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Agenda Item 10ACITY OF ATLANTIC BEACH REPORT ON SYSTEM -WIDE BOIL WATER NOTICE OF SEPTEMBER 9 -10, 2013 (DRAFT) What happened? AGENDA ITEM # I0A OCTOBER 14, 2013 City staff collected required bacteriological tests from the drinking water supply wells and the distribution system. One of the supply wells tested positive for E. coil bacteria. Although the well water is treated and disinfected —and the distribution samples were negative, DEP requires a Boil Water Notice in an abundance of caution. After additional confirmation samples tested negative, DEP allowed the City to rescind the Boil Water Notice as there was no E. coli in the drinking water. Water Supply Well 1 sample was E. coli positive, which triggered the Boil Water Notice 10 confirmation samples were negative, which allowed the City to rescind the Boil water Notice as there was no E. coil in the drinking water. Well water goes through the treatment process. After treatment it is disinfected with chlorine. After treatment and disinfection, the water is pumped to the distribution system (pipes) to homes. 23 distribution system samples taken the same day and the next day as the positive well sample were all negative for E. coil or any bacteria. The Boil Water Notice was a precautionary measure. 1 Time Line Tues.9 /3/13 Wed, 9/4/13 Fri. 9/6/13 AGENDA ITEM # 10A OCTOBER 14, 2013 * Staff collected bacteriological samples at all wells and in the distribution system and took to lab for analysis • Staff collected remaining bacteriological samples from distribution system and took to lab for analysis, (DEP requires sample collection on two separate days). •One well sample from 9/3/13 indicated positive for E. coif (Note - E colt test takes 3 days) • lab personnel unsuccessfully attempted to send email to one City contact * Lab left Voice Mail for City contact Tate Friday afternoon ti 1 /� � •City received notification of E. roll positive well sample. All distribution samples clear. • Contacted Department of Environmental Protection (DEP) to notify and obtain instruction M(jn. M, • Began collecting additional samples from well to verify E. col; presence 9/9/11 • r M°11 PM' •Television /Radio, Newspaper, or Hand Delivery DEP sent staff the notification format and protocol for boil Water Notice to entire service area: * Must notify customers within 24 hours (by 9/10/13) by at least one of the fallowing methods: 919/13 Mon. PM 9/9/13 Mon. PM 9/9/13 Mon, Evening 9/9/13 1y . • Per DEP, written notification must be In specific format with specific approved language, *Staff revised notice form to include information that a well was positive, well water was disinfected, and distribution samples were free of bacteria and submitted to DEP for approval. *DEP approval received. * Notification sent to Florida Times Union and First Coast News (TV). Posted on Jacksonville -com website. * Staff provided report to City Commission • Television news interview conducted •Staff notified additional TV and radio news stations and conducted additional news interviews. Tues, AM •Responded to phone calls and emails from customers and news stations. 9/10/13 Tuei. PM [rues. Evening • tab notified staff that all confirmation samples were negative for bacteria (total conform, which includes E. call) • Requested approval from DEP to rescind boil water notice • Obtained DEP approval to rescind notice and advise customers there was no E coif in the drinking water • Issued press release to Rescind Boil Water Notice - No E. col In the drinking water •Reverse 911 to Rescind Boil Water Notice and state No E. call is In the drinking water 2 AGENDA ITEM # 10A OCTOBER 14, 2013 What went right? • There was no E. coli in the well or in the City's drinking water. • City staff took action to notify DEP and complete additional sampling immediately after receiving notification from the laboratory. • City staff followed the DEP required testing and Boil Water Notice protocol /format exactly as directed. • The issue was resolved and safety of the water verified as quickly as possible. What went wrong? • While the laboratory followed the letter of the law in accordance with the Department of Health (which allows for notification the following business day if the water supplier's office is closed when the test results are available), the laboratory did not follow their own standard procedure for immediate notification and confirmation of receipt for any positive bacteriological sample, or other potential problem with the water. • The City did a poor job of notifying residents of the Boil Water Notice: o The City did not use the Reverse -911 system to notify residents immediately of the Boil Water Notice, and instead relied strictly on DEP required protocol (the press). o Staff did not take the time to formulate a clear message that the Boil Water Notice was precautionary in nature. This led to inaccurate and inflammatory reporting by the news stations. o Staff received complaints that not all news venues were notified. o Many of the City staff that received phone calls were not adequately briefed on the details of the issue to provide needed information to the public. • The Incident Command System should have been enacted to allow for a more standardized approach in handling the issue. Future Improvements • Put the Incident Command System in place during emergencies. • Notification process will be improved for all emergencies. o The City's Reverse -911 provider, FirstCall, has provided a new web link to register for emergency notifications. The link will be on the front page of the City's website and will have fields to add multiple phone numbers, text message numbers, and email addresses. This will allow citizens to be notified in multiple ways. o Prepare a complete, updated list of media contacts and those contacts will be notified as necessary. o Prepare a complete, updated list of critical facilities (schools, Fleet Landing, etc). to ensure those facilities are contacted. 3 AGENDA ITEM # 10A OCTOBER 14, 2013 o Post all emergency notices on the City's website immediately. o Notify all City staff about details of any emergencies so they can provide as much information as possible. For Water System Issues: • Include a written, signed notification procedure with any and all laboratories for any water issues o Ensure both parties have an updated contact list available to all personnel. • Provide refresher training to Water Plant & Distribution Operators as needed: o Proper sampling techniques o DEP rules and regulations o Incident Command System • Review and update Standard Operating Procedures for sample collection, obtaining information from laboratory, notifying staff and DEP of problems, taking follow -up samples and other related issues. • Meet with DEP to determine if there are improvements or ideas that would lessen the potential for precautionary boil water notices associated with the Ground Water Rule. Attachments: 1. Boil Water Notice approved by DEP 2. Recission of Boil System -Wide Water Notice 3. Timelines for Total Coliforms and E. Coli Testing and Notification Policy from Advanced Environmental Laboratories, Inc. 4. Staff Report on Ground Water Rule and potential problems, December 1, 2009 4 AGENDA ITEM # 10A OCTOBER 14, 20L3 CITY OF ATLANTIC BEACH — DRINKING WATER WARNING One of the City's drinking water supply wells has tested positive for E. coli bacteria. What happened? What is being done? • The treatment plant served by the well has been taken offline. • Physical inspection of the well revealed no problems. • Additional samples have been taken for testing to confirm whether a problem exists. BOIL YOUR WATER BEFORE USING E. coli bacteria were found in the one of the City's supply wells on September 3, 2013. These bacteria can make you sick and are a particular concern for people with weakened immune systems. • The bacteria were found in supply well water that subsequently goes through the treatment process, including disinfection with chlorine, so it is likely that the bacteria were killed. • Tests taken on the distribution system on the same day were all clear of bacteria. However, it is important to ensure everyone's safety: • DO NOT DRINK THE WATER WITHOUT BOILING IT FIRST. Bring all water to a boil, let it boil for one minute, and let it cool before using, or use bottled water. Boiled or bottled water should be used for drinking, making ice, brushing teeth, washing dishes, and food preparation until further notice. Boiling kills bacteria and other organisms in the water. E. coli are bacteria whose presence indicates that the water may be contaminated with human or animal wastes. Microbes in these wastes can cause diarrhea, cramps, nausea, headaches, or other symptoms. They may pose a special health risk for infants, young children, some of the elderly, and people with severely compromised immune systems. The symptoms above are not caused only by organisms in drinking water. If you experience any of these symptoms and they persist, you may want to seek medical advice. People at increased risk should seek advice about drinking water from their health care providers. We will inform you when test show no bacteria and you no longer need to boil your water. We anticipate resolving the problem within two days. For more information, please contact Harry McNally, Plants Division Director at (904) 247 -5838 or hmcnally a,coab.us, or contact the Department of Environmental Protection, Potable Water Section at 904 - 256 -1637. General guidelines on ways to lessen the risk of infection by microbes are available from the EPA Safe Drinking Water Hotline at 1- 800 - 426 -4791. Please share this information with all the other people who drink this water, especially those who may not have received this notice directly (for example, people in apartments, nursing homes, schools, and businesses). You can do this by posting this notice in a public place or distributing copies by hand or mail. This notice is being sent to you by our water system: City of Atlantic Beach Potable Water System ID: 2160200 Date distributed: 9/9/13 AGENDA ITEM # 10A OCTORLEt 14, 2013 September 10, 2013 RESCISSION OF SYSTEM -WIDE BOIL WATER NOTICE TO: CITY OF ATLANTIC BEACH WATER CUSTOMERS THE SOIL WATER NOTICE IS HEREBY RESCINDED. ADDITIONAL TESTING HAS DETERMINED THAT THERE ARE NO E. coil BACTERIA PRESENT IN THE ATLANTIC BEACH DRINKING WATER SYSTEM. IF YOU HAVE ANY QUESTIONS, PLEASE CALL OUR DISPATCHER AT (904) 247 -5834. DONNA KAALUZNIAK UTILITY DIRECTOR City of Atlantic Beach Water System. PWS ID No. 2160200 Issued September 10, 2013 Nuanced Environmental Laboratories, Inc. Donna Kaluzniak Utility Director City of Atlantic Beach 902 Assisi Lane Atlantic Beach, FL 32233 AGENDA ITEM # 10A OCTOBER 14, 2013 6601 Southpoint Parkway Jacksonville, Florida 32216 (904) 363 -9350 FAX (904) 363.9354 September 11, 2013 RE: Timelines for Total Coliforms and E. coli Testing and Notification Policy Dear Ms. Kaluzniak, Walter Kronz informed me that you would like a breakdown of the timelines for conducting analysis of Total Coliforms and E. coli by Standards Method 9222B. Rather than send you the entire method, I broke out two sections that specifically deal with the time for initial membrane filtration incubation as 24 hrs +/- 2 hours and the Total Coliform and E. coli confirmation steps of 48 hour +/- 3 hours. From Standards Method 9222B 21st Edition 5c. ...If liquid medium is used, place a pad in the culture dish and saturate with at least 2.0 mL M -Endo medium and carefully remove excess medium by decanting the plate. Place prepared filter directly on pad, invert dish, and incubate for 22 to 24 h at 35 +/- 0.5 °C..... 5f. Coliform verification: Occasionally, typical sheen colonies may be produced by noncoliform organisms and atypical colonies (dark red or nucleated colonies without sheen) may be coliforms. Preferably verify all typical and atypical colony types. For drinking water, verify all suspect colonies by swabbing the entire membrane or pick at least five typical colonies and five atypical colonies from a given membrane filter culture... 1) Lactose fermentation — Transfer growth from each colony or swab the entire membrane with a sterile cotton swab (for presence- absence results in drinking water samples) and place in lauryl tryptose broth; incubate the lauryl tryptose broth at 35 +/- O.5°C for 48 h. Gas formed in lauryl tryptose broth and confirmed in brilliant green lactose broth (Section 9221B.2 for medium preparation) within 48 h verifies the colony as a coliform. Simultaneous inoculation of both media for gas production is acceptable. Inclusion of EC broth inoculation for 44.5 +/- 0.2 °C incubation will provide information on the presence of fecal coliforms. Use of EC -MUG with incubation at 44.5 _ 0.2 °C for 24 h will provide information on presence of E. coli... Nuanced Environmental Laboratories, Inc. AGENDA ITEM # 10A OCTOBER 14, 2013 6601 Southpoint Parkway Jacksonville, Florida 32216 (904) 363 -9350 FAX (904) 363 -9354 Advanced Environmental Laboratories' policy for notification follows the FDOH laboratory certification rule 64E -1, from which the following excerpt was taken. From FDOH Rule 64E -1 ...1(a) The laboratory may report presumptive positive microbiological results immediately without waiting for total coliform confirmation. The laboratory shall report confirmed positive total coliform results to the supplier of water no later than the end of the next business day after confirmed positive total coliform results are determined. The laboratory shall report positive fecal coliform or E. coil results to the supplier of water by the end of the day when the results are determined, unless the results are determined after the water supplier's office is closed, in which case the laboratory shall report the results to the water supplier before the end of the next business day. While the laboratory in giving notification may have followed the letter of the rule, we did not perform up to AEL's own standards. I sincerely apologize for the inconvenience this has caused you. My full attention as well as that of the senior staff has been focused on reviewing and updating our policies so that a situation similar to what has just occurred will never happen again. We will be in contact on some possible options for making earlier notifications, possible changes in testing methods, and what you would like to have for a contact hierarchy. Please feel free to call me, as I would be more than happy to discuss this with you in person. Sincerely, (j17 Kelly Bortle Corporate Quality Assurance Officer Advanced Environmental Laboratories, Inc. Phone: 904 - 363 -9350 ext. 202 Fax: 904 - 363 -9354 Email: kbortle @aellab.com Web: www.aellab.com AGENDA ITEM # 10A OCTOBER 14, 2013 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: New Ground Water Rule SUBMITTED BY: Donna Kaluzniak, Utility Director DATE: December 1, 2009 BACKGROUND: The Ground Water Rule (GWR) is a new regulation from the U.S. Environmental Protection Agency (EPA). The rule's purpose is to protect public health. However, staff believes the rule may have unintended consequences of creating unfounded concerns for the public. Currently all utilities, including the City of Atlantic Beach, collect monthly bacteriological samples throughout the water distribution system. Tests are run to ensure proper disinfection takes place in the water mains. This bacteriological testing is required by the Department of Environmental Protection (DEP). There is an approximate 5% false positive rate for some of the bacteriological tests. Should a sample test positive, DEP requires the utilities to re- sample at the positive location, plus upstream and downstream. If the resamples are negative, the original failed sample is assumed to be a false positive or due to a sampling or testing problem. Under the GWR, if a distribution sample tests positive, utilities must test their source water —in the City's case, all 8 wells —for bacteria within 24 hours. Any positive well sample requires the utility to issue a Public Notice within 24 hours, stating that bacteria were found in the well water. Although the rule requires five additional resamples for each positive well test, the Public Notice must be issued before any confirmation that a problem truly exists. Also, water from the wells must go through the treatment process, so even if a well was positive (highly unlikely for Floridan Aquifer wells), that water would be treated and disinfected before entering the distribution system. In addition, any positive test on a well requires the City to add health effects language to the Annual Water Quality Report, even if the five additional samples are clear. The required language states that these bacteria can cause gastrointestinal illness, headaches and other symptoms. The Ground Water Rule is a federal regulation that must be followed. Staff is concerned that requiring Public Notice with no confirmation of positive results may create unnecessary anxiety among citizens. Staff wishes to inform the Commission of the rule requirements in case any Public Notices must be sent, or health effects language added to the City's Water Quality Report to comply with the rule. BUDGET: No budget impact. RECOMIMIENDATION: Staff report is for Commission's information only. ATTACHMENTS: 1. REVIEWED BY CITY MANAGER: 1