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Home My WebLink About#5340_2016_0216_JS_FINAL INSPECTION REPORT ROUTING SHEET To be attached to all inspection reports in-house only. Laboratory Cert. #: 5340 Laboratory Name: City of Shelby WTP Inspection Type: Field Maintenance Inspector Name(s): Jason Smith Inspection Date: February 16, 2016 Date Report Completed: March 11, 2016 Date Forwarded to Reviewer: March 11, 2016 Reviewed by: Nick Jones Date Review Completed: March 22, 2016 Cover Letter to use: Insp. Initial Insp. Reg. Insp. No Finding Insp. CP Corrected Insp. Reg. Delay Unit Supervisor/Chemist III: Todd Crawford Date Received: March 22, 2016 Date Forwarded to Admin: March 30, 2016 Date Mailed: March 31, 2016 _____________________________________________________________________ PAT MCCRORY Governor DONALD R. VAN DER VAART Secretary S. JAY ZIMMERMAN Director Water Sciences Section NC Wastewater/Groundwater Laboratory Certification Branch 1623 Mail Service Center, Raleigh, North Carolina 27699-1623 Location: 4405 Reedy Creek Road, Raleigh, North Carolina 27607 Phone: 919-733-3908 \ FAX: 919-733-6241 Internet: http://deq.nc.gov/about/divisions/water-resources/water-resources-data/water-sciences-home-page/laboratory-certification-branch March 31, 2016 5340 Mr. Billy Wilkie City of Shelby WTP PO Box 207 Shelby, NC 28151-0207 SUBJECT: North Carolina Wastewater/Groundwater Laboratory Certification (NC WW/GW LC) Maintenance Inspection Dear Mr. Wilkie: Enclosed is a report for the inspection performed on February 16, 2016, by Jason Smith. Since the Finding(s) cited during the inspection were all corrected prior to the completion of the enclosed report, a response is not required. The staff is commended for taking the initiative in correcting the Findings in such a timely manner. For Certification maintenance, your laboratory must continue to carry out the requirements set forth in 15A NCAC 2H .0800. Copies of the checklists completed during the inspection may be requested from this office. Thank you for your cooperation during the inspection. If you wish to obtain an electronic copy of this report by electronic mail, or if you have questions or need additional information, please contact me at (919) 733- 3908 ext. 251. Sincerely, Todd Crawford Technical Assistance & Compliance Specialist NC WW/GW Laboratory Certification Branch Attachment cc: Dana Satterwhite, Jason Smith, Central Files On-Site Inspection Report LABORATORY NAME: City of Shelby WTP NPDES PERMIT #: NC0027197 ADDRESS: P.O. Box 207 Shelby, NC 28151-0207 CERTIFICATE #: 5340 DATE OF INSPECTION: February 16, 2016 TYPE OF INSPECTION: Field Maintenance AUDITOR(S): Jason Smith LOCAL PERSON(S) CONTACTED: Billy Wilkie, Michael Mull, Wendell Leonard, and Jordan Jackson I. INTRODUCTION: This laboratory was inspected by a representative of the North Carolina Wastewater/Groundwater Laboratory Certification (NC WW/GW LC) program to verify its compliance with the requirements of 15A NCAC 2H .0800 for the analysis of environmental samples. II. GENERAL COMMENTS: The facility has all the equipment necessary to perform the analyses and the laboratory is commended for voluntarily maintaining Standard Operating Procedures (SOPs) for all parameters. SOPs were briefly reviewed at the time of the inspection and appeared to be thorough and accurate. SOPs are reviewed by laboratory personnel annually and the reviews and revision dates are documented. Proficiency Testing (PT) samples for the 2016 proficiency testing calendar year have not yet been analyzed. The laboratory is reminded that these results must be submitted to this office directly from the vendor by September 30, 2016. Contracted analyses are performed by Pace Analytical Services, Inc. - Huntersville (Certification #12) and the City of Shelby – First Broad W WTP (Certification #238). Current Quality Assurance Policies for Field Laboratories and Approved Procedures for the analysis of the facility’s currently certified parameters were provided at the time of the inspection. III. FINDINGS, REQUIREMENTS, COMMENTS AND RECOMMENDATIONS: Documentation Comment: Error corrections were not dated when performed. The Quality Assurance Policies for Field Laboratories document states: All documentation errors must be corrected by drawing a single line through the error so that the original entry remains legible. Entries shall not be obliterated by erasures or markings. Wite-Out®, correction tape or similar products designed to obliterate documentation are not to be used. Write the correction adjacent to the error. The correction must be initialed by the responsible individual and the date of change documented. All data and log entries must be written in indelible ink. Page 2 #5340 City of Shelby WTP Pencil entries are not acceptable. This Requirement is a new policy that has been implemented by our program since the last inspection. Notification of acceptable corrective action (i.e., a statement that all error corrections are dated beginning February 25, 2016) was received by email on February 26, 2016. No further response is necessary for this Finding. Proficiency Testing Comment: Preparation of the Total Residual Chlorine Proficiency Testing (PT) sample was not documented. The NC WW/GW LC Proficiency Testing Requirements document states: PT samples received as ampules must be diluted according to the PT provider’s instructions. The preparation of PT samples must be documented in a traceable log or other traceable format. This Requirement is a new policy that has been implemented by our program since the last inspection. Notification of acceptable corrective action (i.e., a statement that all future PT sample preparation will be documented and filed with the results) was received by email on February 26, 2016. No further response is necessary for this Finding. Chlorine, Total Residual – Standard Methods, 4500 Cl G-2000 (Aqueous) Comment: Preparation of daily verification standards and annual curve verification standards is not documented. The Quality Assurance Policies for Field Laboratories document states: A system (e.g., traceable identifiers) must be in place that links standard/reagent preparation information to analytical batches in which the solutions are used. Documentation of solution preparation must include the analyst’s initials, date of preparation, the volume or weight of standard(s) used, the solvent and final volume of the solution. This information as well as the vendor and/or manufacturer, lot number, and expiration date must be retained for chemicals, reagents, standards and consumables used for a period of five years. This Requirement is a new policy that has been implemented by our program since the last inspection. Notification of acceptable corrective action (i.e., submission of a standard preparation log documenting all required information that was implemented on February 26, 2016) was received by email on February 26, 2016. No further response is necessary for this Finding. Chlorine, Total Residual – Standard Methods, 4500 Cl G-2000 (Aqueous) pH – Standard Methods, 4500 H+ B-2000 (Aqueous) Comment: Instrument identification was not documented on the benchsheet. The NC WW/GW LC Approved Procedure for the Analysis of pH and NC WW/GW LC Approved Procedure for the Analysis of Total Residual Chlorine documents state: The following must be documented in indelible ink whenever sample analysis is performed: Instrument identification. This Requirement is a new policy that has been implemented by our program since the last inspection. Notification of acceptable corrective action (i.e., submission of updated benchsheets which include instrument identification that was implemented on March 14, 2016) was received by email on March 14, 2016. No further response is necessary for this Finding. IV. PAPER TRAIL INVESTIGATION: The paper trail consisted of comparing original records (e.g., laboratory benchsheets, logbooks, etc.) and contract lab reports to Discharge Monitoring Reports (DMRs) submitted to th e North Carolina Division of Water Resources. Data were reviewed for City of Shelby WTP (NPDES permit #NC0027917) for the months of March, June, and August, 2015. No transcription errors were detected. The facility appears to be doing a good job of accurately transcribing data. Page 3 #5340 City of Shelby WTP V. CONCLUSIONS: All Findings noted during the inspection were adequately addressed prior to the completion of this report. The inspector would like to thank the staff for its assistance during the inspection and data review process. No response is required. Report prepared by: Jason Smith Date: March 11, 2016 Report reviewed by: Nick Jones Date: March 22, 2016