CHAPTER 4 OPERATION AND MAINTENANCE PROGRAM

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1 CHAPTER 4 OPERATION AND MAINTENANCE PROGRAM 4.1 INTRODUCTION prvides an verview f the City s strmwater Operatin and Maintenance Prgram (O&M), equipment activities, and csts. Drainage facility maintenance is ne f the mst essential cmpnents f an effective Strmwater Management Prgram (SWMP). Strmwater facilities require regular inspectin, cleaning, and repair t ensure that they are functining as intended in rder t prvide the required flw cntrl, water quality treatment, detentin, and cnveyance. An effective O&M Prgram aims t prtect public health and safety, maintain drainage system integrity and functin, reduce infrastructure repair and life cycle csts, enhance water quality, and achieve future regulatry cmpliance. Bth radway and nn-radway areas cntribute excess strmwater runff, sediment, and pllutants t the City s strmwater drainage system; the system als receives excess runff frm adjacent State and Cunty rads and Cunty lands. Prviding regular maintenance is ne f the best, mst cst-effective ways t realize the capacity that has been designed int An effective Operatin and Maintenance Prgram aims t prtect public health and safety, ensure drainage system integrity and functin, reduce infrastructure repair and life cycle csts, enhance water quality, and achieve future regulatry cmpliance. the City s drainage system. It is this ptimizatin f the existing capacity that allws the City t bth reduce flding and prperty damage, as well as cntrl and remve sediments and ther cntaminants frm the system and frm entering int lcal receiving waters. Upn issuance f an NPDES Phase II Permit, the City will be required t develp a specific annual O&M Prgram, map and inventry the system and its utfalls, prvide rutine facility perfrmance inspectins, cnduct and recrd O&M activities within specific timeframes and accrding t the predetermined methdlgies/standards f a future Permit, and rutinely cnduct annual maintenance functins, including facility cleaning, repair, and replacement. 4.2 DESCRIPTION OF THE CITY S ANNUAL SWM OPERATION AND MAINTENANCE PROGRAM Annual Operatin and Maintenance Prgram Overview f Services The City currently implements a number f strmwater maintenance practices n an annual basis. Generally, these annual services include the cleaning, repair, and replacement f the City s varius strmwater related facilities including ditches, pipes, catch basins, pnds, and reginal detentin facilities. The maintenance crews are als ften called upn by citizens, businesses and prperty wners t respnd t lcalized drainage prblems that are threatening public and private rads, hmes, businesses, and ther structures. Page 4 1

2 2015 Strmwater Cmprehensive Plan Activities and aspects f the City s annual strmwater O&M Prgram include: The City runs an efficient and effective annual O&M that is tailred t the unique characteristics f the drainage system. The City maintenance crew prides itself in being respnsive t the public and in prtecting lcal businesses and infrastructure by ften respnding arund the clck during majr strm events. The City has adpted the 2005 Eclgy Manual, but has nt yet develped a written annual O&M Prgram r set f standards t supprt its annual perating budget, staffing and equipment needs. The City s majr structures, such as tide gates and pump statins, are inspected at least twice annually; sme f the mst critical facilities are rutinely inspected during heavy rains, such as the Larsn Dam, and the Irvine Slugh and its pump statin, alng with ther knwn prblem areas lcated thrughut the City. All catch basins and strmwater cnveyance pipes are cleaned and inspected at least nce every tw years by an utside cntractr. The City has entered int an Interlcal Agreement (ILA) with Snhmish Cunty fr maintenance wrk that has histrically included specialized rad maintenance activities, as well as the maintenance f the City s detentin pnds. Public Wrks staff are industrius, capable, and creative; they have been trained n perating the City s sweeper and vactr equipment; hwever, they have had n frmal training n detentin/retentin pnd maintenance, water quality BMPs peratin r hw t maintain/replace the varius types f new lw impact develpment (LID) facilities, which are nw required in Eclgy s mst recent Permit. The Public Wrks Department uses the iwrq 1 wrk rder system fr managing wrk flw and passing ut wrk assignments t the varius crew members n a weekly and daily basis. Interagency crdinatin with adjacent agencies is an imprtant part f the City s annual maintenance prgram and includes shared activities and csts with the tribes, fld cntrl and diking districts, the Cunty and a number f reginal watershed shellfish and water quality enhancement assciatins Cre Operatin and Maintenance Prgram Gals and Objectives The gals f the City s strmwater O&M Prgram are t: Maintain the prper functin f each f the City s strmwater facilities in rder t realize the full design capacity f the existing facilities. Interact and have a psitive exchange with the cmmunity by cnducting effective and respnsive maintenance and repair activities. 1 iwrq is a cmpany that ffers city and cunty gvernment management applicatins as an Internet service, nt as installed sftware. Page 4-2

3 2015 Strmwater Cmprehensive Plan Effectively respnd t public drainage cmplaints by perfrming small wrks prjects r minr imprvements using O&M crews, and identifying and recmmending larger prjects fr capital design, funding, and cnstructin. Reduce particulate and pllutant lading int the cnveyance system and lcal receiving waters, such as Irvine Slugh. Establish a plan that utlines hw the City s O&M Prgram can begin t reverse itself frm being mstly reactive t becming mre practive in cnducting its annual maintenance prgram and anticipating future maintenance, staffing, equipment, and facility repair/replacement needs Strmwater Facility Inventry and Mapping An accurate strmwater inventry, develped in a GIS gedatabase, is a key develpment and implementatin tl fr an effective O&M Prgram. Once created, an O&M Prgram gedatabase needs t be updated and expanded in rder t ensure it is always cmplete, up t date, and accurate. This is the type f strmwater investment that will always pay ff. It is als an invaluable staffing and budget management tl, as the inventry and mapping netwrk can be rutinely used t plan the sequencing f O&M activities, create daily wrk rders fr the crews, and supprt annual staffing, equipment, and budget requests. The uses f an up-t-date strmwater facility inventry and mapping system are numerus and may include the fllwing: Asset management Recrdkeeping Supprt t the annual budget prcesses Quick respnse t citizen and City Cuncil requests When under a Permit, an up-t-date map f strmwater facilities supprts cmpliance by prviding the infrmatin needed fr the develpment f an annual reprt t Eclgy Nte that descriptins f varius aspects f the City s strmwater and drainage system are presented in Chapter 2 Planning Area Strmwater Characteristics, Chapter 5 Strmwater System Hydrlgic and Hydraulic Mdeling, and Chapter 6 Develpment f the Capital Imprvement Prgram City s Majr Strmwater Operatin and Maintenance Services The City s annual O&M Prgram is executed by rutinely cnducting the fllwing activities and services, as listed and discussed belw: Cmplaint respnse Annual maintenance Facility repair/replacement Waste dispsal Page 4 3

4 2015 Strmwater Cmprehensive Plan O&M Service #1 Cmplaint Respnse The City s current O&M Prgram is respnsible fr receiving and respnding t public cmplaints. Drainage cncerns are dcumented and respnded t as quickly as pssible, with public requests being immediately passed n t the maintenance supervisr fr respnse. The City s maintenance crew als currently respnds t illicit discharges and spills, as reprted t the City r bserved by City Staff. Respnses t water quality cncerns and spill reprts have recently becme part f the City s emerging Illicit Discharge Detectin and Eliminatin Prgram, and will be required under the City s future Permit O&M Service #2 Rutine Annual Maintenance Activities The City s annual strmwater O&M Prgram includes a variety f activities including: ditch, pipe, and catch basin cleaning; vegetatin trimming and remval; ditch reshaping and sediment remval; inspectins t insure prper perfrmance; bservatin f cnstructin and redevelpment activities; respnse t spills; retentin pnd maintenance; interlcal agreements with the Cunty, Stillaguamish Tribe, and Diking/Drainage District fr pnd and SWM facility maintenance and crdinatin fr fld reductin; remval and replacement f brken r wrn ut parts; and equipment repair and maintenance. In general, the City s annual SWM O&M Prgram includes whatever is needed t prtect public safety and prperties and keep the drainage system functining prperly O&M Service #3 Facility Repair and Replacement During the rutine investigatin and maintenance f the City s drainage facilities, City crews will ften run acrss parts f the system that are brken r nt wrking prperly and need t be fixed in the field r even replaced. Mst f these types f facility repairs and replacements can be easily addressed by the crews themselves. The larger prblems are usually referred t the Public Wrks Directr and placed n the City s strmwater CIP list fr frmal design and cnstructin, as funding becmes available. Having a crew that is bth knwledgeable and capable f these types f repairs is invaluable t the City and can annually save the City cnsiderable financial resurces O&M Service #4 Waste Handling and Dispsal An imprtant part f having an effective maintenance prgram is als knwing hw and where t safely dispse f cllected waste materials and by-prducts. During maintenance there are a lt f urban sediments and sme liquids that need t be dispsed f prperly. Mst f these slid wastes are frm catch basin, ditch, pipe, and pnd cleaning, and vegetatin remval. Althugh expensive, mst slids are rutinely picked up and dispsed f by a waste management firm, with mst wastes ultimately being safety dispsed f in a certified landfill. Page 4-4

5 2015 Strmwater Cmprehensive Plan 4.3 RESULTS OF REGULATORY COMPLIANCE GAP ANALYSIS FOR OPERATION AND MAINTENANCE PROGRAM If the City were under a Permit, the annual O&M Prgram wuld be guided by a series f Permitmandated activities, specified methdlgies with defined due dates, and ther O&M prgram requirements including a detailed annual reprt dcumenting cmpleted O&M activities and their cmpletin dates. This sectin summarizes the O&M requirements f a new Permit. It als summarizes the results f a regulatry gap analysis that was perfrmed n the City s current annual Operatin and Maintenance Prgram Future Permit Operatin and Maintenance Prgram Requirements Issuance f a Permit will require the City t implement additinal municipal O&M Prgram activities including: Adptin f maintenance standards cnsistent with the 2012 Eclgy Manual. Develpment and implementatin f specified strmwater O&M standards, as defined in the Eclgy Strmwater Manual fr Western Washingtn and the Permit. Cnducting annual inspectins f City wned strmwater treatment and flw cntrl facilities, and perfrming needed maintenance. Spt checking strmwater treatment and flw cntrl facilities after majr strmwater events (>10-year recurrence interval); cnducting repairs. Inspecting all catch basins and inlets at least nce every tw years and cnducting needed maintenance. Implementing maintenance practices, plicies, and prcedures t reduce strmwater impacts frm the varius types f land uses thrughut the City. Regularly cnducting training activities fr all O&M staff and applicable City staff, whse primary jb functins include drainage O&M and cnstructin-related activities. Develping and implementing a Strmwater Pllutin Preventin Plan (SWPPP) dcument fr the Public Wrks/Maintenance Yard. Cntinuing t keep O&M recrds f all activities using iwrq municipal management sftware. Reprting annual O&M t the Department f Eclgy Cmpliance with a Future Permit fr Operatin and Maintenance Prgram: Results f Gap Analysis Cmpliance with a future Permit requires perfrmance f the fllwing specific seven O&M activities, as shwn in Table 4-1. The seven O&M activities include: Annual inspectins Spt checks after strms Catch basin inspectins and maintenance Page 4 5

6 2015 Strmwater Cmprehensive Plan Rad and nn-rad maintenance Training SWPPP fr maintenance yard Recrdkeeping The results f the regulatry gap analysis perfrmed n the City s annual O&M Prgram are summarized in Table 4-1 and shw that, t be in cmpliance with a future Permit, the City will need t cnsider the fllwing adjustments t their prgram. O&M Staffing: Increase staffing frm 1.57 FTE t 3.05 FTE, an increase f 1.48 FTE ($168,927) annually (r retain the supprt f utside services). O&M Supplies/Expenses: Increase expenses fr supplies and services frm $42,500 t $95,500, an annual increase f $53,000. O&M Prgram: Increase ttal annual O&M csts frm $179,385 t $401,312, an increase f $221,927 annually. See Table 4-1 fr a detailed cmparisn f recmmended levels f staffing and csts fr each f the majr O&M prgram elements required upn issuance f a future Permit. Table 4-1: Results f Regulatry Cmpliance Gap Analysis fr City s O&M Prgram Adptin Maintenance Standards (SWMP Element 5.1) Annual Inspectins f Water Quality and Flw Cntrl Facilities (SWMP Element 5.2) Spt Checks after Strm Events (SWMP Element 5.3) Catch Basin Inspectins (SWMP Element 5.4) Rad Maintenance/Nn- Radway Maintenance (SWMP Element 5.5) Staff Training (SWMP Element 5.6) SWPPP fr Maintenance Yard (SWMP Element 5.8) Recrd Keeping (SWMP Element 5.9) Existing Staff (FTE) Existing Staff Csts ($) Existing Expenses ($) Ttal Existing Prgram Csts ($) Future Staff (FTE) Future Staff Csts ($) Future Expenses ($) Ttal Future Prgram Csts ($) See bttm line ttal 0.10 $10,027 $0 $10,027 See bttm line ttal 0.75 $75,200 $25,000 $100,200 See bttm line ttal 0.40 $40,106 $15,000 $55,106 See bttm line ttal 0.75 $75,200 $15,000 $90,200 See bttm line ttal 0.75 $75,200 $30,000 $105,200 See bttm line ttal 0.10 $10,027 $5,000 $15,027 See bttm line ttal 0.05 $5,013 $500 $5,513 Ttal 1.57 $136,885 $42,500 $179, $305,812 $95,500 $401,312 Ttal Gap 1.48 $168,927 $53,000 $221,927 Page 4-6

7 2015 Strmwater Cmprehensive Plan Summary f Results f the Gap Analysis fr Operatin and Maintenance Prgram Additinal staffing (r utside services) and expenses will be needed in rder fr the City s annual O&M Prgram t cme int cmpliance with a future Permit. Existing and future annual resurces needed t implement new O&M Permit activities are listed belw and are cmpared and cntrasted with the City s existing staffing levels and csts f varius services and equipment: Existing O&M Future O&M Ttal Difference (Increase) Staff (FTE) = 1.57 Staff (FTE) = 3.05 Staff Gap (FTE) = 1.48 Staff Csts ($) = $136,885 Staff Csts ($) = $305,812 Staff Gap Expense Csts ($) = $168,927 Expense Csts ($)=$42,500 Expense Csts ($) = $95,500 Gap in Expense Cst ($) = $53,000 Ttal Csts ($) = $179,385 Ttal Csts ($) = $401,312 Ttal Cst ($) Gap = $221, RECENT ENHANCEMENTS TO THE CITY S ANNUAL OPERATION AND MAINTENANCE PROGRAM The City has started develping prtins f an updated municipal O&M Prgram including the fllwing activities: The City has adpted the 2005 Eclgy Manual. City structures, such as tide gates, are inspected at least twice annually; sme ther areas and structures are als inspected during/after every heavy rain and flw event. All catch basins and strmwater cnveyance pipes are cleaned and inspected at least nce every tw years by an utside cntractr. The City has an Interlcal Agreement (ILA) with Snhmish Cunty fr maintenance wrk that includes pnd maintenance and ditch cleaning. Public Wrks staff has been trained n the peratin f the City s sweeper and vactr equipment. The Public Wrks Department uses iwrq s wrk rder system fr tracking and managing its wrk assignments t the O&M crew. 4.5 FUTURE OF THE CITY S OPERATION AND MAINTENANCE PROGRAM As the City s strmwater system grws in size and cmplexity, the City will want t expeditiusly expand its O&M Prgram in rder t ensure that adequate staffing, supplies, utside supprt services, and funding are prvided n an annual basis. Page 4 7

8 2015 Strmwater Cmprehensive Plan Recmmendatins/Suggestins: Maintain Respnsiveness t the Public: Cmpliance with a new future Permit is imprtant, but the real driver fr a gd annual O&M Prgram, is that it gives the City the ability t be respnsive t public cmplaints and t reduce the number and magnitude f flding prblems, thus reducing prperty damage and enhancing public safety, and creating a psitive public perceptin. Rutinely Review and Re-Fcus Annual O&M Prgram t Optimize Resurces: Because O&M resurces are always limited, the City s O&M crews will want t develp an annual maintenance wrk prgram and then rutinely review and update it in rder t set pririties, and ptimize the use f its resurces. Cmplete and Update Facility Inventry/Mapping Fr Use As A Management Tl: A critical tl in directing and ptimizing resurces, as well as refining and redefining bjectives, is cmplete, up t date, and detailed inventry and mapping f existing facilities. Using the facilities inventry as a key management tl, wrk rders can be specifically written and tied t the cmpletin f wrk in the field. Many agencies are nw putting their SWM facilities int a GIS gedatabase and then giving crew members an ipad (mbile device) s they can cllect and recrd field data directly int the gedatabase. This device allws the crew t recrd the cmpletin f wrk as it is perfrmed n individual facilities in the field. With the cllectin f this type f infrmatin and use f this type f technlgy, the City will be creating a unique database s its crews can select nly thse facilities that need maintenance, based n previus recrded inspectin results. This allws the O&M prgram t be much mre specific s it fcuses nly n thse facilities that need O&M, thus saving limited resurces and getting the mst ut f the resurces that the City has annually allcated fr maintenance. Page 4-8

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