AGENDA ITEM #4.Q TOWN OF LOS ALTOS HILLS Staff Report to the City Council May 19, 2016 SUBJECT: ADOPTION OF THE UPDATED SEWER SYSTEM MANAGEMENT PLAN FROM: Richard Chiu Jr., City Engineer/Public Works Director -/}_ ~ APPROVED: Carl Cahill, City Manager C.~. RECOMMENDATION: That the City Council: Adopt the attached resolution approving the updated Sewer System Management Plan BACKGROUND: In 2005, the San Francisco Bay Regional Water Quality Control Board (RWQCB) initiated a program that requires electronic reporting of Sanitary Sewer Overflow (SSOs) and development of Sewer System Management Plans (SSMPs). In 2006, subsequent to the implementation of the RWQCB program, the State Water Resource Control Board (SWRC) adopted the Statewide General Waste Discharge Requirements (GWDR) (Order No. 2006-0003-DWQ), for Sanitary Sewer Systems. This statewide program is very similar to the RWQCB program, in that it required electronic reporting of all SSOs and the preparation and implementation of an SSMP. The GWDR stipulates that the sanitary sewer operators, must develop and implement a SSMP in order to reduce Sanitary Sewer Overflows (SSO's). Additionally, SSMP provides for the implementation of measures to ensure efficient and effective response to overflows, and source control measures to minimize the introduction of grease and oils, and other materials that may cause blockages. The Town's SSMP was last adopted in January 2013. In July 2013, the SWRCB amended the previous Order No. 2006-0003-DWQ, with new rules and requirements for Sewer System Operators. On September 9, 2013, Attachment A, Order No. WQO 2013-0058-EXEC, became effective, amending the Monitoring and Reporting Program for Statewide GWDR for Sanitary Sewer Systems. The amended GWDR also requires every sewer system operator to revise and resubmit a SSMP to match the requirements set forth in the updated GWDR. The GWDR also requires that public agencies responsible for collection and treatment of wastewater to adopt the SSMP. DISCUSSION: In the 2015 Sewer Collection System Assessment Technical Memo, V.W. Housen & Associates recommended an external audit of the SSMP and re-adopt an updated SSMP as appropriate. Subsequently, the Town contracted with Humphrey Consulting to conduct a desktop audit of Town's SSMP. The audit concluded that the Town's SSMP is an effective description of the Town's collection system maintenance activities and programs. The
audit also pointed that the Town's SSMP should be revised to conform to the State GWDR and its numbering system. V.W. Housen & Associates, as staff augmentation, reviewed the desktop audit results and updated the SSMP. The updated SSMP now follows the outline provided in the GWDR, Section D13, and is organized by the SWRCB outline of elements. The structure follows the section numbering and nomenclature specified in the SSO GWDR. Attachment 3 is a summary of changes made to the SSMP. The SSMP is routinely updated. A comprehensive SSMP update will occur at least every 5 years, as required by the SWRCB. FISCAL IMP ACT: There is no fiscal impact associated with this recommendation. ATTACHMENTS 1. Resolution 2. Updated SSMP (available in the City Clerk's office) 3. SSMP Summary of Revisions 2
Attachment 1 RESOLUTION NO. ---- A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS ADOPTING THE SEWER SYSTEM MANAGEMENT PLAN UPDATE WHEREAS, on May 2, 2006, the State of California Water Resources Control Board (SWRCB) adopted the Statewide General Waste Discharge Requirements Order No. 2006-0003 (Order), for wastewater collection agencies to provide a consistent, statewide regulatory approach to address SSOs; and; WHEREAS, the Order requires the preparation and approval of a Sewer System Management Plan (SSMP) by all public agencies that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey wastewater to a publicly owned treatment facility; and WHEREAS, the SSMP provides detailed guidance and protocols regarding the requirements for maintenance and operations of the sanitary sewer collection system; and WHEREAS, the Order also.requires these public agencies to update their SSMPs every five years to include significant program changes and re-certify the SSMP by their governing board at a public meeting when significant updates to the SSMP are made; and. WHEREAS, the City Council adopted Resolution No. 6-13, on January 24, 2013 approving the SSMP prepared in accordance the GWDR Permit; and WHEREAS, on July 30, 2013 the SWRCB amended the previously issued Order, and as the result, the Town of Los Altos Hills has revised and updated the SSMP in accordance with the requirements set forth by the amended Order. NOW, THEREFORE, BE IT RESOLVED that the City Council of the Town of Los Altos Hills herby approves the updated SSMP in accordance with the state regulations. PASSED AND ADOPTED this day of, 2016. Mayor ATTEST: City Clerk
Attachment 2 THE UPDATED SSMP IS AVAILABLE FOR PUBLIC VIEWING IN THE CLERK'S OFFICE LOCATED AT 26379 FREMONT ROAD, LOS ALTOS HILLS, CALIFORNIA DURING NORMAL BUSINESS HOURS
Attachment 3 SSMP SUMMARY OF REVISIONS General Removed all references to San Francisco Regional Water Quality Control Board (RWQCB) SSMP requirements throughout the SSMP, and do not follow the former SFRWQCB SSMP outline requirements. Included a map of the entire service area including satellite agencies and pump stations locations Revised the numbering and references of all tables, appendices and charts. Updated List of Abbreviations Added WDID number to the cover page of the SSMP Update the Table of Contents Introduction Added reference to revised Monitoring Reporting Program effective on September 9, 2013 Revised Document Organization section in accordance with new Element numbers Added Table 1-1, Summary of Pump Station Information Added number of parcels and ED Us by classification (residential, commercial, industrial, institutional) discharging to the Los Altos Hills collection system, if readily available Added info on pipe lengths by age (decade), check CIWQS Collection System Questionnaire and malce sure info matches CIWQS info, or change CIWQS info to be correct Added number of manholes and entry points in the collection system Included a statement regarding the footage and diameters of force mains, and make sure all figures match CIWQS info Element 1 - Goals Added the following safety goals: "To respond quickly and respectfully to public notifications of SSOs and other collection system problems" "To provide a safe working environment for Town employees" Element 2 - Organization Revise the organization chart as related to Town's collection system only Added an organization chart for the Town's current maintenance contractor, West Bay Sanitary District and general responsibilities for each listed persom1el Removed all reference to "authorized representative" and replaced with LRO (Legally Responsible Official) Identified the City Engineer as the Town's LRO and the authorized staff to submit SSO reports to the appropriate government agencies Identified the Senior Engineer as the backup authorized staff to submit SSO reports to the appropriate government agencies
Attachment 3 Added Table 2-1, SSMP Responsible Staff, that shows each SSMP element and the Town's classification responsible for the element Updated Section 2.4, SSO Reporting Chain of Communication, and Figure 2-3, SSO Response Typical Chain of Communication Element 3 - Legal Authority Added the following documents to Appendix B City of Palo Alto and City of Los Altos discharge agreements 2014 West Bay Sanitary Sewer System maintenance contract and 2015 contract amendment Added Table 3-1, Municipal Code Related to State WDR. This table includes the specific municipal code sections that relate to WDR requirements, such as prohibition of illicit discharges, requirement for proper design and construction, FOG-related issues like trap and interceptor requirements, and enforcement of violations. Updated Section 3.4, Agreements with Other Agencies and added West Bay Sanitary District as Town's maintenance contractor Element 4 - Operation and Maintenance Program Revised requirements to reflect SWRCB requirements Updated Section 4.3, Collection System Map, to include: Town's current CMMS system, Lucity, through West Bay GIS update process (by West Bay) Updated Section 4.4, Operation and Maintenance Resources and Budget Updated Section 4.5, Routine Preventative Operation and Maintenance, to include West Bay's maintenance operations activities, development of the high frequency cleaning list, development of inspection and cleaning programs, management of inspection and cleaning data, and root foaming program Added Section 4.6, Rehabilitation and Replacement, to include discussion of Town's 2015 and 2016 Sewer Capital Improvement projects Updated Section 4.7, Scheduled Inspections and Condition Assessment, to include West Bay's recent inspection activities Updated Section 4.8, Training, to include West Bay staffs training and certifications Added the Map Change Form, Sewer Enterprise Fund budget summary sheet, and list of West Bay staffs certifications in Appendix C Element 5 - Design & Performance Provisions Removed references to RWQCB requirements Updated the web link to Town's Standard Drawings and Details Element 6 - Overflow Emergency Response Plan Added BACWA Flyer for Plumber and Building Contractor Outreach and SSO Technical Report template in Appendix E
Attachment 3 Moved the section for Routine Preventative Maintenance Activities for Controlling SSOs to Element 4 Updated Section 6.4, Notification, Reporting, Monitoring, and Record Keeping Requirements, to include SWRCB SSO Program Manager Contact information, summary of SSO notification, reporting, monitoring, and recording keeping requirements Added Section 6.7, SSO Reporting Training, to provide information on the training that is required to support the Overflow Emergency Response Plan Element 7 - FOG Control Program Removed references to RWQCB requirements Element 8 - System Evaluation & Capacity Assurance Plan Updated Section 8.3, Capacity Evaluation, to include current information and status of the Master Plan Update and flow monitoring study Element 9 - Monitoring, Measurement, & Program Modification Revised Table 9-1, SSMP Monitoring Parameters, by SSMP Element, to include performance indicators Added Section 9.4, SSO Trends, to include past SSO information Element 10 - SSMP Audit Removed references to RWQCB requirements Element 11 - Communication Program