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HomeMy WebLinkAbout5.D.1. Storm Drainage System Maintenance Policy-Res. No. 7040,5 0. ~. CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Joe Swentek, Project Engineer SUBJECT: Approval of the Storm Drainage System Maintenance Policy DATE: September 7, 2010 INTRODUCTION: COPBSef~7 Attached is a copy of the Storm Drainage System Maintenance Policy and Resolution Number 7040, a resolution approving the Storm Drainage System Maintenance Policy. It was originally presented to the City Council at the April 27, 2010 meeting. BACKGROUND: The policy is intended to meet the requirements of both our Comprehensive Water Resources Management Plan and the National Pollutant Discharge Elimination System (NPDES) Phase II requirements as well as to provide City staff with the necessary information, guidelines and frequencies to clearly address the inspection, maintenance and repair of our storm drainage system. As the storm water community is constantly evolving, we expect to adapt the .policy to the new requirements. We also expect that once staff begins the inspections that the processes with be further refined. ALTERNATIVES: 1. Adopt Resolution Number 7040. 2. Deny Resolution Number 7040. 3. Table for additional information from staff. RECOMMENDATION: Staff recommends Alternative Number 1. ACTION REQUESTED: Offer Resolution Number 7040, a resolution approving the Storm Drainage System Maintenance Policy, and move its adoption. ~~ V J e Swent Project Engineer JWSlpmp RESOLUTION N0.7040 A Resolution Adopting A Storm Drainage System Maintenance Policy For The City Of Shakopee WHEREAS, the City Council desires to establish a written policy on the storm drainage system maintenance for the City of Shakopee; and WHEREAS, a Storm Drainage System Maintenance Policy has been prepared and was reviewed by the City Council at its April 27, 2010 meeting. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. That the Storm Drainage System Maintenance Policy, a copy of which is attached hereto is hereby adopted. 2. This policy sha11 become effective September 21, 2010. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of , 2010. Mayor of the City of Shakopee ATTEST: City Clerk ENGR/EMPLOYEEFOLDER/PPENNINGTON/COUNCIURES7040 STORM DRAINAGE SYSTEM MAINTENANCE POLICY FOR THE CITY OF SHAKOPEE I. Purpose The purpose of this policy is to provide the City of Shakopee's procedures for storm drainage system inspection and maintenance. The City believes it is in the best interest of the residents for the City to assume the basic responsibility of inspecting and maintaining its public storm drainage system. Reasonable inspection and maintenance is necessary for the protection of property, vehicle and pedestrian safety, water quality issues, environmental concerns and to comply with requirements set forth by the City's Comprehensive Surface Water Resource Management Plan and its storm water permit with the Minnesota Pollution Control Agency (MPCA). The City will provide these services in acost-effective manner, keeping in mind safety, budget, personnel and environmental concerns. The City will use its own employees, equipment and/or private contractors to provide this service. Completion dates are dependent upon weather conditions, personnel and equipment availability. The Public Works Director, the Public Works Superintendent or their assigns will be responsible for scheduling of personnel and equipment. II. Operations 1. Storm Water Basins and Wetlands Inspection. It should be noted this section is intended to encompass wetlands since they perform in a comparable manner to storm water basins. Storm water basin inspection and maintenance will begin in earnest when weather conditions allow, usually mid-March, but some activities can be undertaken in the winter months. The City's goal is to inspect a minimum of 20% of its storm water basins each year, resulting in all of them being inspected in a five (5) year period. However, some storm water basins may be inspected on a more frequent basis. Priority will be given to those as they appear on the most recent version of the City's storm drainage hotspot map (on file at the office of the Public Works Director) and as determined by the Public Works Director, the Public Works Superintendent or their assigns. Storm water basin maintenance will be scheduled based on priority rankings as determined by the Public Works Director, the Public Works Superintendent or their assigns. See the Procedures section for details concerning inspection activities and inspection frequencies. 2. Infiltration Basins and Trenches Inspection. lnfiltration areas include storm water basins with an infiltration component, vegetated filter/buffer strips, raingardens and rock filter trenches. Infiltration area inspection and maintenance will begin in earnest when weather conditions allow, usually mid-March. The City's goal is to inspect a minimum of 20% of its infiltration areas each year, resulting in all of them being inspected in a five (5) year period. However, some infiltration areas may be inspected on a more frequent basis. Priority will be given to those as they appear on the most recent version of the City's storm drainage hotspot map (on file at the office of the Public Works Director) and as determined by the Public Works Director, the Public Works Superintendent or their assigns. Infiltration area maintenance will be scheduled based on priority rankings as determined by the Public Works Director, the Public Works Superintendent or their assigns. See the Procedures section for details concerning inspection activities and inspection frequencies. 3. Maintained Ditches Inspection. Maintained ditch inspection and maintenance will begin in earnest when weather conditions allow, usually mid-March. The City's goal is to inspect its ditches on an annual basis. However, the Upper Valley Drainage Ditch may be inspected an a more frequent basis. Priority will be given to those as they appear on the most recent version of the City's storm drainage hotspot map (on file at the office of the Public Works Director) and as determined by the Public Works Director, the Public Works Superintendent or their assigns. Maintained ditch maintenance will be scheduled based on priority rankings as determined by the Public Works Director, the Public Works Superintendent or their assigns. See the Procedures section for details concerning inspection activities and inspection frequencies. 4. Storm Sewer Inspection. It should be noted this section is intended to cover manholes, catch basins, outfalls, inlets/outlets, lids, grates, pipe, swales and spillways. Storm sewer inspection and maintenance will begin in earnest when weather conditions allow, usually mid-March. The City's goal is to inspect a minimum of 100% of its sump manholes and 20% of its outfalls each year, resulting in all outfalls being inspected in a five (5) year period. din outfall is defined as the point source where a municipal separate storm sewer system discharges from a pipe, ditch or other discrete conveyance to receiving waters, or to other municipal separate storm sewer systems. It does not include diffuse runoff or conveyances which connect segments of the same stream or water systems. The remainder of the storm sewer components will be inspected on an as needed basis. However, some areas may be inspected on a more frequent basis. Priority will be given to areas draining directly into higher priority water bodies such as the downtown business district, old urban Shakopee, industrial zones, those as they appear on the most recent version of the City's storm drainage hotspot map (on file at the office of the Public Works Director) and as determined by the Public Works Director, the Public Works Superintendent or their assigns. Storm sewer maintenance will be scheduled based on priority rankings as determined by the Public Works Director, the Public Works Superintendent or their assigns. See the Procedures section for details concerning inspection activities and inspection frequencies. 5. High Priority Inspection otsnots~ In order to address areas requiring additional attention, the City has developed a storm drainage hotspot map to supplement its comprehensive storm drainage system map. Please refer to these maps, which are on file at the office of the Public Works Director, for high priority inspection locations and their associated inspection frequencies. 6. Subdivision Storm Draina eg_System Inspection. Prior to the City inspecting, approving and accepting a storm drainage system associated with the subdivision of land, the inspection and maintenance activities are the responsibility of the developer, contractor and/or property owner. Except in case of emergencies, deficiencies need to be corrected within twenty-four (24) hours of receiving instructions and notice from the Public Works Director, the Public Warks Superintendent, the .Building Official or their assigns. If the developer, contractor and/or property owner fail to perform this work within the time specified or in the case of an emergency, the City reserves the right to perform the work and charge the associated cost to the appropriate party. 7. Storm drainage system inspection and maintenance within County road right-of--way is the responsibility of the Scott County Highway Department. Storm drainage system inspection and maintenance within State right-of--way is the responsibility of the Minnesota Department of Transportation (MnDoT). The City may assist in their inspection and maintenance under emergency conditions or cooperative maintenance agreements with Scott County or MnDOT. 8. Storm drainage systems considered to be privately owned will not be inspected or maintained by the City unless there is the potential of damage to property or if there is a safety concern. 9. Yard swales will not be maintained, re-graded or re-established by the City unless there is the potential of damage to property or if there is a safety concern. The City reserves the right to perform the work and charge the associated cost to the appropriate party. 10. The City may be responsible for the general maintenance of roadside ditches that are in public rights-of--way. If a ditch is not draining properly due to City operations, the City may excavate the area to re-establish positive drainage. If a ditch is not draining properly due to properly owner activities, the City reserves the right to excavate the area to re- establishpositive drainage and charge the associated cost to the appropriate party. 11. The City will not replace driveway culverts that are deteriorated, nor. will the City replace those associated with a property owner's driveway maintenance or replacement. The City may replace driveway culverts if there is the potential of damage to property or if there is a safety concern. The City reserves the right to replace the culvert and charge the associated cost to the appropriate party. 12. For the restoration associated with large scale maintenance projects in areas where the City and adjacent property owners desire to minimize the amount of mowing, the City will investigate the feasibility of buffer/filter strips, wetland vegetation plantings and native prairie grass plantings. Meetings should be held with affected property owners to determine the feasibility of such an activity. 13. Citizen requests for storm drainage system inspection and maintenance will be evaluated by the Public Works Director and the Public Works Superintendent and they will determine the priority. III. Procedure 1. Storm drainage system inspection and maintenance will primarily take place from mid- March to mid-October. However, as weather conditions allow additional inspection and maintenance may take place. Inspections such as measuring sediment depth in storm water basins during the winter months may be easier through the ice than in open water during the summer months. The City will use its own employees, equipment and/or private contractors to complete the inspections and maintenance. 2. Priorities/Frequencies. The City has developed a comprehensive storm drainage system map (on file at the office of the Public Works Director). This map shows the City's storm water basins, wetlands, infiltration areas, manholes, catch basins, outfalls, inlets/outlets, overflow structures and pipe. Additionally, the City has developed a storm drainage hotspot map (on file at the office of the Public Works Director) which shows areas that may require additional attention during significant rainfall/runoff events. These maps, the City's GIS System and a comprehensive list of inspection activities provide the user tools to adequately perform and record inspections, schedule and perform maintenance activities and generate valuable reports. See the inspection activities and inspection frequencies in attachment A. 3. Storm Water/Infiltration Basin Cleaning. By nature, storm water/infiltration basins can develop wetland type vegetation (e.g. Cattails) or they can collect enough sediment that can result in the reduction of the sediment removal capacities. Should a storm water/infiltration basin inspection result in an unusually high number of "unsatisfactory" for these reasons, the person that performed the inspection shall contact the Public Works Director and the Public Works Superintendent to discuss the next course of action prior to scheduling any maintenance activities. 4. Weather Conditions. Inspection and maintenance will be conducted when weather conditions permit. Factors that may delay these activities may include temperatures below thirty-two (32) degrees Fahrenheit, wind, rain, snow and frozen storm drainage systems. 5. Work Schedule. Inspection and maintenance is performed in conjunction with and can be impacted by other maintenance operations. Inspection and maintenance will typically be conducted during a regular eight (8) hour workday. Extended workdays and shift changes may be necessary for spring runoff events and emergency conditions to provide maximum efficiency. For safety reasons, no operator will work more than a twelve (12) hour shift in any twenty-four (24) hour period. 6. Safety Concerns. Unexpected ponding water can create a dangerous condition for vehicles, motorcyclists, bicyclists, pedestrians and property. It is not practical to sign all areas for potentially dangerous conditions. During such events, warning signs indicating a hazard may be placed in the vicinity and other areas as deemed necessary by the Public Works Director and the Public Works Superintendent. These signs will remain in place until the situation has subsided. 7. Training. The City will provide training and information on a regular basis to employees involved in the inspection and maintenance of the City's storm drainage system. At a minimum, training and information will cover: • Inspection/maintenance procedures • Reasons for inspection/maintena.nce • Erosion and sediment control inspectionlmaintenance practices • Daily, intermediate and long-term preventative inspection/maintenance • Major/minor repairs • Vegetation inspection • Storm water basins versus wetlands • Public storm water basins versus private storm water basins. • Storm water basins with vegetation requiring additional inspection/maintenance 8. Complaints. Complaints concerning the storm drainage system will be taken during normal working hours and after normal working hours by those designated as emergency contacts. Problems requiring immediate attention will be handled on a priority basis as determined by the Public Works Director and the Public Works Superintendent. The City will document all complaints and upgrade this policy as necessary while giving consideration to the constraints of available resources. 9. Documentation. The City will document all of its inspection, maintenance, complaint and emergency responses. The inspection activities and inspection frequencies in attachment A clearly outlines all inspection activities associated with each component of the storm drainage system. All fmdings, determinations and courses of action will be properly entered into the City's GIS system. The City will also document circumstances that limit its ability to comply with this policy. The City will also develop a list of storm drainage system components that appear to be functioning well and prove to be beneficial and those that do not appear to be doing so. These records will be kept in accordance with the City's record retention schedule. 10. This policy is a guide for City staff and residents of the community. The City Administrator, the Public Works Director, the Police Chief and the Fire Chief may deviate from this policy if they feel it is in the best interest of the City while considering unusual circumstances and emergency conditions. Attachment A Inspection and Maintenance Activities ~,a~ ~ r ~ F tt ~ ~ " ~ dk- y ~'~ ~'~ .' P ~ ~ ,~2"3~ ~ ~ a ~,~ r ~tAI Y1]'dI ~Sy€iS1I1S c4- t~Ikl,IldS~yy~~,~"'~'' f s ~~„~ ~ ~~ `~''~ ~~ a~~ ~ ~~~ {: .~ ' 0 ~.f ~. ~ 2K.: R r k~ 'l yJN .~+~.N7~.~~ Y- 4. ~=~':i Project: Location: Basin ID #: # of Inlets; Date: Time: Inspector:; ,: :. - ', ;~Fiz fit- ; ~M 7 tC11i -COItQTI1 i : ~ 5 g v \11 L'ISf 1C~OIR ~ ,,x -r t nsdtufapiol~T 7: '~ f r~r J- f zs-=;~4 '^..~f~ ; ~ ~ ~ ~ ~ t 4 r y -. ~ -,~ ~ *~ ~, C~'nri~meti[, ~ ~ uv i - ~~.` ' <~,;" ~:t, ~.; x~,,. ,-~ ~, ~ ~ ~Y Embankments and Emergency Overflows (Annually and After Major Events) 1 Vegetation and ground cover 2 Embankment erosion 3 Animal burrows 4 Unauthorized planting 5 Cracking, bulging or sliding of embarlkment a, Upstream face b. Downstream face c. At or beyond toe of slope i. Downstream ii. Upstream d. Emergency spillway 6 Basin, toe and drains clear and functionin 7 Seepage or leaks on slopes 8 Slope protection or riprap failure 9 Vertical and horizontal alignment of emer enc overflow 10 Emergency overflow clear of obstructions and debris 11 Other (specify) Outlet Structures and Pipes (Annually) 1 Outlet orifice obstructed 3? r ~~ ~n~ 't { x,. r n n c,"' r , ~ S YiSfu~to i( ~~~~ l,rpsait~sfa Ion r "e 2 Trash rack a. Debris removal necessary b. Corrosion is evident 3 Weir trash rack maintenance a. Debris removal necessary b. Corrosion is evident 4 Excessive sediment accumulation 5 Concrete condition or manhole and outlet a. Cracks or displacement b. Minor spalling (< 1 ") c. Major spalling (re-bar exposed) d. Joint failures e. Water tightness 6 Outlet control valve a. Operational! exercised b. Chained/locked 7 Outfall pipe/channels functioning 8 Other (specify) Permanent Pools for Wet Basins (Monthly) 1 Undesirable vegetative growth 2 Floating debris removal required 3 Visible pollution 4 Shoreline problem 5 Sediment cleanout (depth > 50% of desi de th) 6 Other (specify) Dry Basins (Monthly) 1 Vegetation adequate 2 Undesirable vegetative growth a n .j a ,~,~' 'f~ ~ ~~ F.. ,,., .'~,~ ~ Stitisf s o~?r K T~~~atisf. c~.,4 ~s ~, °~ f o e t 3 Undesirable woody vegetation 4 Outlet channels clear of obstructions 5 Standing water or wet spots 6 Trash accumulation ~ Sediment cleanout (depth > 25% of desi de th) 8 Other (specify) Sediment Forebays (Monthly) 1 Sedimentation noted 2 Sediment cleanout (depth > 50% of desi de th Outfalls (Annually and After Major Events) 1 Riprap failure 2 Slope erosion 3 Storm sewer pipes 4 Endwalls/headwalls 5 Other (specify) Other (Monthly) 1 Encroachment into basin 2 Complaints from residents 3 Aesthetics a. Grass growing b. Graffiti removal needed c. Other (specify) 4 Visible pollution 5 Condition of maintenance access points 6 Public hazards present Wetland Basins (Annually) 1 Vegetation healthy and growing 2 Basin dominated by wetland vegetation amten ce e ~ , 't srlac G m ~nts~ ~ ~' 3 Evidence of invasive species 4 Maintenance of adequate water depths for desired wetland ve etation ' 5 Harvesting of emergent plantings needed 6 Excessive sediment accumulation 7 Other (specify) Comments: General Findings Pass, Fail, Needs Attention or Needs Immediate Attentionl: Actions Taken: I i General Notes• Storm water basins considered to be privately owned will not be maintained by the City unless there is the potential of • damage to property or if there is a safeTy concern. Prior to any work within a wetland or if there is a question as to whether or not the basin is a wetland, contact your • immediate supervisor as permits maybe required. • Properly enter all fmdings, determinations and courses of action into the GIS system. a~ -~ Pd ~ ~ r, ,r f 3~~ ~ sn R{ ~i ~ nfi~r~}}lo~~a~tu~s~&~-1ene~ ~~`~{ ~`~~~'~;~ ..F t+ Y 5. ,.-.i "1 .fix"~ ? ~ ~" S y;t.t~.~ t ~r '~ ~~--,'`~ {1.ht ' .~~ Project: Location: Basin ID #: of Inlets: Date: ` Time: Inspector: tl ~ «" ~~`It~IS1 dCf0 t'~. ' °`~i r 'k .,y ~.; ~ i~ t >; if.,i' .1 ~~ ~.a ~7 c r~ r narr t m ~ r v r. ~ ~ fi ~~ .~ ~ f 1t~ : ~,, K4 G~om e~u,~, ~ ~ , ,~ Debris (Monthly) 1 Tributary drainage area clear of litter and ve etative debris 2 Trench surface clean 3 Inflow pipes are clear 4 Emergency overflow is clear 5 Inlet area is clean Sediment Traps/Forebays (Annually) 1 Functioning properly 2 Sediment cleanout (depth > 50% of desi de th Dewatering (Monthly) 1 Basinltrench adequately dewaters between storms Vegetation (Monthly) 1 Mowing performed per plan 2 Mininnum mowing depth not exceeded 3 Undesirable vegetation is removed 4 No evidence of erosion 5 Fertilized per plan Sediment Cleanout of Trench (Annually) 1 No evidence of sediment in gravel filter 2 Sediment accumulation does not require cleanin r _ ., Sufis air ens- ce ~ ~' ~a s ae._.~ ' Dry/Wet Basins (Annually) 1 Sediment cleanout (depth > 25% of desi de th 2 Winter accumulation of sand removed durin the S rin 3 Tributary drainage area stabilized and free of erosion 4 Visible pollution Dry Basins (Annually) 1 Infiltration area is clean 2 Inlets and outlets are clear 3 No evidence of surface clo in com action 5 Undesirable vegetation is removed 6 Visible pollution Cleanouts (Annually) 1 Good condition 2 cleanout and area around it is clean 3 Infiltration system is free of sediment (check ins ection manholes 4 No evidence of erosion 5 Visible pollution Outlets/Emergency Overflows (Annually) 1 Good condition 2 No evidence of erosion Aggregate Repairs (Annually) 1 Surface of trench is clean 2 Top layer of stone does not need re lacement 3 Trench does not need rehabilitation { ~ ; " ~4 t to _ c ~ ~ o • ~ nsa 'isf~ Comments: General Findings ass, Fail, Needs Attention or Needs Immediate Attentionl: Actions Taken: General Notes: • For infiltration basins, the items above are meant to supplement the storm water basins and wetlands inspection activities. • Properly enter all findings, determinations and courses of action into the GIS system. r ~k Za~nh.ra`~rieci ~ lifches ~ r.. ~ ~ ~;~ K~~.,~~` ~~t ~~ t. Project: Location: Basin ID #: # of Inletis: Date: Time: Inspector: '~+' ~ ,~ Sa cf ictoy -rTi,1__~--` ~ A T y t i '- Y ~ s r aintena ce+ to ,~, ;` '~ :, ~~~.~`- ~~' ~ < < n ~x ~'~~~ Commentst; ~`; , Embankments (Annually and After Major Events) 1 Vegetation and ground cover 2 Embankment erosion 3 Animal burrows 4 Unauthorized planting 5 Cracking, bulging or sliding of embankment 6 Seepage or leaks on slopes 7 Slope protection or riprap failure 8 Other (specify) Overflow Structures and Pipes (Annually and After Major Events) 1 Overflow structure obstructed 2 Weir trash rack maintenance a. Debris removal necessary b. Corrosion is evident 3 Excessive sediment accumulation 4 Concrete condition or manhole and outlet a. Cracks or displacement b. Minor spalling (< 1 ") c. Major spalling (re-bar exposed) d. Joint failures .. °aitear e ~~/ A e e. Water tightness 5 Outfall pipe/channels functioning 6 Other (specify) Outfalls (Annually and After Major Events) 1 Riprap failure 2 Slope erosion/scouring 3 Storm sewer pipes 4 Endwalls/headwalls 5 Other (specify) Other (Monthly) 1 Encroachment into ditch 2 Excessive sediments accumulation im edin water flow 3 Complaints from residents 4 Aesthetics a. Grass growing b. Graffiti removal needed c. Other (specify) 5 Condition of maintenance access points 6 Public hazards present 7 Visible pollution 1 ~ At ID ~;I S x Comments• General Findings ass, Fail, Needs Attention or Needs Immediate Attention): Actions Taken• General Notes• Ditches and associated appurtenances considered to be privately owned will not be maintained by the City unless there is • the potential of damage to property or if there is a safety concern. The Prior Lake Outlet Channel (with the exception of the bypass channel) will be inspected and maintained by a separate • entity. Should any issues arise, discuss with your supervisor to determine a course of action. • Properly enter all findings, determinations and courses of action into the GIS system. ~~.` ki ~ i Y i ~ h. J ~G l - d> e~ pu : enan~ s (~@p,~luiiip m~n)i~,le'c atch ba~ru~4'eu~f~~)S lac gr #ee~~p~pe~; Ies a Project: Location: Basin ID #: # of Inlets: Date:. Time: Inspector: ~ ~ ,}r~t`,~Nlatu en [ICe m ~r ~~i~.~1~~:ta ,..s,-i3r~r ? ~ ~: .°'~ q ~, , _,~5 c onim~n~s~ „~,~ r" ~,. ~ ~ L68tLSt3C'fQ~;~,~ - { rt _ ~~ ~ ~,..+.i Drainage Area and Emergency Overflows (As Needed) 1 Vegetation and ground cover 2 Embankment erosion 3 Unauthorized planting 4 Cracking, bulging or sliding of embankment a. Upstream face b. Downstream face c. At or beyond toe of slope i. Downstream ii. Upstream d. Emergency spillway 5 Slope protection or riprap failure 6 Vertical and horizontal alignment of emer enc overflow ~ Emergency overflow clear of obstructions and debris 8 Other (specify) Structures and Pipes (A,s Needed) 1 Outlet orifice obstructed 2 Trash rack a. Debris removal necessary b. Corrosion is evident 3 ne e Excessive sediment accumulation in bottom of sum manhole/catch basin a faces 4 Concrete condition or manhole and outlet a. Cracks or displacement b. Minor spalling (< 1 ") c. Major spalling (re-bar exposed) d. Joint failures e. Water tightness 5 Outlet control valve a. Operational/exercised b. Chained/locked 6 Outfall pipe/channels functioning 7 Other (specify) Outfalls (Annually and After Major Events) 1 Riprap failure 2 Slope erosion 3 Storm sewer pipes 4 Endwalls/headwalls 5 Other (specify) Other (Monthly) 1 Encroachments 2 Complaints from residents 3 Aesthetics a. Grass growing b. Graffiti removal needed c. Other (specify) 4 Visible pollution 5 Condition of maintenance access points 6 Public hazards present Comments: (General Findings ass, Fail, Needs Attention or Needs Immediate Attention): Actions Taken: General Notes: Storm sewer considered to be privately owned will not be maintained by the City unless there is the potential for damage • to property or if there is a safety concern. • Properly enter all fmdings, determinations and courses of action into the GIS system.