HomeMy WebLinkAbout08.a. Accept the 2011 Sewer System Management Plan (SSMP Annual Audit Report)Central Contra Costa Sanitary District Q
' BOARD OF DIRECTORS
V•Q..
POSITION PAPER
Board Meeting Date: March 1, 2012
Subject: BOARD ACCEPTANCE OF 2011 SEWER SYSTEM MANAGEMENT PLAN
ANNUAL AUDIT
Submitted By: Initiating DeptJDiv.:
David Hefflefinger, Assistant Engineer Collection System Operations Department/
Field Operations
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
D. He efinger C. Swanson Ann Farrell Jam Kelly,
Deputy General Gene anager
Manager /Director of
Engineering
ISSUE: The Central Contra Costa Sanitary District's (District) annual audit of the
Sewer System Management Plan (SSMP) has been prepared for submission to the
California Regional Water Quality Control Board (RWQCB), San Francisco Bay
Section. This annual audit is presented for the District Board of Directors' information
and acceptance.
RECOMMENDATION: Accept the 2011 SSMP Annual Audit.
FINANCIAL IMPACTS: None
ALTERNATIVES /CONSIDERATIONS: None
BACKGROUND: The California State Water Resources Control Board Order No.
2006 -0003, "Statewide General Waste Discharge Requirements (WDR) for Sanitary
Sewer Systems," and the Regional Water Quality Control Board (RWQCB) required
that an SSMP be prepared and that the SSMP contain 11 chapters. The SSMP was
adopted by the District Board of Directors and as it now stands meets the requirements
of the RWQCB.
The RWQCB also required that an annual audit of the SSMP be prepared and
submitted to the RWQCB by March 15 of the year following the year for which the
analysis applies. The purpose of the audit is to evaluate the effectiveness of SSMP,
analyze overflow and stoppage data for trends, and identify areas which may be lacking
and need improvement. The audit for year 2011 is attached to this position paper. The
audit is separate from the Annual Overflow Report previously provided to the RWQCB.
Upon acceptance of this audit by the District Board of Directors, it will be submitted to
the RWQCB by March 15, 2012.
RECOMMENDED BOARD ACTION: Accept the 2011 SSMP Annual Audit.
CSO /N: \Users \SJocovic \Ppaper \SSMP Audit 2011 ppaper.doc
Central Contra Costa Sanitary District
Sewer System Management Plan Annual Audit Report
Date of audit
February 23, 2012
Name of auditor
David Hefflefinger, P.E.
System Overview
LF of gravity sewer mains
7.7 million (1,460 miles)
LF of force mains
116,000 (22 miles)
Total LF of all sewer line
7.9 million (1,500 miles)
Number of pumping stations
17
Population served
322,000 (plus 134,000
sewage treatment only)
Current monthly single family residential sewer rate
- $28 /month ($341/yr)
GOALS
Are the goals stated in the SSMP still appropriate? eNO (circle one)
Discussion:
The goals guide Central Contra Costa Sanitary District ( CCCSD) to responsibly
manage, operate, and maintain the sewer collection system. Additionally, the
various CCCSD departments develop annual strategic goals which support the
SSMP.
II. ORGANIZATION
REFERENCE MATERIAL
➢ Organization chart
➢ Phone list
2. Is the SSMP yp4Qdate with agency organization and staffing contact
information? QS9 NO
Discussion:
Currently, the organization chart and phone list shown in the SSMP are
updated annually after each audit, which means that some of the information
will be incorrect some of the time. Every effort has been made to use job
descriptions and job titles where possible instead of providing the actual name
of the person assigned to a position to prevent the information from becoming
outdated. CCCSD is looking into developing and maintaining the SSMP using
single- source publishing to aid in keeping the information easily retrievable and
up to date.
Page 1 of 10
III. OVERFLOW EMERGENCY RESPONSE PLAN
REFERENCE MATERIAL
➢ Data submitted to CIWQS
➢ Service call data
Table 1. Annual SSO Statistics
3. Does the SSMP contain an up-to-date version of your agency's Overflow
Emergency Response Plan . YES NO
4. Considering the information in Table 1, is the low Emergency
Response Plan effective in handling SSOs? ES / O
Discussion:
The Overflow Emergency Response Plan is unchanged for the 2011 calendar
year. CCCSD tracks the "average response time" (Table 1) on a monthly and
yearly basis. The "average response time" is one indicator of the effectiveness
of the Collection System Operations Staff's (CSOD) ability to respond to and
handle a SSO. This year's average response time after normal working hours
Page 2 of 10
2008
2009
2010
2011
2012
Number of dry- weather SSOs
86
63
43
37
Number of wet- weather SSOs
0
0
0
0
Total number of SSOs
86
63
43
37
Number of SSOs per 100 miles of sewer per year
5.7
4.3
2.9
2.5
Number of SSOs < 100 gallons
60
53
28
27
Number SSOs 100 to 999 gallons
19
9
13
9
Number of SSOs 1,000 to 9,999 gallons
7
1
1
1
Number of SSOs > 10,000 gallons
0
0
1
0
Total volume of SSOs (1000 gals)
27.2
6.1
21.6
10.3
Total volume recovered (1000 gals)
11.2
2.5
2.6
7.9
Net volume of SSOs (total minus recovered) (1000
gals)
16
3.6
19
2.4
SSOs caused by:
Roots
64
50
34
22
Grease
7
2
4
3
Debris
13
8
5
9
Pipe failure
2
2
0
2
Pump station failure
0
0
0
0
Capacity - limited pipe segment (no debris)
0
0
0
0
Other
0
1
0
1
Number of locations with more than one SSO in the
past year
2
0
0
0
Average response time (minutes) - during business
hours
20
20
21
26
Average response time (minutes) - after business
hours
37
37
36
39.5
3. Does the SSMP contain an up-to-date version of your agency's Overflow
Emergency Response Plan . YES NO
4. Considering the information in Table 1, is the low Emergency
Response Plan effective in handling SSOs? ES / O
Discussion:
The Overflow Emergency Response Plan is unchanged for the 2011 calendar
year. CCCSD tracks the "average response time" (Table 1) on a monthly and
yearly basis. The "average response time" is one indicator of the effectiveness
of the Collection System Operations Staff's (CSOD) ability to respond to and
handle a SSO. This year's average response time after normal working hours
Page 2 of 10
was 39.5 minutes, slightly longer than previous years but within the CCCSD
goal of 45 minutes. Another indicator of the District's effectiveness is the "net
volume of SSOs" which is the total volume of SSO's minus the total volume
recovered. For the year 2011, 7905 gallons were recovered through the efforts
of the collection system crews. That is a recovery rate of 77 %.
IV. FATS, OILS AND GREASE (FOG) CONTROL PLAN
REFERENCE MATERIAL
➢ List or map of FOG sources in service
➢ List or map of hotspots
➢ Cleaning schedules
➢ Restaurant inspection reports or summaries
➢ Data submitted to CIWQS
➢ Service call data
Table 2. FOG Control Statistics
5. Does the SSMP gpm4n up -to -date information about your agency's FOG
control program t9 NO
6. Considering the information in Table 2, is the current FO gram
effective in documenting and controlling FOG sources? YES NO
Discussion:
The District's Source Control section continued to implement the FOG control
inspection program through 2011. Scheduled inspections, to cycle through the
inventory of food service facilities, and reactive investigations, in response to
problems downstream of food service facilities, were conducted. The
Enforcement Response Plan was followed when violations of CCCSD's Source
Control Ordinance were identified during these inspections. One formal
enforcement action was taken against a food service facility in Pleasant Hill
after a small overflow occurred due to grease plug of the District's line
downstream of the restaurant which was the only grease source to the line
segment that was blocked. Corrective actions were specified, and a fine and
cost recovery for the CSOD staff time to respond to the overflow were
collected, to resolve this enforcement action.
Page 3 of 10
2008
2009
2010
2011
2012
Number of SSOs caused by FOG
7
2
4
3
FOG inspections for grease interceptor installation
15
19
10
23
FOG inspections for discharge compliance
638
454
606
525
Total number of FOG inspections completed
653
473
616
548
5. Does the SSMP gpm4n up -to -date information about your agency's FOG
control program t9 NO
6. Considering the information in Table 2, is the current FO gram
effective in documenting and controlling FOG sources? YES NO
Discussion:
The District's Source Control section continued to implement the FOG control
inspection program through 2011. Scheduled inspections, to cycle through the
inventory of food service facilities, and reactive investigations, in response to
problems downstream of food service facilities, were conducted. The
Enforcement Response Plan was followed when violations of CCCSD's Source
Control Ordinance were identified during these inspections. One formal
enforcement action was taken against a food service facility in Pleasant Hill
after a small overflow occurred due to grease plug of the District's line
downstream of the restaurant which was the only grease source to the line
segment that was blocked. Corrective actions were specified, and a fine and
cost recovery for the CSOD staff time to respond to the overflow were
collected, to resolve this enforcement action.
Page 3 of 10
V. LEGAL AUTHORITY
7. Does the contain up -to -date information about your agency's legal
authority YES IO
8. Does your agejCy ve sufficient legal authority to control sewer use and
maintenance? YES / NO
Discussion:
The CCCSD code that contains the legal authority is available online at
www.municode.com /Library/. The text of each pertinent code that is referenced
in the SSMP was reviewed and code 9.08.010 was found to have changed.
The SSMP is undergoing an update this year and the revised code will be
added.
VI. MEASURES AND ACTIVITIES
A. COLLECTION SYSTEM MAPS
REFERENCE MATERIAL
➢ Summary of information included in mapping system
9. Does th P contain up -to -date information about your agency's
maps? YES / O
10. Are your agency's c n system maps complete, up to date and
sufficiently detailed YES NO
Discussion:
The CCCSD collection system maps are contained in a computerized geographic
information system (GIS). The collection system maps are available to all
employees through the CCCSD local network. Most field crews are provided
paper map books, while a few have electronic maps loaded on special laptops.
The CCCSD Engineering Support division performs map updates regularly in
accordance with established procedures. If errors are found, map change
requests are processed and the map updated.
B. RESOURCES AND BUDGET
REFERENCE MATERIAL
➢ Current Capital Improvement Plan (CIP)
➢ Current operating budget
11. Does the SSMP cont -to -date information about your agency's
resources and budget? Qj O
Page 4 of 10
12. Are your agency's resourceg-TaTft. budget sufficient to support effective
sewer system management j. YES/ O
13. Do your agency's planning efforts support long -term goals 11& O
Discussion:
Each year the CCCSD Board of Trustees adopts budgets for staffing,
operations and maintenance, equipment, and capital improvements. To meet
budget requirements sewer rates were increased with residential sewer rates
going from $311 to $341. The collection system department has hired 7 new
employees in the calendar year 2011 in order to keep a fully operational
maintenance staff.
C. PRIORITIZED PREVENTATIVE MAINTENANCE
REFERENCE MATERIAL
➢ Cleaning schedules
➢ List or map of hotspots
➢ Work orders
➢ Service call data
➢ Customer feedback
Table 3. Annual Blockaae Statistics and Preventive Maintenance Activities
14. Does the SSMP contain up -to -date ipformVtion about your agency's
preventive maintenance activities? QSJ1O
15. Considering the information in Tables 1 - 3, are your agency's preventive
maintenance activities sp#4@iqnt and effective in reducing and preventing
SSOs and blockages? YES/ O
Page 5 of 10
2008
2009
2010
2011
2012
Blockages in the past year
130
80
20
25
Blockages due to:
Roots
97
67
13
21
Grease
9
4
3
4
Debris
13
8
4
0
Other
11
1
0
0
Average response time (minutes)
35
24
26
26
Ratio of unplanned cleaning to planned cleaning
(LF)
.014
.16
.09
.21
Number of customer feedback surveys received in
the last year
133
110
82
83
Average Rating in feedback surveys (4.0 max)
3.8
3.82
3.79
3.81
14. Does the SSMP contain up -to -date ipformVtion about your agency's
preventive maintenance activities? QSJ1O
15. Considering the information in Tables 1 - 3, are your agency's preventive
maintenance activities sp#4@iqnt and effective in reducing and preventing
SSOs and blockages? YES/ O
Page 5 of 10
Discussion:
In 2011, the Capital Projects Division created the "Collection System Asset
Management Plan" to aid in prioritizing the replacement and repair of existing
sewer infrastructure.
D. SCHEDULED INSPECTIONS AND CONDITION ASSESSMENT
REFERENCE MATERIAL
➢ Inspection reports
➢ Infiltration and Inflow (1 /1) monitoring studies and reports
➢ Pipe and manhole condition data
16. Does the SSMP contain up -to -date inforpwAiqn about your agency's
inspections and condition assessment . YES O
17. Are your agency's scheduled inspections and condition assessment
em effective in locating, identifying and addressing deficiencies?
Q!.!YO
Discussion:
CCCSD relies on an established maintenance schedule and CCTV sewer
inspection to determine which pipe is in need of immediate cleaning.
Experienced crew members review thousands of feet of video footage on a
weekly basis. If a problem is seen in the video, a snapshot of the potential
blockage is printed and attached to a work order. The sewer is then repaired or
cleaned in a timely manner. This method is believed to have helped decrease
the number of overflows as seen in the year to year trends by allowing us to
optimize our cleaning efforts.
E. CONTINGENCY EQUIPMENT AND REPLACEMENT INVENTORIES
REFERENCE MATERIAL
➢ Funds spent on equipment and materials
➢ Equipment and parts inventory
18. Does the SSMP contain up4o<ate information about equipment and
replacement inventories . YES O
19. Are contingency equipment and replacement parts sufficient and
to emergencies and properly conduct regular maintenance? US, EO
Discussion:
CCCSD's replacement inventories and equipment budget for CSOD is reviewed
yearly to keep the vehicle fleet fully operational and maintenance parts fully
stocked. During the 2010 -2011 fiscal year, it was determined that the collection
Page 6 of 10
system department needed two new vehicles. CCCSD is in the final stages of
adding a rodder truck and a combo hydro /vacuum truck to the fleet. The finalized
purchase will occur in 2012.
F. TRAINING
REFERENCE MATERIAL
➢ Employee training records
20. Does the SSMP contain up -to -date infqwAQ4ion about your agency's
training expectations and programs? QD O
21. Do supervisors believe that their staff is sufficiently trained? 90
22. Are staf ied with the training opportunities and support offered to
them? YES O
Discussion:
CCCSD maintains a training matrix for all employees. For CSOD, the
Administrative Supervisor maintains the training records. For the 2011 calendar
year, CSOD decided to add an overflow training video that will help crew
members determine the rate of flow of sewage from a manhole. The training
video is expected to be completed in the 2012 calendar year. CCCSD increased
its Emergency Response Training for the pumping stations in 2011. Lower
Orinda pumping station and Orinda Crossroads pumping station were part of a
joint training exercise with the collections system and pumping station staff.
G. OUTREACH TO PLUMBERS AND BUILDING CONTRACTORS
REFERENCE MATERIAL
➢ Fliers /mailings
➢ Mailing lists
23. Does the SSMP contain up -to -date info rmati out your agency's
outreach to plumbers and building contractors? Q9 O
24. Has your agency conducted or part' ' ted in any outreach activities to
plumbers and building contractors? QD O
Discussion:
For 2011, the Outreach that was completed to Plumbers and Building
Contractors consisted of communicating the latest version of the CCCSD
Standard Specifications to the P &BC and collecting their comments /input.
Upcoming outreach will include issues surrounding building demolition as well
as overflow protection devices installations.
Page 7 of 10
VII. DESIGN AND CONSTRUCTION STANDARDS
REFERENCE MATERIAL
➢ Design and construction standards
➢ Ordinances
25. Does the SSMP contain up -to -date iyA7MVtion about your agency's
design and construction standards . YES O
26. Are design and construction standards, as well as standards for inspection
and testing of neyrart4 rehabilitated facilities, sufficiently comprehensive
and up to date? Y9S, O
Discussion:
The last update for the design and construction standards occurred in the year
2011. Section 9.08.010 — Planning, design, and construction, of Chapter 9.08
— Public Sewers, of the CCCSD California Code of Laws has been revised.
The revised version will be incorporated by reference when SSMP is updated
this year.
VIII. CAPACITY MANAGEMENT
REFERENCE MATERIAL
➢ Capacity assessment reports
➢ CIP
➢ SSO data
Table 4. SSOs Caused by Hydraulic Limitations
27. Does the SSMP conta' o -date information about your agency's
capacity assessment Y O
28. Has your agency completed a capacity assessment entified and
addressed any hydraulic deficiencies in the system YES O
Discussion:
The pumping station inventory was updated in 2011. The Collection System
Master Plan was last updated in May 2010. The District intends to start the
development of a new Pumping Station Master Plan in the near future. A
facilities plan for the City of Martinez is being prepared.
Page 8 of 10
2008
12009
12010
12011
tP12
Number of SSOs caused by capacity limitations
10
10
10
10
27. Does the SSMP conta' o -date information about your agency's
capacity assessment Y O
28. Has your agency completed a capacity assessment entified and
addressed any hydraulic deficiencies in the system YES O
Discussion:
The pumping station inventory was updated in 2011. The Collection System
Master Plan was last updated in May 2010. The District intends to start the
development of a new Pumping Station Master Plan in the near future. A
facilities plan for the City of Martinez is being prepared.
Page 8 of 10
IX. MONITORING, MEASUREMENT AND PROGRAM MODIFICATIONS
29. Does the SSMP contain up-tq,4&tk information about your agency's data
collection and organization? Q!!> O
30. Is your agency's data collecti organization sufficient to evaluate the
effectiveness of your SSMP . YES O
Discussion:
CCCSD prepares monthly reports which track overflows, partial blockages,
sewer pipe footage cleaned, and pipe repaired. These reports are distributed to
the collection system management staff, as well as to other departments for
analysis and future decision making.
In addition, CCCSD has a program to annually inspect at least 10% of the
collection system pipes using CCTV. The inspection results allow staff to
evaluate the sewers for repair or replacement and aid in identifying sewers for
future renovation projects. The CCTV results also allow staff to assess the
effectiveness of sewer cleaning efforts, and aid in determining the proper sewer
maintenance frequency.
X. SSMP AUDITS
31. Will this SSMP Audit be sub d to the Regional
Water Board by March 15. YES O
Discussion:
SSMP audits are conducted on a yearly basis. Each audit becomes a
supplement to the SSMP and is placed in Chapter 10 — SSMP Audits.
XI. COMMUNICATION PROGRAM
REFERENCE MATERIAL
➢ Mailings and mailing lists
➢ Website
➢ Other communication records such as newspaper ads, site postings or other outreach
➢ Customer feedback
32. Does the SSMP conlWa.up -to -date information about your agency's public
outreach activities? Q.ES .J1 O
33. Does the SSMP contain up -to -date information about yo agency's
communications with satellite and tributary agencies . YES O
34. Has your agency effectively communicated with the p nd other
agencies about the SSMP and addressed feedback? ES O
Page 9 of 10
Discussion:
CCCSD communicates with the public in various ways.
• Sewer Science is a weeklong wastewater treatment lab for high school
students. The curriculum integrates chemistry, physics, and
microbiology, while informing students about the District and the
wastewater industry. In 2011, more than 1,300 students in six different
high schools had Sewer Science as part of their curriculum.
• CCCSD is a major sponsor of the Delta Discovery Program. This
science program targets 5th grade students and takes them aboard the
Marine Science Institute research vessel, the RV Brownlee, which was
custom built to provide a safe and stable floating laboratory for students.
On this three - and -a -half hour excursion on the Sacramento -San Joaquin
Delta, students learn about the water in the Delta, its aquatic life, water
conservation, the effects of pollution, and the work of wastewater
agencies to prevent that pollution. A total of 2,204 students from the
CCCSD service area took the voyage in 2011.
• In 2011, the CCCSD website averaged more than 200 distinct visits
every day for a total of 71,368 visits.
• During 2011, CCCSD conducted a number of plant tours for nearly 200
people.
• CCCSD's Speakers Bureau provides staff speakers at no cost to local
organizations. Topics covered range from how the wastewater system
works to pollution prevention. More than 600 people attended such
presentations in the past year.
• The Pipeline is an informational newsletter that is sent out three times a
year to all CCCSD's customers to their homes and businesses to
approximately 160,000 addresses.
Page 10 of 10