#5284 - 06 - 2011 - FINAL

INSPECTION REPORT ROUTING SHEET
To be attached to all inspection reports in-house only.
Laboratory Cert. #: 5284
Laboratory Name: Town of West Jefferson
Inspection Type: Field Maintenance
Inspector Name(s): Jason Smith
Inspection Date: June 7, 2011
Date Report Completed:
August
11, 2011
Date Forwarded to Reviewer: August
11, 2011
Reviewed by:
Chet Whiting
Date Review Completed:
August
17, 2011
Cover Letter to use: _
Insp. Initial
X Insp. Reg. _ Insp. No Finding _ Insp. CID _Corrected
Unit Supervisor:
Gary
Francies
Date Received:
8/22/2011
Date Forwarded to Linda:
8/30/2011
Date Mailed:
L 1 l 11 °

Beverly Eaves Perdue
Governor
5284
Mr. David Hamilton
Town of West Jefferson
P.O. Box 490
West Jefferson, NC 28694
1®
FqCDENR
North Carolina Department of Environment and Natural Resources
Division of Water Quality
Coleen H. Sullins
Director
August 30, 2011
SUBJECT: North Carolina Wastewater/Groundwater Laboratory Certification (NC WW/GW LC)
Maintenance Inspection
Dear Mr. Hamilton:
Dee Freeman
Secretary
Enclosed is a report for the inspection performed on June 7, 2011 by Jason Smith. I apologize for the delay in
getting this report to you. Where finding(s) are cited in this report, a response is required. Within 30 days of
receipt, please supply this office with a written item for item description of how these finding(s) were corrected.
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 email or if you have
questions or need additional information please contact me at 828-296-4677.
Sincerely,
G�Lc�
Gary Francies
Unit Supervisor
Laboratory Section
CC: Jason Smith
Gary Francies
Master files
DENR DWQ Laboratory Section NC Wastewater/Groundwater Laboratory Certification Branch
1623 Mail Service Center, Raleigh, North Carolina 27699-1623
Location: 4405 Reedy Creek Road. Raleigh, North Carolina 27607.6445
Phone; 919-733-3908tFAX: 919-733-6241
Internet: www.dwglab.org
NorthCarolina
;Vaturmlly
An Equal Opportunity \ Affirmative Action Employer Customer Service: 1-877-623-6748 www.ncwaterquality.org

LABORATORY NAME:
NPDES PERMIT #:
ADDRESS:
CERTIFICATE #:
DATE OF INSPECTION:
TYPE OF INSPECTION:
AUDITOR(S):
LOCAL PERSON(S) CONTACTED:
Uttai77iLet11RIll ;
Town of West Jefferson
N CO020451
P.O. Box 490
West Jefferson, NC 28694
5284
June 7, 2011
Field Maintenance
Jason Smith
David Hamilton, Charles Call, and Tommy Royal
This laboratory was inspected to verify its compliance with the requirements of 15A NCAC 2H .0800 for
the analysis of environmental samples.
The laboratory was clean and well organized. The facility has all the equipment necessary to perform the
analyses. Technical assistance and quality assurance documents were provided to the laboratory at the
time of the inspection. Findings A and B are new policies that have been implemented by our program
since the last inspection.
-
• r;
Comment: The laboratory needed to increase the documentation of purchased materials and reagents.
Quality Assurance Policies for Field Laboratories states: All chemicals, reagents, standards and
consumables used by the laboratory must have the following information documented: Date received,
Date Opened (in use), Vendor, Lot Number, and Expiration Date (where specified). 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 primary standards, chemicals, reagents, and materials used for a period of five
years. Consumable materials such as pH buffers, lots of pre -made standards and/or media, solids and
bacteria filters, etc. are included in this requirement. Technical assistance was provided at the time of the
inspection to create a spreadsheet that documents all required information. Laboratory staff indicated that
the spreadsheet would be put into use immediately. No further response is necessary for this finding.
A. Finding: Error corrections are not performed properly.
Requirement: 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

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#5284 Town of West Jefferson
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. Pencil entries are not acceptable. Ref: Quality Assurance Policies for
Field Laboratories.
B. Finding: Proficiency Testing (PT) samples are not documented in the same manner as
environmental samples.
Requirement: The analysis of PT samples is designed to evaluate the entire process used to
routinely report environmental analytical results. Therefore, PT samples must be analyzed and
the process documented in the same manner as environmental samples. Ref: Quality
Assurance Policies for Field Laboratories.
2H — Standard Methods, 20th Edition, 4500 H+ B
Temperature — Standard Methods, 20th Edition, 2550 B
Dissolved Oxygen — Standard Methods, 20th Edition, 4500 O G
Conductivity — Standard methods, 20th Edition, 2510 B
C. Finding: The temperature sensing devices on the Dissolved Oxygen (D.O.), pH, and
Conductivity meters have not been checked against a certified thermometer annually (every 12
months).
Requirement: All thermometers and temperature measuring devices must be checked every
12 months against a NIST certified or NIST traceable thermometer and the process
documented even if the instrument is not used for reporting temperature results. The
documentation must include the serial number of the NISI certified thermometer or NIST
traceable thermometer that was used in the comparison. Also document any correction that
applies on both the thermometer/meter and on a separate sheet to be filed. Ref: Technical
Assistance for Field Analysis of Temperature, Technical Assistance for Field Analysis of
Dissolved Oxygen, Technical Assistance for Field Analysis of Conductivity, and Technical
Assistance for Field Analysis of pH. Please submit a copy of the temperature sensor check
as well as indication that the temperature corrections have been posted on the meter
with the reply to this report.
Comment: To check a thermometer or the temperature sensor of a meter, read the
temperature of the thermometer/meter against a NIST certified or NIST traceable thermometer
and record the two temperatures. The thermometer/meter readings must be less than or equal
to 1 °C from the NIST certified or NIST traceable thermometer reading.
D. Finding: The Automatic Temperature Compensator (ATC) has not been verified.
Requirement: The ATC must be verified annually (i.e., every twelve months) and the process
documented. The ATC must be verified by analyzing a standard at 25 °C (the temperature that
conductivity values are compensated to) and a temperature(s) that brackets the temperature ranges
of the samples to be analyzed. This may require the analysis of a third temperature reading that is >
25 °C. Ref: Technical Assistance for Field Analysis of Conductivity. Please submit a copy of the
ATC verification with the reply to this report.
Comment: Anticipated temperatures can be obtained from a review of the Discharge Monitoring
Reports (DMRs) from the peak summer and winter months. Historical data should provide a

VA
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#5284 Town of West Jefferson
reasonably accurate estimation of ranges that will bracket the expected sample temperatures. Please
see the technical assistance attached for directions for performing the ATC verification.
Temperature — Standard Methods, 20th Edition, 2550 B
Dissolved OMgen — Standard Methods, 20th Edition, 4500 O G
E. Finding: Collection and analysis times are not documented properly.
Requirement: Data pertinent to each analysis must be maintained for five years. Certified Data
must consist of date collected, time collected, sample site, sample collector, and sample analysis
time. The field benchsheets must provide a space for the signature or initials of the analyst, and
proper units of measure for all analyses. Ref: 15A NCAC 2H .0805 (g) (1).
Comment: Temperature and D.O. are analyzed in stream; however the collection and analysis
times are documented as the same times as the pH collection and analysis times.
Comment: For analyses performed in situ (in stream or on site), a general statement reflecting
this may be added to the benchsheet and/or the column header may be modified to
"collection/analysis time".
pH — Standard Methods, 20th Edition, 4500 H+ B
F. Finding: Data values are reported to two decimal places.
Requirement: A variance of ± 0.1 pH unit represents the limit of accuracy under normal
conditions, especially for measurement of water and poorly buffered solutions. For this reason,
report pH values to the nearest 0.1 pH unit. Ref: Standard Methods, 201h Edition, 4500 H+ B. (6).
The paper trail consisted of comparing field testing records and contract lab reports to Discharge
Monitoring Reports (DMRs) submitted to the North Carolina Division of Water Quality. Data were
reviewed for February and April, 2011. No transcription errors were detected. The facility appears to be
doing a good job of accurately transcribing data.
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Report prepared by: Jason Smith
Report reviewed by: Chet Whiting
Date: August 11, 2011
Date: August 17, 2011

Automatic Temperature Compensator (ATC) Check for Conductivity meter:
Pour an adequate amount of conductivity standard into a beaker or other container and analyze at
25 °C. Document the temperature and conductivity value.
2. Lower the temperature of the standard by placing the container in cool water or a refrigerator to
less than the lowest anticipated sample temperature and analyze. Document the temperature and
conductivity value.
3. If samples greater than 25 °C are to be analyzed, perform the following additional step: Place the
container in warm water, or a water bath and raise the temperature above 250C to greater than
the highest anticipated sample temperature and analyze. Document the temperature and
conductivity value.
As the temperature increases or decreases, the value of the standard must be within ± 10% of the true
value of the standard.
Anticipated temperatures can be obtained from a review of the Discharge Monitoring Reports (DMRs)
from the peak summer and winter months. Historical data should provide a reasonably accurate
estimation of ranges that will bracket the expected sample temperatures.