CDAP

1. CDAP Capacity Development Assistance Program Kentucky Division of Water Capacity Development Section 2013

2. Objective: To help eligible drinking water systems improve TECHNICAL,MANAGERIAL, and FINANCIALcapacity.

3. Definitions • The ability to plan for, achieve and maintain compliance with the applicable drinking water standards • A water system must demonstrate adequate capacity in the technical, financial and managerial areas • Capacity development then is the processof acquiring expertise in these 3 areas

4. Definitions Managerial Capacity: The ability of a water system to conduct it’s affairs in a manner enabling the system to achieve and maintain compliance with SDWA requirements. Managerial capacity refers to the system’s institutional and administrative capabilities.

5. Definitions Financial Capacity: The ability of a water system to acquire and manage sufficient financial resources to allow the system to achieve and maintain compliance with SDWA requirements. Financial capacity refers to the systems revenue sufficiency, credit, and fiscal management and controls.

6. Definitions Technical Capacity: The physical and operational ability of a water system maintain compliance with SDWA requirements. Technical capacity refers to the physical infrastructure of the water system, treatment, storage, and distribution.

8. EligibleSystems: Public water systems that serve 10,000 people or fewer. CDAP funding is for DRINKING WATER projects only.

9. Funding is provided through reimbursement of documented expenses. • This is NOT a loan program. There is nothing to payback in the end! • Projects which are already completed or underway are NOT eligible.

10. Disclaimer: We are currently in the 2nd round of funding. Kinks are still being worked out. Help us improve the 3rd round! Ask questions. Think outside the box.

11. Due to funding limitations, it is likely that not all projects will receive funding. Projects will be ranked according to several prioritization factors, including (but not limited to): • Median Household Income (MHI) of the service area • Population served • “Lacking” capacity in the most recent sanitary survey

12. Advice from within: • Aim for a maximum project cost of $10,000 to $15,000. • Split up large-scale projects into multiple phases. • If you received CDAP funding last year, the project must be completed before you can apply again. • Systems may apply for more than one project. Each project must be on a separate application form.

13. Basic Avenues of Project Achievement • Purchase necessary tools and equipment. • Contract with a private consultant. • Contract with a neighboring public water system.

14. $ $ Funding $ $ Where are the funds coming from?? • Drinking Water State Revolving Fund • Set Asides

15. ELIGIBLE PROJECTS *All projects applied for must address a deficiency or recommendation, as noted by the Division of Water, in the most recent sanitary survey.*

16. Human Resource Manual An “Employee Handbook” may include (but is not limited to): • Job Descriptions • Contingency Plan for replacing personnel • Mission Statement and Strategic Plan • Organizational Structure (documented policies and procedures governing human resource management)

17. System Mapping An up-to-date map of distribution assets is required by regulation. The map must include all line sizes, cutoff valves, fire hydrants, flush hydrants, tanks, booster pumps, chlorination stations, connections to emergency or alternative sources, wholesale costumer master meters, and piping material.

18. Asset Management Plan • Steps to Building an Asset Management Plan • Inventory all system assets, • Create a Preventive Maintenance Program, & • Maintain a Capital Improvement Plan.

19. Operation & Maintenance Manual(s) Under regulatory requirement, O&M Manuals should include a detailed design of the plant, daily operating procedures, a schedule of testing requirements designating who is responsible for the tests, and safety procedures for operation of the facility – including storage and inventory requirements for materials and supplies.

20. Rate Study • A Rate Study would include a complete review of the rate structure to determine if the rates fully cover all water system expenses. • Long-term needs should be built into rate increases. • Rates should be adjusted to promote conservation (especially during drought conditions).

21. NOTE: Just the study…not the project found necessary by the study. Water Loss Study A Water Loss Study would include a review of non-revenue water (accounted for and unaccounted for) to determine what actions need to be taken to lessen the water loss throughout the water system. Accounted - Water that is used in the regular operation of the system, but does not bring revenue. (for example: flushing, backwash, fire protection) Unaccounted - Water that is lost through infrastructure failures. (for example: leaking pipes, inaccurate meters, theft)

22. Leak Detection Program • The Leak Detection Program should outline the procedures used to locate and amend failing infrastructure. • Logs should be maintained to pinpoint where and how trouble-areas are located in the water system.

23. Safety Policy • A documented safety policy could include: • Safety Training Programs • Personal Protective Equipment Policies • Lock Out Tag Out Procedures • Emergency Contact Information • Chemical Handling Procedures • The safety policy may be incorporated in the HR Manual or the O&M Manual.

24. Cross Connection Program • Cross connections are the links through which contaminants can enter a potable water supply. • A documented Cross Connection Program is required under the regulation of the Safe Drinking Water Act. A documented Cross Connection Program should include methods and devices for prevention, testing procedures, public outreach initiatives, and coordination with local authorities (such as the health department and plumbing enforcement).

25. Tank Inspection • Professional tank inspections are recommended every five (5) years. • CDAP funding would specifically go toward the inspection of one or more water storage tanks. • The funding is NOT to be used for any components of repair.

26. Emergency Response Plan • The ERP should be a documented response to water shortage and loss of service during any natural disasters in your geographical area. • Also, the ERP should be reviewed/updated annually. • Topics to include may be: • Employee Responsibilities • List of Emergency Equipment • Emergency Contact Information

27. CDAP funding cannot… • Pay for rehabilitation or repairs • Go toward employee salary • Purchase infrastructure improvements

28. Administering the CDAP • Community Action Kentucky (CAK) operating through Rural Community Assistance Program(RCAP) • Creating the MOA with systems • Tracking Progress • Collecting required submittals at completion of project • Submitting invoice to DOW • All financial disbursals are through CAK

29. 2012 CDAP Results • Thirty-seven Applications received in 2011-12 Funding Cycle • Seven Projects Approved • Two Leak Detection Equipment projects • Two Water Storage Tank Inspections • One Infrastructure Mapping • Two Water Loss Studies

30. 2013 CDAP Results • Seventy-three Applications received in the 2012-2013 Funding Cycle • Twenty-five Projects Approved • Operations and Maintenance Manual Update • Drinking Water Rate Study • Fourteen Infrastructure Mapping Projects • Seven Leak Detection Project • Two Water Storage Tank Inspections

31. What Happens Next? • If one of your projects was approved: • A representative of Rural Community Assistance Partnership (RCAP) will contact you after March 1 • Resolution • MOA • Timeline with Milestones • Cost Estimate • Once your project is completed, RCAP will assist you in putting together your reimbursement packet, including the deliverables, which will be submitted to DOW.

32. What Happens Next? • If one of your projects was approved: • Deadlines: • RCAP may require monthly reports • All projects must be completed by August 1 • All invoices and paperwork must be submitted by September 1 • Due to the Federal funding calendar, DOW must pay all invoices out of the Set Aside fund by September 30, 2013.

33. What Happens Next? • If your project was not approved this round: • You can reapply next round, applications will be available around September. • Contact your Program Manager at DOW • Depending on your proposed project, there may be another avenue of assistance available to you.

34. 2012 CDAP Results • Thirty-seven Applications received in 2011-12 Funding Cycle • Seven Projects Approved • Two Leak Detection Equipment projects • Two Water Storage Tank Inspections • One Infrastructure Mapping • Two Water Loss Studies

35. Horse Cave Mapping • Population: 2,798 • MHI: $22,243

36. Morgan Co. Water District Leak Detection/Water Loss • Population: 6,457 • MHI: $31,322

37. Monroe Co. Water District Leak Detection/Water Loss • Population: 9,908 • MHI: $28,871

38. Wallins Creek - BMUD Water Loss • Population: 1,485 • MHI: $25,417

39. Williamsburg Water Loss • Population: 5,474 • MHI: $24,833

40. Calhoun Tank Inspection and Preventive Maintenance Plan • Population: 1,515 • MHI: $27,813

41. Bronston Tank Inspection and Preventive Maintenance Plan • Population: 5,114 • MHI: $32,434

42. Applications will be available in September. Application Deadline: Pending…

43. Capacity Development Program Managers (502) 564-3410 Bowling Green: Anne Powell Columbia: Jennifer Spradlin Florence: Jennifer Spradlin Frankfort: BJ Bland Hazard: BJ Bland London: Malinda Mays Louisville: Jason Lambert Madisonville: Anne Powell Morehead: Malinda Mays Paducah: Jason Lambert

44. Thank you for your time! Jennifer Spradlin Capacity Development Program Manager Columbia & Florence Regional Offices 200 Fair Oaks Lane, 4th floor Frankfort, KY 40601 (502) 564-3410 Jennifer.spradlin@ky.gov