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HomeMy WebLinkAboutPackets - Stormwater Utillity Commission (125)AGENDA ORO VALLEY STORMWATER UTILITY COMMISSION REGULAR SESSION JUNE 15, 2017 HOPI CONFERENCE ROOM 11000 N. LA CANADA DRIVE REGULAR SESSION AT OR AFTER 4 P.M. CALL TO ORDER ROLL CALL CALL TO THE AUDIENCE - At this time, any member of the public is allowed to address the Commission on any issue not listed on today’s agenda. Pursuant to the Arizona Open Meeting Law, individual Commission members may ask Town staff to review the matter, ask that the matter be placed on a future agenda, or respond to criticism made by speakers. However, the Stormwater Utility Commission may not discuss or take legal action on matters raised during "Call to the Audience." In order to speak during "Call to the Audience" please specify what you wish to discuss when completing the blue speaker card. 1. Approval of the May 18, 2017 regular session minutes 2. Update on Town Council meeting and Stormwater meetings and events 3. Discuss and approve Stormwater credit application(s) 4. Discuss Stormwater financials 5. Discuss on-going Stormwater projects and events 6. Discuss the MS4 permit Notice of Intent (NOI) and draft of the Stormwater Management Program 7. Set the July 2017 meeting date and time 8. Set the July 2017 proposed agenda items ADJOURNMENT POSTED: 6/9/17 at 5:00 p.m. by pp When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Stormwater Utility Commission meeting in the Town Clerk's Office between the hours of 8:00 a.m. and 5:00 p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Commission meeting at 229-4700. INSTRUCTION TO SPEAKERS Members of the public have the right to speak during any posted public hearing. However, those items not listed as a public hearing are for consideration and action by the Stormwater Utility Commission during the course of their business meeting. Members of the public may be allowed to speak on these topics at the discretion of the Chair. If you wish to address the Commission on any item(s) on this agenda, please complete a blue speaker card and give it to the Recording Secretary. Please indicate on the speaker card which item number and topic you wish to speak on, or if you wish to speak during “Call to Audience,” please specify what you wish to discuss when completing the blue speaker card. “Notice of Possible Quorum of the Oro Valley Town Council, Boards, Commissions, and Committees: In accordance with Chapter 3, Title 38, Arizona Revised Statutes and Section 2-4-2 of the Oro Valley Town Code, a majority of the Town Council, Board of Adjustment, Conceptual Design Review Board, Historic Preservation Commission, Parks and Recreation Advisory Board, Planning and Zoning Commission, and Water Utility Commission may attend the above referenced meeting as a member of the audience only.” Introduction This Illicit Discharge Detection and Elimination (IDDE) Program describes procedures and best management practices to protect the Town of Oro Valley’s Municipal Separate Storm Sewer System (MS4) from pollutants due to illicit discharges and illegal connections. This Program complies with the requirement in Section 6.4.3 of the Arizona Department of Environmental Quality AZDEQ Permit (AZG2016-002) “Arizona Pollutant Discharge Elimination System General Permit for Stormwater Discharges from Small Municipal Separate Storm Sewer Systems to Waters of the United States” which states: “The permittee shall implement an IDDE program to systematically find and eliminate sources of non-stormwater to its municipal separate storm sewer system and to implement procedures to prevent illicit connections and discharges.” Legal Authority The purpose and intent of this IDDE Program is to ensure the health, safety, and general welfare of citizens, and protect and enhance the water quality of watercourses and water bodies in a manner pursuant to, and consistent with, the Federal Clean Water Act (33 U.S.C. 1251 et seq.), National Pollutant Discharge Elimination System Regulations (40 CFR Part 122), and State regulations for stormwater discharge (ARS Title 49, Chapter 2, Article 3.1) by establishing minimum stormwater management requirements for the management of pollutants that are, or may be, discharged to the municipal storm sewer system. Authority for this Program is the “Storm Water Quality Management and Discharge Control Ordinance” described further in Town Code Chapter 15-24. IDDE Program Responsibilities The Town of Oro Valley Stormwater Utility Staff is responsible for development and implementation of this program. Table 1 below identifies key Town of Oro Valley staff and contact information for those who will implement the IDDE program. Name Position Phone e-mail Mike Todnem Stormwater Utility Division Manager 520-229-5044 mtodnem@orovalleyaz.gov Justin Turner Sr. Stormwater Engineer 520-229-4818 jturner@orovalleyaz.gov John Lynch Stormwater Utility Project Manager 520-229-4881 jlynch@orovalleyaz.gov Scott Bennett Stormwater Utility GIS Analyst 520-229-4879 sbennett@orovalleyaz.gov Ben Reynolds Stormwater Utility Inspector 520-229-4879 breynolds@orovalleyaz.gov Table 1 Town of Oro Valley IDDE Program Implementation Staff. Illicit Discharge Reporting A) Training of municipal employees. The TOV will help facilitate detection and prevention of illicit discharges and connections to the MS4 through education and training of Town staff on potential sources and hazards associated with these illicit activities. Selected staff are trained as Certified Stormwater Inspectors by the National Stormwater Center or equivalent (we currently have 13). This training includes identifying sectors of the public (by region, industry, neighborhood), most likely to contribute illicit discharges, and to use this information to perform more effective inspections. The Town of Oro Valley also annually trains every municipal Operations and Maintenance employee in detection and reporting of illicit MS4 activity to the Stormwater Utility. B) Solicitation of public reporting of illicit MS4 activity. The TOV solicits public information and reporting of illicit discharges through both the SWU office and the Town’s Constituent Services Coordinator (CSC). The Stormwater Utility manager and CSC are the principle contacts for constituent concerns, and they coordinate on situational assessment and potential resolution. Current and future means of information retrieval include e- mail, telephone calls, letters, direct conversations, and a web-based reporting system. C) When A Potential Illicit Discharge Is Reported. Each time an illicit discharge is reported Town Staff will immediately determine what type of discharge has occurred and whether it poses an immediate threat to public health or the environment. The following considerations are made upon discovery of an illicit discharge.  What type of spill or discharge has been discovered?  How much material has been released?  Does the discharge involve a hazardous material and should the fire department or other emergency responders be notified?  Is there imminent danger of this discharge or spill rapidly spreading to sensitive environmental areas?  Should other agencies be notified? Agency Phone Number When To Contact Arizona Department of Environmental Quality Pima County Department of Environmental Quality U.S. Environmental Protection Agency Table 2 State, County and National Agency Contacts for Illicit Discharges. Identifying Potential Town of Oro Valley Illicit Discharge Hotspots. The Town of Oro Valley has identified priority areas most likely to have illicit discharges or connections. The information helps field staff and managers decide where to conduct detailed field investigations to pinpoint and eliminate illicit discharges and connections. The process includes reviewing information contained in the Town’s Cartegraph/GIS database, gathering staff knowledge of the Town’s watersheds, determining where illicit discharges have been reported in the past, and compiling other information collected by field crews. The following section describes priority areas already identified for future illicit discharge investigations, as w ell as procedures that staff uses to conduct a more detailed office assessment if needed. A) Priority Areas Identified. The Town of Oro Valley has identified three main priority areas where illicit discharges have a higher likelihood of occurring. These include:  The commercial corridor of State Highway 77 (Oracle Rd.) from Ina Rd. to Rancho Vistoso Blvd.  The commercial and industrial corridor of East Innovation Park Dr.  The Commercial corridor of North La Canada Dr. between Lambert Lane and Naranja Drive. Within these priority areas, the Town of Oro Valley will investigate businesses or activities that typically generate wastes that may contain fecal coliform bacteria, petroleum products, heavy metals, oil and grease, and soapy washwater. The Town will conduct unannounced site inspections, public education and outreach, and follow-up investigations at:  Businesses that generate pet waste (e.g., veterinary clinics, pet boarding centers, pet stores, and animal shelters) and public parks.  Automotive service centers and gas stations.  Restaurants.  Grocery stores and commercial retailers.  Light industrial and manufacturing facilities.  Horticultural and plant nursery facilities. In addition, when notified the Town will investigate failing septic systems at residential properties and provide assistance or recommendations to homeowners to conduct repairs or maintenance, or help them connect their homes to the sanitary sewer system. Figure 1 below shows areas within the Town of Oro Valley where illicit discharges have a higher likelihood of occurring. B) Field Assessment in These Priority Areas. Detailed procedures for field assessments are discussed in the Town of Oro Valley standard operating procedure for outfall inspection. Information collected during dry weather outfall inspections (e.g., outfalls where suspected or obvious illicit discharges are discovered) are used to identify priority areas where follow-up investigations need to be pursued. Information collected during routine MS4 asset inspections, health department inspections, and water quality monitoring are also used to identify priority areas for future investigation. Maps are prepared to assist with field assessment in these priority areas and include include the following information.  Nearby washes  Streets  Landmarks  Aerial photography  Major land uses  MS4 network assets  Septic system locations Eliminating Illicit Discharges. Upon detection of an illicit discharge, the Town of Oro Valley will identify all responsible parties and eliminate those discharges as expeditiously as possible through every legal avenue at the Town’s disposal. When immediate elimination of an illicit discharge is not possible the Town of Oro Valley will establish a schedule of elimination to expedite the removal of the discharge to the maximum extent practicable. A report on discharge location, discharge volume, dates the discharge took place, responsible parties, and mitigation techniques will be provided annually to ADEQ as part of the Town of Oro Valley annual MS4 report. Visual Monitoring. The Town of Oro Valley has developed and implemented a visual monitoring program of municipal outfalls. Included in this monitoring program are parameters for identification of illicit discharges during both dry weather and wet weather inspection of municipal outfalls. Outfall inspection during dry and wet weather includes records of:  Outfall identification  Personnel conducting the inspection  Time and date  Weather conditions at the time of inspection  Estimated flow rate (if applicable)  Apparent odor, color, and clarity of the water (if applicable)  The presence of floatables and other debris (if applicable)  Condition of the ground during dry weather inspection  Recording of nearby land use A) Visual Dry Weather Outfall Monitoring. The Town of Oro Valley has developed a standard operating procedure which clearly outlines municipal outfall identification and inspection procedures. B) Visual Stormwater Discharge Monitoring. The Town of Oro Valley has identified 5 major outfalls strategically chosen for their close proximity to dense commercial and urban residential land use. These outfalls will be monitored at a minimum of four times per year (twice during storm events each rainy season). Procedures for monitoring outfalls during storm events are clearly outlined in the Town of Oro Valley municipal outfall identification and inspection standard operating procedures. C) Follow-up Screening. Quick and efficient correction of illicit discharges is accomplished through well defined authority coupled with swift enforcement and follow-up measures. The Town of Oro Valley standard operating procedure on elimination of illicit discharges clearly outlines follow up inspection procedures for areas where illicit discharges have been confirmed and eliminated. Indicators of IDDE Program Progress An important component of the IDDE program is a tracking and reporting system. A summary of the information collected for the tracking and reporting system will be included in the annual report to Arizona Department of Environmental Quality. The information stored in the tracking and reporting system will be evaluated on an annual basis at a minimum to adjust the IDDE program as needed. The Town of Oro Valley currently uses Cartegraph and GIS software to store and analyze data and produce maps. The following information should be tracked and reported in Cartegraph\GIS to assist with annual report preparation and program evaluation.  Number of illicit discharge complaints received from the public  Feedback received from public education efforts  Percentage of the Town wide MS4 mapped  Results of field assessments in high priority areas  Number of outfalls inspected  Photographic documentation of inspections  Results of follow-up monitoring in problematic areas  Number of illicit connections and discharges discovered and eliminated  Status and efficacy of statutes and enforcement procedures  Dates of staff training  Number of staff trained JUNE 12, 2017 MAY YTD Financial Status FY 2016/2017 Stormwater Utility Fund % Budget Completion through May -- 92% Actuals thru 05/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget REVENUES: CHARGES FOR SERVICES 1,204,438 1,303,500 92.4%1,335,000 2.4% INTEREST INCOME 748 500 149.6%730 46.0% MISCELLANEOUS 15 - 0.0%15 0.0% TOTAL REVENUES 1,205,201 1,304,000 92.4%1,335,745 2.4% Actuals thru 05/2017 Budget % Actuals to Budget Year End Estimate * YE % Variance to Budget EXPENDITURES: PERSONNEL 382,367 559,234 68.4%484,990 -13.3% OPERATIONS & MAINTENANCE 297,507 505,525 58.9%431,025 -14.7% CAPITAL 93,674 89,000 105.3%177,014 98.9% TOTAL EXPENDITURES 773,547 1,153,759 67.0%1,093,029 -5.3% Does not include non-cash outlays for depreciation SURPLUS / (DEFICIT)431,653 150,241 242,716 BEGINNING RESERVE BALANCE 272,747 Plus: Surplus / (Deficit)242,716 SUBTOTAL ENDING RESERVE BALANCE **515,463 LESS: VEHICLE & EQUIPMENT RESERVE (128,806) TOTAL ENDING RESERVE BALANCE **386,657 Reserve Policy Calculation 29.0% * Year-end estimates are subject to further revision ** Ending reserve amounts are estimates subject to further revision, and may not tie to the cash balance in the fund due to timing of revenues received and expenditures paid