&EPA
     United States
     Environmental Protection
     Agency
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Water  System  Owner
Roles and Responsibilities:
A  Best Practices
                                                        Introduction
                           Purpose
                            Target
                           Audience
           This Guide will help you better understand:

            » Your roles and responsibilities in delivering safe drinking water to your
              system's customers.

            » Additional responsibilities, which can vary depending on your system size,
              characteristics (e.g., complexity of treatment), managerial structure, and
              regulatory requirements.

           All system owners share several key responsibilities that are critical to meeting
           your ultimate goal - providing an adequate and safe supply of drinking water.
           This Guide is intended for owners and operators of all public water systems
           serving fewer than 10,000 persons.
                                                     System Operation
                          Work to ensure that the system as a whole is functioning properly, efficiently, and in a
                          financially responsible way.
                                                    General Responsibilities
      Annually assess your system's technical, managerial, and financial capacity:

      »   Ensure that your system's infrastructure (pumps, pipes, tanks, etc.) is in good
          working order.

      »   Determine whether staffing levels are adequate.

      »   Work with the system operator to ensure that all staff training needs are met.

      »   Review your system's budget annually to assess whether your system is collecting
          enough revenue each year to cover costs of operating and maintaining the system.

      Determine and plan future infrastructure maintenance and replacement needs with the
      system operator.

      »   Develop and maintain an asset management plan to inventory assets of the system.

      »   Develop and maintain a Cross Connection Control and Backflow Prevention
          Program.

      Discuss treatment optimization with the system operator and develop an optimization
      plan that includes goals for the water system to meet.

      Identify available sources of local, state, and federal funding with help from regulators,
      planning departments, and technical assistance providers.
                           For additional information:
                           Call the Safe Drinking Water Hotline at 1-800-426-4791, visit the EPA Web site at
                           www.epa.gov/safewater/, or contact yourstate drinking water representative.

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                              Regulatory Compliance
Support your system in complying with all relevant regulations and protecting your
customers' health.
                               General Responsibilities
  »   Make sure the system operator is aware of all relevant regulations, including sampling,
      reporting, and record keeping requirements.

  »   Stay informed of sample results and make sure all follow-up sampling, reporting,
      record keeping, and public notification requirements are met.

  »   Ensure the system is in compliance with existing and upcoming regulations; work with
      regulators as necessary.

  »   Communicate with state and local officials to increase your awareness of new and
      upcoming regulations and tools that can help promote regulatory compliance and
      system security (e.g., guidance material, new treatment technologies, etc.).
Maintain a positive relationship with customers, regulators, and the system operator and
keep them informed of your efforts to provide high quality drinking water.

                               General Responsibilities
                                                  -
      Maintain open channels of communication with staff concerning budget issues,
      regulatory changes, or planned staffing changes.

      Inform customers of the need for infrastructure investments and rate changes and the
      resulting link to maintaining drinking water quality.

      Confirm that annual Consumer Confidence Reports are accurate and delivered on time,
      if applicable.

      Meet regularly with the operator for updates on routine system inspections and
      scheduled maintenance.
                                 System Security
Protect your system against natural disasters and vandalism.
                               General Responsibilities
      Invest in any necessary security upgrades (e.g., fences around system facilities, closed-
      circuit television).  Inspect critical facilities and components, including door locks and
      fencing, as part of daily inspections

      Update the Emergency Response Plan and participate in exercise drills with the
      system operator.

      Make sure that you and the system operator know whom to contact in case of an
      emergency.

      Develop procedures for handling new and terminated employees (e.g., collecting keys,
      changing locks and computer passwords).

      Communicate with state and local officials and your community to  increase your
      awareness of new developments and tools.

     Office of Water
September 2006
EPA816-F-06-036

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