By now you probably know there’s a looming deadline to submit your Lead & Copper Rule Revisions (LCRR) materials inventory to the WDNR by October 16, 2024. And you probably have most of the data … somewhere. But have you stopped to think about your approach to this tall order?

Following these best practices will allow you to maximize existing data, update information efficiently, and reduce physical inspections.

Updates on what’s required

Even if you know your municipality does not have lead, you are still required to complete the LCRR materials inventory and update it annually. Your materials inventory must include all service lines connected to the public water distribution system regardless of ownership status or intended use. The services must be categorized as being confirmed non-lead, confirmed lead, lead status unknown, or galvanized.

In WIAWWA’s recent webinar, the WDNR explained the source of information used to identify your service line material is now required. They also confirmed that building plumbing is not required as part of your materials inventory. However, it is recommended that you still populate plumbing material information as you conduct your inventory because it could be used to determine testing sites in the future.

Leverage Technology

Inventory information must be in a database or spreadsheet with a location identifier for each service line, ideally connected to GIS spatial data. It must also be available to consumers and be easily updated because the LCRR requires an annual inventory update.

Using a GIS to track your inventory gives you a central place to compile and update data, visualize progress, and make smart decisions. There are GIS consultants and online solutions that already have solutions created for the LCRR materials inventory such as InventoryAlly.com, so you don’t have to reinvent the wheel.

If you do have GIS specialists on staff, you can obtain a spreadsheet template of the required data to customize your own GIS app. Contact your WDNR representative if that’s the case.

Start with existing data

By leveraging existing data, your utility can reduce the number of physical inspections needed to complete your materials inventory. Doing so will decrease staff time and costs.

Collect digital records

First, compile the data you have easy access to in your digital community databases. Most databases such as water meters and billing systems can be imported into a GIS app.

GIS data
Water meter records
Billing system
Maintenance records

Establish installation dates

Next, review your municipality’s records and ordinances to determine when the use of lead stopped in your municipality. The EPA banned lead in plumbing in 1986, so buildings constructed before that date may have lead materials. Prioritize these service lines for inspection to document they do not contain lead.

review community records

Your next best bet is to roll up your sleeves and crack open the file cabinets (literally and digitally). Reviewing community records, permits, and plans should indicate the materials used. Subdivisions with homes constructed during certain time periods will likely have similar service lines and plumbing materials that can be mass-populated in most GIS apps.

Local plumbing codes/ordinances
Tap cards from service installations
Plumbing permits for structural renovations or service line replacements
Plans/specs from water main work
Distribution system maps and drawings
Standard operating procedures
Previous materials evaluations under NR 809.119

R/M’s GIS App for Tracking LCRR Material Inventory

Track materials during normal operations

To collect missing data, your utility may need to perform in-person inspections. To streamline this process, you should implement procedures to identify, track, and update materials confirmed while performing routine maintenance activities.

Meter or valve replacements
Meter readings
Leak repairs
Sanitary survey cross-connection program inspections
Service line exposure

in-home inspections

You can also take a proactive approach to in-home inspections. This can be organized by using a GIS app to assign areas of your municipality to staff members to update as they perform other work throughout the community.

The Village of Hartland uses a GIS app and equips its staff with tablets so they can update their materials from the field. Their app works offline and syncs the data when they return to the office, avoiding the issue of losing a signal while in basements. To reduce the number of attempts to gain access to the home, they leave a flyer when a resident is not home so they can schedule a visit with a staff member at a better time.

ask residents for help

Don’t forget to communicate with your residents early in your inventory process. You can use newsletters, social media, and flyers to keep residents informed. To reduce in-person inspections some communities have used public outreach campaigns asking residents to submit photos of their water meters and connections. It is still critical to confirm the data you receive from residents because any material that could be lead needs to be personally verified.

don’t wait any longer

Sit down today and start crafting your plan and pay specific attention to how you can leverage technology such as GIS to improve your efficiency. By being proactive and using these time-saving tips, you’ll lessen the burden on your staff and reduce disruptions down the road.

CONTACT AN EXPERT