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Home My WebLink About03.d. 2009 Sewer System Management Plan Annual AuditCentral Contra Costa Sanitary District ' BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: March 4, 2010 No.: 3. d . Consent Calendar Type of Action: ACCEPTANCE OF ANNUAL AUDIT subject: BOARD ACCEPTANCE OF 2009 SEWER SYSTEM MANAGEMENT PLAN ANNUAL AUDIT Submitted By: Andrew Antkowiak, Senior Engineer Initiating Dept./Div.: Collection System Operations Department/ Field Operations REVIEWED AND RECOMMENDED FOR BOARD ACTION: A~ A.k A. Antkowiak B. Echols James-dl. Kelly, 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 2009 SSMP Annual Audit. FINANCIAL IMPACTS: None J 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 2009 is attached to this position paper. Upon acceptance of this audit by the District Board of Directors, it will be submitted to the RWQCB by March 15, 2010. RECOMMENDED BOARD ACTION: Accept the 2009 SSMP Annual Audit. CSOIC:\Ppaper\SSMP Audit 2009.doc Central Contra Costa Sanitary District Sewer System Management Plan Annual Audit Report Date of audit February 25, 2010 Name of auditor Andrew Antkowiak 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 pump stations 18 Population served 317,000 (plus 135,000 sewage treatment only) Current monthly single family residential sewer rate ~ $26/month ($311/yr) GOALS ' 1. Are the goals stated in the SSMP still appropriate? ES / NO (circle one) 2. If you answered NO to question 1, describe content and schedule for updates. II. ORGANIZATION REFERENCE MATERIAL - Organization chart - Phone list 3. Is the SSMP date with agency organization and staffing contact information? YES NO 4. If you answered NO to question 3, describe content and schedule for updates. III. OVERFLOW EMERGENCY RESPONSE PLAN REFERENCE MATERIAL - Data submitted to CIWQS - Service call data oaPUbiic~cso~sso audit (~+).doc Page 1 of 7 Table 1. Annual SSO Statistics 2008 2009 2010 2011 2012 Number ofdry-weather SSOs 86 63 ` Number of wet-weather SSOs 0 0 Total number of SSOs 86 63 Number of SSOs per 100 miles of sewer per year ' 5.7 4.3 Number of SSOs < 100 gallons 60 53 Number SSOs 100 to 999 gallons 19 9 Number of SSOs 1,000 to 9,999 gallons 7 1 Number of SSOs > 10,000 gallons 0 0 Total volume of SSOs (1000 gals) 27.2 6.1 Total volume recovered (1000 gals) 11.2 2.5 Net volume of SSOs (total minus recovered) (1000 als 16 3.6 SSOs caused by: Roots 64 50 Grease 7 2 Debris - 13 8 Pipe failure 2 2 Pump station failure 0 0 Capacity -limited pipe segment (no debris) 0 0 Other 0 1 .Number of locations with more than one SSO in the ast ear 2 0 Average response time (minutes) -during business hours 20 20 Average response time (minutes) -after business hours 37 37 5. Does the SSMP contain an upfi~i~te version of your agency's Overflow Emergency Response Plan . YES/) NO 6. Considering the information in Table 1, is the low Emergency Response Plan effective in handling SSOs? ES / O 7. If you answered NO to questions 5 and/or 6, describe content and schedule for necessary revisions and implementations. 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 0:\Public\CSOlsso audit (AA).doc Page 2 of 7 Table 2. FOG Control Statistics 2008 2009 2010 2011 2012 Number of SSOs caused by FOG 7 2 FOG inspections for grease interceptor installation 15 19 FOG inspections for discharge compliance 638 454 Total number of FOG .inspections completed 653 473 8. Does the SSMP in up-to-date information about your agency's FOG control program YES NO 9. Considering the information in Table 2, is the current F gram effective in documenting and controlling FOG sources. YES NO 10. If you answered NO to questions 8 and/or 9, describe the content and schedule for necessary changes. V. LEGAL AUTHORITY 11. Does the contain up-to-date information about your agency's legal authority YES O 12. Does your age~ve sufficient legal authority to control sewer use and maintenance? YES / NO 13. If you answered NO to questions 11 and/or 12, describe the content and schedule for necessary changes. VI. MEASURES AND ACTIVITIES A. COLLECTION SYSTEM MAPS REFERENCE MATERIAL - Summary of information included in mapping system 14. Does th P contain up-to-date information about your agency's ,maps? YES / O 15. Are your agency's c ~ n system maps complete, up to date and sufficiently detailed YES NO 16. If you answered NO to questions 14 and/or 15, describe the content and schedule for necessary changes. B. RESOURCES AND BUDGET REFERENCE MATERIAL - Current Capital Improvement Plan (CIP) - Current operating budget O:\Public\CSOlsso audit (AA).doc Page 3 of 7 17. Does the SSMP contain -date information about your agency's resources and budget? YES/ O 18. Are your agency's resources dget sufficient to support effective sewer system management. YES/ O 19. Do your agency's planning efforts support long-term goals. YES O 20. If you answered NO to questions 17, 18 and/or 19, describe content and schedule for necessary changes. Current budget information will be updated by March 15, 2010. C. PRIORITIZED PREVENTIVE MAINTENANCE REFERENCE MATERIAL - Cleaning schedules - List or map of hotspots - Work orders - Service call data - Customer feedback Table. 3. Annual Blockage Statistics and Preventive Maintenance Activitiac 2008 2009 2010 2011 2012 Blockages in the past year 130 80 Blockages due to: Roots 97 67 Grease ~ g 4 Debris 13 8 Other 11 5 Average response time (minutes) 35 24 Ratio of unplanned cleaning to planned cleaning LF .014 .16 Number of customer feedback surveys received in the last ear 133 11.0 Average Rating in feedback surveys (4.0 max) 3.8 3.82 21. Does the SSMP contain up-to-date ~tion about your agency's preventive maintenance activities? (\YES/ O 22. Considering the information in Tables 1 - 3, are your agency's preventive maintenance activities s ~ ~ nt and effective in reducing and preventing SSOs and blockages? YES/ O 23. If you answered NO to questions 22 and/or 23, describe content and schedule for necessary changes. D. SCHEDULED INSPECTIONS AND CONDITION ASSESSMENT O:\Public\CSOlsso audit (AA).doc Page 4 of 7 REFERENCE MATERIAL - Inspection reports - InFltration and Inflow (I/I) monitoring studies and reports - Pipe and manhole condition data 24. Does the SSMP contain up-to-date infor n about your agency's inspections and condition assessment. YES O 25. Are your agency's scheduled inspections and condition assessment em effective in locating, identifying and addressing deficiencies? YES O 26. If you answered NO to questions 24 and/or 25, describe content and schedule for necessary changes. E. CONTINGENCY EQUIPMENT AND REPLACEMENT INVENTORIES REFERENCE MATERIAL - Funds spent on equipment and materials - Equipment and parts inventory 27. Does the SSMP contain u ate information about equipment and replacement inventories . YES O 28. Are contingency equipment and replacement parts sufficient~ond to emergencies and properly conduct regular maintenance? YES/ O 29. If you answered NO to questions 27 and/or 28, describe content and schedule for necessary changes. • F. TRAINING REFERENCE MATERIAL - Employee training records 30. Does the SSMP contain up-to-date inf ion about your agency's training expectations and programs? YES/ O 31. Do supervisors believe that their staff is sufficiently trained? YES/ O 32. Are sta ~ led with the training opportunities and support offered to them? YES O 33. If you answered NO to questions 30, 31 and/or 32, describe content and schedule for necessary changes. G. OUTREACH TO PLUMBERS AND BUILDING CONTRACTORS REFERENCE MATERIAL - Flierslmailings - Mailing lists 0:\Public\CSOlsso audit (AA).doc Page 5 of 7 34. Does the SSMP contain up-to-date information sour agency's outreach to plumbers and building contractors? ES~/ O 35. Has your agency conducted or partic' din any outreach activities to plumbers and building contractors? ES/ O 36. If you answered NO to questions 34 and/or 35, describe content and schedule for necessary changes. VII. DESIGN AND CONSTRUCTION STANDARDS REFERENCE MATERIAL - Design and construction standards - Ordinances 37. Does the SSMP contain up-to-date ' tion about your agency's design and construction standards. YES O 38. Are design and construction standards, as well as standards for inspection and testing of ne rehabilitated facilities, sufficiently comprehensive and up to date? YES / O 39. If you answered NO to questions 37 and/or 38, describe content and schedule for necessary changes. VIII. CAPACITY MANAGEMENT REFERENCE MATERIAL - Capacity assessment reports - CIP - SSO data Table 4. SSOs Caused b H draulic Limitations 2008 2009 2010 2011 2012 Number of SSOs caused by capacity limitations 0 0 40. Does the SSMP cont ~ to-date information about your agency's capacity assessment YES O 41. Has your agency completed a capacity assessment entified and addressed any hydraulic deficiencies in the system YES O 42. If you answered NO to questions 41 and/or 42, describe content and schedule for necessary activities. 0:\Public\CSOlsso audit (AA).doc Page 6 of 7 IX. MONITORING, MEASUREMENT AND PROGRAM MODIFICATIONS 43. Does the SSMP contain up-to information about your agency's data collection and organization? ES O 44. Is your agency's data collecti organization sufficient to evaluate the effectiveness of your SSMP. YES O ' 45. If you answered NO to questions 44 and/or 45, describe content and schedule for necessary improvements. Chapter 9 will be updated with current audit data by March 15, 2010 X. SSMP AUDITS 46. Will this SSMP Audit be sub~d to the Regional Water.Board by March 15. YES 0 XI. COMMUNICATION PROGRAM REFERENCE MATERIAL - Mailings and mailing lists - Website - Other communication records such as newspaper ads, site postings or other outreach - Customer feedback 47. Does the SSMP con~ia.~p-to-date information about your agency's public outreach activities? ( ES O 48. Does the SSMP contain up-to-date information about y agency's communications with satellite and tributary agencies. YES O 49. Has your agency effectively communicated with the p nd other agencies about the SSMP and addressed feedback? ES O 50. If you answered NO to questions 47, 48 and/or 49, describe content and schedule for necessary improvements. 0:\Public\CS0155o audit (AA).doc Page 7 of 7