STAFF REPORT. Approval ofupdated Sewer System Management Plan

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1 rmill VALLEY] STAFF REPORT TO: FROM: SUBJECT: Mayor and City Council Bianca Gomez, P.E., Associate Engineer Approval ofupdated Sewer System Management Plan MEETING DATE: February 4,2013 Approved for Forwarding: f{;)/ju,vp?()~, 0'h1 ~ m., ~ann, City Manager 1 ISSUE: 2 3 Consideration ofa Resolution approving the City ofmill Valley's Updated Sewer System 4 Management Plan (SSMP) as required by the State Water Resources Control Board. 5 6 RECOMMENDATION: 7 8 Receive the presentation, and discuss and adopt Resolution BACKGROUND: The City of Mill Valley owns and operates a sanitary sewer system that includes 13 approximately 59 miles of gravity sewer pipelines, two pumping stations, and less than 14 one mile of pressure pipelines or forcemains. The system services approximately 7, equivalent dwelling units or approximately 13,900 residents. The City conveys average 16 dry weather flow of 1.1 million gallons per day (mgd) and peak: wet weather flow of mgd, as reported in the City's Sewage Spill Reduction Action Plan, Volume III dated 18 October 2010, which is available on the Public Works page ofthe City website, accessed 19 through the url: ITEM 7

2 City Council StaffReport Approval of Updated Sewer System Management Plan February 4, In July 2005, the San Francisco Regional Water Quality Control Board (RWQCB) 23 implemented a program that required electronic reporting of sanitary sewer overflows 24 (SSOs) and the development of an SSMP. Subsequently, on May 2, 2006, the State 25 Water Resources Control Board (SWRCB) issued Order No DWQ, 26 Statewide General Waste Discharge Requirements (Statewide WDR) for Wastewater 27 Collection agencies. The Statewide WDR also requires electronic reporting of all SSOs 28 and the preparation and implementation of an SSMP. The Statewide WDR SSMP 29 requirements are similar to the RWQCB requirements, with the elements listed in a 30 different order and an eleventh element titled, "Communication Program." 31 The Statewide WDR requires the following: "All federal and state agencies, municipalities, counties, districts, and other public 34 entities, known as "Enrollees", that own or operate a sanitary sewer system greater 35 than one mile in length that collect and/or convey untreated or partially treated 36 wastewater to a publicly owned treatment facility in the State ofcalifornia to comply 37 with the terms ofthis Order." The SSMP is separate from the requirements from the EPA Compliance Order for SASM 40 which includes a reduction in sewer inflow and infiltration. These SSMP requirements 41 are mandated for all sewer collection and treatment agencies The City's original Sanitary Sewer Management Plan was created in The proposed 44 update will bring the SSMP in-line with current requirements including Council approval 45 ofthe SSMP. The overall purpose ofthe SSMP is to identify programs and activities that 46 will, when implemented, reduce the number ofsanitary sewer overflows. In addition, the 47 following goals are highlighted as the objectives ofthe SSMP: To properly manage, operate, and maintain all parts of the wastewater 50 collection system 51 To provide adequate capacity to convey peak: flows to the treatment plant 52 To minimize the frequency and duration ofssos 53 To mitigate the impact ofssos on public health and the environment 54 To respond quickly and respectfully to public notifications ofssos 55 To collect complete and accurate information regarding SSOs for reporting 56 to the appropriate regulatory agencies 57 To uphold the City's standards and specifications on newly constructed 58 public and private sewers 59 To provide a safe working environment for City employees 60 To provide City employees with the tools and training needed to perform 61 their work effectively and achieve the City's goals

3 City Council StaffReport Approval ofupdated Sewer System Management Plan February 4, These goals are in-line with Council's core values which include the health and safety of residents and a healthy natural environment. The Public Works staff has completed an update of the ten elements required by the RWQCB guidelines and Statewide WDR, and also the eleventh element required by the Statewide WDR. The Statewide WDR requires approval of the SSMP, and major document revisions, by the City Council. DISCUSSION: The SSMP was prepared by consultant Vivian Housen & Associates, along with the input of key staff members. The format of the SSMP is based on the recommended format provided by the RWQCB and Statewide WDR. The City ofmill Valley SSMP includes the following eleven elements, which meet the RWQCB and Statewide WDR SSMP requirements: Element I Element II Element III Element IV Element V Element VI Element VII Element VIII Element IX Element X Element XI Goals Organization Legal Authority Operation and Maintenance Program Design and Performance Provisions Overflow Emergency Response Plan Fats, Oils, and Grease (FOG) Control Program System Evaluation and Capacity Assurance Plan Monitoring, Measurement, and Program Modifications SSMP Program Audits Communication Program The SSMP serves as a template for sewer system operations, maintenance, and management practices that protect human health and the environment from SSOs. A reduction in inflow and infiltration (1&1) is an expected result of the implementation of the SSMP based on its core objective ofidentifying sewer maintenance needs. The SSMP Executive Summary is included as an attachment to this staff report. The Executive Summary provides additional description ofthe components of each Element. A copy of the full SSMP and associated Overflow Emergency Response Plan will be made available on the City's webpage and will be available for review in hard copy at the Public Works Department. Approval of the updated SSMP by the Council will also delegate authority to the Public Works Director to make administrative and minor procedural changes in order to keep the SSMP current. 3

4 City Council StaffReport Approval of Updated Sewer System Management Plan February 4, FISCAL IMPACT: The consultant fees for the SSMP update will not exceed $16,650. The SSMP serves as 113 the framework for how the City manages and operates its sanitary sewer system from 114 employee training to project selection. Therefore, the fiscal impact ofthe implementation 115 ofthe SSMP is included within the adopted operations and capital improvement project 116 budgets. No direct costs will be incurred ATTACHMENTS: Draft Resolution Sewer System Management Plan Executive Summary (full plan available for 121 review in the City Clerk's office). 4

5 1 RESOLUTION NO. 2 3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MILL VALLEY 4 APPROVING THE SEWER SYSTEM MANAGEMENT PLAN (SSMP) AND 5 AUTHORIZING THE PUBLIC WORKS DIRECTOR TO MONITOR AND 6 UPDATE THE PLAN 7 8 WHEREAS, the San Francisco Bay Regional Water Quality Control Board (RWQCB) 9 issued a letter on July 7, 2005 requiring municipalities that own and operate sanitary 10 sewer collection systems to prepare a Sewer System Management Plan (SSMP); and WHEREAS, on May 2,2006, the State Water Resources Control Board (SWRCB) 13 issued Order No DWQ (Statewide WDR), as amended on February 20, by Order No. WQ EXEC; and WHEREAS, pursuant to the RWQCB Guidelines and Statewide WDR, public agencies 17 that own and operate sanitary sewer systems greater than one mile in length must 18 develop an SSMP in accordance with the SWRCB requirements and their governing 19 body must approve the completed SSMP; and WHEREAS, t;he City of Mill Valley is a public entity that owns and operates a sanitary 22 sewer system greater than one mile in length; and WHEREAS, the City of Mill Valley Public Works Department staff have revised the 25 City's SSMP to meet the requirements of both the SWRCB and RWQCB NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mill 28 Valley does hereby approve the updated SSMP, and authorizes the Public Works 29 Director or his or her designee authority to monitor and update the plan from time-to- 30 time PASSED AND ADOPTED at a meeting of the City Council of the City of Mill Valley 33 on the _day of, 2013, by the following vote: AYES: 36 NOES: 37 ABSENT: Andrew Berman, Mayor ATTEST: Kelsey Rogers, City Clerk I Administrative Assistant 1 ATTACHMENT 1

6 Sewer System Management Plan This Sewer System Management Plan (SSMP) has been prepared in compliance with requirements ofthe San Francisco Bay Regional Water Quality Control Board (RWQCB) pursuant to Section ofthe California Water Code, and the State Water Resources Control Board (SWRCB) Order No DWQ. ES-l Background On July 7,2005, the RWQCB issued a letter to the San Francisco Bay Region (Region 2) sewer collection system agencies, including the City of Mill Valley (City), that required the City to prepare an SSMP. At the same time, the RWQCB released an SSMP Development Guide that was prepared in cooperation with the Bay Area Clean Water Agencies (BACWA). The 2005 directive stated that the City must also comply with RWQCB sanitary sewer overflow (SSO) electronic reporting requirements issued in November Similarly, on May 2, 2006, the State Water Resources Control Board (SWRCB) issued a directive through Order No DWQ to require all public wastewater collection system agencies in California with greater than one mile ofsewers to be regulated under General Waste Discharge Requirements (Statewide WDR). The SWRCB action also mandates the development ofan SSMP and the reporting ofssos using an electronic reporting system. The SWRCB SSMP requirements are similar to those ofthe RWQCB but differ in organization and some details. The intent ofthis SSMP is to meet the requirements ofboth the RWQCB and the Statewide WDR. ES-2 City of Mill Valley Service Area The City is located approximately 14 miles north ofsan Francisco, west ofrichardson's Bay in southern Marin County. The City is approximately 4.7 square miles in area, with approximately 13,900 residents, based on 2010 census data. The City's sanitary sewer collection system service approximately 7,140 equivalent dwelling units (EDUs) through 59 miles of sewer pipes, two pumping stations and less than one mile offorcemain. Wastewater is conveyed to the Sewerage Agency of Southern Marin (SASM) wastewater treatment plant for treatment and discharge through a deepwater discharge to the San Francisco Bay. The City conveys average dry weather flow of 1.1 million gallons per day (mgd) and peak wet weather flow of 13.3 mgd, as reported in the City's Sewage Spill Reduction Action Plan, Volume III dated October 2010, which is available on the Public Works page ofthe City website, accessed through the url: v. W. Hausen & Associates Page ES-l ATTACHMENT 2

7 Sewer System Management Plan Figure ES-1 shows the City boundary, which also comprises the City's wastewater service area. Figure ES-l. Mill Valley Service Area _...(..... ~ I r= \ Source: MarinMaps " ES-3 SSMP Objectives The objectives ofthe SSMP are to accomplish the following: 1. Establish goals that align the City's sewer collection system operation, management and capacity assurance activities in a manner that achieves the intended purpose ofthis SSMP 2. Comply with the RWQCB SSMP Develop Guidelines and Statewide WDR through provision ofthe following: V. W. Hausen s Associates Page ES-2

8 & Sewer System Management Plan Elements I through XI, following the outline ofthe Statewide WDR, including a description ofthe regulatory requirements and a summary ofexisting and planned documents and plans related to each element Appendices that are amended over time to reflect changes in contact personnel, job descriptions, policies, procedures and programs Table ES-I, shown on the following page, identifies the objectives that must be addressed to comply with each SSMP element. v. W. Hausen & Associates Page ES-3

9 Sewer System Management Plan Element -- - If Table ES-l. SSMP Objectives Objective I. Goals Properly manage, operate and maintain the collection system Provide capacity to convey base and peak flows Minimize the frequency and severity of SSOs Mitigate the impact ofssos II. Organization Identify agency staff responsible for the SSMP Identify chain of communication for responding to and reporting SSOs III. Legal Authority Control 1/1 from the collection system and laterals Require proper design and construction of sewers and connections Require proper sewer installation, testing and inspection Ability to impose source control requirements IV. Operation and Maintain up-to-date maps Maintenance Program Allocate adequate resources for system operation and maintenance Prioritize preventative maintenance activities Identify critical equipment and spare parts to minimize equipment and/or facility downtime Provide staff training on a regular basis V. Design & Construction Identify minimum design and construction standards and specifications Standards Identify procedures and standards for inspecting and testing VI. Overflow Emergency Provide SSO notification procedures Response Plan (OERP) Develop and implement a plan to respond to SSOs Develop procedures to report and notify SSOs Develop procedures to prevent overflows from reaching surface waters, and to minimize or correct any adverse impact from SSOs VII. FOG Control Program Develop a Fats, Oil and Grease (FOG) control plan, if needed VlIl.System Evaluation and Establish a process to access the current and future capacity Capacity Assurance requirements Implement a capital improvement plan to provide hydraulic capacity IX. Monitoring, Measure the effectiveness of each SSMP element Measurement and Monitor each SSMP element and make updates as necessary Program Modifications X. SSMP Audits Conduct a bi-annual audit that includes deficiencies and steps to correct them XI. Communication Communicate with public (Customers) on SSMP development, Program implementation and performance and create a plan for communication with tributary/satellite sewer systems -_.. V. W. Hausen & Associates Page ES-4