This document is a sample monthly reporting form for a plant superintendent to report information to local officials. It includes sections for the superintendent to summarize maintenance work done and planned, energy usage at the plant, wastewater treatment goals and capacity levels, water production goals and capacity levels, any violations, staff training, technical assistance received, upcoming cash needs, new hires, and any other news from the plant for the month. The form is designed to improve communication between the plant and local officials to help manage, plan and budget for the utility system.

1. Sample Monthly Reporting
Form
Plant:
Superintendent Filing Report:
Date:
(report due by 5th of each month)
1. Maintenance
Helpful Guidance
This form a) Describe in a few sentences all major preventive maintenance work
assembles a set of carried out during the month.
questions designed
to improve b) Describe any emergency repairs that were required during the month.
communication Explain cause.
between plant staff
and local officials. c) Describe any preventive maintenance projects planned for the next
By gathering this month.
information each
month, the plant d) Describe the potential for possible emergency failures of equipment
superintendent has or systems in the near future.
an opportunity to
identify the utility’s
needs, problem
2. Energy usage at the treatment plant
areas, and
successes. When
local officials know a) From master meter, kWh at beginning of month
what is happening
at the plant they From master meter, kWh at end of month
are able to better
manage, plan, and Daily average
budget for the
system. Previous month’s daily average
From annual budget, projected average daily kWh
b) List here any possible energy efficiency equipment replacements
whose energy savings would have a ten-year or less payback.
Sample Monthly Reporting Form L–1

2. 3. (For wastewater treatment plants) BOD removal goal (in pounds) for
month:
Actual pounds removed
If less than goal, state reason here.
If goal was exceeded, state how achieved and whether greater removal
rates are possible over the long term.
At what percentage of design organic loading did the plant operate
during the month?
At what percentage of design hydraulic loading did the plant operate
during the month?
4. (For water treatment plants) Finished water production goal for
month, millions of gallons:
Actual production of finished water for month
At what percentage of production capacity did the water plant operate
for the month?
5. List all violations for the month, whether or not reported to state
regulators. As best as possible, state seriousness of each.
Describe all corrective actions taken for each violation.
6. Describe briefly any professional development, certification, or train-
ing activities undertaken by staff during the month, either as trainers
or trainees. Give contact hours.
Was the plant the beneficiary of any technical assistance from “outside”
sources during the month, either contracted for or given free of charge?
Describe briefly.
7. During the upcoming month, will there be any special cash needs for
one-time expenditures in excess of $1000? If so, describe below.
8. Give names and position titles of all new hires made during the month.
9. Briefly describe below any other events, needs, or “news” from the
treatment plant not specifically called for above.
L–2 Local Officials Handbook