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Create a Water Main Break/Repair Guidance Manual for your Water System

Written by: Scott Kleppe, Program Manager, Wichita State Environmental Finance Center

What would happen if you were out of town or incapacitated and your community uncovers a water main break? Is there someone else that can handle the emergency repair in a timely, sanitary and safe manner? In this blog we will cover how as an operator, you can create a document to be used and referenced in case of a main break/repair. It can also be used to train new employees and as a refresher for older employees. Each state may have rules or regulations mandating this, but in Iowa it is only at this time a recommendation of the Iowa DNR.  Iowa code does require that AWWA Standard C651-14 must be followed, as referenced in the Iowa Main Break and Depressurization Guidance document. Systems must follow their states’ guidance, or they could receive a violation. Please note: the links provided below are specific to Iowa.

  1. First, make sure you target your guidance appropriately. What is the scope or purpose of the document you are creating? Keep this oriented towards the work required and methods needed to perform the emergency repair.
  2. Address health hazards for employees. Are there any health and safety hazards to deal with while performing the repair? Traffic, equipment, work hazards and/or chemicals need to be conveyed to the reviewer. List proper Personal Protective Equipment (PPE) that they will need to perform the tasks.
  3. Identify equipment required. Most small communities do not perform the excavation in house and rely on a private contractor to do this, but you may supply the traffic barricades and cones, water map(s) of the water distribution system showing the mains, valves and hydrants. List any tools that may be needed, such as pry bars, valve wrenches and keys, shovels, pipe repair clamps and couplings, ladder, etc. List pumps or dewatering equipment and hoses, disinfectant solution to treat repair parts before installation, and backfill material needed. Will bacteria samples be required after the repair? Any tool, equipment, or kit that may be required to perform the task should be listed here. While waiting for the excavator or locates to be completed, someone can gather up all the listed items so that everyone is equipped for the repair task.
  4. Describe the procedures employees should take step-by-step. Calling 811 for emergency utility locates should be step one. When calling, be detailed as to the area affected. Next, evaluate the site for safety. Set up traffic control. Who will be affected if the water needs to be depressurized? Make a list of all businesses and essential water users. Isolate the pipe section using system valves, and do your best to maintain at least 20 psi water pressure in the main to deter a backflow situation. Excavate the break area. Follow Occupational Safety and Health Administration (OSHA) standards during the excavation and maintain water levels to 1-foot below the pipe. Describe flushing procedures of the pipe after the repair and when do you need to issue a boil order and describe sampling protocol. Follow the Iowa Main Break and Depressurization Guidance document. You may also want to refer to the Center for Disease Control (CDC) Drinking Water Advisory Communication Toolbox.
  5. Develop a communications plan. You can base this off of the Drinking Water Advisory Communication Plan Template—this plan can be used in many emergency plans. List names and contact information for the primary contacts such as the Water Superintendent, utility operators or laborers, city clerk, administrator, mayor, council members, and city engineer. List emergency contacts such as the county emergency management director, sheriff, police, fire ambulance, repair contractor(s), laboratory, local health department and any media contacts you may have such as TV, radio and newspaper(s). List any contact for repair parts you may not have on hand. Additionally, list all the most vulnerable customers: residents that may be on dialysis, schools, nursing homes, dentists and medical offices. Depending upon the timeliness of the repair, potable water may be needed for these customers. If so, refer to the State of Iowa requirements found in the Iowa Emergency Provision of Water: Transport and Safety (Water Hauling) document—your County Emergency Management Director will be able to assist you with this. Lastly, list your town businesses such as restaurants, establishments, car washes and daycares. They may need to know if they must shut down because of no water available, or discolored water. You would hate to send rust colored water to the white-haired lady getting a perm—it could happen! And, it will turn the hair orange.
  6. Keep records. Document information about the break such as possible cause, nature of the break (was it shear, hole, split, joint, longitudinal or circumferential, other). Pipe data information including water main condition, type, size and the type of bedding or backfill used. Problem encountered and field observations should also be documented. Don’t forget about and water quality tests results. You can use a template like this Water Main Break Log.

Finally, include in your utility’s guidance document some sample or template “Boil Water Advisory” notices. It is much quicker and easier to have one already drafted and all you must do is change the date, time and return contact information rather than having to type one out under pressure. This will also help you remain in compliance with your state’s Main Break Protocol. It is also important to notify your users when the problem has been corrected. Refer to the Problem Corrected template or Drinking Water Advisory Communication Plan Template.

If you need help in preparing this document, please contact the Environmental Finance Center Network on our homepage.

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