Water Infrastructure Utility Mapping and Asset Management Planning

Water Infrastructure – Utility Mapping and Asset Management Planning Asset Management Program| LRCOG | April 2015

LRCOG Water Infrastructure Program * 35 years of investment in regional water quantity and quality planning Ø Well Monitoring/Southern Coastal Plain Groundwater Study supporting sustainable development of the region’s water resources Ø EMC Agreement in 2004 and 2010 Ø Readiness for Regionalization Ø Drought Preparedness Ø Rates and Rate Structures/ Understanding Your Customer Base Ø Mercury/ The Lumber River Basin Dischargers Association Ø Educating Elected Officials – workshops on finance and management

Today … Utility Mapping Ø Purpose: to archive information and produce a useable system map showing the best available data. Ø Developed a GIS-based platform that allowed for the creation of a “published” map usable without the purchase of ESRI software. Ø Utilized EDA and Rural Center grants to help apply GIS mapping program to pilot towns. Ø Replicated this effort in three other COGs as part of a Rural Center grant. Used by staff day-to-day and to show local officials the real size and complexity of their water and sewer utility systems, base data for planning, rate studies, customer base assessments, etc.

Where We Started.

We have connected Utility Mapping to Asset Management Planning Effort Ø Creates a system map which shows the location of each asset. Ø Assigns a unique number to each asset which ties that asset to an inventory. Ø Creates the ability to archive and display individual asset data. Ø Allows for the asset profile to be updated.

Asset Management Planning Ø Purpose: to provide local governments with useful information upon which to base rehab and replacement decisions. Ø Ø Ø Utilizing EPA’s CUPSS software for inventory purposes. Utilized a small Rural Center grant with 100% match by participating local governments to start the program. Developing the client reports by adding other useful data- rates and rate structures, task manager for maintenance, etc. Now used by staff day-to-day and by elected officials in decisions on rates and investments.

CUPSS Asset and Task Entry Screen The Asset Inventory List

Typical System - Water Asset Age and Value Original investment in water system (some lines and old Well #1) WPA era. Most recent investment: New Well #4 drilled in 2012. Water Treatment Plant installed in 1980 s. Major reinvestment including more distribution lines and the wells in 1960 s.

Worst Case - Sewer Asset Age and Value Current system comes online in 1940 s. Most clay lines date to this period. Line extensions. Last significant modification was addition of a sewer lift station and extension of sewer to the industrial park. Treatment Plant modified in 1968 -69.

Sewer Rate Adjustment Sewer Enterprise Fund Actual FY 2011 -2012 Actual FY 2012 -2013 FY 2013 -2014 Average RATES FY 20142015 Number of Customers(Accounts) Current Year BUDGET Methodology Projected 1100 7/1/2012 7/1/2013 1111 7/1/2014 7/1/2015 First Block price per 1000 gallons(2001 - $ $ 5000 gallons) 1. 95 Second Block price per 1000 gallons(all $ over 5001 gallons) 2. 20 $ Sewer Administrative Charge - $ Charge for 4, 000 gallons per month 22. 90 Percentage Rate Increase Per Year Median Household Income Charge for 4000 gallons as percent of Median Household Income $ 2. 20 $ - $ 22. 90 0% $ 2. 20 $ - $ 22. 90 $ 2. 20 $ - $ 23. 90 4% $ 28, 173 $ 26, 681 31, 028 32, 330 1. 0% 0. 9% 0. 8% 1. 0% 1122 1133 7/1/2016 7/1/2017 First Block price per 1000 gallons(Zero -2001 gallons) FY 2015 -2016 FY 2016 -2017 1% Growth $ $ Base Rate (2000 gallons) 19. 00 20. 00 Base Rate Zero Gallons Projected $ 20. 00 21. 00 $ 2. 95 1% Growth $ 3. 50 $ 29. 40 23% $ 5. 50 $ 28, 455 $ 4. 50 $ 31. 40 7% 1. 2% 1. 3% $ 28, 739

Water Action Plan Urgency Service High W Issue Corrective Action Plan Due to their age, condition, and strategic The pump, piping, motors controls, electrical service value to the Town's drinking water system, and yard piping should be assessed for major Wells #2 and #3 should be assessed for rehabilitation need or replacement. Video camera any further rehab or replacement needs. inspection is recommended. Develop a strategy for Video camera inspection will likely give cycling between wells so that the strain on any one can the best results. This is necessary so that be reduced. The Town’s recent investment in SCADA safe water may continue to be delivered should be helpful in this management. and emergency repairs avoided. The main electrical panel at the water Contract with an electrician to review the potential filter plant is aged well beyond its useful costs. Plan for upgrade or replacement. life and requires significant rehab to the point of replacement. A portion of the town's water distribution Conduct a review of the town's water lines and develop system lines are made of cement a plan for rehabilitation or replacement of these lines. asbestos and galvanized and iron materials. Many of these lines are undersized and are difficult to repair. The useful life of these lines has long expired and maintenance needs are growing. Revenues from rates are not yet sufficient Consideration should be given to increasing water to cover the costs of operating the system rates so that a planned investment strategy can be and assisting with the cost of making developed for the water assets. The recent emergency needed capital improvements. expenses incurred by the Town for the water system in the last year substantiate the need for a planned Target Date for Completion 6/30/2015

Sewer Action Plan Urgency Service High WW High WW Issue Corrective Action Plan Due to its age, condition, and strategic Each of the wastewater treatment plant assets value to the Town's future, the current should be assessed for major rehabilitation need wastewater treatment plant requires or replacement. A plan for upgrade or significant upgrades to the digester basin replacement should then be made. and equipment, clarifiers, oxidation ditch, bar screen and grit removal apparatus, chlorine contact chamber and equipment, electrical systems and the lab/office building. The Town’s collection system contains Further assess the need for replacement of all approximately 45% clay lines which are clay lines. aged well beyond any useful life and represent a significant ongoing financial and environmental liability for the Town. Several of the Town’s lift station contain Further assess the need for replacement of all original equipment dating back to the outdated lift stations. 1960 s and require upgrades. The Town operates without a mobile Plan for purchase of a mobile generator. . Sewer rates and fees are not sufficient to Consideration should be given to increasing cover the true operating costs of the sewer rates so that a planned investment system; low interest loans and grants strategy can be developed for the system assets. should be secured to help offset the cost The recent emergency expenses incurred by the of capital needs. Town for the sewer system in the last year Target Date for Completion 6/30/2015 6/30/2015

Our Findings and Conclusions Ø Asset Mapping work is a logical extension of the LRCOG’s ongoing educational effort for water/wastewater utilities of our local governments – what our systems need right now. Ø Through creative and strategic use of resources, we are able to perform this work cost-effectively for small systems. Ø With modifications, the CUPSS Program offers an affordable tool that is easily understood, can be used by local officials and staff, and is replicable.

Findings and Conclusions Ø Though the sample is small at present, indications are that things are worse than previously thought and under more threat of significant failure than sewer systems. Ø Groundwater systems: Aged Well Infrastructure Ø These findings on small water systems should inform State policy. Ø While not possible for some (question of cost effectiveness) we still maintain that regionalization of small water systems may help address the overarching problem of an inadequate customer base to generate needed revenue.

Lumber River Council of Governments 30 C J Walker Road Pembroke, NC 28358 Phone: (910) 618 -5533 Fax: (910) 521 -7556