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Get ready, class! The questions are about to begin.

The Clean Watershed Needs Survey, or CWNS, started February 8 and continues through October 27, 2008. The small community survey form includes six pages of instructions and questions. It could mean millions in federal funding.

The survey is conducted by the Environmental Protection Agency, and the information is compiled into a report for Congress that gives the legislature an idea of how much money federal programs should get to help pay for infrastructure improvements nationwide.
The EPA is pushing to get more information this go-round from smaller systems, which make up a vast majority of wastewater systems nationwide. They’ve improved the questionnaire, simplified verification and added the convenience of online data entry. So is it worth the time?

In this eBulletin, we’ll explain the importance of the CWNS, what you’ll need to fill out the survey and how best to do it. We’ll take you step-by-step through the process, and we’ll provide links to state contacts and to the survey itself.

So grab your pencil and calculator, and proceed to Section 1. You may begin….now.

Section 1: A Recap
Before we delve into the “how-to,” let’s first recap the “what.” The CWNS is conducted every four years to determine the financial needs for water, wastewater, stormwater and recycling systems.

The 2004 report, released last month, showed that more than $202.5 billion was needed to control wastewater pollution in the next 20 years. That’s up $16.1 billion from the 2000 survey. More than 65 percent of that is needed for wastewater treatment systems and water collection and conveyance –  $69.1 billion and $65.3 billion, respectively.

Small water systems, then classified as having fewer than 3,500 customers, needed $17.1 billion for maintenance and improvements.

If those numbers seem troubling, they are. That’s an awful lot of money needed to fix systems related to a basic life need – water. The worst part is, there’s a good chance those estimates are low. The reason? The EPA estimates that only about 36% of small communities documented needs in the 2004 survey compared to 60% of larger communities. That’s not a good set of numbers, given the vast majority of publicly-owned systems are small systems. It threatens the accuracy of the report.

That’s why the EPA is making such a strong effort this year to get small systems to participate, according to Karen Fligger, CWNS Outreach Specialist for the EPA. The agency wants to send the message that while the survey is voluntary, it’s important for even the smallest systems to complete.

“We know they [small systems] have really different needs,” she said. “It’s trying to complete the picture of infrastructure needs nationwide.”

Karen said the survey can help lend a voice to communities that might not be heard otherwise.

“It’s a way to draw attention to your community,” she said. “Infrastructure costs are really burdensome, and in a lot of cases small systems can’t afford the infrastructure upgrades.” The survey can draw attention to the state and community and help secure funding.

There’s another advantage to the survey, Karen pointed out.

“The documentation they pull together [for the survey] they can use somewhere else for funding,” she said. In fact, while the EPA is compiling the information from the survey and even though the information isn’t public yet, state agencies can still use the information from the systems’ survey responses for their own funding programs. In other words, the information can be used to apply for funding from state grant or loan programs, and the states will have easy access to that information.

Additional Resources
EPA’s CWNS main site
http://www.epa.gov/cwns/
2004 Clean Watershed Needs Survey report
http://www.epa.gov/owm/mtb/cwns/2004rtc/toc.htm

Section 2: A Nip Here, a Tuck There
The EPA has made several modifications to this year’s survey, mainly to make it easier for systems to participate. One of the biggest changes is that now systems can enter their data through the Internet. The data will go directly to their state coordinator, who will review the information and send it on to the EPA. Of course, those who prefer the old-fashioned way can still fill out the paperwork and mail it.

The EPA also reworked cost curves for certain treatment systems and for pipe additions and replacements, and it simplified and improved categories and the survey documents themselves.
“The idea is that it’s not really burdensome to do,” Karen said. “If they [systems] have the information, if they know what they need…it really shouldn’t take long.”

“We’re hopefully asking them for information that they should know about themselves already,” she said.

The EPA is making some exceptions for water systems with fewer than 3,500 customers that should make the survey even easier. In some cases, the state coordinator can do the verification work for the water system.

Small systems need to have someone sign off on the cost estimates they provide, preferably a state-registered engineer or a qualified technical assistance provider. The ideal thing would be official documentation from an engineer’s evaluation. However, many small systems don’t have an engineer on staff, and many of those can’t afford to hire one, even temporarily.

This year, the EPA will allow local officials, such as the mayor or public works manager, to sign off on a list of needs and their costs. Then a professional engineer can simply look over those estimates and certify whether the costs are reasonable.

If a local official and engineer can’t sign off, then a state official can certify the costs. The key is to make certain the state coordinator gets pre-approval for this measure from the EPA and that he names the specific community in his pre-approval request. The EPA will not give blanket approval for all state systems below 3,500. The coordinator also must be able to explain why local signatures cannot be obtained from the community.

This measure should only be employed if there’s no way for the system to obtain certification themselves. The best thing is to consult the state contact.

In case you haven’t guessed, this survey will require contact with the state coordinator. Do you know who that is for your state? If not, no worries. The EPA provides a list for each state, available by clicking the link below.

Additional Resources
CWNS State Coordinators
http://www.epa.gov/cwns/whereyoulive.htm

Section 3: The Survey, Step by Step
Alright, class, now that you know the ins and outs of this survey, it’s time to take it step by step. First, though, you’ll need a copy of the survey to follow along.

A copy of the Small Community Needs Form is available as a PDF document on the EPA’s CWNS site. The link is provided below.
The Web site also provides a sample of the online survey filled out, as well as information on the documents that can be used to verify or provide information.

The sample forms provide lists of what you can use to help you complete the survey, such as a capital improvement report, general plan or funding applications. The List of Acceptable Documents (Appendix 1) is also included with the Small Community survey provided in the link below.

Step 1 on the form asks for the system’s basics – name, location, permit numbers, contact person, etc. Under “Facility/Project Type,” you’ll need to use the categories listed on the EPA’s Web site. They’re also available as “appendix 2” on that Small Community survey form. Simply categorize your project and check whether it’s present now or planned.

The next box is for flow information for the system. This includes the present flow amounts in millions of gallons per day and the estimate once your project is completed.

Next, you’ll need to let the EPA know how many customers you have now and how many you expect to have in 20 years. If you need an idea of how fast your area is growing, you can check the U.S. Census figures.

Use the link below, and on the opening page you can click either “Estimates” for the current numbers or “Projections” for future numbers. Both of these are available in the “People & Households” category. Then search “Annual Population Estimates” under the drop-down menu for current numbers, and it will give you a Microsoft Excel or CSV spreadsheet. There’s a list of criteria for population projections, just use what’s best. I’d recommend clicking the link under “State” that says “Interim projections consistent with Census 2000.” They have the more recent numbers.

Once you’ve figured out how many people you have, and will have, it’s time to move on to Step 2.

If you’ve done this survey before, then Step 2 will be to verify and update your needs information from the last survey. This is where you’ll list the documents associated with your needs, the estimated costs and when you’ll need the money. If your previous survey needs are all you have, then all you must do is sign the form and send it to your state coordinator. You’re done.

If you’ve never done the survey before, or you have new projects to list, then you’ll need to proceed to the next step (Step 2 for the survey newbies, Step 3 for the veterans).

The last step is to input your needs and cost information. You’ll need that list of categories you used in Step 1. Under “Needs,” you’ll put in the category under which it falls. For example, if you need to replace sewer pumps, you’ll put in “Sewer Replacement/Rehabilitation.”

Under “Reason,” you’ll want to check one of two boxes explaining why this addition or upgrade is necessary. “PH” stands for "public health problem,” and “WQ” means “water quality problem.”

Next, describe your project in detail, including pertinent numbers on length or capacity, the project’s benefits and when you expect to have the new system online.

Finally, provide a cost estimate based on your documentation, such as an engineering survey. You’ll also want to add the month and year of the cost estimate, so they’ll know your estimate is based on January 2008 prices, for example. You’ll then need to attach a copy of your document that is providing those numbers.

The next chart is a mini worksheet that lets you figure out sewer replacement and rehabilitation costs. It’s a nice tool, but totally optional to fill out.

Finally, you’ve reached the light at the end of the tunnel – the signature box. The first part must be signed by that local official we mentioned, a person in-the-know who can verify that the problems listed in the survey do exist and the projects will be necessary. The second part is the cost certification. This is the part that must be done by a professional engineer or a State Professional Engineer.

If neither engineer is available, there is a third alternative listed. The EPA will use cost curves to generate estimated costs and verify what you have. In this case, though, those wanting sewer replacement and rehabilitation are required to fill out that mini worksheet mentioned above.

Additional Resources
Login page for small water systems:
https://ssoprod.epa.gov/sso/jsp/cwns2008Home.jsp
Small Community survey (hard copy):
http://www.epa.gov/cwns/smcommsurvey.pdf
Sample of the online survey:
http://www.epa.gov/cwns/smcommbpfinal.pdf
U.S. Census Bureau
http://www.census.gov

The Last Step: Pencils Down
Seems so simple, doesn’t it? Sure, you’ll have to have a few documents ready and must know your system well, but that won’t be a problem, right? If nothing else, preparing for this survey can provide you with an opportunity to examine your system and figure out just where you stand now and in the future. 

It’s important not only to address current problems, but to head new ones off at the pass. All of that takes money, but this survey hopes to take care of that. It will provide an estimate of what federal funding is needed, and it will give you an opportunity to use this information at other sources of funding, be they state or even local.

That’s worth a few hours, or even a day or two, right? The good news is, you have until October to prepare for the survey. However, the sooner it’s done, the better. While the survey is voluntary, it’s a great way to make sure your voice is heard.

Good luck, and thanks for participating. Class dismissed.