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Home My WebLink About#5274 12-Final INSPECTION REPORT ROUTING SHEET To be attached to all inspection reports in-house only. Laboratory Cert. #: #5274 Laboratory Name: Randolph County Board of Education Inspection Type: Field Maintenance Inspector Name(s): Jeffrey R. Adams Inspection Date: October 30, 2012 Date Report Completed: November 1, 2012 Date Forwarded to Reviewer: November 1, 2012 Reviewed by: Chet Whiting Date Review Completed: November 6, 2012 Cover Letter to use: Insp. Initial Insp. Reg. Insp. No Finding Insp. CP Corrected Unit Supervisor: Dana Satterwhite Date Received: November 6, 2012 Date Forwarded to Linda: November 16, 2012 Date Mailed: November 16, 2012 _____________________________________________________________________ On-Site Inspection Report LABORATORY NAME: Randolph County Board of Education NPDES PERMIT #: NC0040908; NC0076287; NC0040924; NC0040975 ADDRESS: 2234-B Enterprise Street Asheboro, NC 27205 CERTIFICATE #: 5274 DATE OF INSPECTION: October 30, 2012 TYPE OF INSPECTION: Field Maintenance AUDITOR(S): Jeffrey R. Adams LOCAL PERSON(S) CONTACTED: Larry Chilton and Darrell Loflin 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 laboratory was clean and well organized. Records were filed in an orderly manner and readily available for inspection. Proficiency Testing samples have been submitted for 2012 and were graded acceptable. The laboratory was given a packet containing North Carolina Laboratory Certification quality control requirements and policies, including the Approved Procedure for Field Analysis of pH, the Approved Procedure for Field Analysis of Dissolved Oxygen and the Approved Procedure for Field Analysis of Temperature, during the inspection. Contracted analyses are performed by Cameron Testing Services, Inc. (Certification #654). The requirements associated with Findings A and B, are new policies that have been implemented by our program since the last inspection. III. FINDINGS, REQUIREMENTS, COMMENTS AND RECOMMENDATIONS: Traceability A. Finding: The laboratory needs to increase the documentation of purchased materials and reagents (i.e., pH buffers). Requirement: 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. 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, Page 2 #5274 Randolph County Board of Education 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. Consumable materials such as pH buffers and lots of pre-made standards are included in this requirement. Ref: Quality Assurance Policies for Field Laboratories. Proficiency Testing B. Finding: The laboratory is not documenting Proficiency Testing (PT) sample analyses in the same manner as environmental samples (i.e., on a laboratory benchsheet). Requirement: All PT sample analyses must be recorded in the daily analysis records as for any environmental sample. This serves as the permanent laboratory record. Ref: Proficiency Testing Requirements, February 20, 2012, Revision 1.2. Comment: The laboratory only retained a copy of the data reporting form used to submit proficiency testing results to the vendor. Temperature – Standard Methods, 2550 B-2000 Comment: The temperature sensors on the pH and DO meters used to obtain reported temperature values has not been checked every 12 months against a National Institute of Standards and Technology (NIST) traceable thermometer. The Approved Procedure for Field Analysis of Temperature states: Thermometers and temperature measuring devices, used to measure temperature for compliance monitoring, must be checked every 12 months against a NIST traceable thermometer. The thermometer/meter readings must be less than or equal to 1ºC from the NIST traceable thermometer reading. The documentation must include the serial number of the NIST traceable thermometer that was used in the comparison. Document any correction that applies on both the thermometer/meter and on a separate sheet to be filed. The laboratory had the City of Asheboro perform the NIST temperature sensor checks on both the DO and pH meters and a copies of the results were submitted to the auditor on October 31, 2012. No further response is necessary for this finding. IV. PAPER TRAIL INVESTIGATION: 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 Tabernacle Elementary School (NPDES permit #NC0040908), Farmer Elementary School (NPDES permit #NC0076287), Seagrove Elementary School (NPDES permit #NC0040924) and Coleridge Elementary School (NPDES permit #NC0040975) for March, April and May, 2012. The following error was detected: Farmer Elementary School Date Parameter Location Value on Benchsheet *Contract Data Value on DMR 3/13/12 Ammonia Nitrogen Effluent *0.1 mg/L No Value Page 3 #5274 Randolph County Board of Education In order to avoid a possible monitoring frequency violation, it is recommended that you contact the appropriate Regional Office for Guidance as to whether an amended Discharge Monitoring Report will be required. A copy of this report will be forwarded to the Regional Office. V. CONCLUSIONS: Correcting the above-cited findings will help this lab to produce quality data and meet certification requirements. The inspector would like to thank the staff for its assistance during the ins pection and data review process. Please respond to all findings. Report prepared by: Jeffrey R. Adams Date: November 1, 2012 Report reviewed by: Chet Whiting Date: November 6, 2012