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HomeMy WebLinkAboutResolution No. 303-13.�: vD 3 -13 • RESOLUTION WHEREAS, the City of Rochester manages a storm water management system that is composed of a large number of and wide array of constructed and natural conveyance, treatment, and volume control infrastructure elements; and, WHEREAS, the storm water management system ultimately drains to lakes, wetlands, and ephemeral and permanent drainage ways, ravines, streams and creeks; and, WHEREAS, water flowing through the natural and constructed environments presents some risk to the public, both under low flow and high flow conditions; and, WHEREAS, the City prescribes various engineering standards for the design and construction of the storm water management system to minimize risk and maximize service effectiveness; and, WHEREAS, the City has developed an Operations and Maintenance Policy for the Storm Water Management System to provide consistent, effective and efficient operation and maintenance of its public System to insure its design function will address regulatory, political rnd social expectations; storm water permit compliance, public safety concerns, economics, apability and ' capacity to maintain this and other infrastructure systems, and natural conditions; and, WHEREAS, exceptions when the City Engineer can supersede the criteria in the Policy are identified in it, including, but not limited to: budget constraints, competing interests and priorities that favor solutions for one objective over another, equipment failure, weather, and other emergencies. NOW, THEREFORE, BE IT RESOLVED by the City of Rochester Common Council that the City will utilize this Policy to guide the activities performed by its employees/equipment, private contractors/equipment, or a party other than the City. is • PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS DAY , 2013. P E IDEN AID (fdMMON COUNCIL ATTEST: Z, J�-Amamm DzpuTy CITY6LEPK 0 APPROVED THIS 1 `" DAY OF _, 2013. MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) • Res101ResolutStormWaterMaint • C] 0 Keeping K q q 4 Storrf►VW.rtcr 1. Purpose City of Rochester STORM WATER MANAGEMENT SYSTEM DESIGN, OPERATIONS AND MAINTENANCE POLICY June 12, 2013 It is the policy of the City of Rochester to design, operate and maintain a Storm Water Management System (hereinafter, the "System") that complies with all applicable state and federal regulatory requirements and City standards and that addresses public safety, as described below. As of April 2013, the extensive System within Rochester's city limits is comprised of the following public and private components: • 422 miles of storm sewer pipe; with their inlets, outlets, manholes and other point features, • 1,755 outfalls to receiving waters, • 15,699 storm sewer catch basins, • 7,986 storm sewer manholes, • 61 bridges and box culverts, • 361 storm water ponds, • 178 other treatment best management practices (BMPs) • 834 lane miles of City streets, and • 330 lane miles of open road ditches and thousands of road/driveway culverts. The City intends to provide consistent, effective and efficient design, operation and maintenance of the public System to insure it will address the following needs: • The intended design function to meet regulatory, political and social expectations • Municipal Separate Storm Sewer System (MS4) permit compliance Public safety concerns • Design, operation and maintenance costs vs. benefits (i.e., economics) • In-house staff vs. contractor availability/expertise to manage the System maintenance work in light of other infrastructure maintenance needs • Natural conditions (e.g., climate, soils, geology, topography) as they apply to issues, such as: the selection of best management practices, system capacity, and physical access These procedures, when implemented, may also extend the service life of various components of the System. Wherever water flows through the natural and constructed environments, there is some risk to the public, both under low flow and high flow conditions. Risk is minimized at the construction stage through the application of design standards and construction inspections. Operational, permit -required, storm -response and complaint -response inspections that result in maintenance activities further reduce risk. It is not practicable, however, to achieve a zero risk situation. While the City fully intends to meet the guidelines established in this Policy, there may be times when this will not be feasible. The City may be prevented from meeting the guidelines established herein when issues arise such as (but not limited to): budget constraints, competing • interests and priorities that favor solutions for one objective over another, equipment failure, or weather and other emergencies. The City Engineer may, on a case by case basis, supersede provisions established within this Policy. Deviations from the goals established in this Policy will be documented. The City will use this Policy to guide System design, operations and maintenance activities performed by its employees/equipment, private contractors/equipment, or a party other than the City. 2. Routine Maintenance and Inspection Goals A. Storm Water Management System Scope of City's Responsibility - The City will maintain the components of the public System. This includes storm sewers, manholes, catch basins, treatment BMPs and other components. Private property owners are responsible for the maintenance of private System components located on their property. Schedule — The City's goal is to comprehensively inspect 20% of its treatment BMPs,. outfalls, and storm sewer inlets and outlets every year. The remaining System components will be inspected in response to complaints or as part of other infrastructure operations and . maintenance activities (e.g., screening level inspections of catch basins during street sweeping or comprehensive inspections of catch basins during street rehabilitation projects). . • During comprehensive inspections, the infrastructure will receive a condition rating, using the following scale: 1. Minor Defect — no work needed 2. Minor to Moderate deterioration — monitor condition over time 3. . Moderate deterioration — complete work order as time allows, but within two years 4. Significant deterioration — complete work order as time allows, but within one year 5. Most Significant deterioration — complete work order or redesign/rebuild infrastructure as soon as possible. The work order timelines given are approximate, however, since the rating system alone will not be sufficient to determine if and when the structure should be maintained, repaired or replaced. Knowledge of how the specifically -identified deterioration impacts infrastructure function and abutting properties will need to be considered and professional best judgement used on a case -by -case basis. Equipment — The equipment used to perform maintenance will depend upon the equipment available and its effectiveness as determined by qualified staff. Equipment may be City - owned, rented or contractor -provided. Closed Circuit Television (CCTV) Inspection — The City's storm sewer mains will be inspected by CCTV camera under the following conditions: • At the time of new construction, whether a City Project or a City -Owner contract for new development, to determine acceptability, • • Prior to a street reconstruction project to determine if replacement during construction 2 is warranted, • In response to reports of System malfunction or failure, and • Other situations as determined by the Manager of Infrastructure Maintenance. • City staff will also utilize visual inspection and pole cameras to inspect manholes and storm sewer laterals, as needed. Video recordings of storm sewer mains not able to be visually inspected once installed will be required of any vendor performing this service for the City, along with a data log summarizing and interpreting the findings of the televising. These records will be kept by the City for a minimum of 12 years. B. Problem Areas As noted under Schedule in 2.A above, routine inspections will be used to determine System conditions and maintenance priorities. Infrastructure that receives a condition rating of three or higher will be issued Work Orders (for projects to be completed by City employees) and completed according to the schedule noted above. If the City has insufficient capacity or capability to complete the maintenance project, then Contracts or Purchase Orders will be issued for external contractor work. The schedule for projects completed with external resources will depend on the complexity of the project, available funding, public safety, and whether they must be approved through the Capital Improvement Project budget process. Additionally, City employees periodically receive reports from citizens and staff about malfunctioning or failing System elements. When these reports are received, either the Storm Water Utility Compliance Specialist or the Sewer Crew Chief, depending on the • infrastructure type, will make an on -site inspection to determine whether: • The concern is a public or private issue, • The remedy can be managed through the Work Order system by in-house maintenance staff without engineering design, or by contractors hired via contract, • The remedy can be managed through the Work Order system by in-house maintenance staff after in-house or contracted engineering design, or by contractors hired via contract; or • The project needs to be evaluated for inclusion in a future Capital Improvement Project budget. Based on periodic assessment, maintenance condition ratings and completion schedules may be adjusted to account for changes in maintenance findings and workloads over time. Placement of pictorial hazard warning signage should be considered for areas where it would be advisable to warn of specific hazards. 3. Trash Guards and Storm Sewers A. Culverts Culverts are short sections of pipe that are placed below paths, sidewalks, driveways and • roadways to transport water from one side to the other. They vary in size, material and length, but they are, by definition, open on each end and lack internal structures and connections io storm sewers. Trash guards are not routinely placed on the inlet or outlet side of culverts. However, the City Engineer may use his discretion to add trash guards to culvert inlets or outlets, as needed to address safety concerns. • B. Storm Sewer Outlets If a trash guard is installed on a storm sewer outlet, it can trap debris such as leaves and grass clippings, woody debris, and litter. This blockage can fully or partially obstruct water flowing through the storm sewers, potentially resulting in sewer surcharging and flooding. In general, the City does not support the use of trash guards on storm sewer outlets and will not require their installation on future storm sewers. Storm sewers <24 inches in circular equivalency and those >48 inches in circular equivalency will not have outlet trash guards. However, for storm sewers between 24 and 48 inches in circular equivalency, there may be situations where public safety protection outweighs all other reasons for their absence. Criteria that should be evaluated by the City Engineer to determine whether or not trash guards are warranted on outlets include: reports of or likelihood of human access, proximity to designated or undesignated recreational use areas, and unlikely consequences for higher human risks from temporary surcharging/flooding resulting from a blocked pipe. If a trash guard is installed on an outlet for these reasons, the connected inlet(s) shall also have trash guards. To summarize when outlet trash guards will be installed: • Storm sewers <24 inches in circular equivalency — no outlet trash guards • Storm sewers >24 .and <48 inches in circular equivalency — evaluate the need for • outlet trash guards on case by case basis, as described above; if installed, trash guards will also be installed on the connected inlet(s) • Storm sewers >48 inches in circular equivalency - no outlet trash guards C. Storm Sewer Inlets Trash guards can be appropriate on storm sewer inlets <48 inches circular equivalency to block most debris, if they are sized appropriately for the type and amount of debris expected. Storm sewer inlets >48 inches circular equivalency on sewers in which daylight is visible from end to end and that are constructed without internal structures or configurations so they are not likely to trap or injure aperson do not need a trash guard. Generally, storm sewer inlets >48 inches circular equivalency on sewers in which daylight is NOT visible from end to end and that are constructed with internal structures or configurations do not need a trash guard. . To summarize: • Storm sewers <48 inches circular equivalency — need inlet trash guards • Storm sewers >48 inches circular equivalency with viewable daylight and no internal obstructions— no inlet trash guards, unless an outlet trash guard has been determined to be necessary • Storm sewers >48 inches circular equivalency on sewers in which daylight is NOT visible from end to end and that are constructed with internal structures or • configurations do not need a trash guard, unless an outlet trash guard has been determined to be necessary 4 D. MnDOT Recovery Zones and Safety Guards is It should be noted that the Minnesota Department of Transportation (MnDOT) defines a "recovery zone" near roadways to improve safety related to potential vehicle crashes. MnDOT specifies that safety guards be placed at infrastructure locations, including storm sewer inlets and outlets within these zones. E. Inspections During the 2014 budget year, the City will complete a screening level inspection of approximately 3,000 inlets and approximately 3,000 outlets to confirm their composition, size, and condition; along with the presence/absence of aprons and trash guards. The inlets . and outlets connected to culverts will be distinguished from the remaining inlets and outlets. Those outlets that are defined as outfalls by the storm water permit will also be identified. The related attribute data identified during the inspections will be entered into the Geographic Information System. A summary report noting where inlet and outlet trash guards are present will be completed,to assess where trash guards need to be added or removed to comply with this Policy. This data will be used to generate a budget amount for inclusion in the 2015-2017. Capital Improvement Projects budget, for completion by 2018 via Work Order or contract, depending on the extent of the project. If trash guards are removed from a site, they will be used at other location, recycled, or disposed of as solid waste, depending on their condition. Once the culvert inlets and outlets are isolated from the data set, the remaining storm sewer inlets and outlets will be segregated into five geographic inspection areas to match the outfall inspection areas. Beginning in 2015, routine maintenance inspection of 20% of the storm sewer inlets and outlets will be completed each year, noting condition ratings to generate . Work Orders, as appropriate. 4. Personnel Responsibilities and Requirements A. Exercise of Professional Judgment It is expected that City employees, in accordance with their job duties and responsibilities, will exercise their professional judgment in the implementation of this Policy. Further, it is expected that in emergency situations, City employees will be required to exercise their discretion and weigh,political, social, and economic considerations including but not limited to public and employee safety, the potential for damage to public infrastructure and private property, environmental concerns, and budget constraints. B. Training and Education The City will provide training to employees responsible for inspection, maintenance, of and emergency responses associated with the System. Training will include inspection rating guidelines, standard operating procedures, proper use of equipment, emergency response, safety and other topics required by state and federal regulatory agencies. • E C. Work Schedule • Full-time City employees in the Public Works Department are expected to work eight -hour shifts. In emergencies, employees may be required to work in excess of eight hours. Budget and safety concerns may limit the length of time an employee is permitted to work. D. Weather Conditions Regular System maintenance operations will be conducted only when weather conditions do not endanger City employees and equipment. Factors that may delay maintenance operations include, but are not limited to: severe cold, severe heat, flooding, rain, snow and other severe weather events. 5. Documentation The City will document its inspection and maintenance activities and emergency responses for its System. The City will also document circumstances that limit its ability to comply with this Policy. A summary of inspection and maintenance activities will be prepared for each calendar year as part of the annual storm water permit report. This summary may be used to recommend future changes to this Policy. These records will be kept in accordance with the City's records retention schedule. 6. Public Education As part of its Municipal Separate Storm Sewer System (MS4) permit requirements, the City conducts a variety of public education and participation activities to help citizens understand their role in keeping our surface and groundwater clean. From raising awareness to supporting behavior changes, business owners and residents have many opportunities to identify ways they can support the System and program. 0 0 Appendix 1 Current Ordinances, Policies, Standards and Practices Pertaining to the Storm Water Management System Within the Rochester Code of Ordinances, there are many chapters that are related to the City's storm water management activities. The City also has a number of other policies, engineering standards, standard operating procedures, and emergency procedures that are important to the ongoing operation of the City's System. The following documents are available on the City's web site and in the Public Works Department. A. Rochester Code of Ordinances Ch. 2.01 MN Rules of Construction Ch. 3: Definitions Ch. 10: Building Safety Department Ch. 15: Development Districts Ch. 20: Planning and Zoning Commission Ch. 23: Public Works Ch. 27: Water Department Ch. 30: Acquisition of Public Lands Chs. 32-38: Housing Code Ch. 45B: Us of Parks, Park Trails and Parkways Ch. 45C: Use of Motorized Vehicles or Motorized Boats Ch. 46: Planting and Care of Trees Ch. 47: Shade Tree Disease Control Ch. 48: Tall Grass and Weed Regulation Ch. 50: Building Code Ch. 59: Wetland Conservation Ch. 60: Zoning Ordinance and Land Development Manual Ch. 61: Lot and Site Development Approval Procedures Ch. 62: Zoning District Regulations Ch. 63: Lot Development Standards Ch. 64: Site Design Policies Ch. 65: Nonconformities Ch. 70: Concrete Sidewalks, Driveways, Curbs and Gutters Ch. 71: Curbs, Curb Cuts, and Driveways Ch. 72: Maintenance and Repair of Sidewalks Ch. 73: Miscellaneous Street and Sidewalk Regulations Ch. 76A: Sewage Pretreatment Ch. 76B: Artificial Seepage Collection Systems Ch. 76: Supervision and Control of Sewers Ch. 77A: Storm Water Utility Ch. 77: Sewer Charges Ch. 85: General Regulations Ch. 106A: Animals Ch. 141: Refuse Collection and Disposal 7 B. City Policies • Pond Fencing Policy • • Permanent Storm Water Pond Management Grading Plan Checklist • Single Residential Lot Grading Plan Checklist • Subdivision and Non -Residential Grading Plan Checklist • 2006 Storm Water Pollution Prevention Program • City -Owner contract template (for private construction of new public infrastructure during new development) C. City Engineering Standards • General Conditions • Engineering Standards o Section 1005 — Storm Sewer Design Section o Section 1007 — Erosion and Sediment Control Section o Section 1008 - Decorah Edge Areas Section o Section 1009 - Tree Planting, Preservation and Protection • Sewer Specifications (S100) • Trench Excavation, Backfill and Surface Restoration Specifications (T100) D. Rochester Public Works Standard Operating Procedures o Letter Templates: ■ Litter Collection Along Storm Water Pond Property Owner . ■ Litter Collection Along Waterway Property Owner ■ Business Waste Litter ■ Illicit Discharge Detection and Elimination ■ Pet Waste In Sewer ■ Pet Waste on Land ■ Yard Waste Down Storm Sewer ■ Yard Waste Dumping in Street ■ Year End Stabilization- All Contractors ■ Year End Stabilization - Residential Contractors ■ ESC Development Site Commendation ■ ESC Individual Lot Commendation ■ ESC Inspection Cover Letter ■ ESC Post Stop Work Order Notice to Resume Work ■ ESC Reinspection & Stop Work Warning Letter ■ ESC Development Site Stop Work Order ■ ESC Individual Lot Stop Work Order ■ ESC Stop Work Order Internal.Memo ■ Memo to Individual Lot Builders (Lot Grades) o Forms ■ Storm Water Outfall Inspection Form ■ Work Order Form ■ Non -City Storm Water Pond Inspection Form ■ Storm Water Pond Inspection Form ■ Survey Work Order Form E? ■ Manhole Structure or Skimmer Inspection Form ■ Pond and Wetland Maintenance Inspection Form ■ Street Sweeping Data Tracking Form ■ ESC Inspection Record for SDP's and Subdivisions ■ ESC Inspection Record for Individual Residential Lots ■ Facility Audit Form to Evaluate Municipal Facility and Operations ■ Audit Form to Evaluate Parking Lot and Other Open Space Areas o Procedures ■ Building and Safety Water Issues Coordination ■ Complaint Coordination for City -Owner Projects ■ Complaint Processing Flowchart ■ Fish Kill Reporting Protocol ■ Maintenance and Engineering Storm Water Project Coordination and Tracking ■ Storm Water Call List ■ Storm Water Distribution List ■ Minnesota Duty Officer Report SOP ■ Regulatory Summary and Internal SOP ■ Illicit Discharge Detection and Elimination SOP ■ Storm Water Outfall Inspection Program SOP ■ ESC Inspection Program SOP ■ Individual Lot ESC Inspection SOP ■ ESC and Grading Violation Process Overview ■ Procedure for Grading Plan Approval ■ City Obligations for Tree and Bank Management . ■ RPW Internal Procedure to Certify Substantial Storm Water Pond Completion ■ Pond Acceptance Quick List ■ SOP Auditing Protocol ■ Storm Water CIP Prioritization Considerations ■ Storm Water Utility Credit Manual ■ Wetland Evaluation Guidance. E. Rochester Public Works Emergency Procedures • Flood Response Procedures for Storm Water Management Facilities, Drainage Ways and Streams (March 2011) bjh 6-10-13 • 6