at completion of projectSubmitting invoice to DOWAll financial disbursals are through CAK282012 CDAP ResultsThirty-seven Applications received in 2011-12 Funding Cycle

Seven Projects ApprovedTwo Leak Detection Equipment projectsTwo Water Storage Tank InspectionsOne Infrastructure MappingTwo Water Loss StudiesLeak Detection: Monroe County and Morgan CountyTank Inspections: Bronston and CalhounMapping: Horse CaveWater Loss Studies: Wallins Creek BMUD and Williamsburg292013 CDAP ResultsSeventy-three Applications received in the 2012-2013 Funding Cycle

Twenty-five Projects ApprovedOperations and Maintenance Manual UpdateDrinking Water Rate StudyFourteen Infrastructure Mapping ProjectsSeven Leak Detection ProjectTwo Water Storage Tank Inspections30What Happens Next?If one of your projects was approved:A representative of Rural Community Assistance Partnership (RCAP) will contact you after March 1ResolutionMOATimeline with MilestonesCost Estimate

Once your project is completed, RCAP will assist you in putting together your reimbursement packet, including the deliverables, which will be submitted to DOW.

Except for wording specific to the project, the first four will be very similar.

Deliverables are specific to each project.31What Happens Next?If one of your projects was approved:

Deadlines:RCAP may require monthly reportsAll projects must be completed by August 1All invoices and paperwork must be submitted by September 1

Due to the Federal funding calendar, DOW must pay all invoices out of the Set Aside fund by September 30, 2013.

32What Happens Next?If your project was not approved this round:

You can reapply next round, applications will be available around September.

Contact your Program Manager at DOWDepending on your proposed project, there may be another avenue of assistance available to you.332012 CDAP ResultsThirty-seven Applications received in 2011-12 Funding Cycle

Seven Projects ApprovedTwo Leak Detection Equipment projectsTwo Water Storage Tank InspectionsOne Infrastructure MappingTwo Water Loss StudiesLeak Detection: Monroe County and Morgan CountyTank Inspections: Bronston and CalhounMapping: Horse CaveWater Loss Studies: Wallins Creek BMUD and Williamsburg

34Horse CaveMappingPopulation: 2,798MHI: $22,243

Infrastructure Mapping

Before the inspection they had to complete

MOAResolutionMilestonesCost Estimate After inspection Training log/training schedule for softwareMaintenance plan/update schedule for softwareCd submitted with digital maps

2nd oldest water system in KY, only Louisville older.35Morgan Co. Water DistrictLeak Detection/Water LossPopulation: 6,457 MHI: $31,322

Leak Detection Equipment purchased Before the inspection they had to complete MOAResolutionMilestonesCost Estimate After inspection Leak Detection PlanTraining logMaintenance PlanMonthly log reports Lost a lot of their landmarks due to tornado, needed leak detection equipment to start over.36Monroe Co. Water DistrictLeak Detection/Water Loss

Population: 9,908MHI: $28,871

Leak Detection Equipment purchased


MOAResolutionMilestonesCost Estimate

After inspection

Leak Detection PlanTraining logMaintenance PlanMonthly log reports

Monroe county agreed to provide leak detection services and training to neighboring communities Fountain Run and Tompkinsville37Wallins Creek - BMUDWater Loss


Leak Detection Services Hired Kenvirons to do a water loss study and create a water loss prevention and leak detection program. Before the inspection they had to complete MOAResolutionMilestonesCost Estimate After inspection Leak Detection PlanMonthly log reportsStarted at 47% unaccounted for water loss, ended at 15% unaccounted for water loss Wallins was a coal town, tiny population. Now part of Black Mountain Utilities District. Picture taken from old water treatment plant. Up on top of the mountain.

38WilliamsburgWater Loss


Leak Detection Services

Hired Kenvirons to do a water loss study and create a water loss prevention and leak detection program.



After inspection

Leak Detection PlanMonthly log reportsStarted at 50% unaccounted for water loss, ended at 28% unaccounted for water loss

They have no valves in system. We cant pay them for that

39CalhounTank Inspection and Preventive Maintenance Plan


Two tanks inspected: 500,000 gallon Cemetery tank and 300,000 gallon Plant tank



After inspection

Report on tank conditionOutline of future needsPictures

40BronstonTank Inspection and Preventive Maintenance Plan


One tank inspected Echo Point 100,000 gallon elevated tank



After inspection

Report on tank conditionOutline of future needsPictures41Applications will be available in September.

Application Deadline: Pending

Start brainstorming NOW!

Questions on eligible projects, or projects we didnt specifically mention, call!

42Capacity Development Program ManagersBowling Green: Anne PowellColumbia: Jennifer SpradlinFlorence: Jennifer SpradlinFrankfort: BJ BlandHazard: BJ Bland(502) 564-3410London: Malinda MaysLouisville: Jason LambertMadisonville: Anne PowellMorehead: Malinda MaysPaducah: Jason Lambert43Thank you for your time!Jennifer SpradlinCapacity Development Program ManagerColumbia & Florence Regional Offices

200 Fair Oaks Lane, 4th floorFrankfort, KY 40601

(502) 564-3410

[email protected]

Documents

CDAP