2.2 DEPARTMENT OF PUBLIC WORKS (DPW) ORGANIZATIONAL CHART CITY COUNCIL CITY MANAGER. PUBLIC WORKS DEPARTMENT Director of PW

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Edwin Palmer
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1 2.1 ENVIRONMENTAL SERVICES DIVISION From 2001 through 2011, the Department of Public Works (DPW) Environmental Services Division (Division) was structured so that Sewer Engineering and Sewer Maintenance staff was under the same manager. The structure streamlined communication between field operations and engineering to assist with sewer rehabilitation project development. In 2012, the DPW was re-organized again consolidating all engineers under the City Engineer into an Engineering Division which strengthened the pool of staff for all types of engineering projects. All of the operations and maintenance functions of the collection system and now wastewater treatment plant were consolidated into the current. The Division includes operations and maintenance personnel and facilitates communication between and management of the collection and treatment of sewage. 2.2 DEPARTMENT OF PUBLIC WORKS (DPW) AL CHART CITY COUNCIL CITY MANAGER ADMIN / ANALYSTS PUBLIC WORKS DEPARTMENT Director of PW ENGINEERING City Engineer/ Deputy Director STREETS & FACILITIES DIVISION Facilities Manager ENVIRONMENTAL SERVICES DIVISION Environmental Services Manager Last update: City of San Mateo SSMP Element 2:

2 2.3 ENVIRONMENTAL SERVICES DIVISION AL CHART* PUBLIC WORKS DEPARTMENT (.3) Director of PW (1) Secretary ENVIRONMENTAL SERVICES (1) Environmental Services Manager ASSET MANAGEMENT (1) Sr. Project Manager (1) Project (1) Database Manager Specialist WWTP SOLID WASTE & RECYCLING (1) Recycling Program Coordinator SEWER & STORM COLLECTION SYSTEM MAINTENANCE ENVIRONMENTAL COMPLIANCE (1) Environmental Compliance Mgr. Laboratory (1) Lab Supervisor (2) Lab Tech II (1) Recycling Program Coordinator (1) PW Supervisor Emergency Response, Pumpstation Maintenance (1) PW Supervisor Preventative Maintenance (1) Source Control Inspector Maintenance (1) Maintenance Superintendent (1) Pump Mechanic (1) Leadworker (5) Plant Mechanic II (1) Leadworker (6) Maintenance Worker II (5) Maintenance Worker II Operations (1) Operations Superintendent (4) Shift Supervisors (4) Grade 1 Operator (4) Grade 2 Operator (4) Grade 3 Operator *Position funding and staffing charts contained in the City s Budget can be found in the SSMP Appendix 2.1. Last update: City of San Mateo SSMP Element 2:

3 2.4 ENVIRONMENTAL SERVICES PERSONNEL AND RESPONSIBILITY CITY COUNCIL Establishes policy. ENVIRONMENTAL SERVICES MANAGER, Manages the sanitary sewer and storm drainage collection systems and the operations and maintenance of the wastewater treatment plant. Plans O&M strategy, leads staff, allocates resources, delegates responsibility. Reports to the Director of Public Works. SR. PROJECT MANAGER, Responsible for management of the computerized maintenance management system (CMMS) and ensures sewer maintenance activities are captured electronically in the CMMS. Responsible for implementing, managing and updating the SSMP. Is the duly authorized representative for the City of San Mateo responsible for certification of SSOs submitted to the ciwqs.waterboards website. Responsible for sampling during CAT1 SSOs, sample analysis and follow-up sampling. Coordinates with County Environmental Health for beach closures and directs waterway postings. Reports to the Environmental Services Manager. ENVIRONMENTAL COMPLIANCE PROGRAM MANAGER, Coordinates permits, laws, and regulations related to stormwater management and pretreatment programs; manages FOG program. Reports to the Environmental Services Manager. PUBLIC WORKS SUPERVISOR, PUBLIC WORKS SUPERVISOR, Manages collection system field operations and maintenance activities, provides relevant information to management; prepares contingency plans. Investigates SSOs and plans strategy to minimize non-capacity related repeat SSOs. Reports to the Environmental Services Manager. PUMP MECHANIC, Responsible for maintenance and operations of the City s lift stations; implements preventative maintenance at pumpstations and provides 24 hour emergency response. Reports to the Public Works Supervisor. SEWER LEADWORKER, SEWER LEADWORKER, Field supervisors directing preventative maintenance activities, train field crews, and prepare and implement contingency plans. Report to the Public Works Supervisor. SSO FIRST RESPONDERS Rotating assignment amongst crew and leadworkers. First responders to SSOs mobilize and respond to notification of SSOs, ensure proper containment, Last update: City of San Mateo SSMP Element 2:

4 blockage removal and clean-up activities. Contact appropriate staff and agencies in response to an SSO and submit initial report online to the ciwqs.waterboards website. Investigate SSOs and report findings to PW Supervisor and Sr. Project Manager. Report to the Public Works Supervisor. 2.5 CHAIN OF COMMUNICATION FOR SSO REPORTING To facilitate consistent reporting procedures for the public, the Department of Public Works has implemented a one-stop call center. Emergency sewer calls are directly dispatched to the sewer response crew. Off-hours, the emergency sewer telephone number rolls over to dispatch. The DPW has a process for receiving, responding to and reporting SSOs. The Sewer Response Crew arrives first and assesses the situation. If the event is an SSO, the response crew calls the SSO First Responder/SSO Response Crew. The SSO First Responder is responsible for directing the initial sewer response crew and SSO standby crew through the entire SSO event from mitigation, cause removal, clean-up, and followup CCTV. The SSO First Responder is also responsible for ensuring proper event documentation and photographs, timely reporting to appropriate agencies, and arranging for the collection of water samples as necessary. After the event, the SSO First Responder is responsible for communicating the details of the event to management, ensuring all necessary paperwork is completed in full. PW Supervisors and Sr. Project Manager are responsible for developing a plan to prevent future spills, whether thru modifications to preventative maintenance activities or coordinating with engineering for structural rehabilitation or replacement. The Public Works customer service phone line ( ) is staffed Monday through Friday 8am to 5pm to receive all incoming calls. After normal business hours, the Public Works general number is forwarded to Police Dispatch staffed to receive all incoming calls. Emergency Response Crew (Utility 5) receives call from DPW staff or dispatch and arrives on site. If SSO is confirmed, Emergency Response Crew calls SSO Response Crew to site. At site, SSO Response Crew will call a PW Supervisor and the Sr. Project Manager. Additional crews and/or the pump crew will be dispatched if necessary for assistance with mitigation, blockage clearing, water sampling and clean-up. The PW Supervisor will immediately contact the Environmental Services Manager if the SSO is CAT1. SSO First Responder initiates SSO documentation and ensures photos are taken of the spill and throughout all response activities. Last update: City of San Mateo SSMP Element 2:

5 SSO First Responder then contacts appropriate agencies, completes appropriate forms, submits online report within required timeframes, and compiles all information and photos for submittal to Sr. Project Manager. SSO First Responder, Sewer Supervisor and Sr. Project Manager review SSO field forms, photos and data submitted to the Water Board and develop a plan for corrective measures to mitigate future SSOs at the location. Sr. Project Manager certifies online SSO Report to Water Board and updates electronic asset management/cmms information and GIS data. Last update: City of San Mateo SSMP Element 2:

6 SSO REPORTING CHART Public City Staff All Dept s (includes Police & Fire) 8AM TO 5PM MON FRI Public Works ONE-STOP CALL CENTER AFTER HOURS Public Works ONE-STOP CALL CENTER Answered By Police Dispatch Response crew calls Leadworker Leadworker calls PW Supervisor & Sr. Project Manager If CAT1 SSO: Sr. Project Manager conducts water sampling. PW Supervisor calls Env. Svcs. Manager. City Hall Dispatches Field Crew For Response Call & initial SSO report logged into CMMS by admin Response Crew & Leadworker - Contain Spill Fix Problem Clean-Up & Document SSO Activities PD Calls On-call Crew for response. If an SSO, On-call crew calls SSO Reponse Crew. SSO Repsonse Crew Contain Spill Fix Problem Clean-Up & Document SSO Activities SSO Responder calls CALEMA & County Health & Reports online to STATE WATER BOARD website SSO Response crew calls PW Supervisor & Sr. Project Manager If CAT1 SSO: Sr. Project Manager conducts water sampling. PW Supervisor calls Env. Svcs. Manager. SSO report logged into CMMS & GIS by Sr. Project Manager. SSO Responder initiates follow-up CCTV Crew, Leads, Supervisors and Sr. Project Manager Meet w/in 24 hours SSO Report certified by Sr. Project Manager SSO ACTIVITIES LOGGED INTO CMMS, SSO TRACKING BINDER & GIS SSO LAYER Last update: City of San Mateo SSMP Element 2:

7 2.6 GOALS: Transition from interim department organization back to fully integrated. Addition of one source control inspector reporting to the Environmental Compliance Program Manager. This inspector will coordinate sanitary sewer overflow (SSO) reporting and also coordinate analysis of SSO causes. This inspector will assist with the FOG Program and public outreach. More responsibility for auditing SSMP to Environmental Compliance Program. Annual review of document, monitoring permit submission and target dates. Reorganize Collection System Maintenance section to provide more SSMP oversight. GOALS: Recruit and hire new Environmental Services Manager to oversee collections and treatment operations and maintenance. Identify opportunities for WWTP staff to assist sewer maintenance with associated collection system activities. Last update: City of San Mateo SSMP Element 2:

8 APPENDIX ITEMS 2.1 ENVIRONMENTAL SERVICES DIVISION Appendix Business Plan: Sewer Fund Expenditures by Program & Category; Revenue CIP Expenditures Sewer System Engineering Services - Program Sewer System Engineering Services - Organization Chart Sewer System Engineering Services - Expenditures by Program & Category; Revenue Sewer Maintenance - Program Sewer Maintenance - Organization Chart Sewer Maintenance - Expenditures by Program & Category; Revenue Business Plan: Sewer Fund Expenditures by Program & Category; Revenue CIP Expenditures Sewer System Engineering Services - Program Sewer System Engineering Services - Organization Chart Sewer System Engineering Services - Expenditures by Program & Category; Revenue Sewer Maintenance - Program Sewer Maintenance - Organization Chart Sewer Maintenance - Expenditures by Program & Category; Revenue Wastewater Source Control - Program Wastewater Source Control - Organization Chart Last update: City of San Mateo SSMP Element 2:

9 Business Plan: Sewer Fund Expenditures by Program & Category; Revenue CIP Expenditures Sewer System Engineering Services - Program Sewer System Engineering Services - Organization Chart Sewer System Engineering Services - Expenditures by Program & Category; Revenue Sewer Maintenance - Program Sewer Maintenance - Organization Chart Sewer Maintenance - Expenditures by Program & Category; Revenue Wastewater Source Control - Program Wastewater Source Control - Organization Chart Last update: City of San Mateo SSMP Element 2:

The requirements for the Organization element of the SSMP are:

The requirements for the Organization element of the SSMP are: 2.0 ORGANIZATION 2.1 Introduction This section of the identifies District staff responsible for implementing this, responding to SSO events, and meeting the SSO reporting requirements. This section also