Michigan Local Public Health Accreditation Program Tool 2018 MPR Indicator Guide Section VI: Onsite Wastewater Treatment Management

Transcription

1 Michigan Lcal Public Health Accreditatin Prgram MPR 1 The lcal health department shall have a wastewater treatment regulatin capable f prtecting the public health legally adpted under enabling state legislatin. The regulatin shall authrize an enfrcement prcess that is utilized and includes the capability t deny permits, issue rders fr crrectins f failed systems, and/r ther remedies fr cnstructin withut a permit r fr vilating an rder. References: Sectins 2433 thrugh 2446 f the Public Health Cde, 1978 PA 368, as amended; Part 31, Water Resurces Prtectin, f the Natural Resurces and Envirnmental Prtectin Act, 1994 PA 451, as amended; and Part 22, administrative rules. Indicatr 1.1 Dcumentatin that a wastewater treatment regulatin is cntained in a lcal sanitary cde r rdinance legally adpted by the authrized lcal gverning entity. T fully meet this indicatr: The lcal health department maintains n file a cpy f the lcal sanitary cde and dcumentatin cnfirming it has been legally adpted. Dcumentatin Required: Lcal health department sanitary cde, rdinance and/r ther regulatin(s). Dcumentatin frm the authrized lcal gvernmental bdies that cnfirms the sanitary cde, rdinance and/r ther regulatin(s) have been legally adpted. Cmpliance Measurement: Determine that dcumentatin is prvided that demnstrates the wastewater treatment regulatin, cntained in the lcal sanitary cde, rdinance, and/r ther regulatin(s) specific t wastewater treatment systems, are legally adpted by the authrized lcal gverning entity. Evaluating Cmpliance: Met The lcal sanitary cde, rdinance, and/r ther regulatin(s) have been lawfully adpted. Met with Cnditins The lcal sanitary cde, rdinance, and/r ther regulatin(s) have been lawfully adpted; hwever, evidence exists that the agency is perating utside f the authrity f the lcal sanitary cde, rdinance, and/r ther regulatin(s). Nt Met The lcal sanitary cde, rdinance, and/r ther regulatin(s) are nt lawfully adpted. 1

2 Michigan Lcal Public Health Accreditatin Prgram Indicatr 1.2 Evidence that the lcal wastewater treatment regulatin authrizes enfrcement measures including permit denials, crrectin rders, and/r ther remedies. T fully meet this indicatr: The lcal health department maintains n file the specific sanitary cde prvisins that define the basis f denial and enfrcement. Dcumentatin Required: Lcal health department sanitary cde, rdinance, and/r ther regulatin(s). Lcal health department nsite wastewater plicy manual. Cmpliance Measurement: Determine that the lcal sanitary cde r rdinance and ther regulatins authrize an enfrcement prcess that includes: Capability t deny permits, Issue rders fr system failure crrectins, Other remedies fr cnstructin withut a permit r vilating an rder. Determine that the lcal sanitary cde, r written guidelines, r plicies, are in existence that directs enfrcement activities. Evaluating Cmpliance: Met The On-Site Review determines all f the fllwing: The lcal sanitary cde, rdinance, and/r ther regulatin(s) cntain prvisins fr enfrcement. The lcal sanitary cde r written guidelines r plicies exist that prvide directin n unifrm prcedures fr enfrcement. Met with Cnditins The On-Site Review determines that the lcal sanitary cde, rdinance, and/r ther regulatin(s) cntain prvisins fr enfrcement; hwever, evidence exists that the cde r agency s written guidelines and/r plicies prvide inadequate directin n enfrcement prcedures. Nt Met The lcal sanitary cde, rdinance, and/r ther regulatins d nt cntain prvisins fr enfrcement. 2

3 Michigan Lcal Public Health Accreditatin Prgram Indicatr 1.3 Evidence that actual enfrcement measures are utilized. T fully meet this indicatr: The lcal health department maintains n file, retrievable dcumentatin fr denials and/r enfrcement actins. Dcumentatin Required: Lgbks, cmputer database, and/r ther methd used t dcument and track enfrcement. Examples f enfrcement. Cmpliance Measurement: Determine if permit denials exist. Determine if enfrcement actins exist, which culd include any f the fllwing: Recrd f actins taken n cmplaints regarding nsite wastewater Installatin cmpliance rders Recrd f actins taken against recalcitrant installatin cntractrs Determine that the agency is fllwing the cde prvisins r written guidelines r plicies. Evaluating Cmpliance: Met The On-Site Review determines all f the fllwing: Evidence f enfrcement exists in lgbks, cmputer database, and/r ther examples f enfrcement actins. The agency is fllwing the cde prvisins, written guidelines, r plicies. Met with Cnditins The On-Site Review determines any f the fllwing: There is evidence f enfrcement actin being taken; hwever, such actins are nt being rutinely dcumented. The agency is incnsistently fllwing cde r the written guidelines and/r plicies. Nt Met The On-Site Review determines any f the fllwing: Enfrcement measures as prvided by the lcal sanitary cde, rdinance, and/r ther regulatin(s), and/r the agency s written guidelines, and/r plicies t direct staff n unifrm enfrcement prcedures are nt being taken by the agency. The agency cannt prvide retrievable dcumentatin f enfrcement actins authrized by the cde. 3

4 Michigan Lcal Public Health Accreditatin Prgram MPR 2 The lcal health department shall evaluate all parcels f land and authrize the installatin f any nsite wastewater treatment system in accrdance with applicable regulatin(s). The evaluatin shall emply a site specific physical assessment f the sil s treatment and transprt capacity and determine cmpliance with applicable regulatins. Site cnditins, including sil prfile data btained frm n-site evaluatins, shall be accurately dcumented. Dcumentatin shall be maintained in an rganized and functinal filing system that prvides retrievable infrmatin. References: Sectins 2433 thrugh 2446 f the Public Health Cde, 1978 PA 368, as amended; Part 31, Water Resurces Prtectin, f the Natural Resurces and Envirnmental Prtectin Act, 1994 PA 451, as amended; Part 22, administrative rules; and Part 4, Department f Envirnmental Quality Administrative Rules fr On-Site Water Supply and Sewage Dispsal fr Land Divisins and Subdivisins, R t R Indicatr 2.1 Dcumentatin f a site evaluatin visit, which includes the sil characteristics, seasnal high water table, slpe, islatin distances, lcatin, and available area fr initial and replacement systems. T fully meet this indicatr: The lcal health department maintains n file recrded results f site evaluatin visits that accurately dcument the required infrmatin. Dcumentatin Required: Sample Randm selectin f wastewater permit dcuments (per Appendix A Permit Selectin Prtcl) inclusive f site evaluatin dcumentatin. Lcal health department nsite wastewater plicy manual. Cmpliance Measurement: Determine that dcumentatin f all site evaluatins minimally identify the fllwing essential elements: The lcatin f the sil bring(s) r excavatin(s), which establish the apprved area fr the prpsed absrptin system t be installed, shall be dcumented in a verifiable manner (see Appendix B). Sil prfile data Sil texture fr each distinct hrizn* inclusive f tpsil t the depth f the bring r excavatin. The use f nn-usda textural terms in the lgging f the sil prfile wuld nt result in a Nt Met during Cycle 7. The use f a generic descriptr fr tpsil wuld nt result in a Nt Met during Cycle 7. Thickness f each sil hrizn t the depth f the bring r excavatin. *Nte: A hrizn fr the purpse f this guidance is defined as a sil layer which has a unifrm texture. 4

5 Michigan Lcal Public Health Accreditatin Prgram Seasnal high water table Clearly dcument if absent, and Specific depth when present in the sil prfile. Determine site factrs that may affect system design and cnstructin, including slpe and required islatin distance, are evaluated and nted n dcumentatin when applicable. Determine that the lcatin and area available fr initial and replacement systems is cnsidered as part f the site evaluatin*. *Nte: The requirement fr identifying a replacement system applies t issuance f new cnstructin permits nly. Evaluating Cmpliance: Met At least 80 percent r mre f site evaluatin dcuments reviewed cntain all f the essential elements. Met with Cnditins At least 70 percent r mre f site evaluatin dcuments reviewed cntain all f the essential elements and/r greater than 30 percent f the site evaluatin dcuments reviewed cntain nn-usda sil texture terminlgy in the lgging f the sil prfile. Nt Met Less than 70 percent f the dcuments reviewed cntain all f the essential elements. Indicatr 2.2 Permit dcumentatin f the system lcatin, design installatin requirements, pertinent site characteristics, and nature f the building develpment. T fully meet this indicatr: The lcal health department maintains n file the detailed plan and specificatins prepared fr each system fr which a permit has been issued. The plan and specificatins shall accurately define initial and replacement system lcatin*, size, ther pertinent cnstructin details, and include dcumentatin f variances, when granted. *Nte: The requirement fr identifying a replacement system applies t issuance f new cnstructin permits nly. Dcumentatin Required: Sample Randm selectin f wastewater permit dcuments (per Appendix A Permit Selectin Prtcl). Lcal health department nsite wastewater plicy manual. 5

6 Cmpliance Measurement: Michigan Lcal Public Health Accreditatin Prgram Permit dcumentatin includes the fllwing essential elements: Absrptin System Lcatin The apprved lcatin fr the absrptin system identified during the site evaluatin shall be cmmunicated by an acceptable methd (see Appendix B) as part f the fllwing: Drawing, r Descriptin Design/Installatin Requirements Specificatins fr system cmpnents that are t be installed, including treatment units, sizing f septic tank(s) and pump tank(s); type f absrptin system, size and depth; and type f fill, if needed, Requirements fr inspectins are identified. Pertinent Site Characteristics Islatin t water wells, surface water, slpe, r ther factrs are identified as apprpriate. Replacement Area - A replacement area is identified as part f a new cnstructin permit as fllws: Drawing, r Descriptin Evaluating Cmpliance: Met At least 80 percent r mre f wastewater permit dcuments reviewed cntain all f the essential elements. Met with Cnditins At least 70 percent r mre f wastewater permit dcuments reviewed cntain all f the essential elements. Nt Met Less than 70 percent f the dcuments reviewed cntain all f the essential elements. Indicatr 2.3 There is evidence f an rganized filing system allwing fr retrieval f infrmatin. T fully meet this indicatr: The lcal health department maintains an rganized filing system with retrievable infrmatin. 6

7 Dcumentatin Required: Michigan Lcal Public Health Accreditatin Prgram Filing system, cmputer database and/r ther methd used t retain infrmatin relevant t the wastewater treatment prgram. Lcal health department nsite wastewater plicy manual. Cmpliance Measurement: Determine that the results f site evaluatins and wastewater permit infrmatin are retained in an rganized manner and is retrievable. Evaluating Cmpliance: Met There is an rganized filing system, cmputer database, and/r ther methd that allws fr the cnsistent retrieval f infrmatin. Met with Cnditins There is an established filing system, cmputer database, and/r ther methd t retain infrmatin; hwever, it is nt maintained up-t-date t allw fr cnsistent retrieval f infrmatin. Nt Met There is n evidence f an rganized filing system, cmputer database and/r ther methd t retain infrmatin. 7

8 Michigan Lcal Public Health Accreditatin Prgram MPR 3 The lcal health department shall cnduct an inspectin during cnstructin r prir t cvering f the system, r shall apply an alternate methd t assure the cmpleted wastewater treatment system cmplies with permit requirements. Dcumentatin f an inspectin r alternate apprval methd shall be maintained with the permit. References: Sectins 2433 thrugh 2446 f the Public Health Cde, 1978 PA 368, as amended; Part 31, Water Resurces Prtectin, f the Natural Resurces and Envirnmental Prtectin Act, 1994 PA 451, as amended; and Part 22, administrative rules. Indicatr 3.1 Dcumentatin f cnstructin and/r final inspectin by the lcal health department r recrd f an alternate prcess t supprt the apprval f the installatin in accrdance with the permit. T fully meet this indicatr: The lcal health department shall cnduct an inspectin f all systems prir t final cver. The lcal health department maintains n file an accurate individual recrd f each inspectin cnducted during cnstructin f each system. Unless therwise specifically authrized, installer affidavits, which prvide an accurate recrd f system installatin, are maintained n file in islated cases, representing n mre than 10 percent f the ttal number f final inspectins requested, where cnstraints prhibit inspectin by the lcal health department in a timely manner. Dcumentatin Required: Lgbks and/r cmputer database. Sample Randm selectin f wastewater permit dcuments (per Appendix A Permit Selectin Prtcl) inclusive f a final inspectin r installer affidavits. Lcal health department nsite wastewater plicy manual. Cmpliance Measurement: Determine that the final inspectin cmpleted by the lcal health department includes a drawing and verificatin f system cmpnents including the fllwing essential elements: Septic Tank(s), pump chamber, and enhanced treatment units Size (septic tanks and pump chambers), as specified n the permit and/r dcumentatin f size installed, if different Make and Mdel Number f treatment unit(s), if applicable Lcatin See Appendix C Absrptin Area Size as specified n the permit and/r dcumentatin f size installed, if different Lcatin See Appendix C Dcumentatin f fllw-up inspectins when required by the lcal health department 8

9 Michigan Lcal Public Health Accreditatin Prgram Date f final inspectin Name r initials f staff persn cnducting the inspectin Affidavits If used: Unless specific authrizatin has been granted, determine that n mre than 10 percent f the ttal numbers f final inspectins are installer affidavits thrugh the lgbk and/r database, r ther methd that dcuments affidavit use. Determine that dcumentatin f installer affidavits fr final inspectins include the fllwing essential elements: A drawing and cmpnent verificatin which identifies the essential elements and key cmpnents utlined in Cmpliance Measurement fr Indicatr 3.1 Date f the installatin The installer s name Evaluating Cmpliance: Met The On-Site Review determines all f the fllwing: N mre than 10 percent f the final inspectins are by affidavit withut specific authrizatin. At least 80 percent f the final inspectin dcuments (including affidavits, if used) reviewed cntain all f the essential elements. Met with Cnditins The On-Site Review determines all f the fllwing: N mre than 10 percent f the final inspectins are by affidavit withut specific authrizatin. At least 70 percent f the final inspectin dcuments reviewed cntain all f the essential elements. Nt Met The On-Site Review determines any f the fllwing: Mre than 10 percent f the final inspectins are by affidavit. Less than 70 percent f the final inspectin dcuments reviewed cntain all f the essential elements. 9

10 Michigan Lcal Public Health Accreditatin Prgram MPR 4 The lcal health department shall respnd t all wastewater system cmplaints and maintain recrds f cmplaint reslutins. References: Sectins 2433 thrugh 2446 f the Public Health Cde, 1978 PA 368, as amended; Part 31, Water Resurces Prtectin, f the Natural Resurces and Envirnmental Prtectin Act, 1994 PA 451, as amended; and Part 22, administrative rules. Indicatr 4.1 Dcumentatin that all cmplaints are recrded, evaluated, and investigated, as apprpriate. T fully meet this indicatr: The lcal health department maintains cmplaint frms and a filing system cntaining results f cmplaint investigatins and dcumentatin f final reslutin. Dcumentatin Required: Lgbks, cmputer database, and/r a filing system fr cmplaints regarding nsite wastewater. Sample Randm selectin f cmplaints regarding nsite wastewater. Lcal health department nsite wastewater plicy manual. Cmpliance Measurement: Determine that a cmputer database, and/r filing system exists fr retentin f the results f cmplaint investigatins. Determine that cmplaints regarding nsite wastewater are lgged, investigated, and final reslutin is dcumented as apprpriate. Determine that a tracking system exists fr cmplaints regarding nsite wastewater t assure final reslutin. Evaluating Cmpliance: Met Cmplaints as received are lgged and investigated; an effective tracking system exists which is used t determine cmplaint status; and a recrd f final reslutin is dcumented. Met with Cnditins The majrity f cmplaints as received are lgged and investigated; hwever, the tracking system is nt utilized effectively and as a result, a recrd f final reslutin is nt dcumented in all instances. Nt Met Cmplaints as received are nt lgged and/r nt investigated. 10

11 Michigan Lcal Public Health Accreditatin Prgram MPR 5 The lcal health department shall investigate, dcument and evaluate the prbable cause(s) f system failure. References: Sectins 2433 thrugh 2446 f the Public Health Cde, 1978 PA 368, as amended; Part 31, Water Resurces Prtectin, f the Natural Resurces and Envirnmental Prtectin Act, 1994 PA 451, as amended; and Part 22, administrative rules. Indicatr 5.1 Apprval f permits where the system has failed*, includes retrievable dcumentatin, when available, f the age, design, site cnditins, and any ther pertinent data allwing fr assessment f prbable reasn(s) fr failure, and there is an annual summary f data submitted t the Michigan Department f Envirnmental Quality (DEQ). *Nte: Fr the purpse f this guidance, a system cnsists f a tank r tanks, absrptin system, and assciated appurtenances. A system is cnsidered t have failed when sewage backs up int the hme r structure, discharges t the grund surface, cntaminates surface water, r drinking water supplies, any part f the system is bypassed, the system is the surce f an illicit discharge, there is an absence f an absrptin system, r there is a structural failure f a septic tank r ther assciated appurtenances. T fully meet this indicatr: The lcal health department maintains a filing system fr all failed systems that includes retrievable dcumentatin; AND Annual failed system data summaries are prepared and are n file. Dcumentatin Required: Filing system and/r cmputer database fr retentin f evaluatin data regarding failed systems. Cpy f the frm that is utilized fr the cllectin f site/system data when the available standardized frm in Appendix D, is nt utilized. The cllectin frm shall cntain the fllwing minimum data elements: System age Design type and sizing Site cnditins sil texture and seasnal high water table The prbable cause(s) f failure Sample Randm selectin f failed systems evaluatin frms. Lcal health department nsite wastewater plicy manual. Cmpliance Measurement: Determine that evaluatins are cnducted n all failed wastewater treatment systems. Determine that the filing system and/r cmputer database r ther methd exists fr data retentin. Determine that annual failed system data summaries are rutinely prvided t the DEQ. 11

12 Michigan Lcal Public Health Accreditatin Prgram Evaluating Cmpliance: Met The On-Site Review determines all f the fllwing: A filing system and/r cmputer database exists fr retentin f evaluatin infrmatin and allws fr ease f retrieval. All f the minimum data elements are being cllected n at least 80 percent f failed system evaluatins reviewed. Annual summaries f failed system data are prvided t DEQ fr input int the state-wide failed system database (see Appendix D). Nt Met The On-Site Review determines any f the fllwing: Evaluatins f failed nsite wastewater treatment systems are nt ccurring, r minimum data elements are being cllected n less than 80 percent f failed system evaluatins reviewed. A filing system and/r cmputer database des nt exist fr retentin f failed system data. Annual failed system data submissins have nt been prvided t DEQ fr input int the state-wide data summary system (see Appendix D). 12

13 Michigan Lcal Public Health Accreditatin Prgram Appendix A PERMIT SELECTION PROTOCOL Gal T cllect and evaluate a representative randm number f finalized wastewater permits t evaluate cmpliance with the Onsite Wastewater Treatment prgram Indicatrs VI-2.1, VI-2.2, and VI-3.1. Methd The sample size fr permit reviews will be determined by taking an annual average f permits issued ver the review cycle perid (previus three years) by 4 percent, r Five (5) permits fr each staff member with assigned respnsibility fr the nsite wastewater prgram will be sampled. Examples: Whichever methd abve prduces the highest permit sample ppulatin will be utilized. Ratinale: There is great variability in health departments within the State in terms f the ttal number f wastewater permits issued and staff members wrking in the Onsite Wastewater Prgram. This system has been develped t balance the variability and create a fair and equitable review prcess. 1. A department that has reprted issuing 200 wastewater permits in a fiscal year with tw staff members wrking the Onsite Wastewater Prgram will have a permit sample size f 10 permits. 200 permits x 4% = 8 permits sampled 2 staff members x 5 permits each = 10 permits sampled 2. A department that has reprted issuing 1050 wastewater permits in a fiscal year with eight staff members wrking the Onsite Wastewater Prgram will have a permit sample size f 42 permits permits x 4% = 42 permits sampled 8 staff members x 5 permits each = 40 permits sampled 3. A department that has reprted issuing 350 wastewater permits in a fiscal year with fur staff members wrking the Onsite Wastewater Prgram will have a permit sample size f 20 permits. 350 permits x 4% = 14 permits sampled 4 staff members x 5 permits each = 20 permits sampled At the time f review, where infrmatin which suggests that riginal randm sample f permits has resulted in the selectin f a permit r permits which are nt representative f the prgram, the evaluatr is allwed discretin with cncurrence f the lcal health department t eliminate and replace permits and/r increase the verall sample size. 13

14 Michigan Lcal Public Health Accreditatin Prgram Appendix B SOIL BORING/EXCAVATION LOCATION DOCUMENTATION The wastewater treatment system lcatin and design will be based n the infrmatin prvided by the site and sil evaluatin. A site and sil evaluatr shuld be capable f prperly cnducting site and sil investigatins and accurately recrding required infrmatin s as t be able t cmmunicate the lcatin f the apprved area. Varius acceptable methds are utilized t recrd the lcatin f sil bring(s) and/r excavatin(s). Sil investigatins which have been accurately lcated allw fr the translatin f this infrmatin nt the subsequent permit dcumentatin utilized in cmmunicating the system design t the installer. The lcatin f the sil bring(s) r excavatin(s) which establish the area fr the prpsed absrptin system shall be dcumented. Based n cmpleted reviews f lcal health departments, a range f acceptable methds have been bserved. Acceptable methds fr dcumenting the sil bring/excavatin lcatin(s) as part f a site evaluatin under the Onsite Wastewater Treatment prgram, indicatr VI-2.1 include: 1. Tw distance measurements frm ne r mre reliable reference pints* t the sil bring/excavatin lcatin(s). 2. Single cmpass bearing and distance measurement frm a reliable reference pint* t the sil bring/excavatin lcatin(s). 3. Scaled drawing which shws the sil bring/excavatin lcatin(s). 4. In cases f repair/replacement systems, a single distance measurement frm an existing permanent benchmark** such as a hme, garage, shed, etc. lcated in clse prximity (50 feet) t the sil bring/excavatin lcatin(s). 5. Other verifiable methd which has been authrized based upn cmmunicatin with the DEQ. As an example, a number f lcal health departments have requested and received authrizatin t utilize a Glbal Psitining System (GPS) and/r Gegraphical Infrmatin System (GIS) technlgy t dcument the sil bring/excavatin lcatin(s) and related distance measurements. *A reliable reference pint is ne f a permanent nature expected t be present at the time f absrptin system installatin. ** A benchmark is a specific pint f reference frm which measurements are made, which is expected t remain unchanged thrughut the life f the system installatin. 14

15 Michigan Lcal Public Health Accreditatin Prgram Fr sil textures, the fllwing majr sil classes f the United States Department f Agriculture (USDA) Textural Classificatin System (Sil Textural Triangle) and the crrespnding abbreviatins will be the basis fr reprting. Sand (S) Lamy Sand (LS) Sandy Lam (SL) Lam (L) Silt Lam (SIL) Silt (SI) Sandy Clay Lam (SCL) Clay Lam (CL) Silty Clay Lam (SICL) Sandy Clay (SC) Silty Clay (SIC) Clay (C) Distinctins in the sand and lamy sand classes may be made t refine the majr texture classes t frm the fllwing subclasses. Carse Sand (COS) Fine Sand (FS) Very Fine Sand (VFS) Lamy Carse Sand (LCOS) Lamy Fine Sand (LFS) Lamy Very Fine Sand (LVFS) Carse Sandy Lam (COSL) Fine Sandy Lam (FSL) Very Fine Sandy Lam (VFSL) Field descriptins f sil may als include hrizn designatin, clr, wetness (mist, dry), structure, cmpactin, and presence f rck fragments. Texture Mdifiers: It is recgnized that a number f mdifiers can be used t further describe textured sils. Typical mdifiers may include, but are nt limited t, Medium, Very, Extremely, Gravelly, Cbbly, Stny, and Buldery. Terms used in lieu f texture: Sils nt defined by the USDA Sil Textural Triangle (sil particle > 2mm r rganic sils) can als be described. These may include, but are nt limited t Gravel, Cbbles, Stnes, Peat, Muck, Marl, Fill and Tpsil with a textural class where distinguishable. 15

16 Michigan Lcal Public Health Accreditatin Prgram Appendix C FINAL INSPECTION DOCUMENTATION Lcating Key Cmpnents Dcumentatin btained during the final inspectin prcess nt nly assures that the system has been prperly cnstructed in accrd with the permit requirements but prvides necessary infrmatin n lcatin f key cmpnents including the septic tank, absrptin system, and ther specific cmpnents such as pump chambers, enhanced treatment units, etc. The availability f a final inspectin drawing which accurately lcates these key cmpnents serves as an imprtant recrd fr the hmewner, maintenance prvider, and lcal health department necessary t prvide fr effective n-ging system management after cnstructin. Based upn cmpleted reviews f lcal health departments, varius acceptable methds are utilized t dcument the lcatin f key cmpnents which allw fr them t be relcated at a later date. With rare exceptin, at the time f final inspectin there are a variety f ptential permanent benchmarks** lcated in clse prximity t the installatin. Acceptable methds fr dcumenting the lcatin f key cmpnents include: 1. Tw distance measurements frm ne r mre permanent benchmarks** t septic tanks, pump chambers, enhanced treatment units and absrptin areas. Additinal ptins available t absrptin areas nly, include: i. A single distance measurement frm a permanent benchmark** is acceptable t the absrptin area in instances where the system is lcated within clse prximity (25 ) t the permanent benchmark**, ii. A single distance measurement frm a permanent benchmark** is acceptable t a mund system which creates a distinct and separate visible land feature. 2. Single bearing and distance measurement frm a permanent benchmark**. 3. Scaled drawing which shws the cmpnent lcatin(s). 4. Ntatin n a drawing f general lcatin f at-grade r abve-grade septic tank risers, pump chamber lids, treatment unit access lids, r absrptin system bservatin prts where utilized. 5. Other verifiable methd which has been authrized based upn cmmunicatin with the DEQ. As an example, a number f lcal health departments have requested and received authrizatin t utilize a Glbal Psitining System (GPS) and/r Gegraphical Infrmatin System (GIS) based technlgy t dcument the lcatin f key cmpnents and related distance measurements. ** A benchmark is a specific pint f reference frm which measurements are made which is expected t remain unchanged thrughut the life f the system installatin. 16

17 Michigan Lcal Public Health Accreditatin Prgram Appendix D Failed System Evaluatin Data Cllectin and Submissins Fr the purpse f this guidance, a failed system shall be defined as fllws: A system cnsists f a tank r tanks, absrptin system, and assciated appurtenances. A system is cnsidered t have failed when sewage backs up int the hme r structure, discharges t the grund surface, cntaminates surface water r drinking water supplies, any part f the system is bypassed, the system is the surce f an illicit discharge, there is an absence f an absrptin system, r there is a structural failure f a septic tank r ther assciated appurtenances. Indicatr 5.1 (Failed System Evaluatin) is cmprised f three distinct cmpnents; (1) cllectin f failed system/site data, (2) reprting f summarized failed system data t the Michigan Department f Envirnmental Quality (DEQ), and (3) an annual summary reprt generated by DEQ and distributed t lcal health departments. DEQ Failed System Data Cllectin Frms (Nn-Residential and Residential) are the mechanisms fr capturing all the minimum data elements f this indicatr. All failed system data cllectin frms utilized must cntain the minimum data elements captured in these frms. The ptin t utilize the DEQ standard data cllectin frms is at the discretin f the lcal health department. Individual health departments may create and utilize their wn frms t cllect and analyze infrmatin in additin t the minimum elements f this indicatr. Cnsultatin with DEQ is recmmended if a health department specific frm will be utilized t meet this indicatr. Nte: Guidance fr cmpletin f the data cllectin frms has been created t fster cnsistency in the prcess f data cllectin. See the dcument entitled, Failed System Data Cllectin Frm Guidance. DEQ Failed System Data Submissin Frms (Nn-Residential and Residential) are the mechanisms that will be utilized t summarize the data cllected n the DEQ Failed System Data Cllectin Frms (r equivalent frms as discussed abve) and fr the annual submissin f failed system data t DEQ. Data submissins shall be received within 30 days after the clse f each calendar year (February 1). Other methds f data summary and submissin may be utilized by lcal health departments. Cnsultatin with DEQ is recmmended when a health department specific frm/database will be utilized t meet this indicatr. The third cmpnent will be an annual reprt generated by DEQ that will be distributed t all lcal health departments. DEQ annual reprt will summarize all lcal health department data submissins. 17

18 Michigan Lcal Public Health Accreditatin Prgram Failed per failure definitin Nn-Failure Date: DEQ Failed System Data Cllectin Frm Nn-Residential Address: Twnship: Cunty: Facility Type: Church Dental/Medical Gas Statin Grcery Stre Industrial Multi-Family Office/Retail Restaurant Schl Other Estimated Flws: <1,000 1,000 6,000 >6,001 10,000 >10,000 (gallns per day) Septic Tank Type: Single Tw Cmpartment Mre Than One Tank N Tank Septic Tank Capacity Gallns: <1,000 1,000 1,500 >1,500 2,000 >2,000 3,000 >3,000 Unknwn Advanced Treatment Unit Yes N If yes, Treatment Unit Name: System Design: Gravity Bed Dsed Bed Pressure Dsed Bed Nne Gravity Trenches Dsed Trenches Pressure Dsed Trenches Unable t Determine Gravity Mund Dsed Mund Pressure Dsed Mund Chambers Drywells Other System Age: (years) > 40 Unknwn Sil Texture: Carse Sand, Medium Sand Fine Sand, Lamy Sand Sandy Lam Lam, Sandy Clay Lam Clay Lam, Silt Lam Clay, Silt Organic sil, Fill sil Seasnal High Water Table: > 48 (inches belw grade) System Size: Bed ft² Trenches bttm area ft² Unable t Determine Prbable Cause(s) f Failure: 18

19 Michigan Lcal Public Health Accreditatin Prgram Septic Tank Failure Infrequent Tank Pumping Pipe Filled with Slids Damaged/Cllapsed Piping System Hydraulic Overlad System Undersized Insufficient Islatin t Water Table Rt Intrusin Installatin Errr Unsuitable Fill Dirty Stne Excess Cver Lack f Maintenance Sil Clgging Unable t Determine Other: 19

20 Michigan Lcal Public Health Accreditatin Prgram Failed per failure definitin Nn-Failure Date: DEQ Failed System Data Cllectin Frm Residential Address: Twnship: Cunty: Dwelling Type: Single Family Tw-Family Dwelling Size: 2 Bedrms 3 Bedrms 4 Bedrms >4 Bedrms Septic Tank Type: Single Tw Cmpartment Mre Than One Tank N Tank Septic Tank Capacity Gallns: <1,000 1,000 1,500 >1,500 2,000 >2,000 3,000 >3,000 Unknwn Advanced Treatment Unit Yes N If yes, Treatment Unit Name: System Design: Gravity Bed Dsed Bed Pressure Dsed Bed Nne Gravity Trenches Dsed Trenches Pressure Dsed Trenches Unable t Determine Gravity Mund Dsed Mund Pressure Dsed Mund Chambers Drywells Other System Age: (years) > 40 Unknwn Sil Texture: Carse Sand, Medium Sand Fine Sand, Lamy Sand Sandy Lam Lam, Sandy Clay Lam Clay Lam, Silt Lam Clay, Silt Organic sil, Fill sil Seasnal High Water Table: > 48 (inches belw grade) System Size: Bed ft² Trenches bttm area ft² Unable t Determine 20

21 Michigan Lcal Public Health Accreditatin Prgram Prbable Cause(s) f Failure: Septic Tank Failure Infrequent Tank Pumping Pipe Filled with Slids Damaged/Cllapsed Piping System Hydraulic Overlad System Undersized Insufficient Islatin t Water Table Rt Intrusin Installatin Errr Unsuitable Fill Dirty Stne Excess Cver Lack f Maintenance Sil Clgging Unable t Determine Other: 21

22 Michigan Lcal Public Health Accreditatin Prgram Failed System Data Cllectin Frm Guidance In Octber 2014, a wrkgrup, cnsisting f representatives f the Michigan Department f Envirnmental Quality (DEQ) and the Michigan Assciatin f Lcal Envirnmental Health Administratrs (MALEHA) On-Site Sewage and Land Use Cmmittee, cmpleted an effrt t revise the definitin f failure under Indicatr 5.1. Apprval f permits where the system has failed, includes retrievable dcumentatin, when available, f the age, design, site cnditins; and any ther pertinent data allwing fr assessment f prbable reasn(s) fr failure and there is an annual summary f data submitted t the DEQ. The newly revised definitin nt nly defined what a wastewater system cnsisted f, but als intrduced new terminlgy and bradened the cnditins that may be bserved and reprted by lcal health departments as a failure. During the spring f 2015, the wrkgrup recnvened t review and discuss the newly revised definitin f failure. The wrkgrup recgnized that cnsistency in data cllectin and reprting f failure under the new definitin culd be imprved prvided there is a clear understanding f the failure cnditins discussed in the revised definitin f failure. As a result f the wrkgrup effrt, this guidance fr lcal health departments has been expanded t clarify terminlgy and pertinent examples f the failure cnditins that may be identified in the prcess f evaluating an nsite wastewater system. Imprtant! The infrmatin cllected is intended t be representative f the wastewater system which has failed and requires a permit fr crrectin. Fr the purpse f this guidance, a system cnsists f a tank r tanks, absrptin system and assciated appurtenances. A system is cnsidered t have failed when sewage backs up int the hme r structure, discharges t the grund surface, cntaminates surface water r drinking water supplies, any part f the system is bypassed, the system is the surce f an illicit discharge, there is an absence f an absrptin system, r there is a structural failure f a septic tank r ther assciated appurtenances. A. Assciated Appurtenances Examples include: d-bx (distributin bx, diverter bx), aeratin system and chamber, added treatment devices, pumps and pump chambers, valves, effluent filters, baffles, syphns, pump vaults, flats, sweep valves and bxes, cntrl panels, junctin bxes, r similar auxiliary devices. B. System Bypass an intentinal redirecting f a system cmpnent and includes advanced treatment system is bypassed, unplugged aeratin device, discnnected absrptin system/drain field, verflw r cheater pipe, bypass valve, pump placed int septic tank t bypass field, r ther methds f system peratin nt functining as designed. C. Illicit Discharge Examples include: wastewater sent t a strm drain, wastewater sent t surface water, an pen trench discharge, wastewater sent t a field tile r ther system nt designed fr sanitary wastewater, r ther physical cnnectin t a lcatin r system nt intended t receive sanitary wastewater. Fr Nn-Residential systems: Indicate the facility type and estimated gallns per day flw. 22

23 Michigan Lcal Public Health Accreditatin Prgram Fr Facility Type, the fllwing further descriptins are prvided: Gas Statin This categry wuld include stand-alne gas statins and gas statin/cnvenience stres. Multi-Family This categry wuld include cmmunity nsite systems serving apartments/twnhuses, mbile hme parks, and ther residential develpments such as cndminiums and subdivisins. Fr Residential systems: Indicate the dwelling type and size. Fr either Nn-Residential r Residential systems, the fllwing applies: Septic Tank Type: Indicate the type f tank arrangement prviding the primary treatment (excluding any separate pumping r dsing tanks) r the cmplete absence f a tank. Septic Tank Capacity Gallns: Indicate the ttal vlume f the tank(s) that prvide the primary treatment (excluding any separate pumping r dsing tanks). Advanced Treatment Unit: Indicate the presence r absence f an advanced treatment unit as a cmpnent t the failed system. Prvide the name f the treatment unit when present. System Design: Indicate the type f design f the failed system when determined r if available. If n infrmatin is available, r if effrts are undertaken t lcate the system at the site, such as using a tile prbe r sil auger and a system is lcated, hwever the specific design cannt be determined, indicate Unable t Determine. Nte: If it is determined that there is n system; such as a tile t a ditch r field tile r ther nnexistent system, indicate Nne. Whenever Nne is indicated, cmpletin f the remainder f the frm is ptinal. System Age: Indicate the age f the failed system as apprpriate. If n infrmatin is prvided r available as t the system age, indicate Unknwn. Sil Texture: indicate nly the sil texture representative f the infiltrative surface f the failed system. D nt reprt multiple sil textures representative f a typical sil prfile descriptin. In instances where there is n sil absrptin system as nted abve in System Design, Nne, the reprting f sil texture is ptinal. Seasnal High Water Table: Indicate the depth f seasnal high water table representative f lcatin f the failed system, based upn the natural grund surface. System Size: Indicate the size f the failed system when determined r if available. If n infrmatin is available frm any surce, indicate Unable t Determine. 23

24 Michigan Lcal Public Health Accreditatin Prgram Prbable Cause(s) f Failure: Indicate all elements believed t be cntributing t the cause f the failure. Nte: If desired, it is acceptable fr individual cunty r district health departments mdifying their agency s data cllectin frm and agency guidance t capture a single, predminant cause fr failure, in lieu f reprting multiple causes, as lng as the agency is capable f generating the annual data summary cnsistent with MDEQ failed system data cllectin elements. In recgnitin fr further guidance, the fllwing examples are prvided: Septic Tank Failure There is a structural failure f the septic tank. The septic tank is belw its nrmal perating level indicating a leaking tank. Hydraulic Overlad The system is receiving large quantities f grund water r surface water (culd include; fting/fundatin drainage via a sump pump r discharges frm a water sftener). The design f the failed system was fr a tw-bedrm huse, hwever, it is determined that the number f ccupants is well beynd tw peple per bedrm. System Undersized The size f the failed system was based n site limitatins such as insufficient space based n sils and/r space limitatins. Sil Clgging The failed system is lnger accepting wastewater effluent and the failure is reflective f a system that has functined as designed during its nrmal life expectancy. 24

25 Michigan Lcal Public Health Accreditatin Prgram DEQ Failed System Data Submissin Frm Nn-Residential Calendar Year: Lcal Health Department: Ttal number f Nn-Residential failures: Facility Type; Ttals: Church Dental/Medical Gas Statin Grcery Stre Industrial Multi-Family Office/Retail Restaurant Schl Other: Estimated Flws; Ttals: (gallns per day) <1,000 >1,000 6,000 >6,001 10,000 >10,000 Septic Tank Type; Ttals: Single Tw Cmpartment Mre Than One Tank N Tank Septic Tank Capacity Gallns; Ttals: <1,000 >1,000 1,500 >1,500 2,000 >2,000 3,000 >3,000 Unknwn Advanced Treatment Unit; Ttals Yes N If yes, Treatment Unit Name(s): System Design; Ttals: Gravity Bed Dsed Bed Pressure Dsed Bed Gravity Trenches Dsed Trenches Pressure Dsed Trenches Gravity Mund Dsed Mund Pressure Dsed Mund Chambers Drywells Nne 25

26 Michigan Lcal Public Health Accreditatin Prgram Other Unable t Determine System Age Ttals in Years; Ttals: > 40 Unknwn Sil Texture Ttals: Carse Sand, Medium Sand Fine Sand, Lamy Sand Sandy Lam Lam, Sandy Clay Lam Clay Lam, Silt Lam Clay, Silt Organic sil, Fill sil Seasnal High Water Table; Ttals: (inches belw grade) > 48 Bed Size ft²; Ttals: > 2100 Unable t Determine Trench Size ft²; Ttals: > 2100 Unable t Determine 26

27 Prbable Cause(s) f Failure; Ttals: Michigan Lcal Public Health Accreditatin Prgram Septic Tank Failure Infrequent Tank Pumping Pipe Filled with Slids Damaged/Cllapsed Hydraulic Overlad System Undersized Piping System Insufficient Islatin Rt Intrusin Installatin Errr t Water Table Unsuitable Fill Dirty Stne Excess Cver Lack f Maintenance Sil Clgging Unable t Determine Other: 27

28 Michigan Lcal Public Health Accreditatin Prgram DEQ Failed System Data Submissin Frm Residential Calendar Year: Lcal Health Department: Ttal number f Residential failures: Dwelling Type; Ttals: Single Family Tw-Family Dwelling Size; Ttals: 2 Bedrms 3 Bedrms 4 Bedrms >4 Bedrms Septic Tank Type; Ttals: Single Tw Cmpartment Mre Than One Tank N Tank Septic Tank Capacity Gallns; Ttals: <1,000 >1,000 1,500 >1,500 2,000 >2,000 3,000 >3,000 Unknwn Advanced Treatment Unit; Ttals Yes N If yes, Treatment Unit Name(s): System Design; Ttals: Gravity Bed Dsed Bed Pressure Dsed Bed Gravity Trenches Dsed Trenches Pressure Dsed Trenches Gravity Mund Dsed Mund Pressure Dsed Mund Chambers Drywells Nne Other Unable t Determine 28

29 System Age Ttals in Years; Ttals: Michigan Lcal Public Health Accreditatin Prgram > 40 Unknwn Sil Texture Ttals: Carse Sand, Medium Sand Fine Sand, Lamy Sand Sandy Lam Lam, Sandy Clay Lam Clay Lam, Silt Lam Clay, Silt Organic sil, Fill sil Seasnal High Water Table; Ttals: (inches belw grade) > 48 Bed Size ft²; Ttals: > 2100 Unable t Determine Trench Size ft²; Ttals: > 2100 Unable t Determine 29

30 Prbable Cause(s) f Failure; Ttals: Michigan Lcal Public Health Accreditatin Prgram Septic Tank Failure Infrequent Tank Pumping Pipe Filled with Slids Damaged/Cllapsed Hydraulic Overlad System Undersized Piping System Insufficient Islatin Rt Intrusin Installatin Errr t Water Table Unsuitable Fill Dirty Stne Excess Cver Lack f Maintenance Sil Clgging Unable t Determine Other: 30

31 Michigan Lcal Public Health Accreditatin Prgram Appendix E Onsite Wastewater Treatment Prgram Self-Assessment Review Optin Michigan lcal health departments (LHDs), in partnership with the Michigan Department f Envirnmental Quality (DEQ), are cmmitted t the prtectin f public health and the envirnment thrugh the effective Onsite Wastewater Treatment Prgrams. Structured evaluatins f LHDs by DEQ staff n a 3- year basis, as part f the Michigan Lcal Public Health Accreditatin Prgram (MLPHAP), have been utilized t measure the success f prgrams in meeting minimum prgram requirements (MPRs). Histrical reviews clearly cnfirm that a cmmitment t nging quality assurance at LHDs have cnsistently resulted in accreditatin reviews where there were few, if any, majr deficiencies nted. It is the purpse f this guidance t establish the alternative ptin fr accreditatin review based upn annual LHD self-assessment and reprting which effectively cmmunicates nging cmpliance status. A significant cmpnent t the success f a self-assessment apprach is the designatin at the LHD f a key staff persn r persns respnsible fr prgram training, versight, and mnitring. They wuld be relied upn as the in-huse expert related t prgram implementatin cnsistent with the MPRs and nging quality assurance mnitring. Designated staff wuld als be expected t serve as the primary pint f cmmunicatin and reprting t DEQ in all matters related t accreditatin specific t the Onsite Wastewater Treatment Prgram. This wuld include submissin f annual self-assessment reprts, failed system data summaries, and quarterly nsite wastewater prgram activity reprts. All LHDs are encuraged t utilize the self-assessment apprach. Hwever, a LHD best prepared t use this ptin is cnducting thrugh rutine and nging quality assurance prgram reviews. Fr LHDs wishing t be authrized t utilize this apprach, a written request must be submitted t DEQ fr a case-by-case review. The quality assurance prcess, designed t meet LHD needs, is expected t be utlined by the LHD in the written request t DEQ. At the time f the scheduled accreditatin review, the LHD must be prepared t discuss the specific activities being carried ut. LHDs desiring t utilize the self-assessment ptin are encuraged t submit their request. The selfassessment review ptin becmes stand-alne where a LHD has requested and been granted DEQ authrizatin at least 12 mnths prir t the scheduled accreditatin review date. Under this ptin, the verall accreditatin review shall cnsist f the fllwing elements: Annually, the LHD is expected t submit a prgram self-assessment t DEQ. The reprt will fllw a standardized frmat that is available frm DEQ. Annual assessments shall be transmitted each year t the DEQ in the same mnth as the scheduled accreditatin review. DEQ will be respnsible fr prviding a timely review and prvide a frmal respnse t the LHD fr each self-assessment reprt submitted. As part f the nging self-assessment prcess, during the time perid leading t the scheduled accreditatin review by DEQ, a LHD may determine that ne r mre indicatrs are nt being met r met with cnditins. The LHD has full discretin t: Put a crrective plan f actin in place, the details f which shall be cmmunicated with DEQ. Shw 90 days f cmpliance with the plan. 31

32 Michigan Lcal Public Health Accreditatin Prgram At the time f the scheduled accreditatin review, the LHD shall receive a Met r Met with Cnditins n that MPR, where DEQ verifies crrective actins have resulted in cmpliance. At the time f the scheduled accreditatin review, the LHD will arrange t meet with DEQ t review and discuss the dcumentatin utlining the Onsite Wastewater Treatment Prgram s cmpliance. It is anticipated that the meeting wuld be arranged at a time, date, and lcatin selected by the LHD and attended by the evaluatr, designated LHD quality assurance staff, and thers chsen by the LHD. Discussins at that time wuld fcus n: Quality assurance activities Self-assessment and cmpliance rating against established prgram standards. On r befre the time f the scheduled accreditatin review, the current year self-assessment dcument will be presented t DEQ by the LHD staff t verify that the self-assessment was cmpleted accurately and prperly. The LHD will receive the rating it gave itself n any MPRs, prviding DEQ verifies the rating as crrect. Shuld a LHD assess any indicatrs as Nt Met, which are verified at the time f accreditatin review, they will be subject t the established frmal accreditatin Crrective Plan f Actin prcess. Shuld the self-assessment shw an incrrect rating r a prgram element that was nt prperly r cmpletely reviewed, that element shall be jintly reviewed with DEQ and LHD staff t determine the crrect rating. DEQ may review a number f the riginal dcuments assessed t determine if the self-assessment is crrect and accurate. 32