DROUGHT RESPONSE
AND RECOVERY
A Basic Guide for Water Utilities
bmsm
Select a menu option below. New users should start with Overview and Navigation.
Overview and Navigation Staffing, Response Plans Wafer Supply and Demand
and Funding Management
Communication and Case Studies and Videos
Partnerships
oEPA
Next ~
-------
%
Staffing, Response Plans
and Funding
&
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
DISCLAIMER
This Guide provides practical solutions to help drinking water utilities respond to and recover
from drought. This Guide is not intended to serve as regulatory guidance. Mention of trade
names, products or services does not convey official U.S. Environmental Protection Agency
(EPA) approval, endorsement or recommendation for use.
ACKNOWLEDGMENTS
EPA wishes to thank the following utilities, organizations and individuals for their
participation in support of the project:
Utility Case Studies
Tuolumne Utilities District (TUD),
Sonora, California
(Corix) Spicewood Beach Water System,
Spicewood, Texas
City of Las Vegas, New Mexico
City of Hogansville, Georgia
City of Hays, Kansas
City of Russell, Kansas
City of Clinton, Oklahoma
Focus Group Members
Mary Ann Dickinson
Alliance for Water Efficiency
Liz Gardener (retired)
Denver Water
Mike Howe
Texas Section, American
Water Works Association
Steve Lemoine
South Grafton Water District,
Massachusetts
Lain Leoniak
City of Bozeman, Montana
Melinda Moritz and David Dimaline
City of Leon Valley, Texas
Dale Reed
White Bear Lake Township, Minnesota
EPA Office of Water MC4608T EPA 810-B-17-003 October 2017
Page 2 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
&
Water Supply and
Demand Management
OVERVIEW AND NAVIGATION
DROUGHT AND UTILITIES
Many states have experienced prolonged
periods of abnormally dry or unusually hot
weather that threaten the availability of
water. This trend is projected to continue.
Unlike other hazards, such as flooding and
earthquakes, droughts develop gradually
over months or years — and it may take an
affected community or water utility just as
long, if not longer, to recover.
Droughts can result in significant economic,
social, environmental and water utility
operational impacts, including:
• Loss of water supply.
• Poor source water quality that may
affect treatment and the ability to
meet drinking water standards.
• Stressed alternative and supplementary
water sources due to high demand by
other drought-affected users.
• Increased demand from customers.
• Increased costs and reduced revenues
related to drought response.
o
Communication
and Partnerships
Case Studies
and Videos
Page 3 Drought Response and Recovery: A Basic Guide for Water Util
WHAT IS DROUGHT RESILIENCE?
For water utilities, drought resilience is the
ability to respond to immediate water supply
threats, withstand drought impacts and
recover quickly. Recovery includes consid-
ering long-term conditions and planning for
permanent solutions. All utilities should plan
to make their systems more resilient to the
impacts of drought. This Guide can help util-
ities respond to and recover from drought.
Drought-resilient utilities:
• Take action to protect human health and
the environment, while maintaining a
minimum level of service for customers
during drought.
• Manage decreases in water supply,
increases in water demand and changes
in water quality.
• Plan for future changes in weather
and climate patterns that can reduce
water supply.
Although drought is usually a prolonged
and slow-moving disaster, impacts can
sometimes escalate suddenly and cause
water supply disruptions in a matter of
weeks. That is why it is crucial for water
utilities to have an emergency response
plan for severe drought conditions, in
addition to longer-term strategies to cope
with declining water supplies.
Drought response includes taking immediate
actions to maintain service to customers by
increasing supplies and reducing water use.
This involves ensuring water for essential
services such as medical care, fire protection
and general health and sanitation. For the
purposes of this Guide, drought response
actions are taken when a utility projects
that their water supply may run out within
180 days (6 months).
Resources JB[ ^ Previous Next^
-------
OVERVIEW AND NAVIGATION (Continued)
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies
and Videos
Once drought conditions have lessened,
utilities can begin drought recovery activities
to restore service to previous or newly ad-
justed operating conditions. These activities
may include lifting water use restrictions,
replenishing water supply sources and
regaining financial stability. Utilities can
also explore incorporating new practices,
projects and other mitigation measures into
day-to-day operations to be less vulnerable
to and better prepared for the next drought.
WHY DID EPA DEVELOP THE DROUGHT
RESPONSE AND RECOVERY GUIDE?
EPA developed this Guide to help drinking
water utilities become more resilient to
drought. The Guide presents real-world
examples, best practices and lessons
learned in drought response and recovery.
Drought response and recovery activities
in this Guide cover:
• Staffing, Response Plans and Funding.
Establish staffing and drought response
teams; develop drought response plans;
consider funding and financing options.
• Water Supply and Demand Management.
Estimate quantity of current water
supplies; develop ways to reduce water
use; identify potential supplemental
water supplies.
• Communication and Partnerships.
Establish and communicate key messages
to customers and stakeholders; develop
partnerships.
When working through the Guide, consider how the suggested actions may be adapted
to your utility's priorities and available resources.
Note that your state may have specific rules prohibiting or regulating some of the
response actions presented in this Guide. Check with your state regulators or legal
counsel before putting any activities into practice.
Utilities can use this Guide as a pre-
paredness tool if they are not currently
experiencing a drought. To increase
resilience to future droughts, utilities
should have an effective year-round Water
Conservation Program and Drought
Response Plan in place prior to a drought.
Actions taken before a drought occurs,
such as implementing a leak detection
and repair program, can increase available
supplies and be more cost effective in
the long term.
Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous
-------
NAVIGATING THE GUIDE
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies
and Videos
The Guide is divided into four sections:
O
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies and Videos
Navigate within and between sections using
the clickable links on the far left and buttons
on the navigation bar at the bottom of each
page. Click or to move
page by page through the Guide.
Section features:
• Call-out boxes highlighting best
practices and real-world examples.
• Web links for learning more about
specific topics.
• Easy-to-use worksheets for
specific activities.
Note that all of the worksheets and links
embedded throughout the guide, as well
as additional resources related to drought
response and recovery can be found by
clicking on "Resources" at the bottom of
each page.
Navigate directly to the Case Studies and
Videos section for more detail on the six
case studies showcasing seven utilities that
successfully responded to drought. Their
best practices and real-world examples are
referenced throughout the Guide. The Case
Studies and Videos section will link you
to the "Drought Response and Recovery
Project for Water Utilities: Case Studies Map."
This website features a geoplatform map
that hosts short videos on each case study.
In addition to the six case studies, videos on
the site also cover:
• System efficiency and new water sources
• Water demand
• Partnerships
WORKSHEETS
|s=l Look for this icon to open work-
* sheets in Microsoft Word and
Excel. You can fill in the worksheets and
save the information to your computer.
|p
VMDV -VTAI
• *n::
Drought Response and Recovery Project for
Water Utilities: Case Studies Map
VIDEOS
Clicking on these video icons
will take you to the EPA's Drought
Response and Recovery Project for Water
Utilities: Case Studies Map website to
view short videos.
You must be connected to the Internet
to be taken to the website, The website
features all the videos referenced in this
Drought Guide. Click on the tabs at the
top of the Case Studies Map website to
browse through the videos. The Over-
view tab explains how to use the map.
Page 5 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
ag
Staffing, Response Plans
and Funding
&
Water Supply and
Demand Management
O
Communication
and Partnerships
STAFFING, RESPONSE PLANS AND FUNDING
DROUGHT RESPONSE TEAM
Drought response will involve internal
coordination with utility staff and external
collaboration with other partners and stake-
holders. Designate a utility staff member
to lead and coordinate drought response
and planning activities. This person will put
together a drought response team, which
will include staff members who are involved
in the management of the water system. For
many smaller utilities, this may include the
utility operator, city manager and city clerk.
Other team members may include public
information specialists, conservation coor-
dinators, finance managers or legal counsel,
This team will work with public and private
partners and stakeholders throughout the
drought response.
BEST PRACTICE: Establish a drought
response team with utility staff knowl-
edgeable in operations, communications,
regulatory requirements, legal impacts
and financial planning. Engage with
operators often.
~ Tuolumne Utilities District, California.
The water utility's General Manager
convened their drought response
team — including the District Engineer,
Water Master (Operations Manager)
and Public Relations Manager — to
evaluate conditions, explore water
management and water supply
options, formulate recommendations
to the Board and implement sug-
gested actions. Engaging this team
in weekly meetings provided a way
to jointly define the problem and
ensured staff members were coordi-
nating with each other and working
together effectively.
: f Use Worksheet 1 to develop a list of'
drought response team members.
UTILITY STAFFING
Drought response activities may take
priority over other routine tasks and main-
tenance, and can increase staff workloads.
Overtime expenses may increase, which can
impact the overall budget. During a drought,
utility staff may need to:
~ Respond to increased customer calls.
~ Enforce water restrictions and respond to
variance requests.
~ Communicate regularly with local media
and the public.
Consider hiring temporary staff or
contractors, reassigning staff or requesting
resources from your Water/Wastewater
Agency Response Network (WARN).
After the Drought:
~ Write an after action report that
describes effective drought response
actions and areas that could
be improved.
~ Identify new standard operating
procedures for future water shortages
and for routine operations.
~ Keep your drought response team
active by conducting drought
preparedness activities.
Page 6 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
DROUGHT RESPONSE PLANS
Utilities should have a drought response plan
that establishes drought stages, designates
readily identifiable drought triggers, sets
reduction goals, describes water use restric-
tions and outlines enforcement provisions.
In many states, drought response plans are
required.
~ Develop or review your existing plan. Are
the conservation measures, demand re-
strictions and response actions adequate
to respond to current drought condi-
tions? Is the plan flexible enough to give
your utility and its governing body the
ability to declare a specific drought stage
if unforeseen conditions occur? If not, you
will need to revise your plan.
~ Check with local and state government
officials, as well as your wholesale water
providers. Do they have an existing
drought response plan you can leverage,
or do they have requirements for utility
drought response plans?
Use Worksheet 2 to help update
^ or develop your drought
response plan.
Use the Drought Response Plan
Template to develop a complete
drought response plan for
your utility.
Page 1 Drought Response and Recovery:
The following key topics should be included in your drought response plan:
~ Drought Stages and Triggers. Drought stages define actions required to respond
during various phases of drought severity. For example, Stage 1 could be to limit out-
door water use. Triggers are indicators that activate the drought stages. A trigger could be
defined as reservoir or groundwater well levels dropping a number of feet within a certain
time period or to a specific water level.
~ Water Use Reduction Goals. Reduction goals can be expressed as percentage
reductions from "normal" use or as reductions of a specific quantity in acre-feet or
million gallons per day (MGD).
- Have a clear understanding of what "normal" use is and update this definition at
least every 5 years.
- Monitor water use frequently to see if reduction goals are being met and adjust
the plan as necessary. You may want to read meters of key customers or large water
users more frequently to track their usage and ability to meet reduction goals during
the drought.
~ Water Use Restrictions. Restrictions are often designed to first reduce or eliminate
nonessential uses such as outdoor watering, followed by more severe restrictions,
as necessary.
- Some utilities establish a per-person or per-household allocation (gallons per
month), allowing customers to determine how they want to reduce their use to meet
the allocation. Consider adding customer variance or appeal provisions for special
circumstances.
- Understand what your utility can achieve from certain water restrictions. If outdoor
water use has gone down over the last decade, the potential savings from outdoor
water use restrictions will need to be reduced from previous projections.
- There is usually a time lag of a few months from when mandatory restrictions
are announced and when customers actually reduce their water use. Factor this
into your plan.
~ Enforcement Provisions. Drought restrictions can be enforced through educational
warnings, code enforcement citations, police tickets, fines, fees, surcharges and water
service disconnections.
- Verify enforcement procedures with legal staff, as some states may have statutory
limits on allowed methods.
Resources jH[ ^ Previous Next^
-------
<5g
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
BEST PRACTICE: Establish a drought
response plan that includes trigger levels
and water use reduction measures. De-
velop a clear but flexible plan, including
specific reduction goals and restrictions
to address current and anticipated con-
ditions. Do not wait for an emergency
to occur before you develop a plan.
~ City of Russell, Kansas. During 8
of the last 12 years, Russell declared
Stage 3 or 4 of drought management.
Having a drought response plan that
clearly defines drought triggers and
response actions for four drought
stages helps their customers be
prepared and enables them to take
actions quickly when drought occurs.
Page 8 Drought Response and Recovery:
After the Drought:
• Revise your drought response plan
based on lessons learned, considering
the following:
- Did the drought stages, triggers
and demand reduction measures
achieve the anticipated results?
- Were the demand reduction
measures too prescriptive, or did
they not provide enough direction
to customers?
• Incorporate drought resilience plans
or projects into multiyear capital
improvement plans and budgets.
• Conduct a debrief with utility staff
and partners shortly after the drought
to discuss the effectiveness of and
improvements to response activities,
Resources JB[ ^ Previous Next^
-------
/
Water Supply and
Demand Management
Communication
and Partnerships
TRAINING AND EXERCISING ON
DROUGHT RESPONSE
Train all staff on drought impacts and
response procedures by holding table-
top exercises or walking through drought
response plans and procedures. Provide up-
to-date information to office and customer
service staff as well as operators. Invite rep-
resentatives of the following entities to the
exercises: nearby utilities, large water users,
fire departments, emergency operations
coordinators and other partners that will have
a significant role in the drought response.
Local emergency managers can help utilities
develop and facilitate tabletop exercises.
Case Studies
and Videos
Page 9 Drought Response and Recovery:
BEST PRACTICE: "Practice the drought"
with key staff in the utility or with exter-
nal stakeholders to uncover the opera-
tional difficulties and details associated
with drought contingency strategies
before the next crisis begins.
~ (Corix)1 Spicewood Beach Water
System, Texas. The utility's drought
response plan included trucking water
in as a back-up water supply. During
the 2011 - 2012 drought, however, they
had difficulty finding potable wa-
ter-certified trucks and hauling routes
with roads rated for the trucks' filled
weight. They learned the importance
of having a "Plan B," and the utility
plans to conduct regular emergen-
cy preparedness exercises with key
personnel.
~ Tuolumne Utilities District, California.
The District routinely participates in
focused emergency response tabletop
exercises with other local, county and
state agencies. Each exercise focuses
on a different scenario so participants
can develop solutions for specific
problems.
After the Drought:
Schedule an annual tabletop exercise
to practice different drought scenarios.
Potential topics include:
• Requirements for hauling potable
water, including availability of tanker
trucks, hauling routes, truck disinfec-
tion, maintenance and operational
procedures for introducing water into
the system.
• Identifying additional water sources
or operational changes to expand
water supplies.
• Procedures for communicating with
customers and large water users.
FOR MORE INFORMATION ON
EXERCISES, VISIT:
• U.S. EPA's Tabletop Exercise Tool for
Water Systems: Emergency Preparedness,
Response, and Climate Resiliency
• U.S. EPA's Workshop Planner for Climate
Change and Extreme Events Adaptation
' Corix is an investor-owned water company that purchased the
Spicewood Beach Water System from the Lower Colorado River
Authority in 20)4
Resources JB[ ^ Previous Next^
-------
FUNDING AND FINANCING
CONSIDERATIONS
Utility budgets can be significantly impacted
during drought due to declining revenues
from reduced water use and increasing
costs of operations and drought response
activities, These financial impacts can con-
tinue for an extended period of time, even
after the drought has ended.
At the start of your drought response,
estimate these losses and increased
expenses for budget planning, so you
can maintain critical services.
Use Worksheet 3 to put together
an overall work plan and timeline
for drought response activities.
BEST PRACTICE: Partner with local and
regional entities to leverage available
state and federal funds to reduce the im-
pacts of rate increases on your customers.
~ (Corix) Spicewood Beach Water
System, Texas. The utility worked with
their county judge and state officials
to fund water supply projects. The
county was awarded a $350,000
grant by the Texas Department of
Agriculture, which made disaster relief
funds available for drought projects.
Page 10 Drought Response and Recovery:
Consider the following funding sources to help recover revenue and offset losses:
~ Conservation rate structure. Tiered or base-excess use rates that are higher for greater
volumes of water used encourage water conservation. Engage with large water users
and community representatives before changing a rate structure to prepare customers
for new rates. You may want to consider a rate structure design that recovers most of
your utility's fixed costs in the base rate, while still ensuring that the rates are affordable
for all customers.
~ Emergency pricing or surcharge. This includes usage rates that can be applied as
consumption increases, or rates that can be increased as the drought worsens. Work
with your state to see if this type of charge is possible and what the approval process
would be. In some states, these approvals can take months.
~ Dedicated conservation or drought response fund. This includes a "set-aside" fund
for conservation efforts or as a reserve fund for revenue stability during drought.
~ Dedicated sales tax. A portion of sales tax revenue could be applied to drought response
and resilience activities. Work with your state to see if this is possible for your city.
~ State funding. This category includes available funds for emergency response, water
planning, conservation, economic development or innovative technology. Check with
your local, county or state officials to see if these funds are available and to help you with
accessing them. Coordinate with officials to see if the governor can declare an emergen-
cy to access emergency response funds or request resources or other assistance.
~ Federal funding. This includes grant or loan programs from federal agencies, including
EPA's State Revolving Fund, Federal Emergency Management Agency's (FEMA's) Hazard
Mitigation or Public Assistance Programs, and the U.S. Department of Agriculture's Rural
Development Loan & Grant Program. Check agency websites or with local officials for
eligibility requirements and applications.
~ Other assistance. Mutual aid programs (such as WARN) or water sector associations, such as
the National Rural Water Association, could provide in-kind services to help with:
- Repairs, such as to line breaks due to shifting dry ground.
- Resource loans for personnel (such as extra operators) or equipment (such as
generators, pumps, water hauling trucks or portable treatment plants).
Utilities may be able to find local training opportunities on general financial
management and rate setting to learn how to build reserves.
Resources jH[ ^ Previous Next^
-------
<5g
Staffing, Response Plans
and Funding
&
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
BEST PRACTICE: Implement a rate
structure that will stabilize revenues to
cover your fixed costs, but has conserva-
tion pricing (tiered and seasonal rates)
to send a pricing signal to help reduce
demand. Explore the option of adopting
special drought rates.
~ (Corix) Spicewood Beach Water
System, Texas. The utility adopted a
tiered rate approved by state regula-
tors to encourage water conservation.
The base rate covered approximately
80 percent of the utility's fixed costs,
with the demand charges covering
the rest; this provided revenue stabil-
ity during the drought, when water
demand was reduced.
~ City of Hogansville, Georgia. The city
promotes conservation year round
through a tiered rate structure with
higher water rates assessed for higher
volumes of use. This rate structure
also provided revenue stability for
the city as customers' water demand
dropped during the drought.
Page 11 Drought Response and Recovery:
BEST PRACTICE: Supplement revenue
from water rates with other sources
of funding.
~ City of Clinton, Oklahoma. Clinton
residents passed a referendum
authorizing the city to collect a half
cent sales tax dedicated to funding a
proposed groundwater project that
would supplement their surface water
supplies. The sales tax will increase in
4 years by an additional half cent.
After the Drought:
~ Revenue recovery can be difficult, as
water use may never come back to
pre-drought levels. Working with local,
county and state officials may help
secure funding and technical assistance
if you implement large projects to
build longer-term drought resilience,
such as new groundwater wells and
interconnections.
~ Continue to engage with state officials to
get approval for a surcharge (if required),
so that you will be able to activate
it if needed during future droughts.
FOR MORE DROUGHT FINANCING
INFORMATION, VISIT:
• U.S. EPA's Federal Funding for Utilities —
Water/Wastewater — in National Disasters
(Fed FUNDS)
• FEMA Climate Resilient Mitigation
Activities lExit|
• Alliance for Water Efficiency's
"Financing Sustainable Water"
Resources JB[ ^ Previous Next^
-------
WATER SUPPLY AND DEMAND MANAGEMENT H
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies
and Videos
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch videos about utility
water supply and demand actions.
During a drought, management actions
for water supply and water demand should
occur at the same time. Key actions include
determining:
~ How much supply is available.
~ How to improve system efficiency.
~ How to reduce customer demand.
~ How to identify additional water supplies,
if needed.
DETERMINE WATER SUPPLY AVAILABILITY
Understanding the conditions and charac-
teristics of your water supplies is important,
but it is critical during drought. During ex-
treme drought, your utility should increase
monitoring and look for changes every day.
Start regularly monitoring water supplies
and production capabilities and develop
supply projections. Inexpensive well-
sounding equipment to monitor groundwa-
ter levels may be an option for systems with
groundwater sources. Monitoring weather
forecasts can help you understand how long
your water supply will last if the drought
persists or worsens.
The following local, regional, state and fed-
eral resources may track water supply con-
ditions and drought forecasts in your area:
~ Neighboring water and power utilities.
~ State water agencies.
~ Local or regional water supply agencies,
conservancy districts, groundwater
management districts or river authorities.
~ U.S. Geological Survey or reservoir own-
ers and operators such as the U.S. Army
Corps of Engineers or U.S. Bureau of
Reclamation.
For many utilities, accessing available water
becomes a challenge. In this case, consider
the following measures:
~ Constructing floating intake structures
in rivers or reservoirs.
~ Installing temporary low-head dams to
increase water levels.
~ Lowering a groundwater well pump.
~ Rehabilitating or deepening an existing
well,
~ Adjusting well cycle time to allow for
water level recovery.
Check with regulatory authorities to find
out if you need a variance or permit to
implement any of these measures until the
drought emergency is over.
Be sure to increase sampling of source
water during drought to continuously
monitor water quality. Higher temperatures,
low flows, changes in the watershed and
dropping surface and groundwater levels
can change water chemistry. These changes
may require adjusting the treatment pro-
cess to meet drinking water regulations.
You should also increase sampling in
distribution and storage to check the
age of finished water.
BEST PRACTICE: Increase frequency
of water supply and well production
monitoring to detect changes in supply
availability and forecast availability, if
drought conditions persist or worsen.
~ Tuolumne Utilities District, California.
Throughout the fall and spring, the
utility uses precipitation forecasts
and snow surveys from national and
state sources, such as the National
Oceanic and Atmospheric Admin-
istration, National Weather Service
and California Department of Water
Resources, to estimate available water
supply before peak summer use.
= Use Worksheet 4 to estimate
~ available water supply at your
Page 12 Drought Response and Recovery: A Basic Guide for Water Utilities
utility. The worksheet can be used
for surface water and groundwater.
Resources jH, ^ Previous
-------
i ¦ . M ...
G-ra. ¦'
*
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies
and Videos
After the Drought:
Continue or increase monitoring
activities to maintain a full awareness
of the condition of your water supply.
Develop a plan to implement projects
that address your long-term needs so
your utility is more resilient to future
droughts.
FOR MORE ON DROUGHT FORECASTING:
• U.S. Drought Monitor |Exit|
• U.S. Seasonal Drought Outlook lExitj
• Snow Telemetry (SNOTED Snow Survey
& Water Supply Forecasting |Exit|
SWIMMING
AREA
Page 13 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ <4 Previous
-------
Staffing, Response Plans
and Funding
IMPROVE SYSTEM EFFICIENCY
Implement measures to conserve water
within your treatment and distribution system
without affecting drinking water quality
or other operational or regulatory require-
ments. During a drought, it is important to
make improvements to your system first
to set the example for your customers.
Measures could include:
~ Reducing pressure throughout all or part of
the distribution system, while maintaining
necessary pressure for "high priority"
users such as hospitals and firefighters.
~ Limiting main flushing as much as
possible, while still meeting all regulatory
requirements.
Exploring beneficial uses for flushed water,
such as irrigation, construction, fire-fighting
storage or other non-drinking water uses.
Recirculating backwash water to the head
of your treatment plant.
Aggressively finding and repairing leaks;
consider including the following consider-
ations and actions in your leak detection
and repair program:
- Authorizing overtime for construction
crews.
- Messaging, such as "Find It and Fix
It," to immediately repair a leak on the
customer side of the meter.
- Encouraging self-policing by residents
to alert the utility of system leaks.
Adopting an ordinance that requires
customers to repair leaks within 7 days
of being notified.
Providing a telephone hotline or
website for customers to report leaks,
with resources tied to field crew work
orders to prioritize leak repairs over
other maintenance activities.
Installing automated meter reading
systems that can provide real-time
water leak information.
Establishing a leak and minor
plumbing repair program for low-
income households.
BEST PRACTICE: Look for ways to manage your existing supplies through demand
management, or modify system operations to increase supplies.
Involve your operators who understand how the system really works; leverage their
ideas to reduce initial project costs and long-term operating costs.
~ Cities of Hays and Russell, Kansas. Enhanced water treatment allows these utilities
to blend lower quality groundwater with higher quality water sources, which enables
them to use existing wells that would otherwise be abandoned. Both cities also
routinely acidize their wells to maximize production rates.
~ City of Hogansville, Georgia. The city has maintained many of the demand management
practices initiated during its 2007 drought, such as reducing the frequency of main
flushing and increasing information provided to customers to raise awareness of leaks
and water use. Hogansville also installed all new meters citywide with software that
provides "real time" water use data that helps them locate system leaks quickly.
After the Drought:
~ Continue to implement your leak
detection and repair program that
ensures a prompt response mechanism
for utility staff to make repairs. Prioritize
and repair or replace components in the
water distribution network that could
lead to leaks.
~ Look for other ways to use water effi-
ciently throughout your utility or other
departments, such as installing low-flow
fixtures, retrofitting landscapes and
replacing inefficient irrigation systems.
~ Initiate a program to conduct annual
water loss audits.
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
Page 14 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
ag
Staffing, Response Plans
and Funding
&
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
FOR MORE INFORMATION ON INCREASING
SYSTEM EFFICIENCIES:
~ U.S. EPA's WaterSense
~ American Water Works Association
(AWWA) Water Loss Control Audit
Software
IDENTIFY WHERE WATER DEMAND
CAN BE REDUCED
To develop demand reduction targets,
identify critical water users and uses within
your service area and estimate how much
water is needed for these purposes. Critical
water users could include:
~ Hospitals
~ Nursing homes
~ Schools
~ Fire departments
~ Power generators
~ Major industries, agricultural irrigators
and employment centers important to
the regional economy
After determining these essential uses,
identify and prioritize non-essential uses
such as outdoor landscaping, decorative
pools, swimming pool refilling and irrigation
of recreational facilities. Determine which
uses can be reduced or eliminated during
certain drought stages.
Page 15 Drought Response and Recovery:
Collaborate with major water users to
identify water-saving measures that they
can take without harming their business. To
earn their support and trust, be candid with
them about current and projected water
supplies. Users can often find creative ways
to save water and will do so voluntarily,
without the need for strict requirements and
enforcement. Additionally, notify industrial,
agricultural and medical users in advance if
you anticipate changes in water quality due
to new sources or changes in treatment, so
they can change their processes, if needed.
During severe drought, some utilities calcu-
late the amount of water needed for essential
indoor uses like toilet flushing, bathing, cook-
ing and cleaning, and allocate monthly water
allowances for their customers. Reviewing
customer billing data from the winter months
may help you determine an appropriate
monthly allowance per household.
i = f Use Worksheet 5 to increase
J Lhj system efficiencies and identify
i water demand management i
measures.
L J
BEST PRACTICE: Applying water con-
servation measures is one of the least
costly "water supplies" that you can add
to your portfolio. It can also help defer
capital costs.
~ City of Russell, Kansas. During
the 2005 - 2006 drought, the city
engaged its largest industry to reduce
its water use. The industry responded
with immediate measures that they
have continued — resulting in a 63
percent usage reduction over a
10-year period.
~ City of Hays, Kansas. Initially a drought
response measure, conservation is
now a year-round focus for the city.
They emphasize use of a four-pronged
approach — education, pricing, policies
and rebates to encourage conservation.
During the drought, the city enforces
outdoor watering restrictions.
FOR MORE INFORMATION ON REDUCING
WATER DEMAND:
~ AWWA Drought Portal
~ AWWA Conservation and Resource
Management
~ Alliance for Water Efficiency
Resources jH[ ^ Previous Next^
-------
ag
Staffing, Response Plans
and Funding
After the Drought:
~ Designate a water efficiency coordinator
to manage and implement treatment and
distribution system efficiency measures,
and provide public information about
water-saving practices to customers. This
can be a part-time position and could be
held by the same person designated to
monitor drought conditions.
~ Document how water demand in the
system changed during drought response.
Look at your production data to estimate
the lag time between announcing reduction
goals or mandating water use restrictions,
and seeing a change in water use. This
information can help you revise trigger
levels for when mandatory restrictions
are established.
~ Establish a year-round conservation
program that promotes water-saving
habits and encourages customers,
especially large water users, to adopt
water conservation strategies in their
day-to-day operations.
Consider including the following water
use efficiency measures and programs in a
year-round demand management program:
Policies, Service Rule Provisions,
Ordinances and Building Codes
~ Adopt an ordinance that would prohibit
wasting water from sources such as cus-
tomer leaks, runoff from driveways and
sidewalks or irrigation overspray.
~ Establish a minimum number of cycles
of concentration for cooling towers.
to
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
Page 16 Drought Response and Recovery:
~ Establish year-round lawn and landscape
irrigation schedules (with set time of day
or days per week).
~ Establish annual irrigation inspections for
automatic sprinkler and irrigation systems.
~ Promote the adoption of local building,
plumbing, landscaping or other codes
that specify water and energy efficiency
standards required for new construction,
irrigation systems or landscaping.
~ Require that leak inspection and repair
be conducted prior to property resale
or lease.
~ Require residential fixture and equipment
retrofit or replacement upon property
resale or lease.
Demand Management: Potential
Conservation and Efficiency Measures
~ Offer online or onsite water use and water
efficiency check-ups and water-saving
tips for your customers (landscapes, irri-
gation systems and indoor uses).
~ Install hydrant locks to reduce water theft
after coordinating with and providing train-
ing to local fire department responders.
~ Set up rebate, distribution or installation
programs for Water Sense or ENERGY
STAR certified high-efficiency toilets,
clothes washers, shower heads, water
heaters, irrigation technology or other
water-saving appliances. The amount
of water savings will be determined by
conditions specific to your area. A benefit-
cost analysis is recommended prior to
implementing any rebate program.
Additional Residential Conservation
and Efficiency Measures
~ Set up a water softener replacement
program.
~ Encourage installation of rain or freeze
sensors for irrigation systems.
~ Establish landscape and turf or irrigation
system replacement programs.
~ Encourage customers to report or repair
leaks on their side of the meter.
~ Consider offering incentives to the big-
gest water savers. Possible incentives
include prizes, billing credits or other
recognition.
Additional Commercial, Industrial and
Institutional Conservation and Efficiency
Measures
~ Set up rebate, distribution or installation
programs for WaterSense or ENERGY
STAR certified high-efficiency urinals,
commercial dishwasher systems or
pre-rinse spray valves, ice machine
replacement or similar appliances.
~ Implement cooling tower audits.
~ Set up a commercial vehicle washing and
car wash system replacement program.
~ Establish a rainwater capture or conden-
sate reuse incentive program.
Resources jH[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
IDENTIFY ADDITIONAL WATER SUPPLIES
Setting demand reductions and maximizing
existing supplies through operational or
management changes may not be enough.
In this case, explore the options listed below
to obtain additional water. Always check
with regulatory agencies to see what is
allowed in your state and to understand if
existing supplies may already be committed
elsewhere.
• Build a pipeline to an existing water supply.
• Engage in bulk water purchases or leases.
• Establish emergency interconnections
with nearby water or power utilities.
• Use temporary drinking water distribution
centers, where customers can fill con-
tainers from portable tanks and haul the
water to their homes.
• Haul water from nearby suppliers.
• Blend brackish or lower quality water
with higher quality water sources at your
existing water treatment plant, or lease
portable treatment equipment to demin-
eralize or desalinate the water.
• Enhance treatment of brackish or lower
quality water.
• Swap lower quality water with
agricultural or industrial users in
exchange for raw water that can be
treated at existing plants.
• Install a surface water infiltration gallery
to access subsurface water flows.
• Raise the dam on small reservoirs or
impoundments, or add sandbags to
canals to raise water levels to existing
intake structures,
• Use abandoned groundwater wells or
surface water intakes.
• Acquire or develop unappropriated
(unpermitted) groundwater or surface
water sources.
• Drill new groundwater wells.
• Enhance aquifer storage and recovery,
or enhance reservoir storage.
• Acquire temporary or emergency surface
water rights or permits.
• Request temporary authorization from
regulatory agencies to reduce water re-
leases from reservoirs to keep more water
in storage while still meeting essential
flows needed for the environment, hydro-
power or other downstream uses.
• Reuse water from wastewater treatment
plants or water main flushing for non-
potable uses, such as landscape irrigation,
vehicle washing or non-food crop irrigation.
• Explore the potential for both indirect
and direct potable reuse, in accordance
with drinking water treatment standards.
For some of these projects, it can take
months to acquire the necessary approvals
and even longer to complete the design and
construction needed to make the source
operational. Engage regulatory agencies
and local planning organizations so that the
design, approval and implementation are
coordinated, efficient and compliant with
regulatory standards.
I \=\f Use Worksheet 6 to identify water !
[ 1^-3 sources that may be available for
your utility.
45
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
Page 17 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
BEST PRACTICE: Partner with your state's Water/Wastewater Agency Response
Network (WARN) or other organizations to implement drought response strategies.
~ City of Las Vegas, New Mexico. The city worked with the San Miguel County Office
of Emergency Management (OEM), to set up a water distribution plan. The county
OEM purchased 20,000 gallon portable storage tanks that could be distributed to
pre-determined sites if necessary. Through New Mexico WARN, the city of Las Vegas
has an agreement to borrow Albuquerque's water tanker trucks for water delivery to
the portable storage tanks when needed.
~ (Corix) Spicewood Beach Water System, Texas. After their alluvial wells stopped pro-
ducing water, the utility developed the state's first surface water infiltration well gallery
to access surface water from nearby Lake Travis through groundwater wells. They
worked closely with regulators to develop treatment plant requirements for this supply.
~ City of Clinton, Oklahoma. As a result of drought, the city plans to increase the num-
ber of available groundwater water sources and build a new water treatment plant,
and collaborate with the Oklahoma Department of Environmental Quality to dispose of
its water treatment residuals (reverse osmosis concentrate) via underground injection
control wells, which will allow the utility to use brackish groundwater sources.
~ City of Las Vegas, New Mexico. The city is exploring ways to increase water storage
by: increasing storage capacity of Bradner Reservoir (raising the dam), recovering
seepage from around the dam and pumping water back into the reservoir and
pursuing an aquifer storage and recovery pilot project.
After the Drought:
~ Explore alternative sources and adopt
creative strategies for managing ex-
isting supplies to enhance long-term
reliability.
~ Engage with ongoing statewide or
regional water planning processes to
be sure that your water supply needs
and preferred projects are covered by
those plans.
~ Consider initiating a countywide or
watershed-wide water planning process
to collaborate on cost-effective and
sustainable long-term water supply
solutions, so that you are better pre-
pared for the next drought.
&
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
Page IB Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
COMMUNICATION AND PARTNERSHIPS H
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies
and Videos
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about utility
partnership actions.
SHARE CONSISTENT MESSAGES WITH
DIFFERENT AUDIENCES
You should develop targeted, simple mes-
sages that communicate drought severity
arid your response steps or actions, The in-
formation should clearly state what actions
different customers are required to take in
each drought stage to meet water reduction
goals, and why the restrictions are needed.
Plan on communicating frequently with your
customers and stakeholders throughout
the drought.
~ Make your board, council and other
decision makers aware of your drought
response plan and status of the water
supply, so they are ready to make tough
decisions that will affect customers.
~ Use social media and traditional media,
as well as bill inserts, newsletters, door
hangers, billboards and road signs.
~ Work with local utilities and agencies to
make sure that you are all communicating
consistent messages.
~ Collaborate with neighboring utilities
to implement the same water use re-
strictions so that customers do not get
confused — this is especially important if
there is more than one water supplier in
the area.
Ask school and religious leaders, youth
groups and service organizations to
promote conservation to their students,
congregations and members.
Speak at local organization or club
meetings. Open these meetings by giving
community members a chance to ask
questions about the drought situation
and then having your utility provide de-
tailed information.
Engage major employers, local businesses
and county officials to help spread drought-
related messages and act as water con-
servation "models" within the community.
BEST PRACTICE: Frequent, frank communication — using all available methods — is
critical for getting customers to understand the severity of the drought and encouraging
them to reduce water use.
BEST PRACTICE: Know which venues and media your community typically uses to get
information, and then gear messages to your target audience using the preferred channels.
~ Tuolumne Utilities District, California. To ask customers to "please save water," the
District used newspapers, radio and television, website updates, customer newsletters,
presentations and signage. Partnering with a nearby utility, the Office of Emergency
Services and the Tuolumne Band of the Me-Wuk Tribal Council, the District also
conducted a joint radio campaign. They did not use social media outlets, as they
knew their customers did not get information from these sources.
~ City of Clinton, Oklahoma. A strong partnership with the local newspaper helped
the city provide accurate information about the drought and potential solutions to
customers, The city used newsletters, website updates and text messaging to provide
drought updates for those customers who subscribed to a notification service similar
to a "reverse 911" program that alerts residents of emergencies.
Page 19 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
Work with key stakeholders and large water
users to help generate ideas for establishing
water restrictions that will have minimum
impacts on businesses and operations, but
still meet water reduction targets. You may
also need to work directly with smaller local
businesses to prepare them for potential
reductions, especially businesses like car
washes that may not be operating during
extreme drought conditions.
BEST PRACTICE: Keep your messages
clear, simple and consistent. Collaborate
with other utilities and agencies to share
the same message.
~ City of Las Vegas, New Mexico.
An extensive outreach campaign by
the city called "Our Future is Clear"
includes frequent presentations,
community meetings and media
reports. The campaign uses consistent
information and transparent accounting
of progress on the city's long-range
Water Enhancement Program. As a
result of their effective outreach cam-
paign, water use has been reduced
by over 26 percent. It is now approxi-
mately 50 gallons of water per capita
per day for residential customers and
78 gallons per capita per day for
overall system usage.
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
Page 20 Drought Response and Recovery:
TIPS FOR EFFECTIVE MESSAGING
• Prepare a presentation with talking points
that utility staff can use to provide clear,
accurate and consistent information to
customers and the community.
• Include on your utility website's main
page some easily accessible and use-
ful information related to the current
drought condition, project updates,
conservation tips and how customers
can access their own water use data
from meters (if available).
• Highlight water saving success stories
in newsletters, presentations or on
your website.
• Consider translating outreach materials
or using a Web-based translator on
your website for non-English
speaking customers.
After the Drought:
• Coordinate with other local utilities
and agencies to announce the end
of the drought emergency and water
restrictions.
• Keep communicating frequently and
frankly with all of your customers about
the utility's drought recovery progress,
including any changes to rates.
• Communicate the importance of your
customers' continued support. Reframe
messages from a focus on drought
response to a focus on long-term
water supply reliability. Continue to
stress the importance of conserving
water, actions the utility is taking, and
actions the public can take. Partnering
with EPA WaterSense can provide
access to materials that help with
communications.
• Engage with large water users and
local businesses to help them prepare
for the next drought.
FOR MORE INFORMATION ON MESSAGING:
• U.S. EPA's WaterSense
• U.S. EPA's Water Utility Public
Awareness Kit
• Alliance for Water Efficiency's
"Financing Sustainable Water"
Communications Tools
GRASS
$ :¦$
Resources JB[ ^ Previous Next^
-------
%
*>
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
ROLE OF PARTNERSHIPS
If you are in a drought, neighboring util-
ities are most likely experiencing similar
challenges and also looking for solutions.
Local and state agencies are also available
to provide assistance throughout drought
response and recovery Reach out to local
community partners, other utilities and
agencies to share ideas and potential ways
to save water and to find additional supplies.
Utilities that have successfully responded
to drought are those that initiated and
sustained partnerships with groups such as:
~ Other water utilities — exchange ideas,
advocate for joint solutions and share
media and public information messaging
and costs.
• Local, county and state agencies — coor-
dinate drought response activities, apply
for funding, share resources and work
through regulatory issues.
* P ri vate secto r a n d vo I u n teer o rg a n i za -
tions such as Master Gardeners, civic
groups or green industry representatives
(landscaping and irrigation professionals)
— share expertise on water-saving land-
scapes, fixtures and appliances.
Page 21 Drought Response and Recovery:
• Large water users, watershed manage-
ment groups, industries and other water
rights holders — engage in creative water
management ideas, such as managing
releases from upstream dams to provide
flow for diversion or groundwater
recharge, or exchanging reclaimed
water for raw water that can be treated
for drinking.
• Local cities and fire departments —
develop partnerships with neighboring
communities to assist with water storage
for fire-fighting, and enforce burn and
fireworks bans.
Some drought response actions will require
approvals from different local, state or
federal organizations. For example, a new
or changed water right, water treatment
plant or water supply construction project
is likely to require permits or approvals.
In some states, approvals are needed for
emergency water rates, water use restric-
tions or enforcement authority. Get decision
makers from these organizations together
in one room to work through issues. Come
to the table with a full understanding of the
regulations and requirements. You may want
to involve legal staff to advise you on what
restrictions and fines or other enforcement
measures you are allowed to implement.
Resources JB[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
BEST PRACTICE: Partner with private
sector and volunteer organizations that
share common interests or special exper-
tise, such as water-efficient landscaping.
~ City of Hays, Kansas. To illustrate
water-wise landscaping and set an
example for the community, the city
installed demonstration gardens and
grass plots with informational plac-
ards, The city provided a list of the
plants used in these projects to local
nurseries and landscape vendors, who
were then able to assist the public in
completing water-efficient landscape
retrofits throughout the community.
~ Tuolumne Utilities District, California.
The District developed a partnership
with the volunteer group Master
Gardeners, which provided relevant
information to residents and the
landscape industry by conducting
workshops, seminars and events
about water-saving landscaping
and gardening strategies, rain barrels
and the use of gray water (from
showers and washing machines) for
irrigation. The volunteers provided
credible information and helped to
spread the District's message of
water conservation.
[i=p Use Worksheet 7 to develop a
communications plan for your
utility.
|=1 Use Worksheet 8 to develop a list
of key community contacts.
After the Drought:
~ Maintain relationships with the partners
that you worked with during response.
Continued coordination with your part-
ners will help ensure the effectiveness
of future drought response and long-
term water supply planning efforts and
will benefit your utility's other ongoing
decision making, operational and regu-
latory activities.
• Work with local, county and state offi-
cials to help find technical and financial
resources to support drought recovery
and resilience projects.
&
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
Page 22 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
RESOURCES
This section contains all of the worksheets and
response and recovery.
Worksheets and Templates
Use these worksheets and templates
as a starting point, and add to them as
necessary. Save them to your computer
before making any changes.
• Worksheet 1: Identify Members of the
Drought Response Team
• Worksheet 2: Update or Develop a
Drought Response Plan
• Drought Response Plan Template
• Worksheet 3: Initial Staffing and
Funding Drought Activities
• Worksheet 4: Water Supply Availability
(Note that Worksheet 4 has three
spreadsheet tabs)
• Worksheet 5; System Efficiency, Water
Demand and Customer Use
• Worksheet 6: Identify Additional Water
Sources
• Worksheet 7: Sharing Consistent
Messages with Different Audiences
• Worksheet 8: Community Contact List
Staffing, Response Plans and
Funding Resources
• U.S. EPA's Tabletop Exercise Tool for Water
Systems: Emergency Preparedness,
Response, and Climate Resiliency
• U.S. EPA's Workshop Planner for Climate
Change and Extreme Events Adaptation
links embedded throughout the guide, as well
• U.S. EPA's Federal Funding for Utilities —
Water/Wastewater — in National Disasters
(Fed_FUNDS)
• Federal Emergency Management Agency
(FEMA) Climate Resilient Mitigation
Activities |Exit|
• Alliance for Water Efficiency's (AWE)
"Financing Sustainable Water"
Water Supply and Demand Management
Resources
• U.S. Drought Monitor lExit|
• U.S. Seasonal Drought Outlook |Exit|
• Snow Telemetry (SNOTEL) Snow Survey
and Water Supply Forecasting lExit]
• American Water Works Association
(AWWA) Water Loss Control Audit
Software
• AWWA Drought Portal
• AWWA Conservation and Resource
Management
• AWE Home Page
Communication and Partnerships
Resources
• U.S. EPA's WaterSense
• U.S. EPA's Water Utility Public
Awareness Kit
• AWE's "Financing Sustainable Water"
Communications Tools
as
additional resources related to drought
Page 23 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
%
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
O
Communication
and Partnerships
Case Studies
and Videos
RESOURCES (Continued)
Contact Us
Please email WSD-Outreach@epa.gov with
any questions or suggestions.
Microsoft Office or Adobe Acrobat may be
required to view or print these files.
• City of Russell, Kansas lExitj
• City of Clinton, Oklahoma |Exit|
Additional Drought Resources
• U.S. Department of Agriculture (USDA)
Rural Development Program |Exit[
• USDA Rural Development Disaster
Assistance |Exit|
• Centers for Disease Control and
Prevention (CDC) Drought
Communication Toolkit |Exit|
• U.S. EPA's Drought Incident
Action Checklist
• U.S. Bureau of Reclamation (USBR)
AgriMet Partners & Water Resource
Information |Exit|
• National Weather Service (NWS)
Climate Prediction Center —
Drought Information [Exit
Case Study Resources
Drought Response and Recovery Project
for Water Utilities: Case Studies Map
Tuolumne Utilities District. Sonora.
California |Exit|
(Corix) Spicewood Beach Water System,
Exit
Spicewood, Texas
City of Las Vegas, New Mexico [Exitj
City of Hoqansville, Georgia |Exit|
City of Hays, Kansas [Exit]
USDA Disaster and Drought
Information |Exit|
U.S. EPA's Water Utility Response
On-the-Go Mobile Website
U.S. Geological Survey Water Science
School - Land Subsidence |Exit|
WateReuse Research Foundation
Framework for Direct Potable Reuse
Page 24 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
Staffing, Response Plans
and Funding
Water Supply and
Demand Management
Communication
and Partnerships
Case Studies
and Videos
CASE STUDIES AND VIDEOS
The following case studies highlight small and medium-sized utilities that successfully responded to drought. Reflecting a broad range of
situations — diverse geographies, water resources, response actions and funding approaches — these utilities' actual stories demonstrate
solutions that work.
They provide examples of proven ways to reduce demand, access additional water supplies, communicate effectively, secure funding and
develop partnerships to survive drought. Lessons learned by your peers may help you plan for and respond to drought by finding solutions
that work for you and your community.
Note that your state may have specific rules that could prevent use of some the case study utilities' actions, so first check with your state
regulators or legal counsel; even if that is the case, these innovative solutions may inspire other ideas to help your utility and community
become drought resilient.
Click on the images to learn about
solutions from each case study.
SE73
Click on the map to to exit the Drought Response and Recovery Guide and navigate
to a website featuring a geoplatform map that hosts short videos on each case study.
Drought Response and Recovery Project for Water Utilities: Case Studies Mop
f r* 1*1*
Tuolumne Utilities
District, Sonora,
California
(Corix) Spicewood
Beach Water System,
Spicewood, Texas
¦
6 \
o
*Uft 1||
City of Las Vegas,
New Mexico
Ml W»tv 5T * I 1B S
¦ktJ
NI.Mt
I »J*
"" , M F XI r o"-
Page 25 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
SYSTEM DETAILS
414 treatment plants
provide water for
residential, com-
mercial, industrial,
wholesale, agricul-
tural uses and fire
suppression.
A Approximately
14,150 connections.
~ Surface water stored
in the Lyons and
Pinecrest Reservoirs
on Stanislaus River
and released into
the "Main Canal."
~ Reservoirs and
the Main Canal are
owned and operated
by the Pacific Gas
and Electric
Company (PG&E).
~ Allocated approx-
imately 17,000
acre-feet per year
of surface water to
treatment plants.
4400 acre-feet per
year groundwater
used to supply three
well systems.
CASE STUDY: Tuolumne Utilities District, Sonora, California ~
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about the
utility's drought response.
IMPACT
For the Tuolumne Utilities District (TUD),
2013 was the second consecutive year of
intense drought, with precipitation at 25
percent of the annual average of 32 inches.
During the third quarter of 2013, TUD esti-
mated that reservoir inflows and instream
flows would reach an unprecedented low
volume of water available for diversion in
2014. Water supplies in 2014 were estimat-
ed to be even less than those experienced
during the driest year on record (1977), and
these supplies could be depleted within 120
days at typical water consumption levels.
Based on hydrologic analyses and long-
range weather forecasts that predicted his-
torically low precipitation during the area's
"wet season," on January 17, 2014, TUD pre-
pared an outlook of water availability for the
coming year. They shared this with their cus-
tomers and elected leaders. On February 13,
the TUD board prohibited all outdoor wa-
tering and asked customers to reduce water
usage by 50 percent. By June 2, collected
data indicated a reduction of 20 percent
(compared to 2013 water use), followed by a
reduction of 45 percent by the end of June
and a 48 percent reduction by the end of
July. This significantly improved the water
supply outlook; however, it also significantly
reduced TUD's operating revenues.
RESPONSE MEASURES
Staffing, Response Plans and Funding
TUD's General Manager convened his man-
agement team — District Engineer, Water
Master (Operations Manager) and Public
Relations Manager — to lead the drought re-
sponse. The team engaged other staff from
operations and engineering to help with
tactical planning and implementation. TUD
evaluated drought conditions, established
water demand reduction measures for their
customers as well as their water distribution
system, explored additional water supply
options and formulated recommendations
to the board. This utility-wide team ap-
proach ensured that everyone in the utility
defined the "problem" in the same way,
shared a common understanding of the
goals and strategies, and implemented
drought response actions consistently.
During typical operations, TUD relies on
grants and the State Revolving Fund loan
program to supplement rate-based revenue
for capital improvements. These outside
funding sources were instrumental in com-
pleting drought response solutions during
the 2014 drought. Local and state officials
helped TUD identify potential funding
sources, including approximately $768,000
to construct infrastructure needed to
supplement existing water supplies: the
New Mel ones Pump Station Project and
expansion of the Matelot Reservoir.
Water Supply and Demand Management
TUD took important steps to increase their
water supply; for example, they:
~ Altered management of flows within the
Main Canal; PG&E suspended their typical
water releases for electricity generation.
~ Activated lower water quality
producing wells.
~ Explored potential interconnections
with other systems.
~ Designed, funded and constructed a
pipeline to convey water from the New
Melones Reservoir to a TUD water
treatment plant in just over a month.
~ Implemented the Matelot Reservoir
Expansion Project to increase surface
water storage.
Through regulations, system operations
improvements and customer conservation
measures, TUD reduced overall water use by
33 percent from January to July 2014
(compared to 2013 water production).
Page 26 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
CASE STUDY: Tuolumne Utilities District, Sonora, California (Continued)
TUD adopted water
restrictions and
conservation
measures that led to a
reduction
EXU^/iiin water
¦nr / v consumption
in the month of May
2014 (compared to 2013).
TUD contacted local
and state officials for
potential funding
sources and received
approximately
$768,000
to fund drought-
related projects.
As savings measures, TUD:
• Reduced evaporative losses by modifying
typical delivery canal operations to
cut off flow to two ditch canals that
provided water for agricultural use and
a golf course.
• Accelerated leak repairs in the ditches
and distribution pipelines.
• Prohibited all outdoor irrigation.
• Asked customers to eliminate all
non-essential water use.
• Enforced the mandatory water use
reductions through verbal warnings,
written notices (door hangers) and
threatened fines.
• Worked with large water users on usage
reduction:
- CAL FIRE (fire department) reduced
non-essential training to save water.
- Sierra Pacific Industries, the largest
water user in their system, invested
in onsite water recycling and other
efficiencies.
Communication and Partnerships
TUD implemented an exhaustive suite of
communication tools to raise awareness
about the drought, provide conservation
tips and inform customers about mandatory
conservation requirements. TUD communi-
cated with customers through:
• Press releases, newspaper articles, radio
and television interviews.
• Website updates and direct mailings.
• Public hearings, briefings at public
meetings and presentations at civic
organizations.
• Signage throughout the community.
• Distribution of "conservation kits"
contributed by Home Depot and the
California Corps,
TUD credits their network of partners with
the success of the drought response. For
instance, TUD worked collaboratively with
the Twain Harte Community Services Dis-
trict to convene a meeting with county and
state Office of Emergency Services (OES),
California Department of Water Resourc-
es and other agencies that were able to
provide support, address regulatory con-
straints or otherwise advance a solution to
the drought.
LOOKING FORWARD
Drought response actions taken over the
last few years to reduce demand and secure
additional water supplies have prepared
TUD for extended drought conditions. The
utility continues to look for alternative and
innovative water supplies, water storage
opportunities and ways to maintain efficient
water use, so as to increase their resilience
to future droughts.
J
/
For more information, visit TUD's website |Exit|
4- BACK TO CASE STUDY HOME PAGE
Page 11 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
SYSTEM DETAILS
~ Rural water utility on
the shores of Lake
Travis in the lower
Colorado River ba-
sin, 50 miles north-
west of Austin, Texas.
4435 connections
serving approxi-
mately 1,100 people
and a school.
4 Formerly owned
and operated by the
Lower Colorado
River Authority
(LCRA) until pur-
chased by Corix
Utilities (Corix)
in 2013.
4Historically relied on
2 alluvial groundwa-
ter wells until deeper
alluvial, 175-200
gallons per minute
(gpm) wells were
drilled during
2003 - 2004.
CASE STUDY: (Corix) Spicewood Beach Water System, Spicewood, Texas [®J
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about
the utility's drought response.
IMPACT
Water supply reservoirs in the lower Colorado
River basin had not been full since 2005,
when central Texas experienced the driest
and one of the hottest years on record in
2011. The Lower Colorado River Authority
(LCRA) enacted drought management
provisions as reservoir levels continued to
drop within the basin. Although its alluvial
groundwater wells were producing sufficient
water supply to meet its own needs, as an
LCRA-owned utility, the (Corix) Spicewood
Beach Water System (Spicewood Beach)
and its customers adopted the mandatory
water use restrictions.
Spicewood Beach's well production began
rapidly dropping beginning in December
2011. On January 17, 2012, the wells were
producing 108 gallons per minute (gpm),
falling below the service area's typical
winter demand rate of 125 gpm. Within 10
days, production was at 56 gpm — less than
half of what was needed to meet winter
demand. By the end of January, the wells
essentially stopped producing and the utility
had insufficient water supplies to meet sys-
tem needs. For 2 years, water was trucked in
daily to meet basic health and safety needs.
RESPONSE MEASURES
Staffing, Response Plans and Funding
Spicewood Beach had two drought man-
agement plans: LCRA's Drought Contin-
gency Plan, which established system-wide
drought triggers based on combined
storage in upstream storage reservoirs
(Lake Buchanan and Lake Travis), and
another plan with specific drought triggers
for Spicewood Beach. Both plans included
water use restrictions and emergency
response actions; however, neither anticipated
such a rapid loss of water supply. A Corix
team, composed of their General Manag-
er, Area Supervisor (operations manager)
and Environmental Compliance Manager,
sought to find alternative water supplies to
maintain critical services while securing a
longer-term solution. The team responded
to unprecedented drought conditions while
it was managing the transition from LCRA
to Corix ownership.
One of the key challenges for Spicewood
Beach during their drought response was
managing utility finances. In addition to
paying water hauling costs of approximately
$35,000 per month, LCRA funded a
$1.2 million alternative supply and treatment
project. Corix managed day-to-day oper-
ations and was responsible for design and
construction of the new system. Other
funding sources included revenues from
Corix's central Texas regional utility system
as well as grants. The regional approach
allowed capital costs, and the financial
impact, to be spread across all customers
in the region.
Page 28 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
CASE STUDY: (Corix) Spicewood Beach Water System, Spicewood, Texas (Continued)
Corix has developed
UNIFORM RATES for the
utility system, covering
80% of the
utility's fixed costs.
~ LCRA augmented water
w supply by water hauling;
approximately
5 or 6 tankers filled the
storage tank every day.
A $350,000 grant
through disaster relief
funds was awarded to
alleviate drought
conditions.
<$»
Water Supply and Demand
Management
White implementing a long-term solution,
Spicewood Beach trucked five to six tankers
of potable water to their distribution stor-
age tank to supply water to customers each
day for 2 years. During that time, Spicewood
Beach put in place the following demand
management strategies:
• Prohibited non-essential water use.
• Allocated 8,000 gallons of water,
maximum per month per household.
• Conducted aggressive leak detection
and repair.
• Reduced line flushing.
• Encouraged elementary schools to save
water in kitchen and restroom facilities
and motivated the students to save water
at school and at home.
The utility explored a number of options
before finally implementing the first surface
water infiltration gallery in Texas, Substantial
subsurface flow in the lake bed was discov-
ered during a geologic bore. This led to an
innovative project consisting of two 30- to
40-foot wells that draw water through the
sands of the lake bed. The water is then
conveyed approximately one-half mile
for treatment.
To successfully permit and implement this
project, Spicewood Beach staff:
~ Collaborated with the Texas Commission
on Environmental Quality (TCEQ) to
determine the appropriate water
treatment regulations.
* Worked with a prefabricated treatment
plant manufacturer to build the 475,000
gallon per day plant that met all regulatory
design standards.
• Integrated the new facilities with the raw
water pipeline from the existing alluvial
groundwater wells.
~ Used utility staff for much of the
construction, to reduce costs.
Communication and Partnerships
In addition to developing an innovative
water supply project, an important aspect
for the Spicewood Beach Water System
drought response was engaging local, re-
gional and state partners. State officials and
agencies provided Spicewood Beach with
technical assistance and financial resources
throughout the drought. When the Texas
Department of Agriculture announced its
solicitation for grant proposals for pub-
lic water supply systems on a first-come,
first-served basis, Corix and LCRA officials
worked with the Burnet County Judge and
state officials to submit a grant proposal to
fund the Spicewood Beach surface water
project. Burnet County was awarded a
$350,000 grant for the Spicewood Beach
Water System, through disaster relief funds
allotted for drought projects.
LOOKING FORWARD
Based on the lessons learned during their
2011 - 2014 drought response, Corix plans to
revise its drought response plan. The utility
also plans to conduct regular emergency
preparedness exercises with key utility per-
sonnel including management, operations,
financial and regulatory leads. Empowered
by lessons learned from the last drought,
as well as an innovative and reliable water
supply source, Spicewood Beach is now
well situated for future droughts.
For more information, visit Corix's website. |Exit|
BACK TO CASE STUDY HOME PAGE
Page 29 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
SYSTEM DETAILS
4 County seat of
San Miguel County
in north central
New Mexico.
A Population of ap-
proximately 18,000,
46,400 service
connections.
4 Average daily water
demand of 1.4 mil-
lion gallons per day
4Ninety percent of its
water supply comes
from Gallinas River;
10 percent from
groundwater.
4500 acre-feet of
storage capacity.
CASE STUDY: City of Las Vegas, New Mexico ©
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about
the utility's drought response.
IMPACT
Located in the desert southwest, Las Vegas
is accustomed to dry conditions; however,
persistent drought has plagued the area for
the last 10 years. Water availability changes
seasonally with intermittent rainfall but at
some point in three consecutive years —
2010, 2011 and 2012 - by Las Vegas
estimates, it had less than 120 days of
water available.
Supply in the Gallinas River is highly depen-
dent on snowpack and on capturing and
storing infrequent, but intense, rainfall. A
2004 Supreme Court decision made Las
Vegas's water rights junior to irrigation rights
in the watershed, which further reduced the
reliability of their supply during drought or
other low flow conditions. Additionally, in
2013, the city lost access to 500 acre-feet
of storage with the Storrie Project Water
Users Association when the storage lease
term expired.
The loss of storage and senior water rights
increased the city's vulnerability to drought.
Questions of a reliable water supply pre-
vented businesses from locating to the
area, affecting overall economic vitality
and impacting all residents. These impacts
prompted the city to address immediate
and long-term needs in its Water Enhance-
ment Program.
RESPONSE MEASURES
Staffing, Response Plans and Funding
In 2011, Las Vegas adopted an Emergency
Action Plan by resolution that establishes
drought management measures and water
use restrictions beyond those established in
a June 2010 Water Conservation Ordinance,
The plan includes 10 drought stages that
build on the four stages in the ordinance.
Learning from each year of drought and
adapting to changes in their water supply,
the utility is currently updating the drought
stage trigger levels and response actions in
their Emergency Action Plan.
The Water Enhancement Program is imple-
mented through rolling 5-year capital plans.
Funding comes from a variety of sources,
including rate-based revenues, grants and
loans. For example, a project to increase
storage in Bradner Reservoir by raising
the dam was estimated to cost $34 million.
Las Vegas received a $10 million grant
appropriated by the State legislature,
$20 million from the State Revolving Fund
administered by the New Mexico Finance
Authority, and $4 million after qualifying as
an economically disadvantaged community,
administered by the Water Trust Board.
Water Supply and Demand
Management
The 10 drought stages in the Emergency
Action Plan correspond to stored water
levels. For instance, Stage 0 corresponds to
full storage, and Stage 10 corresponds to
10 percent of storage remaining. Water use
restrictions and conservation measures are
listed in the plan for each drought stage.
In addition to the Emergency Action Plan,
the city has adopted other water supply
and demand management strategies. For
example, the utility implemented a block
rate structure in 2010, with a 62 percent rate
increase across four blocks; the rate for the
highest block is 10 times higher than that of
the lowest block.
Page 30 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
CASE STUDY: City of Las Vegas, New Mexico (Continued)
Las Vegas developed a
40-year long-term plan,
including RESERVOIR
STORAGE EXPANSION
from 500 acre-feet
to 2,300 acre-feet.
460%
Implemented a
water enhancement
program to reduce
water use by
$34
Estimated cost
of the reservoir
expansion,
million funded by
grants and loans.
In addition to the drought water use re-
strictions and conservation rate, Las Vegas
has implemented or is planning a compre-
hensive suite of emergency actions, multi-
ple-year infrastructure projects and other
utility system improvements. Water con-
servation and supply projects include the
following:
• Leak identification and repair program.
• Automated meter-reading system.
• One-time bulk water purchase to
augment their surface water rights.
• Construction of three additional brackish
groundwater wells that will be blended
with surface water to meet drinking
water standards.
• Wastewater reuse system.
• Bradner Reservoir expansion project
to increase storage capacity from
500 acre-feet to 2,300 acre-feet.
• Peterson Dam seepage recovery and
pump back system.
• Standpipe available to supply treated
water to residents on private wells
that have gone dry.
Communication and Partnerships
Recognizing the importance of creating a
water conservation ethic and broad support
for costly water supply projects, the city has
implemented an extensive outreach cam-
paign called "Our Future is Clear." Through
frequent presentations, community meet-
ings and media reports, Las Vegas provides
their customers with consistent information
and transparent accounting of progress
on the Water Enhancement Program. As a
result of their effective outreach campaign,
water use has been reduced by more than
26 percent to approximately 50 gallons of
water per capita per day for residential
customers, and 78 gallons per capita per
day for overall system usage. Additionally,
significant progress has been made on
the water supply projects.
Partnerships have also been very important in
Las Vegas's drought response activities. For
example, the city worked with the mutual aid
organization, New Mexico Water/Wastewater
Agency Response Network (WARN), and the
San Miguel County Office of Emergency
Management (OEM) to set up water distribu-
tion sites during drought. The county OEM
purchased 20,000 gallon storage tanks that
could be distributed to pre-determined sites.
Through a New Mexico WARN agreement,
the city can borrow Albuquerque's water
tanker for water delivery to the portable
storage tanks.
LOOKING FORWARD
With experience and lessons learned from
the decade-long drought, Las Vegas has
developed effective measures to cope with
different drought conditions. The city is
currently updating drought stage trigger
levels and response actions in its Emergency
Action Plan and implementing a long-term
Water Enhancement Program to diversify its
water sources, which will better prepare the
city for the next drought.
For more information, visit the city of Las
Vegas's website. |Exit|
4- BACK TO CASE STUDY HOME PAGE
Page 31 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous Next^
-------
SYSTEM DETAILS
A Located halfway
between Atlanta and
Columbus, Georgia.
41,750 connections
serving approxi-
mately 3,000
customers.
4Large industrial
park in adjacent
Meriwether County.
4 Diverted water from
Flat Creek until an
intake was con-
structed at the Blue
Creek Reservoir in
response to 1988
drought.
4 Currently purchases
treated water from
city of LaGrange
and Coweta County
Water and Sewage
Authority.
CASE STUDY: City of Hogansville, Georgia ~
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about
the utility's drought response.
IMPACT
Hogansville was impacted by severe
droughts in 1988, 2003 and 2007. At the
height of the 1988 drought, the available
water supply from Flat Creek was less
than the city's demand of approximately
500,000 gallons per day, and the city
trucked in water to meet basic needs. This
situation drove the city to acquire water
from the Blue Creek Reservoir — a more re-
liable source than diverting from Flat Creek.
Even with the reservoir storage, however,
the reservoir level was only 6 inches
above the intake structure during the
2003 drought.
Estimating that the supply would last about
6 days at current demand, Hogansville put
a portable pump at a lower point in the res-
ervoir and pumped water to the treatment
plant fori month until rain replenished the
reservoir. During the 2007 drought, the Blue
Creek Reservoir water level was down to
approximately 1 foot for about 2 weeks until
it was replenished by rainfall, Repeated
droughts led the city to develop diverse
and more reliable water sources to protect
their community's quality of life and
economic development opportunities.
RESPONSE MEASURES
Staffing, Response Plans and Funding
Hogansville maintains an all-hazards
Emergency Preparedness Plan with Troup
County; however, they did not have a spe-
cific drought management plan in place
during the 1988, 2003 and 2007 droughts.
A drought management plan was developed
during 2011 - 2012, and was being updated
in 2015.
The city promotes year-round conservation
using a tiered rate structure, with higher wa-
ter rates assigned for higher volumes of use.
This rate structure provided revenue stabil-
ity for the city as water demand dropped
during the drought. Hogansville also insti-
tuted a Special-Purpose Local-Option Sales
Tax (SPLOST) to fund capital projects. The
city obtained additional funding through
state emergency assistance funds (Imme-
diate Threat and Danger grant) and a loan
from the Georgia Environmental Financing
Authority to build a pipeline to carry treated
water from a neighboring utility.
Water Supply and Demand Management
During past droughts, Hogansville adopted
a variety of water use reduction strategies,
depending on the severity of the drought
and availability of water supplies, The fol-
lowing actions have been taken since the
1988 drought to reduce customer demand
and develop more reliable water supplies:
~ 1988
- Trucked in water.
- Implemented a complete ban on out-
door watering.
- Collaborated with the U.S. Army Corps
of Engineers (USACE) and Georgia
Environmental Protection Division
(EPD) to reallocate storage capacity
in the USACE Blue Creek Reservoir
(USACE Flood Control Reservoir 15).
This reallocation process required
coordination with USACE and Georgia
EPD to obtain necessary approvals and
water rights.
~ 2003
- Installed portable pumps in a deeper
part of the Blue Creek Reservoir.
- Reduced water use by 10 percent after
an odd and even day water schedule
was established, followed by a com-
plete outdoor watering ban.
Page 32 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
CASE STUDY: City of Hogansville, Georgia (Continued)
Hogansville
implemented an
aggressive leak
detection and repair
program, including
repair of a leak of
35,000 - 50,000
gallons of water
per day.
ifciiiiiiii
AiAftiiiii
x 1,000
Hogansville REALLOCATED
water reservoir
storage
capacity
and acquired water
from two neighboring
systems to enhance
water supply reliability.
s*
*
?
~ 2007
- Began working with the city of
LaGrange to construct a pipeline to
transport finished water to Hogansville.
LaGrange had surplus permitted water
and treatment capacity.
- Mandated a statewide reduction by 10
percent. Partnering with the Georgia
Rural Water Association, the city was
able to repair major leaks — including
a notable leak of 35,000 - 50,000
gallons of water per day thereby
reducing non-revenue water by about
20 percent.
~ 2008
- Completed pipeline, and water started
flowing from LaGrange in August 2008.
Currently, the city of Hogansville purchases
treated water from the city of LaGrange
and Coweta County and no longer diverts
and treats water from Blue Creek Reservoir.
These supplies proved reliable during more
recent droughts, when many utilities in the
region were facing water shortages.
Communication and Partnerships
The city of Hogansville effectively com-
municated with the public through media
coverage of frequent briefings to the City
Council. Local newspapers also published
information on water use restrictions such
as watering schedules.
Collaboration with USACE and Georgia EPD
was required for the Blue Creek Reser-
voir reallocation in 1988. All participating
governments needed to work together to
negotiate the water purchasing agreements,
and to develop a focused strategy that
benefited all participants and the region as
a whole, Building upon the regional part-
nerships, the city and adjacent Meriwether
County developed a plan to meet growing
water demands in the county's northern
part by sharing the costs of new infrastruc-
ture, such as onsite storage tanks, with the
large industrial park customers.
LOOKING FORWARD
The city has maintained many practices
adopted during previous drought responses
such as annual main flushing, enhanced leak
detection and repair and customer water
conservation awareness programs. The city
is also revising its drought management plan
to incorporate drought triggers and water
use reduction measures during different
drought stages. Furthermore, the city con-
tinues to plan for additional back-up sup-
plies and infrastructure in the event of water
main breaks, citizens' private wells going dry
or longer-term drought that would affect
the current water supply's reliability.
For more information, visit the city of
Hogansville's website. jExitj
-------
SYSTEM DETAILS
A Located about 30
miles apart in central
Kansas, the city
of Hays and city
of Russell share a
groundwater source
— the Smoky Hill
River alluvium —
and have worked
together to respond
to drought.
CASE STUDY: City of Hays and City of Russell, Kansas \H
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about
the utilities' drought response.
(Critical Water Stage) or Stage 4 (Water
Emergency). The city of Hays has a three-
stage drought response plan with estab-
lished triggers, goals and response actions.
City of Hays
City of Russell 1
Population: 21,000
Population: 4,500
8,000 connections
2,400 connections
Large water users: battery factory, valve
Large water users: ethanol and gluten plant
manufacturing plant, regional hospital
(HaysMed)
Groundwater source from 31 wells:
Groundwater and surface water sources:
~ Smoky Hill wellfield, upstream of
~ Pfeifer wellfield (25 miles away in
Russell's Pfieffer wellfield in
Smoky Hill River alluvium).
Smoky Hill River alluvium.
~ Surface water from Big Creek (has
~ Big Creek Aquifer wellfield.
seasonal low-flows).
~ Dakota wellfield (produces brackish
~ Stored water and water release rights
water, used as a back-up supply).
from Cedar Bluff Reservoir, a U.S. Bureau
of Reclamation reservoir upstream of the
Smoky Hill wellfield.
IMPACT
RESPONSE MEASURES
The region has experienced drought period-
ically since the 1950s and twice during the
past decade. The 2005 - 2006 drought was
relatively brief but severe, requiring water
use reductions in both communities. The
2011 - 2013 drought was longer and had a
greater impact on the water supply of the
city of Hays and city of Russell,
Staffing, Response Plans and Funding
Both cities have adopted drought response
plans, and have internal drought teams
that are led by the city manager and utility
department staff under the direction of the
City Council, The city of Russell's Municipal
Water Conservation Plan clearly defines
drought triggers and response actions for
four drought stages. During 8 of the last 12
years, the city of Russell declared Stage 3
The cities have used a variety of funding
sources to implement drought response
actions and conservation. Both fund some
drought response activities with their water
rate revenue, Hays also implemented a 0.05
percent Water Conservation Sales Tax in
1995, and has used the State Revolving
Fund to replace about 85 percent of its
distribution system to reduce water loss.
In the past 20 years, the city of Russell has
replaced 80 percent of its water distribution
lines, paid for with State Revolving
Fund loans.
Water Supply and Demand
Management
Both communities have in place year-round
water conservation measures. During the
2005 - 2006 drought, the large industry
users in Russell were asked to reduce water
use to stretch limited supplies. They imple-
mented ongoing measures, resulting in a
63 percent reduction over a 10-year period.
Russell also has a water conservation educa-
tion specialist who gives classes to local
elementary school students, who then take
Page 34 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
Both communities
have implemented
year-round water
conservation
measures.
The industries
in Russell have
reduced water use
by 63 percent over
a 10-year period.
Hays has a program
"Cash for Grass"
focusing on perma-
nent reductions in
outdoor water.
CASE STUDY: City of Hays and City of Russell, Kansas (Continued)
those tips home. During the 2011 - 2013
drought, Big Creek stopped flowing, causing
Russell to rely more on groundwater and
implement mandatory water use restric-
tions. Russell implemented a 25 percent
reduction on industrial water use and a ban
on outdoor water use. Prior to the drought,
Russell's usage was between 140 and 150
gallons per person per day; by 2013, it had
dropped to 81 gallons per person per day.
After a 1991 drought, Hays increased its
focus on conservation, Hays' program em-
phasizes conservation through education,
pricing, rebate programs and policies. For
example, Hays implemented a "Cash for
Grass" program that offers $1 per square
foot for replacement of grass with less
water-intensive landscaping, rebates for
toilets and washing machines and a "green"
plumbing code for in-home and outdoor
irrigation usage for new development. Their
full-time conservation specialist also pro-
vides educational programs. Water use in
Hays is now about 95 gallons per person
per day, down from a high of 220 gallons
per day in the 1980s.
The cities also have implemented strategies
to increase or better manage their water
supply, including the following:
~ Effluent reuse for irrigation.
~ Maintenance program to rework wells
(acidation treatment) and add variable
speed pumps to enhance production
and reduce energy costs.
~ Groundwater well optimization through
well operations and water-level
monitoring practices.
~ Requiring private groundwater well
owners to follow outdoor water use
restrictions.
~ Enhanced water treatment and blending
to use lower quality water.
~ Joint purchase of the R9 Ranch (about
60 miles away from the existing Smokey
Hill wellfield) to provide an estimated
8,000 acre-feet per year of groundwater
supplies.
~ Operations agreement between the Kan-
sas Water Office, Kansas Department of
Agriculture Division of Water Resources
and the cities of Hays and Russell to ef-
fectively manage stored water and releas-
es from Cedar Bluff Reservoir to recharge
the Smoky Hill alluvium wellfields.
Communication and Partnerships
Both cities used various communication
outlets, including newspaper, radio, TV and
social media, to keep residents informed
of the current stage of drought and the
required actions they should take.
During the drought, the cities relied on
partnerships with their customers to reduce
water use. The cities also partnered with
the state to time releases of a state-owned
artificial recharge right at the Cedar Bluff
Reservoir. Timing releases during the spring
reduced losses to the stream and sufficiently
replenished the Smoky Hill River alluvium,
increasing both cities' wellfields. This part-
nership resulted in an effective and unique
solution that the entities could not have
achieved on their own.
LOOKING FORWARD
Both cities' effective water conservation
programs have reduced water usage and
created a conservation culture within the
communities.
Hays and Russell plan to continue to work
together to implement long-term strategies
such as the wellfield at the R9 Ranch and
to navigate the regulatory and financial
constraints related to its use. They hope to
expand the partnership to other communi-
ties in the region that would benefit from
delivery of this additional water supply.
For more information, visit the city of
Hays |Exit1 and city of Russell |Exit|websites.
«• BACK TO CASE STUDY HOME PAGE
Page 35 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
SYSTEM DETAILS
A Located approxi-
mately 90 miles west
of Oklahoma City.
A Serves a population
of 9,400 within the
city limits, two large
industrial water us-
ers, and a wholesale
water customer
(city of Arapaho)
with a population
of 1,000 -1,500.
A Current average
water use of 1.7
million gallons per
day, with peak
summer usage of
3.5 million gallons
per day. Prior to
implementing twice
per week watering
restrictions in April
2014, peak use
reached 4.2 million
gallons per day.
AWater supply
includes raw water
from Clinton Lake,
treated water from
the Foss Lake and
groundwater.
CASE STUDY: City of Clinton, Oklahoma ©
Click on the video icon to go to the Drought Response and Recovery Project for Water Utilities: Case Studies Map to watch a video about
the utility's drought response.
IMPACT
During 2010, the water levels in Clinton Lake
began to significantly decline. Adding to
the city of Clinton's water supply concerns,
a chlorine spill in 2011 damaged their water
treatment plant and caused water quality
changes in the lake. While the city was able
to produce some water from Clinton Lake
between August and October 2011, by
October, the water level reached a historic
low of about 2.5 feet.
As a key drought response action, the city
purchased more treated water from Foss
Lake. However, Foss Lake water levels kept
dropping and reached 30 percent of capac-
ity, causing concerns about the reliability of
its supply. The fees for purchasing the ad-
ditional Foss Lake supply were also costing
the city approximately $1 million per year,
which was not a sustainable cost over the
long-term.
RESPONSE MEASURES
Staffing, Response Plans and Funding
Although Clinton's city manager coordinates
drought response activities, the city did not
have a drought plan in 2010 when Clinton
Lake levels began declining. With no plan
or regulations in place, the city made ad hoc
decisions regarding response activities such
as water use restrictions and additional wa-
ter supply. Conservation measures required
during drought were approved as needed
by the City Council,
Reductions in water demand impacted
the city's water-based revenues. To fund
the new water supply projects, the city of
Clinton raised water rates by 49 percent in
January of 2015 and implemented a half-
cent sales tax beginning in July of 2015.
The voter-approved sales tax initiative also
included an additional half-cent sales tax,
effective October 1, 2019, to fund invest-
ments in water supply projects.
Water Supply and Demand
Management
Back in 2012, Clinton implemented water
use restrictions that began with limiting out-
door watering to twice a week from April
to October of that year. Additional restric-
tions were gradually added until outdoor
watering was limited to once per week for
2 hours. Another demand management
strategy included onsite reuse by industries
such as Mars Petcare, which implemented
a project expected to save approximately 6
million gallons annually.
The city of Clinton then developed a water
supply strategy to secure other long-term
supplies, in addition to increasing the
amount of treated water purchased from
Foss Lake. The strategy includes developing
a wellfield in the Washita River alluvial
aquifer and obtaining a second groundwater
supply from the Elk City aquifer through an
agreement executed with the city of Canute.
The long-term supply project includes
constructing a 7-mile conveyance system
from Canute to the Clinton water treatment
plant, drilling the new groundwater wells
and building a reverse osmosis (RO) plant
to treat the poor quality raw water from the
new Washita River wells. The city of Clinton
is currently conducting test drilling opera-
tions and surface geophysics on the Washita
River wellfield.
Communication and Partnerships
Partnerships have played an extremely
important role in the city of Clinton's
drought response and long-term water
planning activities. As part of their response
to the drought, the city and the state worked
together to find a solution for disposing of
concentrate from the RO plant. The concen-
trate cannot be discharged in area water
bodies due to surface water quality standards.
Class I Underground Injection Control (UIC)
wells are prohibited in much of Oklahoma;
however, other injection wells — Class V UIC
wells — are allowed, subject to the rules of
Page 36 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources jH[ ^ Previous Next^
-------
CASE STUDY: City of Clinton, Oklahoma (Continued)
The City Council
raised water rates
by 49 percent in
2015 to promote
water conservation.
49%;
The city of
Clinton began
implementing a
voter-approved
half cent sales tax
starting July 1,2015,
to fund new water
supply projects.
the Oklahoma Corporation Commission. The
Oklahoma Department of Environmental
Quality (DEQ) received special approval
from EPA to classify injection wells for
disposal of drinking water plant brine
concentrate (municipal waste) as Class V
wells. This regulatory approval was key to
the city's ability to develop the new ground-
water sources. To enable cities like Clinton
to implement similar solutions, legislation
was passed to allow DEQ to adopt these
rules, and the annual fees for the drinking
water systems were lowered from $10,000 -
$50,000 to $1,000 - $5,000.
Public information and communication were
also critical to the city of Clinton's effective
drought response. Customers were informed
of conservation requirements and drought
response activities through their water bill,
the city website, town hall meetings, TV,
Twitter, radio and a text messaging notifica-
tion service. City employees, including trash
collection personnel, meter readers and code
enforcement officers, would also advise resi-
dents of water use violations when observed
during routine field work. The city also met
individually with key stakeholders, including
the two industrial users, to discuss issues
related to the drought — especially from
changes in water quality as the surface
water levels declined, resulting in higher
concentrations of total dissolved solids.
LOOKING FORWARD
Rains during May and June 2015 substantially
filled Clinton Lake and Foss Lake, and man-
datory conservation measures were lifted.
The city continues to develop its proposed
groundwater projects and explore actions
such as adopting a drought response plan
and implementing a routine leak detection
and repair program. Continued communica-
tion with the community will be important to
maintaining support for these investments,
now that the drought emergency has ended.
For more information, visit the city of
Clinton's website. [Exit]
BACK TO CASE STUDY HOME PAGE
Page 37 Drought Response and Recovery: A Basic Guide for Water Utilities
Resources JB[ ^ Previous
------- |