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HomeMy WebLinkAboutResolution No. 305-14 • 305-14 D24 RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt the "Storm Water Management System Design, Operations, and Maintenance Policy — Update July 21, 2014." A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS 21st__Y_____. DAY OF_lVLy ._........__2014. PRESIDENI14 D COMMON COUNCIL ,e ATTEST: ­2 CITY CLERK APPROVED THIS 22nd DAY OF iwtY ,2014. MAYOR OF SAID CITY �itustt. H4 I i. Rir7 G..i V.a lt• Res MdOpt.stotmWaterPolicyl4 • • Keeping it Clem City CI of Rochester r, STORM WATER MANAGEMENT SYSTEM DESIGN, OPERATIONS AND MAINTENANCE POLICY June 12, 2013 : 0 f Update July2 .,_20 ,4 1. Purpose 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 boa 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 • h111.11licipal 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 %vork 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 furtlier 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 (lie 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. '['his 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. Scludule—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 (c.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: I. 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. '['lie 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 judgment 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(lie 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 malfiulction 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 mininnum 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 leas 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 • 3 • connections to 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 fixture 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 inclies 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)sliall also have trash guards. To sununarize 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 oil 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 a person 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. D. Submerged Pond Outlet Structure Inlets Storm water Ponds t yr>�icalll'have structire(s)ill place to nisrintairt the I olld's water level at its designed normal water level elevation and to allow water to pass through file WSWIll (MCC the 100 year stor-rll event level is reached. "These structures vary in type siZe. c011fig.unrti011. ,and whether/how deep they are submerged below the water level. Various enainecrinc. des_.%gLi ai•e:)plied to control the flowofwater into the structure<ind oilt cif the I crTtcl.. subtller evwater level Control fentures. as a rule. utilize one or more of the following techniques: • 4 • 'fhe ponds are designed to maxirtlizc the wvater detention time by having the wvater entering the pond at some distance from whcre it leaves the pond. This reduces rile _7otential for water quality"short circuitirtg'.. 'fhis also reduces the ticrtential for Currents to develop. which thereby rredtices tale potenti l for suctio'rt into the outlet structure's inlet. • When smell fj "to 8" in diameter)orifice-vipes are used, the ines are open without gates or screens. because their small size precludes the entry of large objects that could get stuck in the system, • Inlet u)es-with-all orifice Irtr17er than fi- in diameter are s12�Icified to helve set-cells or. grates to prevew large objects from entering the structure and the clov%,jjstream cony e ance systgq. • Some inlets are reversed skAmed, sa wvater Itas to be"pushed uh hill" utilizing the head ILressure of the water level in the_pond to force entry into the inlet. At the time it pond is proposed for construction all of its erg�ineered functional and tial:etV natures are reviewed by our storm water engineer. Construction plaus document the approach used to transfer water from the pond through the outlet structure for the o0nds that are part of the C:'ity's system. The engineering ftrinci nIcs andthe design and construction review processes are reasonable and fc.Wsible approaches to minimize human safety risk.. Aciclitionally...iftlte pond inlets/outlets were not substantially installed as designed, routine pond inspections would identify functionality issues. Therefore periodic inspection of these tees ofsubmerged feattnes is not needed. 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 cfo not need a trash guard, unless an outlet trash guard has been determined to be necessary l):C Mn DOT Recovery Zones and Safety Guards 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. r.fanspectlons 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 5 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 he 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 front 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 ill 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 linlited 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 (lie 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. C. Work Schedule Full-time City employees in the Public Works Department are expected to Nvork eight-hour shifts. In emergencies,employees may be required to work in excess of eight hours. Budget and safety concerns ilia), 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 linlited 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 • 6 • Policy. A summary of inspection and maintenance activities will be prepared for each calendar year as part of(lie 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. • 7 Appendix I 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"free 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 ol'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 g • 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) • Trenclt Excavation, Backfill and Surface Restoration Specifications ('..I'100) D. Rochester Public Works Standard Operating Procedures o Letter Templates: . ■ Litter Collection Along Storm Water Pond Property Owner ■ Latter 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 R Stop Work Warning Letter ■ ESC Development Site Stop Work Order ■ ESC Individual Lot Stop Work Order ESC Stop Work Order Internal. Mcmo ■ Memo to Individual Lot Builders (Lot Grades) o Forms ■ Storm Water Outran Inspection Form ■ Work Order Form ■ Non-City Storm Water fond Inspection Form ■ Storm Water Pond Inspection Form Survey Work Order Form • 9 • ° 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 SOI' ■ 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 201 1) L jh 6-10-13 • 10