Maintenance

The objective of a planned maintenance program is to prevent unplanned, reactive maintenance. To accomplish this, the operator must have knowledge of the equipment, its required maintenance, and the spare parts to be stocked. A record of the repairs made to each piece of equipment should be kept. This allows appropriate judgements to be made about the maintenance program, and the quality and condition of the equipment. All routine maintenance must be scheduled for frequency. All contracted maintenance services should be scheduled for frequency.

• Routine Procedures - All routine procedures are grouped together on a checklist according to their scheduled frequency. The procedures normally are synchronized with the calendar year to go evenly into an annual cycle (i.e., weekly, monthly, quarterly, semi-annually, or annually). The procedures also can be initiated by an hourmeter.

• Manufacturer's Recommendations - Every maintenance procedure should conform to the manufacturer's recommendations, experience, and environmental factors. For example, wet or dirty conditions would require more frequent maintenance.

3.0 Source

The O & M Plan should show the established maintenance procedures for the well, pump, chlorinator, and any other equipment associated with the source of supply. For example:

Well (monthly) - Check for any type of ground settlement or other signs that surface water could infiltrate the bore hole.

Well Pump (monthly) - Check water seals and packing glands. Also, check for vibration and excessive heat. Lubricate according to the manufacturer's recommendations at a regular frequency (weekly/monthly).

Chlorinator (weekly) - Clean strainers and vent lines, and check for leaks. Chemical Feed Pump (weekly) - Check diaphram and poppet valves.

A routine maintenance program for the distribution system would be valve operation and maintenance, such as checking packing glands for leakage, on an annual basis. Maintenance of fire hydrants usually is scheduled on a semi-annual basis and includes lubrication of the stem and threads on the caps, and exercising the valve.

3.2 Finished Water Storage

Maintenance procedures should be established for storage facilities and should include draining and cleaning at an established frequency (yearly) and for painting (done on a longer term basis). A concrete structure may require grouting and sealing of cracks (yearly) and, on a longer term basis, the application of a sealing material.

The altitude valve and control valves need to be examined and operated at an established frequency. The grounds, buildings, and fences should be checked at an established frequency.

A.4 Records

The water system can use records as a guide in regulating, adjusting, and modifying the facilities and their operation. Another important function of record keeping is the establishment of a reliable continuing record of proof of performance for justifying decisions, expenditures, and recommendations. Should a dispute arise, records and reports, together with the operator's testimony, provide the water system with factual information with which a sound defense and adjustment may be established.

The O & M Plan should stress the importance of the reporting and records maintenance program and should outline the types of records and reports that will be maintained, as well as how these records to be kept.

Every water system must submit and maintain a variety of reports and records for regulatory agencies. In order to assure that the correct records are maintained for the required length of time, it is important to include in the O & M Plan a section which outlines what records and reports are required and how long each must be maintained.

The following are the type of records that should be maintained:

• Physical Plant and Equipment - Include with the plan a list of all records (plans, specifications, manufacturer's manuals, etc.) which are to be maintained and note where they are to be filed and protected. The name and phone number of the engineer or other consultant should be included in the records because the engineer can help in answering questions about the system operation. The location of these plans should be noted in the O & M Plan so they can be easily located and used by the operator.

• Operation - These are records to show the water quality, flow (million gallons per day), treatment adjustments, and schedules of hours each day that each measurement must be taken. 1. Flow

2. Chemical feed (name, quantity per day, mg/L) 3. Inventory (treated water in storage)

5. Pumping (pumps used and hours of operation) 6. Physical/chemical water quality

a. Chlorine residuals b. pH

c. Water temperature

Operating record sheets are forms which allow the records described above to be maintained in an organized, tabular form. A small groundwater system may need only one or two simple monthly operating record forms to maintain operating information for an entire month. Operating forms prepared by EPD must be used for compliance reporting to EPD each month.

• Preventive Maintenance - Preventive maintenance records are needed to provide accurate documentation of maintenance work on repairs which have been done on water system equipment. These records are useful for budgets and when purchasing equipment.

• Operating Costs - It is important to maintain accurate records of water system operating costs because these records may be used to help plan future operating budgets, justify water rate increases, evaluate water system expenditures, and compare costs from one year to the next.

• Emergency Conditions - Documentation of emergency conditions, as well as the actions taken in response to the emergency, should be compiled for each significant emergency and filed into the water system records. As an example, an Emergency Conditions Report for flooding of the treatment plant should include the following:

1. Time of notification of the impending flooding;

2. Actual time flood water entered the treatment plant site;

3. Measurement of highest water level in relation to the physical structures at the treatment plant;

4. Location where water first entered the plant;

5. Equipment and/or structures damaged by the flood. Was the equipment shut down. Record time and date;

6. Reports of maximum flood stage of the receiving stream; 7. Protective actions taken by plant personnel;

8. Other organizations or agencies contacted and actions taken by them;

9. Length of time and degree to which water quality was affected. Include documentation of all customer complaints noting date and time and the follow-up actions;

10. Description of repairs and/or replacements required to restore plant to original condition. Record time, cost, and date of restoration of each unit;

11. Contractor, repair service, or equipment vendor involved in repairs/replacements, together with the individual who represented the company;

12. Actions taken to prevent reoccurrence of emergency condition. Recommendations for revisions to Emergency Response Plan and capital improvements.

This information could be necessary if insurance claims arise as a result of a particular emergency condition.

• Notification - When public notification is required, it is important from a legal and management standpoint that records of the notification are kept, including dates of notification, procedures used to abate the condition, follow-up test results, and date notification advisory was lifted. Keep records of all correspondence, and all contacts with local and state agencies regarding the emergency situation.

To prevent the loss of records through flood, fire, or other disaster, a spare copy should be on file at a second location. The O & M Plan should specify where a copy of the records is located.