Preventive Maintenance Tasks for

Tribal Drinking Water Systems 

Guide Booklet

United States EPA 816-F-01-017

Environmental Protection Office of Water (4604)

Agency June 2001
1

Tools For Preventative Maintenance

What do these cards and booklet address?

The log cards and guidance booklet provide a schedule of routine operation and

maintenance tasks for small drinking water systems that use a groundwater supply.

They will help you develop a preventative maintenance program for your water

system. 

How is this booklet organized?

This booklet is divided into sections that outline daily, weekly, and monthly tasks, plus

individual sections that describe specific tasks for each month of the year. Each

section contains guidance notes that provide additional information on some tasks.

The notes correspond to the tasks on the accompanying cards. Please note that we

have not defined all tasks because some are self-explanatory.
2

Tools For Preventative Maintenance

How can I customize these tools for my system?

Based on your system’s requirements, you can add or subtract tasks and logs from

this preventative maintenance program. For example, the tasks in this set of tools

apply to groundwater systems only. If your source of supply is surface water, you will

need to perform additional preventative maintenance tasks. Guidance in outlining

such tasks is available from a variety of sources, identified below. These cards and

logs can also be adopted for use by wastewater systems as well.

How will a preventative maintenance program benefit my water system?

A preventative maintenance program can help you prevent problems, and can help

you build and maintain the technical, managerial, and financial capabilities of your

system. It can enhance public health protection, improve your system’s reliability, and

reduce the costs of maintaining your water system.
3

Tools For Preventative Maintenance

Who can help me develop a preventative maintenance program for my

system?

Additional assistance and guidance are available from many sources. Your EPA

Regional Office can help you develop schedules for monitoring and reporting, and

other technical assistance providers may be able to contribute training and

information. Please see the list of telephone numbers and web sites below. 

Please note that this booklet does not take the place of a complete 

operation and maintenance manual. 
4

Contacts For more information, contact:

U.S. EPA Headquarters

 Office of Ground Water and Drinking Water

 (202) 260-5543 http://www.epa.gov/OGWDW/

 American Indian Environmental Office

 (202) 260-7939 http://www.epa.gov/indian

U.S. EPA Regional Office Phone Numbers and Tribal Websites

1 CT, ME, MA, NH,

RI, VT

(888) 372-7341 http://www.epa.gov/region01/govt/tribes/ind

ex.html

2 NJ, NY, PR, VI (212) 637-5838 http://www.epa.gov/region02/nations/indian

1.htm

4 AL, FL, GA, KY,

MS, NC, SC, TN

(404) 562-9655

(800) 241-1754

http://www.epa.gov/region4/ead/GovPartne

rs/tribal.htm
5

Contacts

U.S. EPA Regional Office Phone Numbers and Tribal Websites, continued

5 IL, IN, MI, MN, OH,

WI

(312) 353-2000

(800) 621-8431

http://www.epa.gov/r5water/sdw/dwwedo4.

htm

6 AR, LA, NM, OK,

TX

(214) 665-2200

(800) 887-6063

http://www.epa.gov/earth1r6/6xa/tribal/html

7 IA, KS, MO, NB (913) 551-7003 http://www.epa.gov/region07/programs/ww

pd/wwp.html

8 CO, MT, ND, SD,

UT, WY

(303) 312-6i53

(800) 277-8917

http://www.epa.gov/region08/tribes/

9 AZ, CA, HI, NV,

AS, Guam

(415) 744-1500 http://www.epa.gov/region09/cross_pr/indi

an/index.html

10 AK, IK, OR, WA (206)553-4011

(206)553-0151

http://yosemite.epa.gov/r10/tribal.NSF/web

page/tribal+office+homepage
6

Contacts

Additional Contacts

DHHS Administration for Native

Americans

(202) 690-7776

http://www.acf.dhhs.gov/programs/ana/

DOI Bureau of Indian Affairs (202) 208-3711

http://www.doi.gov/bureau-indian-affairs.html

Bureau of Reclamation’s Native

American Affairs Office

(303) 445-2692

http://www.usbr.gov/main/programs/native-am.html

Indian Health Service (301) 443-3593

http://www.ihs.gov/

National Rural Water

Association

(800) 332-8715

http://www.nrwa.org/

State Rural Water Associations For associations listed by State, see:

http://www.nrwa.org/2001/members/assnlist.htm
7

Contacts

Additional Contacts, continued

Rural Community Assistance Program (703) 771-8636

http://www.rcap.org

Rural Utilities Service (202) 720-0962

http://www.rurdev.usda.gov/rus/index.html

Safe Drinking Water Hotline: 1-800-426-4791 or 

email: hotline-sdwa@epamail.epa.gov
Daily 8

Guidance Notes for Recommended Daily 

Operational Duties

Check water meter readings and record water production. The system should

have a working, properly calibrated master water meter to accurately monitor usage.

Take a daily water meter reading and then calculate total use during the previous 24

hours by subtracting the previous day’s meter reading from the current day’s meter

reading. Comparing daily use to design capacity allows the system operator to

determine whetherthe system’s treatment capacity is adequate.If your customers have

meters,theyshould be read ona monthly basis, totaled,and compared to your system’s

master meter. A daily water production log card is provided. Please note that dates are

in reverse order to make calculations easier.

Check chemicalsolution tanks and record amounts used.Determine the amounts

of chemicals, typically chlorine and fluoride, that are used daily. If you use a fluoride

feeder(fluoride saturator) that is hooked to a metered waterline,youcan read the meter

daily. To measure the amount of other solutions used, measure the current day’s level,

subtract it from the previous day’s level, and multiply the difference in inches by the

volume per inch (gal/min). Task continues on next card
Daily 9

Guidance Notes for Recommended Daily 

Operational Duties, Continued

Check chemical solution tanks and record amounts used (continued).

Please note when the tank is filled and at what level, so that an accurate usage

calculation can be made the next day. As a final step, you should compare the volume

of chemical usage to the volume of water produced. This will help you to determine

whether your chemical usage is in an acceptable range based on the concentration of

the chemical and the desired dose. Tanks should also be checked for leaks and

blockages. A chemical solution daily usage log card is provided.Please note that dates

are in reverse order to make calculations easier.

Check and record water levels in storage tanks. You should check the waterlevel

in each storage tank daily to ensure that tank levels are within the normal operating

range. If the tank is overflowing, there may be a problem with the pump controls. If the

tank’s level is below the normal operating range, there may be a capacity or control

problem. A storage tank daily water level log card is provided.
Daily 10

Guidance Notes for Recommended Daily

Operational Duties, Continued

Check and record chlorine residual at the point of application. Chlorine is added

to disinfect and improve the quality of treated water. Chlorine also helps control

microorganisms that might interfere with the treatment plant processes. The free

chlorine residual should not be less that 0.2 mg/L, and should stay below the maximum

residual disinfectant level of 4.0 mg/L. A daily disinfectant residual log card is provided.

Check and record chlorine residual in the distribution system. Take chlorine

residual readings at different points in the distribution system to ensure that the system

is maintaining a residual of atleast0.2 mg/L atall points.Perform these checks at points

where you expect long detention times of the water and loss of residual (dead end

mains, oversized mains, mains with low water use, etc.) Move the sample point daily in

order to cover the whole distribution system in one week. Use the daily disinfectant

residual log card to record your readings. 
Daily 11

Guidance Notes for Recommended Daily

Operational Duties, Continued

Inspect chemical feed pumps for proper operation. Make sure the feeder is not

broken or plugged up and that it is adjusted correctly. Check to see if the chemical

feeder is supplying the correct dosage by measuring how much chemical is being fed

and then calculating the dosage. You can measure the amount fed by checking how

muchchemical is removed from the day tank (or the glass calibration containerinnewer

systems)overacertain time period. Calculate the dosage using the concentrationof the

chemical solution, the volume of solution fed, and the volume of water produced over

the same time period. Refer to your system operation manual to determine the correct

dosage. A daily chemical feed pump log card is provided. Please note that dates are

in reverse order to make calculations easier.

Inspect booster pump stations. Check on the condition of the pumps and controls

to ensure that booster pumps are operating properly. Check to make sure the pump

operating times are equalized (i.e., that the pumps automatically switch over). If this is

done manually, then make the appropriate switch-over. Check and record meter

readings and pressure gauge readings on suction and discharge sides of pumps. A

daily booster pump log card is provided.
Daily 12

Guidance Notes for Recommended Daily

Operational Duties, Continued

Check and record fluoride concentration in the distribution system. Fluoride is

added to water to reduce tooth decay. Too much fluoride can stain teeth brown.

Optimum fluoride levels are a function of ambient temperature, but generally should

remain between0.7 and 1.2 mg/L, except in Alaska, where they should remain between

1.1 and 1.7 mg/L. Measure and record fluoride levels, remembering that the natural

background level will affect the amount of fluoride that should be added.If youare using

a specific ion electrode, be sure to considerthe life of the electrode.If you are not using

a specific ion electrode, check your tests against results from a certified lab at least

once a month. A daily fluoride concentration log card is provided.

Record well pump running times and pump cycle starts. From the hour meter and

cycle counter on the control panel, record the running times and number of cycle starts

for your well pump. Be sure to take these readings at about the same time every day.

Comparing daily numbers will alert you to potential well pump problems. A daily well

pump log is provided.
Daily 13

Guidance Notes for Recommended Daily

Operational Duties, Continued

Investigate customer complaints. Complaints are often the first indication of a

significant or potentially significant problem and should be investigated immediately. A

customer complaint log card is provided. 

Inspect heater operation during winter months. Heaters should be checked

throughout the winter on a daily basis to determine that they are working properly.

Inspect well pumps, motors, and controls. System operators should always be on

the lookout for any defects in the system. Look, listen, and feel for unusual sounds or

vibrations. Make sure seals are intact and the system is not “running hot.” Check all

timers to ensure thatpump operating times are equalized. Controls should be operated

manually to verify that they are working. Make sure your backup power source will

operate when needed. Whenyoushut down orturnoff equipment forrepairs,make sure

it will not start up accidentally and cause injury.
Weekly 14

Guidance Notes for Recommended Weekly

Operational Duties

Inspect chlorine and fluoride testing equipment. Testing equipment is essential for

a comprehensive monitoring program and must be kept in proper working order. Make

sure you are using the correctchemicalreagents foreachtype of application. Reagents

should be safely stored and clearly marked with the name and date of preparation.

Manufacturer-prepared reagents should be discarded when the expiration date is

reached. A chemical equipment weekly testing log card is provided.

Clean pump house and grounds. Keeping your pump house and grounds clean will

help with overall maintenance and operation of your system. The useful life of bearings

can be reduced if dirt gets into lubricants. Also, dirt and moisture will form an insulating

coating on motor windings and can cause motors to burn out. In addition to cleaning,

screen all drain and vent openings in the building to prevent entry by animals and

insects, and in the summertime, mow the areas around the pump house and storage

tanks. A weekly cleanliness log card that also addresses fire hydrant accessability is

provided.
Weekly 15

Guidance Notes for Recommended Weekly

Make sure fire hydrants are accessible. Fire hydrants provide waterfor fire fighting

and are a means to flush the system. The hydrants should be easy to get to and highly

visible. This includes removing snow drifts during the winter, tall grass or weeds during

the summer, and painting the hydrants a highly visible color. Hydrants should be colorcoded according to the available fire flows.

Record pumping rate for each well or source water pump. Record the pumping

rate from your well or source water pumps. You can do this if your system has a meter

that registers flow. A change in pumping rate can indicate that you may have a pump

problem. Keep in mind that pumping rates will vary based on waterlevel in the well (i.e.,

the pump produces less when the well has been drawn down from static water level to

the deepest pumping level) and based on the head the pump is pumping against (i.e.,

the waterlevel in the gravity storage tank or the current pressure of the hydropneumatic

tank). A weekly pumping rate log is provided.
Weekly 16

Guidance Notes for Recommended Weekly

Inspectall pumphouse plumbing for leaks. Excess moisture inthe pump room can

damage motors and otherequipment and create unsafe conditions foroperators.Leaks

also open pathways for contaminants to enter the water supply. 
Monthly 17

Guidance Notes for Recommended Monthly 

Operational Duties

Read electric meter at pump house and record. Monitor and note any unusual or

unexpected changes in electricity use over time. If pumping accounts for a large

proportion of your system’s energy use, track water production. (In the winter, you will

also need to consider energy use for heating.) A monthly electric meter log card is

provided.

Take appropriate monthly water quality samples. Water quality samples should

be taken routinely in accordance with SDWA and EPA requirements. Take samples

according to approved procedures and submit them to a certified laboratory for analysis.

Your EPA Regional Office can give you an annual schedule for your required sampling.

A monthly sampling log card is provided. 
Monthly 18

Guidance Notes for Recommended Monthly

Operational Duties, Continued

Check and record static and pumping levels of each well. This task is important

fordetermining the reliability of the aquifer and for establishing baseline informationthat

can be useful if others tap into the aquifer or take actions that will affect it (e.g., gravel

mining). The static level is the level of the water table in a well when the pump is not

operating.You can measure this level as the distance in feet from the centerline of the

pump discharge. The pumping level is the distance from the centerline of the pump

discharge to the levelof the free pool while wateris being drawn from the pool. You can

check these levels by using bubbler lines, electrical sensors, or manual drop lines. A

monthly static and pumping level log card is provided.

Inspect well heads. Well head covers or seals prevent contaminated water and other

material from entering the well.Visually inspectallwell covers and pump platforms.They

should be elevated above the adjacent finished ground level, sloped to drain away from

the well casing, and free of cracks or excessive wear. Make sure all seals and screens

are intact and properly bolted and make sure all gaskets are in good condition. 
Monthly 19

Guidance Notes for Recommended Monthly

Operational Duties, Continued

Inspect and lubricate locks. Locks should be inspected as they are used and

lubricated as needed to protect against corrosion. They should also be inspected to

ensure that they have not been tampered with. Defective locks should be repaired or

replaced immediately. 

Check on-site readings against laboratory results. It is useful to compare test

results returned by the laboratory against on-site readings.Be sure you are comparing

the results from samples that were collected at the same time. Major discrepancies

should be noted and equipment or chemicals adjusted accordingly.
January 20

Guidance Notes for Recommended January

Operational Duties

Overhaul chemical feed pumps (O rings, check valves, and diaphragm).

Chemical feed pumps should be completely overhauled at least once a year. The

overhaul should include cleaning the feeder head, cleaning and checking all valves and

O rings for wear, and cleaning and checking the condition of check valves and pump

control valves. Replace any worn out parts. Spare parts should be kept on hand so

breakdowns can be repaired quickly and worn parts can be replaced when the feeder

is disassembled for cleaning.

Inspect and clean chemical feed lines and solution tanks. To ensure that your

chemical feed system functions properly, inspect the lines to make sure they’re not

clogged or kinked and that the solution tanks are clean. Regular cleaning of chemical

feeders will prevent many breakdowns in this equipment. This should be done every 3

months.
January 21

Guidance Notes for Recommended January

Operational Duties, Continued

Calibrate chemical feed pumps after overhaul. At least every 3 months and

particularly after the chemical feed pumps have been overhauled, the pumps should be

re-calibrated to ensure that they deliver the appropriate amount of chemicals to the

system. Measure the amount of solutionwithdrawnby the pump overagiventime period

and compare this rate withthe desired feed rate.Referto the manufacturer’s instructions

to adjust the feed pump accordingly. Be sure to record any new speed and stroke

settings anytime a change is made.
February 22

Guidance Notes for Recommended February 

Operational Duties

Inspect chemical safety equipment and repair or replace as needed. Chemical

safety equipment should be checked and tested at least once each year to be certain

that it is operable. Follow the manufacturer’s instructions on the proper upkeep of all

safety equipment, including portable ventilators or respirators, safety harnesses or belts,

goggles, gloves, hard hats, and protective clothing. Detection devices for hazardous

gases should be calibrated based on the manufacturer’s instructions. All equipment

should be repaired or replaced as needed.

Operate all gate valves inside the treatment plant and pump house. All valves in

a system should be inspected and exercised routinely. The frequency of inspection

depends on the type of valve, but you should inspect the valves at least twice a year.

The inspection should include completely closing, reopening, and reclosing the valve

until it seats properly. Record the number and direction of turns to closure. Leaking or

damaged valves should be scheduled for repair.
March 23

Guidance Notes for Recommended March 

Operational Duties

Inspect, clean, and repair control panels in pump house and treatment plant.

The control panels in the pump house and treatment plant should be inspected at least

once ayearfor corrosionand other problems that could cause shorts orfailures.Control

panels should be carefully cleaned with air. Repair the panels if needed. 

Exercise half of all mainline gate valves. It is important to exercise all valves in the

system at least once a year to ensure that you can locate them and that they can be

opened and closed properly during emergencyshut-down periods. Record the number

and direction of turns to closure. Half of the gate valves should be exercised now, and

the otherhalf should be exercised in 6 months.Youshould develop amap thatidentifies

the valves and their locations. Any failures should be scheduled for repair.
April 24

Guidance Notes for Recommended April 

Operational Duties

Flush the distribution system and exercise/check fire hydrant gate valves. The

entire system should be flushed in one direction, outward from plant or storage facility,

at least once a year depending on the quality of your source water. Flushing clears any

sediment deposition in the lines. During the flushing, check the operation of the fire

hydrant gate valves and observe the color of the water. Continue flushing until the water

is clear. When operating a dry-barrel hydrant, you must open it completely so that the

drain will become fully closed. Otherwise, water seeping through could result in hydrant

damage from freezing.Make sure that any open hydrants are flushing away from private

property.

Inspect and clean chemical feed lines and solution tanks. To ensure that your

chemical feed system functions properly, inspect the lines to make sure they’re not

clogged or kinked and that the solution tanks are clean. Regular cleaning of chemical

feeders will prevent many breakdowns in this equipment. This should be done every 3

months.
April 25

Guidance Notes for Recommended April 

Operational Duties, Continued

Calibrate chemical feed pumps. At least every 3 months the pumps should be recalibrated to ensure that they deliverthe appropriate amount of chemicals to the system.

Measure the amount of solution withdrawn by the pump over a given time period and

compare this rate with the desired feed rate. Refer to the manufacturer’s instructions to

adjustthe feed pump accordingly. Be sure to record any new speed and stroke settings

anytime a change is made.

Inspect fencing and gates. Treatment, storage, and pumping facilities should be

inspected at least twice a year to ensure that they provide adequate protection against

vandalism and unauthorized entry. Appropriate fencing, locks, and locked well covers

should be used to protect the facilities from stray livestock and tampering. Warning

signs should be posted to deter trespassing.
May 26

Guidance Notes for Recommended May 

Operational Duties

Inspect storage tanks for defects and sanitary deficiencies. All storage tanks

should be inspected at least annually to ensure that they are protected from

contamination. Screen any openings to stop the entry of small animals, small insects,

and other organic matter. Screens should be in place on vents and overflows (or a flap

gate on any overflows). Thoroughly disinfect storage facilities after any construction or

repair. The storage tank inspection should include:

# Checking vents and screens for blockages or tears.

# Checking for overflows.

# Checking water level measuring devices.

# Checking that hatches are properly sealed and locked.

# Checking for any deterioration in the tank’s walls or the tank’s

foundation.
May 27

Guidance Notes for Recommended May 

Operational Duties, Continued

Clean storage tanks if necessary. Thoroughly clean the tank after any construction,

maintenance, or repairs. Add chlorine to the water used to fill the tank during the

disinfection process and mix thoroughly. Maintaina chlorine residual of at least 50 mg/L

for at least 6 hours and preferably for 24 hours. The storage tank also needs to be

cleaned above the water line. When the disinfection procedure is complete, properly

dispose of the disinfection water. You may have to declorinate the disinfection water

before disposing of it. Improperdisposal can lead to contaminationof potable waterdue

to backflow or to unlawful surface water pollution. If you use a strong disinfectant

solution to clean the tank and afterwards fill the tank with water, the disinfection water

may be diluted enough for pumping straight to the distributionsystem for domestic use.

Procedures for large tanks (holding more than 1 million gallons) may be somewhat

different. When you are planning to take a tank out of service for cleaning, make sure

provisions are made to supply adequate waterto the distribution system. If you are not

sure how to provide service while the tank is off-line, contact the Rural Water

Association or Indian Health Service for technical assistance.
June 28

Guidance Notes for Recommended June 

Operational Duties

Perform preventative maintenance on treatment plant and pump house

buildings. Plant piping, buildings, and tanks should be painted regularly to prevent

deterioration. Store all pipes, plumbing fittings, chemicals, tools, and other materials in

a safe place. Pump house ventilation should be checked to ensure there are no

blockages and that fans are operable.
July 29

Guidance Notes for Recommended July 

Operational Duties

Inspect and clean chemical feed lines and solution tanks. To ensure that your

chemical feed system functions properly, inspect the lines to make sure they’re not

clogged or kinked and that the solution tanks are clean. Regular cleaning of chemical

feeders will prevent many breakdowns in this equipment. This should be done every 3

months.

Calibrate chemical feed pumps. At least every 3 months the pumps should be recalibrated to ensure thattheydeliverthe appropriate amount of chemicals to the system.

Measure the amount of solution withdrawn by the pump over a given time period and

compare this rate with the desired feed rate. Refer to the manufacturer’s instructions to

adjustthe feed pump accordingly. Be sure to record any newspeed and stroke settings

anytime a change is made.
August 30

Guidance for Recommended August 

Operational Duties

Operate all gate valves inside the treatment plant and pump house. All valves in

a system should be inspected and exercised routinely. The frequency of inspection

depends on the type of valve, but you should inspect the valves at least twice a year.

The inspection should include completely closing, reopening, and reclosing the valve

until it seats properly. Record the number and direction of turns to closure. Leaking or

damaged valves should be scheduled for repair.
September 31

Guidance Notes for Recommended September 

Operational Tasks

Exercise main line gate valves that were not exercised in March. It is important

to exercise all valves in the system at least once a year to ensure that you can locate

them and that they can be opened and closed properly during emergency shut-down

periods. Record the number and direction of turns to closure. Any failures should be

scheduled for repair.

Prepare system for winter operation. This includes checking all exposed facilities

such as pumps, valves, and pipes. Make sure that all exposed facilities are properly

insulated, the heaters in the treatment plant and pump house are operable and in good

safe working conditions,and vents are closed.Also,check all fire hydrants to insure that

they are drained, check that all propane or fuel tanks used for heating the pump house

are topped off, and lowerthe waterlevel inthe storage tank justslightly (circulating more

of your water in storage facilities helps to prevent freezing). Please note that this task

may be postponed until October or November, based on local conditions.
October 32

Guidance Notes for Recommended October 

Operational Tasks

Inspect and clean chemical feed lines and solution tanks. To ensure that your

chemical feed system functions properly, inspect the lines to make sure they’re not

clogged or kinked and that the solution tanks are clean. Regular cleaning (every 3

months) of chemical feeders will prevent many breakdowns in this equipment.

Calibrate chemical feed pumps. At least every 3 months the pumps should be recalibrated to ensure thattheydeliverthe appropriate amount of chemicals to the system.

Measure the amount of solution withdrawn by the pump over a given time period and

compare this rate with the desired feed rate. Refer to the manufacturer’s instructions to

adjust the feed pump accordingly.Be sure to record any new speed and stroke settings

anytime a change is made.

Inspect fencing and gates. Treatment, storage, and pumping facilities should be

inspected at least twice a year to ensure that they provide adequate protection against

vandalism and unauthorized entry. Appropriate fencing, locks, and locked well covers

should be used to protect the facilities from stray livestock and tampering. Warning

signs should be posted to deter trespassing.
November 33

Guidance Notes for Recommended November

Operational Tasks 

Prepare system for winter operation. This task should be completed now if you did

not complete it in October or November. This includes checking all exposed facilities

such as pumps, valves, and pipes. Make sure all exposed facilities are properly

insulated, the heaters in the treatment plant and pump house are operable and in good

safe working conditions,and that vents are closed. Also, check all fire hydrants to insure

that they are drained, check that all propane or fuel tanks used for heating the pump

house are topped off, and lower the water level in the storage tank just slightly

(circulating more of your water in storage facilities helps to prevent freezing).
December 34

Guidance Notes for Recommended December

Operational Tasks 

Contactan electrician to check running amps on well pumps.A change inrunning

amps can indicate achange inthe condition of the motors or pumps. When pumps start

drawing more amps, it generally means that the motors should be repaired. Checking

the amps and voltage on pumps can be a complicated and dangerous task; do not

attempt it yourself. Contact an electrician to complete this procedure. This task should

be performed at least once a year and any time you sense a problem with your pump

(i.e., unusual sounds, vibrations, or the pump is running hot).