You Can’t Just Flush and Forget

The average citizen who uses a public sewer system tends to have a mindset of “flush and forget” when it comes to sewage. The importance of quality oversight of your municipal sewer system cannot be overstated. It is not uncommon for a municipality to fall behind in the critical review of its system and how it operates, leading to sometimes desperate and very expensive remedies that could have been avoided if professional help had been utilized early on, before the system reaches crisis mode.

When reviewing a municipal sewer system in Pennsylvania (or any similar jurisdiction, for that matter), you should evaluate three main areas: operations, financials, and ongoing maintenance. Not sure where to get started? Call a trusted advisor to give you an objective evaluation of what your system is doing right, and more importantly, what opportunities you have to improve.

Keystone Municipal Solutions has the experience and knowledge to help you get started. In fact, we have a handy checklist available on our website, which you can use as a guide for your self-evaluation of your municipal sewer system. Click here to check out our checklist: KMS Municipal Sewer System Checklist.

Managing a municipal sewer or water system in Pennsylvania may not always be the most glamorous job, but it’s one of the most vital. Whether you're a township supervisor, a borough council member, or a utility manager, understanding your system's operations, finances, and maintenance strategy is crucial for making informed decisions that benefit your community. So, how can you tell if your system is truly in good shape? Let’s mull over the big questions you should be considering.

Imagine you’re at a planning meeting with your team. You’ve got some strong coffee brewed, bagels on the table, and a shared goal of infrastructure improvement. As always, it is key to begin with the basics. Clearly identify whether your system is a sanitary, stormwater, or combined sewer system. This distinction will shape every aspect of how you manage flow, treatment, and regulatory compliance. Next, you need to take a hard look at the age and condition of your infrastructure. That includes the pipes, manholes, pump stations, and treatment facilities. Are they in good working order, or are you dealing with frequent failures or signs of deterioration? Consider whether the system’s capacity is adequate for current demands and future growth. If your population or industry is expanding, the system must be prepared for it. Additionally, determine whether your treatment is handled on-site or through a regional authority. This impacts cost, staffing, and long-term planning.

Turning to compliance and regulation, it’s essential to assess your standing with the Pennsylvania Department of Environmental Protection. Are there any outstanding violations, consent orders, or required system upgrades? Your NPDES permit status should also be reviewed carefully to ensure the system remains in compliance with discharge limits. Another concern is inflow and infiltration, commonly known as I&I. Is groundwater or stormwater entering the system and pushing it beyond its intended capacity? And during wet weather events, is your system capable of handling the volume without causing sanitary sewer overflows (SSOs)?

On the financial side, revenue and billing practices are at the core of sustainability. You need to know whether your rates are sufficient to cover operational expenses, service existing debt, and fund future capital improvements. Operating costs should be closely monitored, including staffing, energy, chemicals, and equipment. It’s also important to strike a balance between routine maintenance and costly emergency repairs.

You should have a long-term Capital Improvement Plan (CIP) that’s realistic, up-to-date, and closely integrated with your financial planning. Investigate whether your system is actively pursuing funding opportunities through programs such as PENNVEST, USDA Rural Development, or Community Development Block Grants (CDBG). Take stock of your existing debt obligations, such as bonds or equipment leases, and ensure that your capital reinvestment keeps pace with the depreciation of your assets. Do you have any reserve funds in place for emergencies or unexpected capital replacements? And is your current rate structure truly sustainable over the next five to ten years?

When things go wrong, and yes, they will inevitably, an effective emergency response plan makes all the difference. You should have spare parts and backup equipment readily available, along with a detailed plan for addressing pipe breaks, overflows, or pump failures. Don’t overlook the importance of coordination with your local public works department or emergency services. Asset management is all about knowing what you have and planning ahead. You should maintain an up-to-date inventory of your infrastructure, including each asset’s age, condition, and criticality. Replacement cycles should be scheduled in advance and aligned with your capital improvement plan.

Finally, if your municipality participates in any shared-service agreements or intermunicipal contracts, whether for treatment plant usage, discharge agreements, or maintenance, it’s important to evaluate whether costs are fairly allocated.

In Pennsylvania, municipalities must also consider specific legal and planning frameworks. One key factor is whether your Act 537 Plan, the official sewage facilities plan, is current and approved by PA DEP. It should be carefully aligned with your land development and zoning plans to ensure that future growth is well-supported by infrastructure. As you can tell, it isn’t just the sewer and/or water department that should be involved in the overall planning.

If you haven’t done a full system review lately, there’s no better time than now. KMS can assist with this task if you’re feeling overwhelmed. Remember, this doesn’t need to happen all at once. Break it into parts, involve your staff and consultants, and make it a standing item in your annual planning process. Your community depends on this infrastructure every single day. A proactive approach can prevent crises, save money, and help build a system that works, today and long into the future.

For more information on the sewer and wastewater consulting services available through KMS, check out our website here: KMS Water & Sewer Operations. Because “flush and forget” is not a strategy for success.

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About the Author

David L. Anthony is a member of the Keystone Municipal Solutions team of experts. He is a veteran of municipal government, having served more than 33 years in various positions of public service. Contact him at david@keystonemunicipalsolutions.com. To learn more about David and the Keystone Municipal Solutions team, click here.