5O. Consideration of adopting a Sanitary Sewer Maintenance Policy for the City of Monticello (MT)

Transcription

1 City Council Agenda: 10/13/14 5O. Consideration of adopting a Sanitary Sewer Maintenance Policy for the City of Monticello (MT) A. REFERENCE AND BACKGROUND: City Council is asked to approve the City of Monticello s Sanitary Sewer Maintenance Policy. This policy has been in place since the early 1980s; however, it was never adopted by the City Council. After adopting this policy, the City of Monticello would be able pay a $1,000 deductible for sewer backups instead of the $2,500 deductible Monticello currently pays. While Monticello has had less than a handful of sewer backups since the early 1980s, many cities have not been so lucky, and because of that, the League of Minnesota Cities has been paying out some large claims. About five years ago, the League of Minnesota Cities Insurance Trust and the Minnesota Pollution Control Agency (MPCA) worked together and came up with an incentive plan to encourage cities to work on lowering their sewer backup deductible from $2,500 to $1,000. The plan overview is as follows: 1. Monticello is required to have a comprehensive system map indicating the following information: a. Number and locations of manholes. b. Number and approximate locations of service connections (from as-built drawings and/or televising and inspection records). c. Line locations, kind and diameter of pipe. d. Location of lift stations. 2. Monticello is required to have a documented program of regular inspection and maintenance performed on sanitary sewer lines: a. Written policy/procedures setting forth the City s program for inspection and maintenance of the City s sanitary sewer lines. b. Written inspection records documenting what kind of inspection was done, where it was done, when it was done, who conducted it, and follow-up c. Written records documenting each reported sanitary sewer backup and the City s response to the backup. 3. Monticello is required to have a documented program for lift station inspection and maintenance: a. Written policy/procedures setting forth the City s program for inspection and maintenance of the City s lift stations. b. Written inspection records documenting what was inspected, when it was inspected, who conducted the inspection, and the inspection results. 1

2 City Council Agenda: 10/13/14 c. Written maintenance records documenting what kind of maintenance was done, where it was done, when it was done, who conducted it, and follow-up 4. Monticello is required to have an operator properly certified by the MPCA available at all times. All of the above is covered in the Sanitary Sewer Maintenance Policy, proposed for adoption by the Council. A1. Budget Impact: By adopting the Sanitary Sewer Maintenance Policy, the City will save $1,500 in deductibles when there is a sewer backup. A2. Staff Workload Impact: None. The policy has been written and is currently being followed. B. ALTERNATIVE ACTIONS: 1. Motion to adopt the Sanitary Sewer Maintenance Policy for the City of Monticello. 2. Motion to not adopt the policy at this time. C. STAFF RECOMMENDATION: City staff recommends Alternative #1 for the City Council to adopt the City of Monticello Sanitary Sewer Maintenance Policy as proposed. D. SUPPORTING DATA: Sanitary Sewer Maintenance Policy for the City of Monticello League of Minnesota Cities Sewer Backup Incentive Questionnaire 2

3 CITY OF MONTICELLO SANITARY SEWER MAINTENANCE POLICY I. Purpose It is the policy of the City of Monticello to comply with all applicable state and federal regulatory requirements. The purpose of this policy is to provide the City of Monticello procedures for maintaining its sanitary sewer system. These procedures are necessary to prevent sewer backups into homes, businesses, and the natural environment. Maintenance also protects and extends the life of the City s sanitary sewer system. The City of Monticello will provide such maintenance in a safe and cost effective manner, keeping in mind safety, budget, personnel and the environmental concerns. The City will use City employees, equipment and/or private contractors to conduct this maintenance. While the City of Monticello intends to meet the guidelines in this policy, there may be times when this is not feasible. Issues including, but not limited to, budget constraints, critical equipment failure or weather and other emergencies may prevent the City from meeting the guidelines established herein. The Mayor, Council Members, City Administrator, or Utility Superintendent may override provisions established within this policy. Deviation from these goals will be documented. The City of Monticello s responsibility is to maintain the components of the public sanitary sewer system. This includes over 76 miles of sanitary sewer mains, over 1900 manholes, 7 lift stations, and other components. II. Routine Maintenance and Inspection Goals A. Sanitary Sewer Lines 1. Scope of the City of Monticello s Responsibility: The City will maintain the City s sanitary sewer lines. Private property owners are responsible for the maintenance and repair of sanitary sewer components from their property to and including the connection to the public system. 2. Schedule: The City is divided into four quadrants. Each year a quadrant will be jetted and manholes inspected, and any problem area will be addressed and televised. 3. Equipment: The equipment used to perform maintenance will depend upon availability and effectiveness as determined by qualified staff. Equipment includes: jet/vac machine (the sewer jet has various nozzle attachments, proofers, and easement setup attachments), Rockwell hydraulic sewer rodder (the rodder has various size cutters), and various hand tools as needed. F:\CITY CLERK\AGENDAS\COUNCIL AGENDAS\2014 COUNCIL AGENDAS\ \5O SANITARY SEWER MAINTENANCE POLICY.DOCX Page 1 of 4

4 4. Television Inspections: Any sewer main located within a street rehab project area will be cleaned and televised before the project starts and after such project if that sewer was been worked on. Sanitary mains in a new development must be televised before said mains are turned over to City. The City may require any sewer main near a construction site to be televised before and after construction (i.e., near blasting, digging, pile driving, etc.) Visual recordings of sewer main televising will be required of any vender performing this service for the City. A written report summarizing and interpreting the findings of the televising will also be required. These records will be kept by the City. 5. Problem Area: This is an area of the sanitary sewer system that is known to have problems such as grease accumulation, shallow slope, roots, blockage or backups. Problem areas will be cleaned once per year, unless more frequent cleaning is necessary. A proofer may be used in sanitary sewer mainlines to help eliminate grease buildups. 6. Lift Stations: The City of Monticello maintains seven lift stations using specific maintenance that is recommended. The number of lift stations, location, and date of installation/rehab and specifications of each lift station are kept on record. Maintenance for each lift station is kept on record. Maintenance includes and not limited to: a) Easy availability of original manuals with manufacturer s recommended maintenance schedules for all lift station equipment. b) Operating procedures for manipulating pump operations (manually or automatically). c) Setting wet well operating levels to maximize efficiency of pumps start/stops. d) Cleaning lift station. e) Regular rotation of lead, lag, and backup pumps (done automatically with alternators). f) Daily inspections of lift station alarm/monitoring system and hour meters. g) Yearly calibrating or conducting a draw down test. h) Identify problem areas/components. III. Inflow and Infiltration Inflow and infiltration occurs when clear water gets into the sanitary sewer system. This may occur through cracks or leaks in the sewer pipes and manholes or through sump pumps F:\CITY CLERK\AGENDAS\COUNCIL AGENDAS\2014 COUNCIL AGENDAS\ \5O SANITARY SEWER MAINTENANCE POLICY.DOCX Page 2 of 4

5 incorrectly connected to the sanitary sewer system. Inflow and infiltration can lead to backups, overflows and unnecessary and expensive treatment of clear water. City employees will periodically inspect manholes to identify any that contribute to this problem. Sanitary sewer mains will be maintained and inspected pursuant to the City of Monticello Sanitary Sewer Maintenance Policy. IV. 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. City employees will exercise their discretion when considering, but not limited to: public and employee safety, potential for damage to public and private property, and economic and environmental concerns. B. Training and Education The City of Monticello will provide training to employees responsible for maintenance and emergency response to issues with the sanitary sewer system. Training of employees will include education necessary to earn and maintain appropriate operator certifications. Training will also address standard operating procedures, proper use of equipment, safety, emergency response and other topics required by state and federal regulatory agencies. C. Work Schedule Full time City of Monticello collection department employees 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 sanitary sewer maintenance operations will be conducted only when weather conditions do not endanger the City employees and equipment. Factors that may delay sewer maintenance operations include, but are not limited to: severe cold, severe heat, flooding, rain, snow, and other severe weather events. V. Documentation The City of Monticello will document all of its inspection and maintenance activities and emergency responses for its sanitary sewer system. The City will also document circumstances that limit or prevent its ability to comply with this policy. Records will be periodically reviewed and assessed for determining future goals. F:\CITY CLERK\AGENDAS\COUNCIL AGENDAS\2014 COUNCIL AGENDAS\ \5O SANITARY SEWER MAINTENANCE POLICY.DOCX Page 3 of 4

6 VI. Public Education The City of Monticello will periodically provide its residents with information related to the care and maintenance of both public and private sanitary sewer systems. Included in this information will be steps for notifying the City about backups, items not to be flushed or put down the drain, homeowner backup insurance, and other topics related to the sanitary sewer maintenance. ***************************************************************************** ADOPTED BY the Monticello City Council this 13 th day of October, CITY OF MONTICELLO ATTEST: Clint Herbst, Mayor Jeff O Neill, City Administrator F:\CITY CLERK\AGENDAS\COUNCIL AGENDAS\2014 COUNCIL AGENDAS\ \5O SANITARY SEWER MAINTENANCE POLICY.DOCX Page 4 of 4

7 Sewer Backup Incentive Questionnaire Name of City Insurance Agent s Name 1. Does the city have a comprehensive system map showing the following information: Number and locations of manholes. Number and approximate locations of service connections (from as built drawings and/or televising and inspection records). Line locations, kind and diameter of pipe (6 PVC, 4 vitrified clay, etc.). Location of lift stations. YES NO 2. Does the city have a documented program of regular inspection and maintenance performed on sanitary sewer lines: YES NO Written policy/procedures setting forth the city s program for inspection and maintenance of the city s sanitary sewer lines. Written inspection records documenting what kind of inspection was done, where it was done, when it was done, who conducted it and the inspection results. Written maintenance records documenting what kind of maintenance was done, where it was done, when it was done, who conducted it and follow-up Written records documenting each reported sanitary sewer backup and the city s response to that backup. 3. Does the city have a documented program for lift station inspection and maintenance: Written policy/procedures setting forth the city s program for inspection and maintenance of the city s lift station(s). Written inspection records documenting what was inspected, when it was inspected, who conducted it and the inspection results. Written maintenance records documenting what kind of maintenance was done, where it was done, when it was done, who conducted it and follow-up YES NO 4. Does the city have an operator properly certified by the Minnesota Pollution YES NO Control Agency available at all times. Completed By Title Signature Date