Presenter:Karen Fligger, EPA

What is a Small Community?Total Present Resident Population fewer than 10,000

persons

2

Total Resident

Population

present resident

population receiving collection

and centralized treatment

present resident

population serviced by onsite

wastewater treatment systems

present resident

population not

receiving wastewater treatment

+= +

Issues Facing Small CommunitiesMany unsewered areas and areas with decentralized

wastewater treatmentExisting infrastructure old, not maintainedHigh per capita, per household costs for wastewater

treatmentResidents often have low or fixed incomesHigh administrative cost to operate systemsNeeds are under-reported, don’t get attention

3

CWNS 2008 Small Community Data$22.7 billion (8% of total needs)Seven states (PA, NY, IA, UT, IL, WV & OH) reported ~50%

of the small community needs. Small community facilities are a large majority of the total

number of publicly owned facilities in each State. More than 90% of facilities in three States (IA, KS, NE) serve

small communities. 80-90% of facilities in nine additional States serve small

communitiesOnly 32.3% of small communities have documented needs

compared to 61.1% of non-small communities

4

5

Facility/ project typesRules and documentation requirements for small

communities apply to these facility types:Publicly owned wastewater facilitiesCombined sewer overflow (CSO) control Decentralized wastewater treatment systems

6

What data is collected for small communities?Information collected includes:

Estimated needs (cost and technical information) – and DOCUMENTS

Location and contact informationPermit information and discharge data Solution to the project/ best management practices (BMPs)WWT facility population served, flow, effluent, and unit

process data

7

Documentation MethodsStandard DocumentationSimplified Methodology

Information from an Assistance Provider (72)CUPSS (Check Up Program for Small Systems) Wastewater

Asset Management Plan (73)EPA-approved Small Community Survey (71)State Form (12)

8

Standard Needs and Costs DocumentationStates should use standard documentation if available May use any of the 2012 Pre-approved Document Types

or approved Innovative MethodsCommon documents include:

Signed health department statement Application for funding Capital Improvement PlanEngineering studies or Plans of StudyGeneral Plan or Facilities Plan

9

Simplified Methodology for Small CommunitiesWater quality or water quality related public health

needs are documented by:Written explanation of need Certified by the SIGNATURE of a local official representing

the community. A local official can be an elected official (e.g., mayor) or other qualified official (e.g., public works manager).

10

Simplified Methodology for Small Communities

Costs are documented by written explanation of costsCosts are certified by one of the following:

The SIGNATURE of a local professional engineer (PE) in the cost certification

orThe SIGNATURE of a local government official in the cost

certification AND a the SIGNATURE the State Professional Engineer (PE) to certify that the cost is reasonable after reviewing the estimate.

If no cost certification signature is provided, cost curves generate estimated costs (if possible).

11

Special Circumstances for Very Small CommunitiesFor communities with populations of 3,500 or less and

under extraordinary circumstances:A state registered engineer or circuit rider may sign the

cost or need justification with pre-approval from EPA.States should send written statements to EPA HQ with the

each community’s details and why local signatures are not available.

States should wait until EPA HQ approves the request before entering needs or cost information into the database.

12

Information from an Assistance Provider (72)

To document need onlyA statement from a technical assistance provider

E.g. state training center, health department, RCAP (Rural Community Assistance Partnership)

Requires signatures from a local official and the service provider

13

CUPSS Wastewater Asset Management Plan(73)Asset management tool for small wastewater utilities

available free from EPA http://water.epa.gov/infrastructure/drinkingwater/pws/cupss/

This document can only be used for communities already using CUPSS to manage their assets

Information must be entered by local community and the “Asset Management Plan” must be completeMay be supplemented by other documents if necessary

A CWNS specific cover sheet will require a local government official SIGNATURE to certify that: The needs and costs are accurateThe community is using CUPSS to manage their assets

14

Small Community Needs Form (71)Not Cover Pages for other documents

15

Small Community Needs FormJanuary 31, 2012

Town: Needsville

Needs: SSOsCost: $1,000,000

(See Attachments)

Signatures: XXXXXX

Needsville Capital Improvement PlanMarch 1, 2005

Project 1:Correct SSOs Problems.Estimated Cost: $1,000,000

Project 2:Rebuild High School. Estimated Cost: $9,000,000

Small Community Needs Form (71)There are two versions:

1. Blank form Will be available when CWNS 2012 ICR is approved Very few changes from CWNS 2008

2. Customized form, pre-populated with data in DEP Available for all existing CWNS wastewater facilities with

populations <10,000 persons Will be available when CWNS DEP re-opens in April Multi-print function will be implemented in April Completed forms are submitted by fax, digitized, and uploaded to

the facility’s “Needs by Document”

16

Customized Form available in DEP for each facility with Population < 10,000

17

Fax Cover Sheet (.pdf)

18

Customized Form pre-populates data currently entered in system

19

20

Alejandro Escobar

.25

.25

A representative of the community corrects the form

Local Official’s signature confirms the data is accurate

21

A representative of the community can add needs and costs not captured in the pre-populated form

22

23

24

New multi-print function in DEPAdvanced search can be

used to limit the Facility List to only Small Communities

25

26

Choose between Opening a file browser or Saving a .zip file

27

State Forms (12)Must be pre-approved by

EPA HQ prior to useStates should not begin

data entry until the survey is approved

Surrveys approved in 2008 must be re-submitted for approval in 2012

28

State Forms RequirementsState forms are acceptable for documenting need if they

contain certain minimum elements, such as:Description of Needs & Project BenefitsTime Horizon of Needs Contact Information Population Estimates A local government official's signature certifies that the

community has the water quality needs described in the form.

29

State Forms RequirementsCost Justification - Population <10,000:

Costs by engineer or engineer circuit rider.Other acceptable documentation types not available.State project staff signature.

30

Cover Letter for SurveysA good cover letter is key for improving response rate to

surveysAdded by state coordinatorsInclude contact information for state coordinator, state

deadline for submitting needs, and reasons that your state’s communities should respond

31

Examples Cover Letters“The results of this data will be sent to U.S. EPA where your response can

help return your tax dollars to the State of Ohio! Demonstrating your wastewater infrastructure, storm water and nonpoint source pollution abatement needs will help determine the level of funds made available to communities in Ohio through programs such as the Water Pollution Control Loan Fund, and help keep that program’s interest rates low.”

“ Even if you no longer have need for water quality improvements locally, your response is vital to ensuring that all communities are represented in the overall needs of Ohio’s communities.”

“This information will help New Jersey to secure federal grants to fund the needs of New Jersey communities. Please try to fill out this survey form as completely as possible and return it to New Jersey State DEP.”

32