                   EPA REGION 6 INSTRUCTIONS FOR COMPLETING
                   DISCHARGE MONITORING REPORTS FOR SLUDGE:
                      ARKANSAS, LOUISIANA, AND NEW MEXICO
                              REPORTING YEAR 2011

OVERVIEW

      Federal regulations contained in 40 CFR Part 503 are self implementing (i.e., compliance is required regardless of whether a permit contains the conditions). An updated version of the regulations can be found at EPA Region 6, web page <http://www.epa.gov/earth1r6/6en/w/sludge.htm>. The regulations require all Publicly Owned Treatment Works (POTWs) servicing a population greater than 10,000 or having a design flow rate greater than one million gallons per day, or designated as Class I facilities to submit an annual report to the permitting authority every year on February 19[th].
      
      In the packet of materials included with these instructions are a set of Discharge Monitoring Report (DMR) forms which may be used for the annual sludge reports required by 40 CFR Parts 503.18, and 503.28. These reports are due on February 19, 2012, to EPA Region 6, the sludge permitting authority for the States of Arkansas, Louisiana, and New Mexico. If you require assistance for completing the DMRs, please call Ms. Nancy Williams at (214) 665- 7179. If you have questions regarding sewage sludge compliance with the Part 503 requirements, please contact Mr. Ted Palit, P.E. at (214) 665-8061 or e-mail: palit.ted@epa.gov.

Arkansas and Louisiana facilities should note that while the NPDES Program has been delegated to the States of Arkansas and Louisiana, EPA Region 6 is still the permitting authority for sludge. Therefore, reporting required under 40 CFR Part 503 should be submitted to EPA Region 6 at the address provided below.

      Since June 2009, the EPA's National Pollutant Discharge Elimination System (NPDES) program began implementing the NetDMR data application system. NetDMR is a Web-based tool that allows NPDES permittees to electronically sign and submit their DMRs to EPA's Integrated Compliance Information System (ICIS-NPDES) via the Environmental Information Exchange Network.
      
      Effective January 1, 2012, EPA Region 6 will stop supplying preprinted sludge DMR forms for reporting sludge or Part 503 compliance. To continue sending in paper DMR forms you must copy the forms and fill them in with the appropriate limits, codes and data. However, the simplest way to provide accurate DMR information to EPA Region 6 and to avoid violations for missing information, or late submittals, is to utilize electronic reporting forms that can be set up for you using the NetDMR system. 

      You will need to get approval from EPA prior to using the NetDMR reporting system. If you would like more information on the background and process of NetDMR, visit the EPA website at www.epa.gov/netdmr. The steps needed to utilize NetDMR are simple:
    
    * You must have internet access.
    * Create a NetDMR account.
    * Submit a Subscriber Agreement.
    * Submit DMR data to the EPA test site.
    * Obtain approval from EPA.

Until you are approved for NetDMR, you must report your compliance on the Discharge Monitoring Report (DMR) Form EPA.No. 3320-1, in accordance with the attached instructions.
      This new method of reporting data will improve data quality by allowing permittees to complete sludge DMRs that are specific to your facility. This process will eliminate running out of DMR forms; making duplicate copies; mailing to multiple organizations; and late submittal violations. NetDMR will also reduce errors due to typos, entry of data not required by the permit and missing information. EPA periodically offers web-based NetDMR training and the next training is scheduled for January 10[th] and 12[th], 2012. Both training sessions are necessary and are scheduled from 12:00 pm to 3:00 pm CST on each day. To register for the training, send an e-mail to NetDMR@epa.gov. To obtain future training information, please visit www.epa.gov/netdmr. For further questions about NetDMR and its approval process, please contact Helen Nguyen at (214) 665-6458 or by e-mail at nguyen.helen@epa.gov.
      
      The complete set of sludge DMR forms consist of: Production and Use (Outfall SLDP); Land Application (Outfall SLLA); Surface Disposal (Outfall SLSA); and, Landfilling (Outfall SLDF). The entire set of forms must be appropriately completed (with facility name, address, NPDES number and appropriate monitoring period) and signed. If the form does not apply to the facility's use or disposal practice of sludge, then the form must be marked "No Discharge" in the top right hand corner and completed with appropriate signature. Please note that for reporting purposes all measurements: quantity, loading, and concentration shall be based on dry weight of sludge. 

The original and one copy of the completed and signed reports must be mailed to EPA Region 6 at the following address: 

                  EPA - Region 6 
                  Water Enforcement Branch (6EN-WC)
                  1445 Ross Avenue 
                  Dallas, TX 75202-2733 

FREQUENCY OF ANALYSIS/MONITORING PERIOD

PRODUCTION AND USE FORMS: The 2011 reporting year begins on January 1, 2011 and ends on December 31, 2011. 

LAND APPLICATION AND SURFACE DISPOSAL FORMS: Facilities must indicate the actual frequency that sewage sludge is monitored in the "Frequency of Analysis" column. The minimum required frequency, indicated in Tables 1 of Parts 503.16 and 503.26, is dependent on the amount of sludge which is annually land applied or surface disposed, respectively. 

A separate report shall be made and completed for EACH MONITORING PERIOD, and the appropriate monitoring period dates must be indicated at the top of the form. For example, if a facility is required to monitor once per quarter, four monitoring reports must be completed for each full reporting year. 

In order to aid EPA in processing reports for multiple monitoring periods, facilities should indicate "Monitoring Period 1, Monitoring Period 2, Monitoring Period 3, etc..." in the comments section at the bottom of the DMR form for each of the separate reports. 

Additional Reporting Requirements

In addition to the enclosed forms, facilities which land apply or surface dispose of sewage sludge are responsible for submitting the additional information required in Parts 503.18 or 503.28, respectively; i.e., appropriate certification statements, descriptions of how the management practices in Parts 503.14 or 503.24 are being met, and descriptions of how the site restrictions (if applicable) in Part 503.32(b)(5) are being met. This information must be attached to the original copy of the DMR forms when submitted to EPA. 

Facilities which dispose of sewage sludge by incineration are required to provide the information required in Part 503.48 in addition to the DMR forms. 

COMPLETION OF FORMS

The following instructions are for use in completing the individual sections of each type of sludge DMR form: 

PRODUCTION AND USE 

      This form is to be completed by all major and/or designated Class I facilities which generate sewage sludge. The annual production and use information must be reported in dry metric tons per year (MT/yr); other information shall be in the units indicated. If a particular sludge use does not apply to the facility's practice, then this must be indicated with a "0". 

Annual Sludge Production - Facilities must indicate the amount of dry sewage sludge produced after final sludge treatment for the reporting period. Dry sludge quantity in metric tons may be calculated based on measured or estimated moisture content in the sludge. 

Annual Sludge Land Applied - Facilities must indicate the amount of sewage sludge which it has prepared and which has been beneficially reused by land application. Facilities which provide sewage sludge to another facility which further prepares the sludge prior to land application need not report that amount of sludge which it has not prepared. 

Annual Sludge Surface Disposed - Facilities must indicate the amount of sewage sludge which it has prepared and which has been disposed in a surface disposal unit. 

Annual Sludge Landfilled - Facilities must indicate the amount of sewage sludge which it has prepared and which has been co-disposed in a municipal solid waste landfill. 

Annual Sludge Incinerated - Facilities must indicate the amount of sewage sludge which it has prepared and which is disposed by incineration in a sewage sludge incinerator. 

Annual Sludge Disposed by Other Methods - Facilities must indicate the amount of sewage sludge which it has prepared and which has been used or disposed by a method other than land application, surface disposal, incineration or co-disposal in a municipal solid waste landfill. Facilities which provide sewage sludge to another facility which further prepares the sludge, or changes the quality of the sludge, prior to land application, must report the amount provided to the other facility. The method of disposal or use other than those already indicated must be further described in the "Comments" section of the form. 

Annual Sludge Transported Interstate - Facilities must indicate the amount of sewage sludge which it has prepared and which is transported to another state other than the one in which it was prepared for eventual use or disposal. 

Toxic Characteristic Leaching Procedure (TCLP) - Facilities which generate or prepare sewage sludge must indicate the results of the TCLP test on the sludge. If the sludge has passed the test, the form must be indicated with a "0" (Pass). If the sludge does not pass the test, the form must be indicated with a "1" (Fail).

Polychlorinated Biphenyls (PCBs) - Facilities which generate or prepare sewage sludge must indicate the concentration of PCBs (in mg/Kg) in the sludge. 

LAND APPLICATION 

      This form is to be completed by those facilities which prepare bulk sewage sludge for land application for beneficial reuse or which prepare sewage sludge to be sold or given away in a bag or other container. This form does not apply to those facilities which provide all of their sewage sludge to another facility which changes the quality of the sludge prior to land application. 

      Please note that modifications to the regulation, published in the October 25, 1995, Federal Register removed chromium from the list of regulated pollutants for land application, and relaxed the limitations for selenium in land applied sludge. 

Pollutant Table from 503.13 - The facility must indicate the pollutant table from Part 503.13 which is used to determine compliance with pollutant quality as follows: 

      Table 2 - Used if bulk sewage sludge exceeds the Pollutant Concentrations of Table 3; 
      
      Table 3 - Used if bulk sewage sludge or sewage sludge sold or given away in a bag or other container of one metric ton or less meets (does not exceed) the Pollutant Concentrations of Table 3; 
      Table 4 - Used if sewage sludge is sold or given away in a bag or other container of one metric ton or less, does not meet the Pollutant Concentrations of Table 3, and contains a label or information sheet indicating an annual whole sludge application rate which does not cause any of the Annual Pollutant Loading Rates in Table 4 to be exceeded. 


Metals - Information to be included in this portion of the form consists of three types: 

      1) The cumulative loadings of the metals for a particular site (Kg/Ha); 
         
      2) The monthly average concentrations of metals (mg/Kg); and

      3) The maximum concentrations of the metals (mg/Kg). 

      All facilities which land apply bulk sewage sludge or sell or give away sewage sludge in a bag or other container for land application must indicate the maximum concentration for all metals during the monitoring period in the "Maximum Concentration" column. These concentrations are limited by the values of Table 1 of Part 503.13. The "Average Concentration" information must be completed by those facilities whose sludge meets the Table 3 Pollutant Concentrations. This information must reflect the highest concentration of each pollutant from any single sample during the monitoring period. 
      
      For those facilities whose sludge does not meet the Pollutant Concentrations of Table 3 and which are subject to the cumulative loading rates of Table 2, the cumulative loading of the metals at a site must be reported in the "Maximum Loading" columns if the loading rate has reached 90% or more of the maximum rate allowed by Table 2 of Part 503.13. If the facility has more than one application site, then this form must be included for each site which has reached 90% or more of the maximum rate allowed. Facilities which do not use the cumulative loading rates must indicate this column with a "0" to reflect "Not Applicable". For purposes of reporting sludge concentration and loading, analytical values below detection limit shall be reported as "< x", where "x" represents the analytic method quantitation limit.

Level of Pathogen Requirement Achieved - Facilities must indicate the level of pathogen requirements achieved, if any. If the sludge meets the Class A requirements, the form must be indicated with a "1". If the sludge meets the Class B requirements, the form must be indicated with a "2". If the facility's sludge does not meet either the Class A or Class B levels, the facility must report "0" (None).

Pathogen Alternative Used - Facilities must indicate which alternative number is used to achieve the pathogen level indicated above. The alternative numbers are given in Part 503.32(a)(3)-(8) for Class A (#1-6) and Part 503.32(b)(2)-(4) for Class B (#1-3). For those facilities which have been issued a permit containing the new requirements under Part 503, the alternative numbers are given in Section I.B.3. of the permit. If the facility's sludge does not meet either of the pathogen reduction levels, it must report "0". 

Vector Attraction Reduction Alternative Used - Facilities must indicate which alternative was used to achieve the vector attraction reduction requirement. The alternative numbers which apply to land application (#1-10) are given in Part 503.33(b)(1)- (10). For those facilities which have been issued a permit containing the new requirements under Part 503, the alternative numbers for vector attraction reduction are given in Section I.B.4. of the permit. If a facility is unable to meet any of the vector attraction reduction alternatives, it must report "0".


Annual Whole Sludge Application Rate - Facilities whose sewage sludge does not meet the Pollutant Concentrations of Table 3, which sell or give away sludge in a bag or other container as defined by Part 503, and which include (with the sludge) a label or information sheet containing an annual whole sludge application rate which does not cause any of the annual pollutant loading rates in Table 4 to be exceeded, must include that rate in this portion of the form. If this information does not apply to the facility, then it must indicate "0" to reflect "Not Applicable". 

SURFACE DISPOSAL 

Unit With Liner/Leachate Collection System - Facilities must indicate the presence of a liner and leachate collection system in the surface disposal unit. A unit with a liner is indicated with "1" (Yes). A unit without a liner is indicated with "0" (No). 

Unit Boundary to Property Line - Facilities whose sewage sludge unit does not have a liner and leachate collection system must indicate the actual minimum distance (in meters) from the sewage sludge unit boundary to the property line of the surface disposal site. 

Metals Concentrations - Facilities whose sewage sludge unit does not have a liner and leachate collection system must indicate the allowed pollutant concentrations for Arsenic, Chromium and Nickel from Tables 1 or 2 of Part 503.23., based on the unit boundary to property line distance. The allowed concentration must be entered into the "Average Concentration" column of the form. The actual maximum concentration measured by the permittee must be entered into the "Maximum Concentration" column of the form. 

Facilities whose sewage sludge unit has a liner and leachate collection system need not indicate the pollutant concentrations but must indicate "0" to reflect "Not Applicable" in both the Average (allowed) and Maximum (actual) columns for the three pollutants. 

Level of Pathogen Requirement Achieved - See Land Application procedures above. 

Pathogen Alternative Used - See Land Application procedures above.

Vector Attraction Reduction Alternative Used - Facilities must indicate which alternative was used to achieve the vector attraction reduction requirement. The alternative numbers which apply to surface disposal (#1-11) are given in Part 503.33(b)(1)- (11). For those facilities which have been issued a permit containing the new requirements under Part 503, the alternative numbers for vector attraction reduction are given in Section I.B.4. of the permit. If a facility is unable to meet any of the vector attraction reduction alternatives, it must report "0". 

LANDFILLING 

In Compliance With Part 258 Requirements for Sludge - Facilities which generate sewage sludge which is co-disposed in a municipal solid waste landfill must indicate whether the sludge meets the requirements of 40 CFR Part 258 (passes TCLP and paint filter test). If the facility's sludge meets the requirements, it must report "l" (Yes). If the facility's sludge does not meet the requirements, it must report "0" (No). 


COMPLETION OF FORMS BASED ON POLLUTANT CODES IN DMRS

The following instructions are in reference to each page of the DMRs and the respective pollutant codes:

PRODUCTION AND USE - SLDP 
 
      This DMR must have all fields completed, which includes frequency of analysis and sample type, as this outfall is summary information and we need to know how much sludge was produced and the amount and method of disposal. 
      
      A. Parameters 39516 and 46390 may be reported as N/A if they do not apply to your facility during the monitoring period.
         
      B. Parameters 49017 through 49023 require data showing the annual amount of sludge production and disposal; or, if none, report a zero (0) for each parameter.

      C. If Parameter 49019 shows sludge was produced, the appropriate parameter must be completed showing how the produced sludge was disposed, i.e.:

            1) by other methods (49017 requires stating what method was used in the comments section),
            2) incinerated (49018), 
            3) land applied (49020) requires values be reported on the SLLA DMR accordingly. Please review your instructions to determine what monitoring frequency is required if sludge was land applied., i.e.

               a) <290, frequency of analysis for SLLA is once per year
               b) 290 to <1500, frequency of analysis for SLLA is once per quarter
               c) 1500 to <15,000, frequency of analysis for SLLA is once every two months
               d) 15,000 and over, frequency of analysis for SLLA is once per month,

            4) surface disposed (49021 requires values be reported on the SLSA DMR accordingly. Please review your instructions to determine what monitoring frequency is required if sludge was surface disposed., i.e.

   a)                   <290, frequency of analysis for SLLA is once per year
   b)                   290 to <1500, frequency of analysis for SLLA is once per quarter
   c)                   1500 to <15,000, frequency of analysis for SLLA is once every two months
   d)                   15,000 and over, frequency of analysis for SLLA is once per month),
   e)                   landfilled (49022 requires completion of the SLDF DMR), or 
   f)                   transported interstate (49023).

LAND APPLICATION - SLLA

This DMR must be completed with values if any value other than 0" was shown on the SLDP DMR for parameter 49020. If parameter 49020 on the SLDP DMR was reported as 0", the No Discharge box should be marked at the upper right portion of the DMR.

SURFACE DISPOSAL - SLSA

This DMR must be completed with values if any value other than 0" was shown on the SLDP DMR for parameter 49021. If parameter 49021 on the SLDP DMR was reported as 0", the No Discharge box should be marked at the upper right portion of the DMR.
                  
LANDFILL - SLDF 

This DMR must be completed if any value other than 0" was shown on the SLDP DMR for parameter 49022. If parameter 49022 on the SLDP DMR was reported as 0", the No Discharge box should be marked at the upper right portion of the DMR.
