Keeping People Informed
As an owner or operator of a small water system, you are required to report on aspects of your water system and, in the case of a public health risk, provide appropriate public notices.
In addition to possible legal requirements for reporting, there are many good reasons for a water operator to let others know about routine business related to the system operation.
You are also required to have an Emergency Response Plan in place. Providing information may be necessary in an urgent situation or an emergency.
Reports
The operator may also be required to file an annual report detailing his or her activities for the year and the general state of the system, as well as periodic reports related to the monitoring of the system.
Annual Reports
Annual reports give the operator a chance to advise users about:
- the general operation of the system
- events that have occurred that affect the system
- progress made on upgrades
- the financial situation
- the need for any future upgrades that may require large expenditures
Monitoring Reports
Monthly or quarterly reports are documents that may include information such as summaries of disinfection monitoring, bacteriological testing results, and water usage. These reports can help keep users informed about routine operations and may be helpful in promoting water conservation initiatives.
More information about reporting, see documentation.
Emergency/Urgent Conditions
Despite the best intentions, unexpected problems may occur. Water systems are often complicated and can have many components. Source waters can change in quality. Mechanical systems can break down. Unforeseen circumstances, even disasters, can occur. When problems arise that may affect the quality or quantity of the water, it is important that the users be advised.
The type of notification should reflect the severity of the concern.
Critical Situations
Rapid response during a critical situation depends on effective communications. Your top priority will be to alert all the users on your system as soon as possible, especially if there is any possible risk to health.
For a small system you can organize a telephone tree to alert everyone quickly. (To set up a tree, divide the task of phoning the water users among several people.) Also have a backup method for reaching people who can’t be contacted by phone.
Public notification of water quality problems can take different forms. The content and wording of the advisory need to be appropriate for:
- the type of problem encountered
- the duration of problem
- corrective measures that will be needed
- actions that users should take to protect themselves
Water Quality Advisory
When the risk to water users is very low, a water quality advisory can be used to advise users that a potential threat to water quality is a possibility.
“Boil Water” Notice
When there is an actual threat to health from a microbiological source, a “Boil Water” notice is issued. Boiling water for several minutes will eliminate the threat from microorganisms.
Public Alert to Unsafe Water