Loading...
HomeMy WebLinkAbout15.C.2. Sanitary Sewer Policy Adoption-Res. No. 621-Amend Res. 1v.3. IS.C.L., CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Sanitary Sewer Policy Adoption DATE: April 5, 2005 INTRODUCTION: Attached is a resolution adopting a Sanitary Sewer Policy for the City of Shakopee and this policy is also attached for Council review and consideration. BACKGROUND: The League of Minnesota Ci~ies has prepared a model policy for sanitary sewer maintenance in order for Cities to establish procedures on maintenance to minimize liability and to prevent sewer backups. This policy is being proposed by staff as part of Recommendation No. 7 of the Short- Elliott-Hendrickson Organization Study for the City of Shakopee. The recommendation is for the Public Works Department to develop and document a sanitary sewer cleaning and maintenance program based on a three-year frequency. Also, as part of that program, identify those "problem" areas requiring more frequent cleaning and investigate the cause of build-up in those areas. Staff has been televising and cleaning public sewers for several years. However, this policy will formalize the procedures on sanitary sewer maintenance, lift station maintenance, emergency response, inflow/infiltration and training. This policy is similar to the Snow Plowing Policy, which outlines how a particular maintenance activity is performed. City Council is being asked to review the policy statements on sanitary sewer system maintenance operation and approve the policy by adopting Resolution No. 6217 as is or with modifications. ALTERNATIVES: 1. Adopt Resolution No. 6217, a resolution adopting a Sanitary Sewer Policy for the City of Shakopee. 2. Deny Resolution No. 6217. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No.1, to adopt the Sanitary Sewer Policy for the City of Shakopee. This recommendation is to minimize the City' liability in sewer backups and to establish acceptable procedures on sanitary sewer system maintenance. ACTION REQUESTED: Offer Resolution No. 6217, a Resolution Adopting the Sanitary Sewer Policy for the City of Shakopee and move its adoption. ~nH Public Works Director BUpmp ENGRlEMPLOYEEFOLDER/PPENNINGTON/COUNCIIlMEM6217 RESOLUTION NO. 6217 A Resolution Adopting A Sanitary Sewer Policy For The City Of Shakopee WHEREAS, the City Council desires to establish a written policy on the sanitary sewer system for the City of Shakopee; and WHEREAS, a Sanitary Sewer Policy has been prepared and was reviewed by the City Council at its April 5, 2005 Council meeting. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA: 1. That the Sanitary Sewer Policy, a copy of which is attached hereto is hereby adopted. 2. This policy shall become effective April 5, 2005. Adopted in session of the City Council of the City of Shakopee, Minnesota, held this day of ,2005. Mayor of the City of Shakopee ATTEST: City Clerk ENGRlEMPWYEEFOIDERlPPENNINGTON/COUNCIIJRES6217 SANITARY SEWERPOLICYFORTHE CITY OF SHAKOPEE 1. Purpose The purpose of this policy is to provide the City of Shakopee's procedures for maintaining its sanitary sewer system. These procedures are necessary to prevent sewer backups into homes and businesses and the natural environment. Maintenance also protects and extends the life of the City's sanitary sewer system. The City will provide such maintenance in a safe and cost effective manner, keeping in mind safety, budget, personnel and environmental concerns. The City will use city employees, equipment and/or private contractors to conduct this maintenance. II. Routine Maintenance and fuspection 1. Sanitary Sewer Lines- a. Scope of City's Responsibility - The City will maintain the city's sanitary sewer lines. Private property owners are responsible for the maintenance of the private lines from the city's main line to any buildings. b. Schedule - The City will clean every sanitary sewer line every three years. c. Problem Area - This is defIned as an area that has had a sewer backup, blockage or a known problem such as grease accumulation or shallow slope. This area will be cleaned twice a year for the first year. If there are no further problems, it will be cleaned once the second year and then to a regular schedule the third year. d. Equipment - Lines will be cleaned with ajetter. e. Televising Inspection - The lines will be inspected by television camera every 10 years. Any lines that are located on a street where a street maintenance project is planned will be inspected prior to those projects. Camera inspection will also be available to inspect lines where there are possible problems. 2. Sanitary Sewer Lift Stations a. Schedule - The City will maintain the lift stations annually using specific maintenance that is reasonable and recommended. The maintenance is reflected in the checklists developed for each lift station. b. Electrical Components - An electrician will be hired annually to inspect and maintain the electrical components of the lift stations. c. Flow Meters - The flow meters at the lift stations will be checked on a weekly basis to ensure that the lift stations are working properly and to detect any problems in the'system. III. Emergency Response 1. Definition - An emergency response occurs in response to a call from citizens, fellow employees, or an alarm that indicates that there is a possible problem in the sanitary sewer system. 2. Response - After receiving notice of a possible problem, an employee will respond and determine if there is a problem in the city's system. Ifthere is, he or she will remedy it based on accepted procedures. If necessary, the city employee will obtain assistance from other city employees or outside contractors such as electricians or engineers, N. Inflow/Infiltration 1. Definitions - Inflow is where storm water is misdirected into sanitary sewer system through intentional connections such as sump pumps and roof leaders. Infiltration is where storm and ground water get into the sanitary sewer system through cracks or leaks in the sewer pipes or manholes. Inflow and infiltration can lead to backups, overflows and unnecessary and expensive . treatment of storm water. 2. Inflow - To reduce inflow, the City has developed a program to eliminate illegal connections to.the sanitary sewer system. This includes enforcement of the ordinance banning such connections and public education to encourage voluntary compliance. 3. Infiltration - To reduce infiltration, the City employees will annually inspect manholes and repair any that contribute to this problem. The sewer lines are maintained and inspected pursuant to Section II of this policy. In addition to the routine maintenance, the City has adopted a twenty year plan to replace sewer lines that are cracked and in need of repair. V. Training The City will provide training on a regular basis to employees that will be involved in the routine maintenance and the emergency response on the procedures to follow and the on how to use the proper equipment. ....VI. Work Schedule for City Employees City employees will be expected to work eight-hour shifts. In emergencies, employees sometimes have to work in excess of eight-hour shifts. However, because of budget and safety concerns employees may be limited in how long they work. VII. Weather Conditions Sewer maintenance operations will be conducted only when weather conditions do not endanger the safety of city employees and equipment. Factors that may delay sewer maintenance operations include; severe cold, flooding, rain, snow and wind. VIII. Documentation The City will document all of its inspection, maintenance and emergency responses for its sanitary sewer system. The City will also document any circumstances where something has occurred that limits its ability to comply with this policy. These records will be kept in accordance with the City's record retention schedule. LMC 145 University Avenue West, St. Paul, MN 55103-2044 Phone: (651) 281-1200. (800) 925-1122 League of Minnesota Cities Fax: (651) 281-1298 . TDD (651) 281-1290 Cities promoting e:<ceUence www.lmcit.Imnc.org STOP THAT BACK-UP Model Sanitary Sewer Maintenance Policy By EllenA. Longfellow, LMCIT Loss Control Attorney Minnesota cases have illustrated how important it is for cities to have maintenance policies. Policies for maintenance activities help plan for the use of the city's resources, establish priorities for this type of work, and provide an explanation as to how the city performed the maintenance. This is particularly true for sanitary sewer system maintenance. Legal Background A policy can help the city explain what it did and why it did it. A policy can support a finding that the city exercised reasonable care and was not negligent. Generally, Minnesota courts have held that in order to be responsible for the damages from a sewer backup, the city must be found negligent. To prove negligence, it must be shown that there was a defect in the city's sewer system, the city had notice of the defect, and failed to correct it within a reasonable time. Minnesota Statute 466.03 subd. 6 states that cities are immune from liability for discretionary policy decisions based upon the weighing of political, social, safety, and economic factors. Official immunity, which has been created by case law, also provides protection for city officials for discretionary actions of individual employees. In 2001, the Minnesota Court of Appeals found that the City of Albert Leahad discretionary immunity from a sanitary sewer backup claim. (Christopherson v.City of Albert Lea, 623 N.W. 2d 272, (Minn. Ct. App. 2001). The Court held that the city's conduct involved policy- making when it decided how to maintain its sanitary sewer system, This specifically supports the idea of a sanitary sewer maintenance policy. Written Policy A written policy is important because it provides the city with a consistent and documented method of performing the maintenance. It also provides guidance and assistance to employees on how to do the maintenance activities, employee performance, and assistance in long-term planning of the number of employees and the amount of equipment needed for the level of maintenance. In addition, a written policy can protect the city from liability by helping support defenses of discretionary immunity and no negligence. A written policy helps to clarify what the policy is and what it requires. This material is provided as general information and is not legal advice. Consult your city attorney for advice concerning specific situations. Public Works Track 2005 Inflow and Infiltration - 21 Basic Components of a Sanitary Sewer Maintenance Policy . Purpose . Routine Maintenance and Inspection . Emergency Response . Inflow and Infiltration . Training . Weather Conditions . Work Schedule . Documentation Options All methods of conducting inspection and maintenance of a sewer system should be included in the policy. Some cities use chemicals to remove roots while others use a proofer attached to the jetter or rodder machines. The proofer shows that the line is clear from any obstructions. In addition, the maintenance policy should refer to related contingency plans concerning alternative power sources if the electricity to the lift stations goes off. This often includes the use of permanent or portable generators. Resolution The city council should review the sewer maintenance policy and pass a resolution to adopt it. This will support that the policy was a discretionary decision as compared to a ministerial act. By reviewing the policy and passing a resolution elected officials can be aware of the public works department's procedures, which would help if they were ever called about sewer maintenance. Training Public works employees should be trained on the existence and the provisions of the sewer maintenance policy and the equipment used to implement safety policies. Review of Policy The policy should be reviewed periodically to determine if it needs to be changed. The employees who perform the sewer maintenance should be consulted to determine if the policy as written is workable. Documentation The city should keep records of all activities under its sewer maintenance policy. This includes routine maintenance and inspection, emergency responses and activities under inflow/infiltration program. Publicize Policy The city should make citizens aware of the policy through city newsletters, newspapers, and web site. By publicizing the policy, the city can make citizens aware of the provisions so they know what to expect in terms of level of service for sewer maintenance, This material is provided as general information and is not legal advice, Consult your city attorney for advice concerning specific situations. 2 Public Works Track 2005 Inflow and Infiltration - 22 , ~ , /5.C.2 SANITARY SEWER POLICY FOR THE CITY OF SHAKOPEE I. Purpose The purpose of this policy is to provide the City of Shakopee's procedures for maintaining its sanitary sewer system. These procedures are necessary to prevent sewer backups into homes and businesses and the natural environment. Maintenance also protects and extends the life ofthe City's sanitary sewer system. The City will provide such maintenance in a safe and cost effective manner, keeping in mind safety, budget, personnel and environmental concerns. The City will use city employees, equipment and/or private contractors to conduct this maintenance. II. Routine Maintenance and Inspection L Sanitary Sewer Lines - a. Scope of City's Responsibility - The City will maintain the city's sanitary sewer lines. Private property owners are responsible for the maintenance ofthe private lines from the city's main line to any buildings. b. Schedule - The City will clean every sanitary sewer line every three years. c. Problem Area - This is defined as an area that has had a sewer backup, blockage or a known problem such as grease accumulation or shallow slope. This area will be cleaned twice a year for the first year. If there are no further problems, it will be cleaned once the second year and then to a regular schedule the third year. d. Equipment ~ Lines will be cleaned with ajetter. e. Televising Inspection - The lines will be inspected by television camera every 10 years. Any lines that are located on a street where a street maintenance project is planned will be inspected prior to those projects. Camera inspection will also be available to inspect lines where there are possible problems. 2. Sanitary Sewer Lift Stations a. Schedule - The City will maintain the lift stations annually using specific maintenance that is reasonable and recommended. The maintenance is reflected in the checklists developed for each lift station. 'y b. Electrical Components - An electrician will be hired annually to inspect and maintain the electrical components of the lift stations, c. Flow Meters - The flow meters at the lift stations will be checked on a weekly basis to ensure that the lift stations are working properly and to detect any problems in the system. III. Emergency Response 1. Definition - An emergency response occurs in response to a call from citizens, fellow employees, or an alarm that indicates that there is a possible problem in the sanitary sewer system. 2. Response - After receiving notice of a possible problem, an employee will respond and determine if there is a problem in the city's system. If there is, he or she will remedy it based on accepted procedures. If necessary, the city employee will obtain assistance from other city employees or outside contractors such as electricians or engineers. IV. Inflow/Infiltration 1. Definitions - Inflow is where storm water is misdirected into sanitary sewer system through intentional connections such as sump pumps and roofleaders. Infiltration is where storm and ground water get into the sanitary sewer system through cracks or leaks in the sewer pipes or manholes. Inflow and infiltration can lead to backups, overflows and unnecessary and expensive treatment of storm water. 2. Inflow - To reduce inflow, the City has developed a program to eliminate illegal connections to the sanitary sewer system. This includes enforcement of the ordinance banning such connections and public education to encourage voluntary compliance. ~ , Infiltration - To reduce infiltration, the City employees will annually inspect manholes and repair any that contribute to this problem. The sewer lines are maintained and inspected pursuant to Section 11 of this policy. In addition to the routine maintenanoe, the City has adopted a n'lenty year plan to replace S6\ver lines that are cracked and in need of repair. V. Training The City will provide training on a regular basis to employees that will be involved in the routine maintenance and the emergency response on the procedures to follow and the on how to use the proper equipment. ~ ... VI. Work Schedule for City Employees City employees will be expected to work eight-hour shifts. In emergencies, employees sometimes have to work in excess of eight-hour shifts. However, because of budget and safety concerns employees may be limited in how long they work. VII. Weather Conditions Sewer maintenance operations will be conducted only when weather conditions do not endanger the safety of city employees and equipment. Factors that may delay sewer maintenance operations include; severe cold, flooding, rain, snow and wind. VIII. Documentation The City will document all of its inspection, maintenance and emergency responses for its sanitary sewer system. The City will also document any circumstances where something has occurred that limits its ability to comply with this policy. These records will be kept in accordance with the City's record retention schedule.