STATE OF CONNECTICUT
DEPARTMENT OF PUBLIC HEALTH
DRINKING WATER SECTION
OPERATOR CERTIFICATION PROGRAM
2006 ANNUAL PROGRESS REPORT FOR THE EXPENSE REIMBURSEMENT
GRANT
April 2007
DRINKING WATER SECTION – OPERATOR CERTIFICATION PROGRAM
ANNUAL PROGRESS REPORT FOR THE EXPENSE REIMBURSEMENT GRANT
April 5, 2007
I. Background
The Environmental Protection Agency’s (EPA) Expense Reimbursement
Grant (ERG) provides funding for training and certification of
operators of community and non-transient non-community public water
systems serving 3,300 persons or fewer. The Operator Certification
Program (OCP) submitted a grant application on September 9, 2002 and
EPA awarded the grant on January 15, 2003. The OCP submitted a grant
amendment package that EPA approved on June 6, 2004. The report below
discusses the specific elements in the approved work plan, which is
included as Attachment A of this report.
The OCP is preparing a grant amendment package, including a revised
work plan and budget, to address the following items raised by EPA
during their review of the 2005 ERG Annual Progress Report: 1) the
need to increase the number of operators being trained, 2) assurance
that the functions performed by staff funded by the ERG are related
specifically to the certification and training of operators. As
detailed in the “Discussion of Expenditures” section of this report,
the OCP has not spent the amount of funds originally projected in the
budget. To address this, the revised work plan and budget will include
an extension to the grant.
II. Progress Report
Introduction:
The OCP utilizes ERG funding for training and certification of
operators of community and non-transient non-community public water
systems serving 3,300 persons or fewer. These activities are provided
at no cost to the system or operator.
Training:
The OCP provided free training courses, as described below, at several
locations and times to accommodate the schedules of operators. Staff
also provides training at programs provided by others. An example of
this is two, half-day sessions at the Connecticut Section – American
Water Works Section’s Annual Technical Conference and Vendor Expo
(ATCAVE).
In 2006, two slightly different operator courses were combined into
one basic small water system operator class. This course provides ten
hours of training to meet the renewal requirements of Small Water
System and Class I operators and has been run mostly in a two-day
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format. This course will continue to be offered on a quarterly basis
and may be modified to include an expanded section on sanitary surveys
so that operators have a better understanding of expectations during
the sanitary survey.
In addition to the basic course, the OCP provided courses in other
areas. A regulation course was held once and the outline has been
revised into a basic regulations course and an advanced regulations
course.
It is anticipated that the basic and advanced regulations
courses will each be offered twice per year.
Another 10-hour course, a modification of the basic course, was
developed for operators of public water systems at schools and was
successfully provided on one occasion during 2006. It is intended that
this course will be scheduled annually.
The following
training:
attachments
are
included
to
provide
information
on
Attachment B – Summary of Training Provided by OCP staff
Attachment C - Course outlines
Attachment D - Summary of course evaluations
The number of courses provided by OCP staff is less than anticipated
in the approved work plan and less than provided in 2005. OCP has
found that more frequent scheduling of courses results in low
enrollments. The reduction in the number of courses in 2006 is
primarily due to the combination of courses, as described above. The
OCP intends to formalize our training program by offering the basic
and regulatory courses on a periodic, routine basis and to supplement
this training with occasional courses for other groups involved in
certain aspects of water systems. These changes will be incorporated
into our revised work plan.
Although there were fewer courses provided by OCP staff in 2006, the
number of operators of community and non-transient non-community
public water systems, serving 3,300 persons or fewer, that received
this training is slightly higher than the number reported for 2005.
Since the training program began in late 2004, 450 operators have
taken at least one OCP training course. The OCP is looking at ways to
supplement its courses with training by others.
If the OCP pursues
this, further details would be included in the revised work plan.
It should be pointed out that training was also provided to a number
of individuals, other than operators, involved in activities that have
direct impact on the operation of public water systems. Trainees
included
well
drillers,
pump
and
treatment
installers,
local
sanitarians that inspect some types of public water systems, and
backflow prevention personnel.
Another OCP activity that is administered by ERG funded staff is the
review and approval of training providers and training courses offered
by external providers. OCP staff reviews applications for providers
and courses, and if they determine that the training is job related,
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is under responsible sponsorship, and is provided by qualified
instructors, OCP issues an approval. OCP plans to improve guidance to
external providers with respect to training relevancy, taking into
account criteria being developed by the Association of Boards of
Certification.
OCP staff periodically audits approved courses, and reviews all
renewal applications to ensure that operators are taking approved
training. In 2006, OCP approved 1 training provider and 33 individual
courses.
A
total
of
232
certified
operators
renewed
their
certifications in 2006. This represents over 5600 hours of approved
training taken by those operators.
Finally, the OCP has begun coordinating monthly training programs for
Drinking Water Section (DWS) staff. This will assist them in providing
technical assistance to small water system operators.
Personnel:
Oluseye Akinkunmi was hired on February 17, 2006, as a Connecticut
Careers Trainee (Environmental Analyst) to fill a vacancy created by
the resignation of Anthony Zaharias on May 18, 2005. He performs a
number of functions related to certification, renewal, and operator
technical assistance, and participates in OCP training courses.
Vicky Carrier, Sanitary Engineer 3, is in charge of all training
activities, training course approvals and the operator newsletter.
Carol Martin, Office Assistant, provides office support for the OCP.
Attachment E shows the OCP staff and their funding sources.
The following are some of the 2006 OCP staff accomplishments that are
not included in other sections of this progress report:
•
•
•
•
•
•
Maintenance of outreach items on the section’s web site. All of the
program’s commonly distributed documents are available on the web,
including certification information, forms, and training
information. Course registration is handled through the internet.
The OCP web page received approximately 7,500 visits in 2006
excluding visits by operators to other DWS pages.
Responded to approximately 2,000 calls providing technical
assistance to operators and systems.
Represented the section on various external committees related to
operator certification. (Association of Boards of Certification,
Connecticut Section – American Water Works Association, New England
Water Works Association)
Continued development of draft guidance documents that will provide
assistance in outreach & disciplinary action for certified
operators.
Continued training course site visits and auditing of courses
approved by the OCP to meet certification renewal requirements. This
provides additional evaluation of these courses.
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•
•
Achieved 96% system compliance with operator certification
requirements, with 89 systems, that did not have the required
certified operator, achieving compliance as a result of formal and
informal enforcement in 2006.
Worked on a second round of revisions to the draft of regulation
changes intended to clarify certification requirements and to
improve enforcement. The revisions were suggested by the Office of
the Attorney General.
Handbook: The OCP has compiled a draft revision of the section’s
Public Water System Operator Handbook. The handbook will be completed
after revised regulations have been adopted so that the document will
be as up-to-date as possible. The work plan indicated that ERG funds
would be used for printing costs. To comply with a Governor’s
Executive Order to reduce printing costs and use electronic media, the
new version of the handbook will be posted on web site. It is
anticipated that ERG funds will be used to copy the document onto CDs
and to print a limited number of paper copies.
Examination Fees: The examination fee waiver process is in use. ERG
funds are being used to pay the examination fees for operators of
community and non-transient non-community public water systems serving
3,300 persons or fewer. There is a limit of two waivers per operator.
Although use of the waiver is low, most eligible operators are taking
advantage of the waiver.
Newsletter: The work plan included production of a quarterly
newsletter for operators. Four issues of the newsletter were produced
in 2006. The newsletter is posted on the DWS web site. ERG funds are
used to print a limited number of copies. Copies of the newsletter are
available on this site: http://www.dph.state.ct.us/BRS/Water/DWD.htm.
Under DWS Program Pages, click on Operator Certification. There are
links to current and back issues of Connecticut H2Operator.
Discussion of Expenditures: Since the 2005 Progress Report, the
Department of Public Health Business Office submitted Financial Status
Reports (FSR) for the years ending January 5, 2005 and January 5,
2006. They are presently working on the FSR for the year ending
January 6, 2007. The most recent estimate from the Business Office
indicates that, as of January 12, 2007, OCP has spent $ 822,879, which
is substantially less than the budgeted amount of $ 1,658,420. The
primary reasons for these lower expenditures include unexpected staff
vacancies, administrative delays in hiring staff funded by the ERG,
and the elimination of an outside contract for training that was
approved in the original grant application. Based on the Business
Office estimate, there is a balance of $ 1,461,621 in the ERG. The OCP
is preparing a grant amendment package to extend the grant and make
programmatic and spending adjustments as needed and detailed in the
“Background” section of this report.
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Attachment A
Expense Reimbursement Grant
Work Plan
Revised April 26, 2004
Approved July 2004
Background
The Expense Reimbursement Grant (ERG)
Environmental Protection Agency (EPA)
awarded the grant on January 15, 2003
Drinking Water Division (DWD) revised
justification below.
work plan was submitted to the
on September 2, 2002. The EPA
based on that work plan. The
this work plan based on the
Justification
The State of Connecticut is continuing to change how contracts are
approved and processed. As a result, it has become increasingly
difficult to select contractors and receive approval for contracts.
The impact on the DWD is that it may not be possible to execute
contracts for the training and newsletter or, if a contract is
executed, it will be a very slow process. As a result of this, the
work plan is being changed to accomplish these tasks by utilizing ERG
funds to hire a full time staff person.
This person would be responsible for coordinating and providing
training to operators of systems that serve 3,300 persons or less.
This person would also be responsible for preparing the newsletter.
They may also coordinate training to DWD staff to assist them in
providing technical assistance to small water system operators. Some
of the benefits of having a staff person providing the training would
be more control over course content, more flexibility in scheduling,
and the ability to provide additional training.
Introduction
The Department of Public Health, DWD will request the ERG and will
incorporate these funds within the existing drinking water program. In
the past, operator certification activities have been handled by DWD
staff within the Engineering and Office Support units. The DWD created
a separate unit for operator certification and cross connection
control. Existing activities funded by other federal/state funds will
be transferred to the ERG funded activities.
The ERG provides funding for training and certification of operators
of community and non-transient non-community public water systems
serving 3300 persons or fewer. In Connecticut, approximately 1200
systems fall into this category. Of these systems, approximately 950
systems are required to have certified operators for the first time as
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a result of recent regulation changes. Approximate figures are given
due to the dynamic nature of system classification.
The Operator Certification Program (OCP) has historically been handled
by approximately 0.5 full time employee (FTE) effort split between two
or three staff persons. The currently proposed program cannot be
maintained with that resource. Additional proposed new staff will be
used primarily to address training and certification of operators of
systems serving 3300 or less persons. The ERG will be used to allow
the OCP to train and certify operators at no cost to the operators or
systems. The OCP has staff funded by other sources as shown on
Attachment A.
Funds are to be used to provide free training to water systems, by OCP
staff. Primary emphasis will be on training operators of the systems
required to have certified operators for the first time. Training will
be made available to all community and non-transient non-community
public water systems serving 3300 persons or fewer.
Additional proposed DWD personnel will provide other specialized
training and handle the increased regulatory and capacity development
workload created by the certification of new operators.
The existing Operator Certification Handbook will be updated based on
newly revised regulations. The handbook has proven to be a valuable
training resource for persons seeking information on certification.
Training
A staff person will be hired to provide training to community and nontransient non-community public water systems serving 3300 persons or
fewer. Additional information on this position is provided under the
“Personnel” section below.
Two separate courses will be developed by OCP staff. Each course will
be two days (minimum 10 training hours). Both will include the
following minimum subject areas for Conditional Operators:
•
•
•
•
•
•
•
•
•
•
Sources (including source protection)
Basic water treatment (groundwater)
Pumps
Water quality
Distribution system operation & maintenance (including cross
connection control, disinfection, metering)
Sampling
Customer service
Regulations
Operator safety
Management (financial, administration, personnel, emergency
planning)
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• Security issues will also be an integral part of the training and
integration and provision of minimum security measures will be the
foundation for our security strategy.
While both courses include the core subject areas above, one will be
intended for Small Water Systems and the other will be intended for
Class I and II Treatment Systems. All courses will be targeted to
systems that serve 3300 persons or less. The primary difference will
be additional instruction on treatment for the systems with treatment.
(Please refer to the attached regulations for explanation of operator
classifications and requirements. – Attachment B)
These courses will satisfy the renewal requirements for Small Water
System Operators, Class I Water Treatment Plant Operators, and
Conditional Operators. More advanced or refresher courses will be
developed and provided during the second three years of the ERG.
It is anticipated that the OCP will hold approximately 20 courses per
year. There would be a total of approximately 120 courses over 6
years.
The OCP will provide these courses in a number of locations and times
to accommodate the schedules of operators. This may include some
evening course offerings. Locations and schedules will be determined
by the OCP based on the needs of operators. State facilities will be
used where possible as part of the State’s contribution to the
training.
The OCP staff will also participate in training by others. It is
anticipated that OCP will participate in at least 6 other programs per
year. Staff participation in operator training by others will include
making presentations, being involved in panel discussions, and
answering questions.
Personnel
To effectively implement the ERG Work Plan, staff will be needed to
administer the training and certification of operators of community
and non-transient non-community public water systems serving 3300
persons or fewer. See Attachment C for a list of all OCP functions,
with ERG funded items in UPPERCASE. Functions are listed below for
each position. The following positions will be funded:
1. Supervising Sanitary Engineer – This position is responsible to
oversee all program functions related to training and
certification. This includes staff supervision and participation in
outreach activities. This position will be filled with an
individual who has historically coordinated the Operator
Certification Program and is experienced in this program. The
following are specific functions of this position:
•
Review all EPA and technical information on operator
certification
8
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Review training to meet renewal requirements
Review & provide input on course development
Oversee training courses
Solicit and collect course evaluations
Review and modify courses as needed
Provide training for operators
Review applications for appropriate qualifications
Set up for and proctor exams
Periodically review and revise exam specifications and
questions
Meet periodically with operator trainers
Prepare and deliver presentations on operator
certification
Respond to phone and mail inquiries related to certification
Administer Expense Reimbursement Grant Program
Coordinate the Operator Certification Program with Capacity
Development and security initiatives
Since this position will be dealing with all systems and not just
those that serve 3300 persons or less, only 75% of the position will
be funded by the ERG. The remaining 25% will be funded by the Public
Water Supply Supervision Grant.
2. Sanitary Engineer – This position will perform various functions
related to training and certification. This includes review of
training programs, response to operator and trainer inquiries,
participation in outreach and training forums. This position will
draft revisions to the Operator Certification Handbook. The
following are specific functions of this position:
•
•
•
•
•
•
•
•
•
•
•
•
Review training to meet renewal requirements
Schedule courses
Participate at all courses
Solicit and collect course evaluations
Review and modify courses as needed
Provide training for operators
Review applications for appropriate qualifications
Set up for and proctor exams
Periodically review and revise exam specifications and questions
Prepare and deliver presentations on operator certification
Respond to phone and mail inquiries related to certification
Update Operator Certification Handbook
3. Clerk/Typist – This position will perform various office support
functions related to training and certification. This includes
maintenance of the databases of certification and trainers,
handling all mailings, typing revisions to the Operator
Certification Handbook, and response to requests for certification
information and non-technical inquiries. The following are specific
functions of this position:
9
•
•
•
•
•
•
•
•
•
•
•
Schedule exams
Prepare and send exam announcement
Send confirmation and rejection letters
Process exam fees
Enter applicants into database system
Order exams
Send out exam results to applicants
Update database based on results
Process certificates
Respond to phone and mail inquiries related to certification
Update Operator Certification Handbook
4. Environmental Analyst - This position will perform various
functions related to operator training. This includes developing
training programs, response to operator technical inquiries,
delivering training, and producing a newsletter for operators. The
following are specific functions of this position:
•
•
•
•
•
•
•
•
•
•
•
Develop course syllabi and lesson plan
Select course texts and materials
Schedule courses
Prepare course announcements
Register participants
Deliver training
Distribute training certificates
Modify training as needed
Coordinate training by other division staff
Produce newsletter for operators
Review training course applications
In the event that EPA funds are no longer available for training, this
person would be reassigned to other duties within the Drinking Water
Division.
Handbook
The Operator Certification Handbook is an existing resource for
persons interested in becoming certified. It will need to be updated
because of changes in the regulations. Funds will be used to pay for
the staff time to update the handbook and for printing costs.
Examination Fees
At present, all applicants pay a fee to take an examination. This is
paid either by the applicant or by the water system and funds go
directly to the Association of Boards of Certification (ABC). ERG
funds will be used to pay ABC exam fees for operators of systems
serving 3300 or less. This will be limited to a maximum of two free
examinations per operator.
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Newsletter
The OCP will publish a newsletter for operators of systems that serve
3300 persons or less. The newsletter would include information on
operator certification, available training, regulatory changes and
technical items. It would probably be issued quarterly. The newsletter
will be written by OCP staff.
Other Expenses
Other expenses include office supplies and equipment, postage,
outreach materials, travel and miscellaneous supplies, and producing
the Operator Certification Handbook updates on CD and in printed
format.
Examples of equipment are items that would be used in certification
and training (e.g. laptop, projector, software, printer, course
materials). Some would be one-time purchases, others would be on-going
to cover courses throughout the contract. The DWD would submit
requests to EPA for approval for any equipment over $ 1000.
Miscellaneous costs would be unexpected expenses related to training
and certification that might occur during the grant. This would also
include training facility fees, if necessary. Allotting funds for this
allows us the advantage of making last minute changes within the
budget.
7/22/04
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Attachment B
Summary of Training Provided by Operator Certification Program Staff - 2006
Course Date(s)
January 18, 2006
February 28, 2006
February 28, 2006
March 4, 2006
March 20-23, 2006
Course Provider
Course Name
Course
Location
Total
Number of Operators
Attendees
(
