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SEWER SYSTEM

MANAGEMENT PLAN

City of San Mateo Public Works Department

Updated December 2015

Prepared by

City of San Mateo Public Works Department Environmental Services Division Sewer System Management Plan

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TABLE OF CONTENTS

Last Update: 12-07-15 City of San Mateo SSMP TABLE OF CONTENTS

SANITARY SEWER MANAGEMENT PLAN INTRODUCTORY OVERVIEW 1

i Introduction 1 ii Document Organization 1 iii City Service Area and Collection System 3 iiii Environmental Services Division 8 ELEMENT 1: GOALS 1-1

1.1 Collection System Management Goals 1-1 ELEMENT 2: ORGANIZATION 2-1

2.1 Environmental Services Division 2-1 2.2 Department of Public Works Organizational Chart 2-1 2.3 Environmental Services Organizational Chart 2-2 2.4 Environmental Services Personnel and Responsibility 2-4 2.5 Chain of Communication for SSO Reporting 2-7 2.6 Emergency Contact Personnel 2-8 ELEMENT 2 APPENDIX ITEMS 2.1 Public Works Business Plan ELEMENT 3: LEGAL AUTHORITY 3-1 3.1 General 3-1 3.2 Sewer Code Required Elements 3-1

i. Prevent Illicit Discharges 3-1 ii. Require Proper Design and Construction of Sewers and Connections 3-1 iii. Ensure Access for Maintenance and Inspection 3-2

iv. Limit Flows from Connected Sources 3-2 v. Ban New Connections 3-2 vi. Limit the Discharge of FOG and other Debris 3-3 vii. Enforce Violations of Sewer Ordinances & Collect Penalties 3-3

viii. Ownership and Maintenance of Sewers 3-3 3.3 Sewer Use Fees 3-4 ELEMENT 3 APPENDIX ITEMS 3.1 Sewer Use Code

3.2 Sewer Fees 3.3a Estero Owners Agreements 3.3b Minor Partners Agreement 3.3c City of Belmont Agreement

ELEMENT 4: OPERATIONS AND MAINTENANCE PROGRAM 4-1

4.1 Collection System Maps and Information 4-1 4.1.1 Information Management 4-1 1. AutoCAD Utility Undeground Map Books 4-1 2. GIS Computer Mapping Program 4-2 3. CMMS Azteca Cityworks 4-3

4.1.2 Map Update Procedures 4-4 4.2 Preventative Operation and Maintenance 4-5 4.2.1 Overview 4-5 4.2.2 Citywide Sewer District Cleaning 4-6

TABLE OF CONTENTS


4.2.3 Target Cleaning of Problem Areas 4-8 4.2.4 Cleaning Procedures 4-8 4.2.5 Collection System Performance 4-9 4.3 Rehabilitation and Replacement Plan 4-10 4.3.1 Condition Assessment and Inspection 4-10 4.3.2 Prioritization of Rehabilitation 4-10 4.3.3 Five Year and Two Year Replacement and Rehabilitation Program 4-10 4.4 Pumpstation Maintenance 4-11 4.5 Private Lateral Replacement Program 4-12 4.6 Sewer Staff Maintenance Training 4-12 ELEMENT 4 APPENDIX ITEMS 4.1 AutoCAD Standards

4.2 CCTV Standards 4.3 Sewer Mainline Cleaning Procedures 4.4 Pumpstation Maintenance 4.5 Sewer Maintenance Crew Training 4.6 Manhole Inspection Program 4.7 Targeted Cleaning of Problem Areas “Hot-Spots” & Leak Detection Program 4.8 Sewer Maintenance Dedicated Equipment and Personnel 4.9 2009 to Current Annual Sewer Cleaning Schedule Maps 4.10 Collection System Maps and Information

4.1.A.i Underground Utilities Map .1.A.ii Sewer Pumpstations and Trunklines Map 4.1.A.iii Sewer Collection System Pipe Sizes 4.1.A.iv Sewer Collection System Terrain Map 4.1.A.v Sewer Collection System Basin Map 4.1.A.vi Sewer Collection System Subbasin Map 4.1.A.vii Sewer Collection System Cleaning Areas Map (Current Snapshot) 4.1.A.viii Sewer District Cleaning Schedule Maps (Current Snapshot)

ELEMENT 5: DESIGN AND PERFORMANCE PROVISIONS 5-1

5.1 Standards for Installation, Rehabilitation, and Repair 5-1 5.2 Standards for Inspection & Testing of New, Rehabilitated, and Repaired Facilities 5-1 ELEMENT 5 APPENDIX ITEMS 5.1 City of San Mateo Sanitary Sewer Details and Appurtenances ELEMENT 6: OVERFLOW AND EMERGENCY RESPONSE PLAN 6-1

6.1 Purpose 6-1 6.2 Statewide WDR Requirement 6-1 6.3 SSO Categories 6-2 6.4 Incident Notification 6-4 6.5 Role of Responders 6-5 6.6 Designated Emergency Responders 6-5 6.7 Spill Response Equipment 6-5 6.8 Field Procedures 6-5 6.9 Sewage Estimation 6-8 6.10 Water Quality Sampling 6-8 6.11 Water Quality Monitoring Program 6-9 6.12 SSO Technical Report 6-9

TABLE OF CONTENTS


6.13 Investigation and Documentation Procedure 6-11 6.14 Failure Analysis Investigation 6-11 6.15 Documentation 6-13 6.16 Regulatory Reporting 6-13 6.17 SSO Response Training 6-18 6.18 Initial Refresher Training 6-18 6.19 SSO Response Drills 6-18 6.20 SSO Training Record Keeping 6-18 6.21 SSO Response within Private Property 6-18

ELEMENT 6 APPENDIX ITEMS

6.1 Contingency Equipment 6.2 SSO Field Procedures 6.3 Investigation and Documentation Forms 6.4 Spill Calculation and Estimation 6.5 Signage and Posting Procedures 6.6 Public Notification Procedures 6.7 Water Quality Monitoring Program 6.8 SSO Technical Report

ELEMENT 7: FATS, OILS, AND GREASE (FOG) CONTROL PROGRAM 7-1

7.1 Background 7-1 7.2 Public Outreach Program 7-2 7.3 FOG Disposal 7-2 7.4 Legal Authority 7-3 7.5 Grease Removal Device Requirements 7-3 7.6 Best Management Practices 7-4 7.7 Inspection and Enforcement Procedures 7-4 7.8 Service Area FOG Evaluation 7-5 ELEMENT 7 APPENDIX ITEMS

7.1 FOG Supporting Materials

7.1.A Outreach Materials (commercial & residential) 7.1.B Waste Discharge Permit (WDP) 7.1.C WDP Standard Terms, Conditions & Requirements 7.1.D Best Management Practices for Food Services Facilities 7.1.E Pretreatment System Maintenance Log 7.1.F Waste Discharge Permits Q & A’s 7.1.G Inspection Form – Food Service Facility 7.1.H Preventative Maintenance: FOG Hot Spots (Schedule and Map) ELEMENT 8: SYSTEM EVALUATION AND CAPACITY ASSURANCE PLAN 8-1

8.1 Background 8-1 8.2 Project Drivers and Capacity Assessment Criteria 8-2 8.3 Capital Improvement Program Budget And Schedule 8-2

ELEMENT 8 APPENDIX ITEMS 8.1 Historic Capacity Assurance Efforts 8.2 Capacity Analysis Technical Memorandum

8.3 Draft 20-Year Integrated Wastewater Master Plan Executive Summary

TABLE OF CONTENTS


8.4 CIP Budget and Schedule ELEMENT 9: MONITORING, MEASUREMENT, AND PROGRAM MODIFICATIONS 9-1 9.1 Data Collection 9-1 9.2 Data Reporting 9-2 9.3 Sanitary Sewer Overflows (SSOs) 9-2 ELEMENT 10: SSMP PROGRAM AUDITS 10-1 10.1 Summary 10-1

ELEMENT 10 APPENDIX ITEMS

10.1 SSMP Change Log 10.2 SSMP Audit Blank Form 10.3 Recent SSMP Audit Report

ELEMENT 11: COMMUNICATION PROGRAM 11.1 Sewer Fees and Sewer Fund 11-1 11.2 Private Lateral Replacement Program 11-1 11.3 Sewer Maintenance Public Outreach 11-2 11.4 FOG Program Outreach 11-2 ELEMENT 11 APPENDIX ITEMS

11.1 Proposition 218 Sewer Fee Public Notifications 2009 to Current 11.2 Private Lateral Replacement Program (PLRP) Handouts

11.3 Sewer Maintenance Public Outreach

City of San Mateo Public Works Department Environmental Services Division SSMP INTRODUCTORY OVERVIEW

Last Update: 12-07-15 - 1 - City of San Mateo SSMP INTRODUCTORY OVERVIEW

SSMP INTRODUCTORY OVERVIEW

i. INTRODUCTION The purpose of the City of San Mateo’s Sewer System Management Plan (SSMP) is to document activities that the City utilizes to manage its wastewater collection system effectively. Effective management of a collection system includes:

Minimizing the number and impact of sanitary sewer overflows (SSOs). Providing adequate sewer capacity to convey peak flows.

Maintaining and improving the condition of the collection system infrastructure in

order to provide reliable service into the future.

ii. DOCUMENT ORGANIZATION This SSMP has been prepared by City of San Mateo Department of Public Works Environmental Services Division staff in compliance with requirements of the San Francisco Bay Regional Water Quality Control Board (RWQCB) pursuant to Section 13267 of the California Water Code. The SSMP is intended to meet the requirements of the Statewide General Waste Discharge Requirements (GWDR), amended by Order No. 2013-0058, Amended Monitoring and Reporting Program. The SSMP includes eleven elements as listed below. Each of these elements forms a section of this document.

SSMP ELEMENTS 1. Goals. Collection System Management Goals.

2. Organization. Organization of Personnel, including the chain of command and communications.

3. Legal Authority

4. Operations and Maintenance Program

5. Design and Performance Provisions

6. Overflow Emergency Response Plan

7. FOG Control Program

8. System Evaluation and Capacity Assurance Plan

9. Monitoring, Measurement and Plan Modifications

10. SSMP Program Audits

11. Communication Plan



Table ii.1. SSMP – Required Elements and Dates of Original Submittal/Adopted SSMP Update

REQUIRED SSMP

ELEMENTS

REQUIRED DATE OF SUBMITTAL ACTUAL

COMPLETION DATE

UPDATES RWQCB SSMP

STATEWIDE WDR’S

1. Goals Aug. 31, 2006 Nov. 1, 2007 June 1, 2006

Dec. 2007 June 2009

March 2012 September 2014

August 2015

2. Organization Aug. 31, 2006 Nov. 1, 2007 June 1, 2006

Dec. 2007 June 2009 April 2010 April 2012

December 2014 August 2015

3. Legal Authority Aug. 31, 2007 May 1, 2009 Aug. 1, 2006

Dec. 2007 May 2009 April 2011 April 2012

November 2014 August 2015

4. Operations and Maintenance Program

Aug. 31, 2007 May 1, 2009 Aug. 1, 2007

Dec. 2007 July 2009 June 2011 April 2012

November 2014 August 2015

5. Design and Construction Standards and Performance Provisions

Aug. 31, 2007 Aug. 1, 2009 June 1, 2006 Aug. 1, 2009 Sept. 2011

August 2015

6. Overflow Emergency Response Plan

Aug. 31, 2006 May 1, 2009 March 2005

Aug. 2006 Oct. 2007 Nov. 2008 May 2009 Feb. 2010 May 2011 April 2012 April 2014

August 2015

7. FOG Control Program Aug. 31, 2006 May 1, 2009 Aug. 1, 2006

July 2009 May 2012

September 2014 August 2015

8. System Evaluation and Capacity Assurance

Aug. 31, 2008 Aug. 1, 2009 PH 1 – 6/05 PH2 – 12/07

July 25, 2009 Nov. 15, 2009 March 2010 August 2015



REQUIRED SSMP

ELEMENTS

REQUIRED DATE OF SUBMITTAL ACTUAL

COMPLETION DATE

UPDATES RWQCB SSMP

STATEWIDE WDR’S

9. Monitoring, Measurement, and Plan Modifications

Aug. 31, 2008 Aug. 1, 2009 Aug. 29, 2008

July 2009 Jan. 2010 Feb. 2011

September 2014 August 2015

10. SSMP Program Audits Aug. 31, 2008 Aug. 1, 2009 Aug. 22, 2008

July 2009 Jan. 2010 April 2012


11. Communication Program Aug. 1, 2009 July 25, 2009

July 2009 May 2012


iii. CITY SERVICE AREA AND COLLECTION SYSTEM San Mateo is located in San Mateo County at the crossroad of Highway 101 and Highway 92. San Mateo and is situated with San Francisco to the north, San Jose to the south, and the San Francisco Bay to the east, as shown in Figure 2-1 on the following page. San Mateo at a glance:

The San Francisco to San Jose railroad track was completed in 1864 with its first service through San Mateo on October 17, 1863

The first volunteer fire department was officially organized on March 18, 1889

San Mateo was incorporated on September 3, 1894

The wastewater treatment plant (WWTP) has been operating since 1935

Incorporated area is 13 square miles

Current population (2010) is 94,650 residents

San Mateo is a built-out City that is mostly residential, single and multi-family, with some commercial business areas and a small amount of light industrial uses

Temperatures vary from a mean average of 49 degrees Fahrenheit in January to a mean average of 72 degrees Fahrenheit in July. San Mateo has a mean annual rainfall of 13.4 inches.



Figure 1. Service Area Map

The City of San Mateo Department of Public Works (DPW) Environmental Services Division (Division) provides stewardship of the City’s sanitary sewer assets, including a 15.7 MGD Wastewater Treatment Plant (WWTP) serving more than 130,000 people, 234 miles of collection system mainlines, 5,711 manholes, and 26 sewer lift stations. A map of the City’s service area is shown in figure 2-1. The Division is responsible for meeting the required level of service, including all permit requirements, in the most cost effective way through engineering, construction, maintenance, operation and rehabilitation of sanitary sewer assets to provide for present and future customers. The sanitary sewer collection system is predominantly made of vitrified clay pipe and the majority of the system was built in the mid-1900’s. The collected water is conveyed to the WWTP for treatment and disposal. San Mateo’s WWTP is a jointly owned facility. San Mateo owns approximately 75% and Foster City Estero Municipal Improvement District (EMID) owns approximately 25% of the



facility. The ownership agreement is through a joint powers agreement (JPA) that is included in the SSMP Appendix as Appendix 3.3. San Mateo’s 75% facility ownership is jointly used by San Mateo and four partners which include: the Town of Hillsborough (4.16%), Crystal Springs County Sanitation District (4.93%), the County of San Mateo (.37%), and the City of San Mateo (65.54%). This Sanitary Sewage Agreement between San Mateo and its “Minor Partners” was entered into on July 18, 1989. The agreement sets forth the arrangements and relationships regarding the use of sewage conveyance and treatment facilities. This Minor Partners Agreement is also included in Appendix 3.3. Sanitary Sewer Collection System Assets Tables iii.1 through iii.6 provide information about the City’s sewer collection system assets.

Table iii.1. Size and Distribution of Active Sewers

Pipe Size

Gravity Sewer Length (feet)

Forcemain Length (feet)

Total Length (feet)

Total Length (miles)

Percentage of Total

4 2,685 1,691 4,376 0.8 0.4% 6 706,021 795 706,816 133.9 57.2% 8 276,545 2,962 279,304 52.9 22.6%

10 60,918 5,572 66,490 12.6 5.4% 12 37,153 2,283 39,436 7.5 3.2% 14 372 7,490 7,862 1.5 0.6% 15 31,420 31,420 6.0 2.5% 18 36,795 36,795 7.0 3.0% 21 7,162 4,118 11,280 2.1 0.9% 24 15,607 15,607 3.0 1.3% 27 5,304 5,304 1.0 0.4% 30 6,547 4,797 11,344 2.1 0.9% 33 4,061 2,522 6,613 1.3 0.5% 36 4,483 548 5,031 1.0 0.4% 39 5,016 5,016 1.0 0.4% 48 120 120 0.0 0.0%

54 (outfall) 3,382 3,382 .6 0.3% 1,200,206 36,190 1,236,396 234.3 100% Notes: (1) Quantities were taken from City’s GIS maps. It should be noted that while the forcemain

quantities exactly match Tables iii.2-4 of the SSMP, the gravity sewer lengths differed by 8,866 feet due to discrepancies in 6-, 10-, and 36-inch diameter lengths. This table was taken from the 2014 Master Plan.

(2) Total length includes gravity sewer, forcemains, and outfall owned by the City.



Table iii.2. Distribution of Gravity and Forced Sewers

Pipe Length (feet) Length (miles) Percentage of

System (by length)

Forced 35,842 6.8 3 Gravity 1,209,257 229 97 TOTAL 1,245,099 235.8 100%

Table iii.3. Distribution of Sewer Mainlines in a Right-of-Way Versus Easement

Pipe Length (feet) Length (miles) Percentage of

System (by length)

Right-of-way 864,121 163.65 69% Easement 380,978 72.15 31%

TOTAL 1,245,099 235.8 100%

Table iii.4. Breakdown of Sewer Collection System by Age

Pipe Age Length (feet) Length (miles) Percentage of System

2000 - present 14,414 2.7 1 1980 - 1999 61,082 11.6 5 1960 - 1979 203,758 38.6 16.4 1940 - 1959 638,134 120.8 51.2 1920 - 1939 273,484 51.8 22 1900 - 1919 54,227 10.3 4.4 Before 1900 0 0 0

TOTAL 1,245,099 235.8 100% Table iii.5. Breakdown of Sewer Collection System by Age & Type, & Pumpstations

Pipe Age Length (miles) Gravity Sewer

Length (feet) Gravity Sewer

Length (feet) Forcemain

Number of Pumpstations

2000 - present 2.7 14,414 0 1 1980 - 1999 11.1 58,674 2,408 9 1960 - 1979 36.4 191,966 11,792 11 1940 - 1959 118.3 624,873 13,261 4 1920 - 1939 50.2 265,103 8,381 1 1900 - 1919 10.3 54,227 0 0 Before 1900 0 0 0 0

TOTAL 229 1,209,257 35,842 26



Table iii.6. Sanitary Sewer Pumpstation Names and Capacity

Station Address # Pumps

Est. Capacity: GPM per

Pump

Total Dynamic

Head

Est. Daily Flow* (GPD)

Est. Daily Capacity

(Gallons w/ One Pump)

01 Mongini 2005 Pacific 3 900 15 669,600 1,296,000

02 Arroyo 20 Arroyo 2 400 30 80,400 576,000

03 Parkwood 1932 Parkwood 2 50 90 10,350 72,000

04 Toyon 1629 Toyon 2 50 80 5,400 72,000

05 38th Ave 3796 El Camino Real 2 800 26 240,000 1,152,000

06 42nd Ave 1 42nd Ave 2 400 30 83,600 576,000

07 Laurie Meadows 95 Laurie Meadows 2 450 16 74,250 648,000

08 Woodbridge 101 Woodbridge Circle 2 100 12 26,100 144,000

09 Santa Clara 404 Santa Clara 3 1000 45 720,000 1,440,000

10 Los Prados #1 3000 Los Prados 2 760 21 307,800 1,094,400

11 Los Prados #2 3160 Los Prados 2 365 8 105,120 525,600

12 Los Prados #3 3301 Los Prados 2 250 10.5 63,000 360,000

13 Flint & Norfolk 2413 S. Norfolk 2 700 15 281,000 1,008,000

14 Kehoe & Kelly 2223 Kehoe 2 200 10 98,000 288,000

15 Kehoe & Scott 2444 Kehoe 2 200 10 24,000 288,000

16 2nd & Quebec 203 S. Quebec 2 100 13 10,800 144,000

17 Chatham East 205 N. Quebec 2 30 12 8,400 43,200

18 Mariners Island #1 408 Anchor 2 120 48 16,560 172,800

19 Mariners Island #2

635 Mariners Island 3 1,400 75 1,044,0

00 2,016,000

20 Mariners Island #3 894 Neptune 2 450 32 64,800 648,000


Mariners Island Blvd / W. Cape 2 1000 5 114,000 1,440,000


1659 Vista Del Mar (1801 M.I. Blvd)

2 300 15 109,800 432,000



Station Address # Pumps

Est. Capacity: GPM per

Pump

Total Dynamic

Head

Est. Daily Flow* (GPD)

Est. Daily Capacity

(Gallons w/ One Pump)


2021 Winward Way (2001 Gateway)

2 295 11.5 54,870 424,800

24 41st Ave 3971 Pacific Blvd 2 900 54 216,000 1,296,000

25 Dale Ave Dale Ave / Patricia 5 10,000 54 3,023,8

20 14,400,000

26 Bay Meadows 28th Ave/ Saratoga Dr 2 650 95 584,520 936,000

* Estimated Daily flow is based on pump run-times, gpm of station, in dry weather (24 hr period). The first 24 sanitary sewer pumpstations (operated by Sewer and Storm Maintenance) are located mostly in the eastern (flatter) half of the City to assist in the conveyance of wastewater to the WWTP. Pumps alternate automatically and there are no lead / lag pumps. Wet well operations are set to limit pump starts and stops and in-line storage of wet weather flows occurs automatically. Power outages occur infrequently and average about eight a year. Three portable generators (exercised under load annually) are assigned specifically to the pump crew for use in power outage situations. Flint & Norfolk, Dale, and Bay Meadows receive most of the flow from the City of San Mateo sewer collection system. Pumpstation 25, Dale Avenue was operated and maintained by the wastewater treatment plant. An operations and maintenance manual was prepared and maintained by WWTP personnel for this pumpstation. Flows received by Dale Avenue pumpstation west of the Marina Lagoon are delivered to the influent junction box (IJB) at the WWTP via one 30” and one 33” forcemain. The pumpstation is connected to the WWTP SCADA system and controlled by PLC. It has a 1200KW dedicated automatic standby generator. The pumpstation has two wet wells that are combined in the summer for energy efficiency and operated separately during the rainy season to ensure high flows from west of HWY101 do not inundate the flat areas east of HWY101. The operation of this pumpstation impacts both the volume of flow into the WWTP and the potential for collection system SSOs upstream.

iv. ENVIRONMENTAL SERVICES DIVISION The Environmental Services Division (ESD) was created in 2001 to bring all of the activities involved in wastewater collection and treatment, including planning, engineering, construction and operations, into one Division within the Department of Public Works to improve coordination and information flow and provide a consistent mission and vision. The Public Works Department organizational structure was modified in 2011. Details about the Division’s current structure can be found in Element 2, “Organization,” of this SSMP.



Environmental Services is responsible to update and modify the SSMP plan on an on-going basis.

City of San Mateo Public Works Department Environmental Services Division GOALS

Last Update: 12-07-15 1 - 1 City of San Mateo SSMP Element 1: GOALS

ELEMENT 1: COLLECTION SYSTEM MANAGEMENT GOALS

SWRCB Waste Discharge Requirement:

The goal of the Sewer System Management Plan (SSMP) is to provide a plan and schedule to properly manage, operate, and maintain all parts of the sanitary sewer system. This will help reduce and prevent SSOs, as well as mitigate any SSOs that do occur.

1.1 COLLECTION SYSTEM MANAGEMENT GOALS The Environmental Services Division Sewer Operations and Maintenance Section (Sewer Maintenance) utilizes preventative maintenance practices in their efforts to maintain and operate the sanitary sewer collection system. Sewer Maintenance works in tandem with Sewer Engineering in efforts to improve the condition of and extend the life of collection system assets. The Environmental Services Division has developed this SSMP to achieve the following collection system management goals and objectives listed below. These goals and objectives have been adopted into the budget.

Proper maintenance, operations and management all parts of the wastewater collection system

Provision of adequate capacity in the collection system to convey peak flows

Minimize the frequency of sanitary sewer overflows (SSOs)

Mitigate the impact of SSOs

Objectives of Sewer Maintenance Preventative Maintenance Program include:

1. Implement Preventative Maintenance on the collection system to address SSOs.

a. Clean all sewer mainlines within the identified required maintenance period

b. Continue with monthly, quarterly, bi-annual and annual preventative maintenance hydro-cleaning and power-rod cleaning of identified sewer mainline target (problem) areas

c. Maintain a video condition assessment program

d. Maintain Root Control Program and root-foam identified areas on a rotating basis

e. Refer mainlines with repeat non-scheduled maintenance to sewer engineering for evaluation

f. Conduct appropriate analysis/evaluation of SSOs utilizing historical maintenance and activity data and records and provide recommendations to reduce future risk

City of San Mateo Public Works Department Environmental Services Division GOALS

Last Update: 12-07-15 1 - 2 City of San Mateo SSMP Element 1: GOALS

2. Identify collection system blockages due to fats, oil and grease (FOG) and develop strategies to decrease backups.

3. Mitigate the impact of SSOs on public health and the environment.

4. Operate all pumpstations efficiently and perform required preventive maintenance on equipment at all sanitary sewer pumpstations.

5. Maintain records of the sanitary sewer system and respond to inquiries.

6. Assist with the development of a capital improvement program directed at

maintaining the current sewer assets, improving system reliability and providing adequate future capacity.

7. Be available and responsive to the needs of the public and work cooperatively

with local, state, and federal agencies to reduce, mitigate impacts of, and properly report SSOs.

City of San Mateo Public Works Department Environmental Services Division ORGANIZATION

Last update: 12-07-15 2 - 1 City of San Mateo SSMP Element 2: ORGANIZATION

ELEMENT 2: ORGANIZATION


The Sewer System Management Plan (SSMP) must identify

The name of the responsible or authorized representative as described in Section J of the SSO WDR.

The names and telephone numbers for management, administrative, and maintenance positions responsible for implementing specific measures in the SSMP program. The SSMP must identify lines of authority through an organization chart or similar document with a narrative explanation; and

The chain of communication for reporting SSOs, from receipt of a complaint or other information, including the person responsible for reporting SSOs to the State and Regional Water Board and other agencies if applicable (such as County Health Officer, County Environmental Health Agency, Regional Water Board, and/or State Office of Emergency Services (OES)).

2.1 ENVIRONMENTAL SERVICES DIVISION In 2012, the DPW was re-organized to consolidate all engineers under the City Engineer into an Engineering Division, and to consolidate operations and maintenance functions of the collection system, wastewater treatment plant, and a new Regulatory Compliance Section into the Environmental Services Division. 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) ORGANIZATIONAL CHART Figure 2-1 on the following page shows the Department of Public Works Organizational Chart as of July 2015.



Figure 2-1. Public Works Organizational Chart

*The Environmental Services Division organizational chart is described in the following section.

2.3 ENVIRONMENTAL SERVICES DIVISION ORGANIZATIONAL CHART Figure 2-2 on the following page shows the Environmental Services Division Organization Chart as of July 2015

City Council

City Manager

Public Works Department

Director of PW

*Environmental Services

Deputy Director Public Works

Deputy Director

Clean Water Program Manager

Engineering Services Manager

Facility & Fleet Services Manager

Admin/Analysts



Figure 2-2. Environmental Services Organizational Chart

*Position funding and staffing charts contained in the City’s Budget can be found in the SSMP Appendix 2.1.



2.4 ENVIRONMENTAL SERVICES PERSONNEL AND RESPONSIBILITY

The following descriptions define the role of the Council and staff as related to the SSMP. CITY COUNCIL Establishes policy. CITY MANAGER Assists in the development, planning and implementation of goals and objectives related to the overall administrative activities and operations of the City; Administers City policies and procedures. Reports to the City Council. CITY ENGINEER Performs professional engineering work in the design, investigation, and construction of public works and related projects; acts as project manager in assigned capital projects and does related work as required. Participates in the planning, checking, review, and processing of plans. Develops revised design and construction standards. Administers and enforces City Codes and standards on engineering projects. Reports to the Engineering Manager. DIRECTOR OF PUBLIC WORKS Assists in the development, planning and implementation of goals and objectives related to the .Public Works Department. Administers Departmental policies and procedures. Reports to the City Manager. DEPUTY DIRECTOR OF ENVIRONMENTAL SERVICES DEPARTMENT, 650-522-7300 Manages the sanitary sewer and storm drainage collection systems, the operations and maintenance of the wastewater treatment plant, and the Regulatory Compliance Section. Plans O&M strategy, leads staff, allocates resources, and delegates responsibility. Reports to the Director of Public Works. SENIOR. PROJECT MANAGER, 650-522-7312 Responsible for management of the computerized maintenance management system (CMMS) and ensures sewer maintenance activities are captured electronically in the CMMS. Reports to the Deputy Director of Environmental Services. REGULATORY COMPLIANCE MANAGER, 650-522-7385 Coordinates permits, laws, and regulations related to stormwater management and pretreatment programs; manages FOG program. Reports to the Deputy Director of Environmental Services. FIELD MAINTENANCE MANAGER, 650-522-7359 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.



Responsible for implementing, managing and updating the SSMP. Reports to the Deputy Director of Environmental Services.

PUBLIC WORKS SUPERVISOR / SEWER MAINTENANCE SUPERVISOR, 650-522-7354 Recommends and assists in the implementation of program goals and objectives and standard operating procedures. Organizes and supervises crews of skilled and semi-skilled personnel. Reports to the Field Maintenance Manager. SAFETY COORDINATOR Coordinates safety training and supports Department safety programs. Reports to the Deputy Director of Environmental Services. SEWER LEADWORKER, 650-522-7373 or 650-522-6330 Directs preventative maintenance activities, trains field crews, and prepares and implements contingency plans. Reports to the Public Works Supervisor. PUMP MECHANIC, 650-867-9910 or 650-522-7356 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. MAINTENANCE WORKER Operates maintenance equipment and tools. Installs and repairs underground pipes and removes blockages from sewer. Performs routine preventative maintenance on equipment used for sewer operations. Assists pump crew when needed. Performs emergency response on sewer related issues. Reports to the Sewer Leadworker. SSO FIRST RESPONDERS Rotating assignment among crew and leadworkers. Mobilize and respond to notification of SSOs, ensure proper containment, blockage removal and clean-up activities. Contact appropriate staff and agencies in response to an SSO and submit initial report online to the CIWQS website. Investigate SSOs and report findings to Public Works Supervisor and Senior Project Manager. Report to the Public Works Supervisor. Table 2-1 on the following page lists the responsible staff person for each of the SSMP Elements.



Table 2-1. List of City Staff Responsible for SSMP Elements

SSMP Element Responsible Position

I. Goals The City Manager leads staff in the implementation of the City’s goals. The Environmental Services Deputy Director leads Division staff in meeting SSMP goals.

II. Organization The Environmental Services Deputy Director recommends updates to the Public Works Director and City Manager related to the Division organizational structure. City Council approves any organizational changes.

III. Legal Authority The City Manager upholds the City Ordinance. IV. Operations &

Maintenance The Environmental Services Deputy Director manages the City’s sewer-related resources and budget. The Field Maintenance Manager, under direction of the Deputy Director, manages outreach program; prioritizes preventive maintenance; maintains a current collection system map; and schedules inspections and condition assessments. The Public Works/Sewer Maintenance Supervisor maintains contingency equipment and replacement inventories and schedules sewer-related training.

V. Design and Construction Standards

The City Engineer reviews design and construction documents to ensure that all construction projects meet the City’s standards, and also updates standards for installation, rehabilitation and repair, as needed. The City Engineer manages the inspection of all construction projects to ensure the City’s construction standards have been followed.

VI. Overflow Emergency Response Plan

The Field Maintenance Manager maintains the Overflow Emergency Response Plan. The Public Works/Sewer Maintenance Supervisor implements the plan, makes revisions, and oversees regular training for maintenance crew members.

VII. FOG Control Program

The Field Maintenance Manager identifies grease hot spots and maintains an effective cleaning program for grease problem sewers with the assistance of the Regulatory Compliance Manager. Regulatory Compliance Manager and/or Environmental Compliance inspectors enforce discharge regulations, as needed.

VIII. System Evaluation and Capacity Assurance

The City Engineer establishes and assesses capacity requirements for the City’s collection system and manages preparation and implementation of the City’s System Evaluation and Capacity Assurance Plan. The Environmental Services Deputy Director and City Engineer develop and implement the City’s long-term



SSMP Element Responsible Position Capital Improvement Plan including updating budgets and schedules.

IX. Monitoring, Measurement and Program Modifications

The Environmental Services Deputy Director monitors implementation and assesses success of the overall SSMP program elements.

X. SSMP Audits The Field Maintenance Manager with the assistance of the Regulatory Compliance Manager performs biennial audit of the sections of the SSMP.

XI. Communication Plan The City Council, City Manager, Director of Public Works, and Environmental Services Deputy Director communicate with the public and nearby agencies of the City’s SSMP.

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. 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. Additional information about the Chain of Communication for SSO Reporting is as follows:

The Public Works customer service phone line (650-522-7300) 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:

Normal working hours – Sewer Leadworker During off hours – On call leadworker and PW Supervisor

Contact information is provided in Table 2-2.

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 Field Maintenance Manager if the SSO is CAT1.

SSO First Responder contacts appropriate agencies, completes appropriate forms, submits online report within required timeframes, and compiles all information and photos for submittal to Public Works Supervisor. SSO First Responder is responsible for contacting OES at (800) 852-7550 within 2 hours for a CAT1 SSO.

Public Works Supervisor enters data in CIWQS, certifies the online SSO Report to the Water Board, and updates electronic asset management/CMMS information and GIS data.

2.6 EMERGENCY CONTACT PERSONNEL

EMERGENCY CONTACT PHONE NUMBERS Collection System Responsible Parties

Table 2-2. Utility 5 - Emergency Response Crew

Phone # (650) 522-7300

Group Staff Position Work #

(Area Code 650)

Mobile # (Area Code

650)

Environmental Services Supervisors

Ray Jackson PW Manager 522-7359 867-0254

Steve Camilleri

PW Supervisor 522-7354 823-8325

Ed Vigil PW Supervisor 522-7357 766-5478

Sewer Lead Workers

Rob Learmonth Leadworker 522-6330 823-8325 Rick Piña Leadworker 522-7373 477-0671

Pump Crew

Tony Baltodano

Pump Mechanic 522-7356 867-9910

Noel Padilla Pump Mechanic 522-7356 477-5681

2.7 APPENDIX 2 – SUPPORTING DOCUMENTS FOR ELEMENT 2

Appendix 2.1 – Public Works Business Plan

City of San Mateo Public Works Department Environmental Services Division LEGAL AUTHORITY

Last Update: 12-07-15 3 - 1 City of San Mateo SSMP Element 3: LEGAL AUTHORITY

ELEMENT 3: LEGAL AUTHORITY SWRCB Waste Discharge Requirement:

Each Enrollee must demonstrate, through sanitary sewer system use ordinances, service agreements, or other legally binding procedures, that it possesses the necessary legal authority to:

Prevent illicit discharges into its sanitary sewer system (examples may include I/I, stormwater, chemical dumping, unauthorized debris and cut roots, etc.);

Require that sewers and connections be properly designed and constructed;

Ensure access for maintenance, inspection, or repairs for portions of the lateral owned or maintained by the Public Agency;

Limit the discharge of fats, oils, and grease and other debris that may cause blockages, and

Enforce any violation of its sewer ordinances.

3.1 GENERAL The City of San Mateo’s Municipal Code has a comprehensive sewer use ordinance. Chapter 7.38 of Title VII, Health and Sanitation, pertains to Sanitary Sewer Use. This Chapter is available at the City of San Mateo website (www.cityofsanmateo.org) and in Appendix 3.1 of this SSMP. Chapter 3.54 of Municipal Code Title III, Taxation and Finance, pertains to Sewer Service Charges and Connection Fees. This Chapter is also available via the web or in Appendix 3.2 of this SSMP.

3.2 SEWER USE CODE REQUIRED ELEMENTS The following sections provide requirements related to sewer system management. i. Prevent illicit discharges into its sanitary sewer system (examples may include

I/I, storm water, chemical dumping, unauthorized debris and cut roots, etc.). Illicit discharges are controlled through requirements established in the following sections of the Municipal Code:

7.38.100 Pretreatment+ Requirements

7.38.110 General Discharge Prohibition

7.38.120 Specific Discharge Prohibitions

7.38.130 Limitations on Point of Discharge

7.38.140 Prohibition against Dilution

ii. Require that sewers and connections be properly designed, constructed and maintained.



7.38.080 Approval of Plans for Sewer Construction This section requires that all construction or alteration of any building sewer, sanitary sewer, public sewer, side sewer, or other facility shall require approval by the City. This approval is accomplished by requiring an encroachment permit and/or building permit. The permit requires that the work be done in accordance with City standards or as specifically approved by the Director of Public Works or his or her designee.

iii. Ensure access in easements, right-of-ways, and any other areas sanitary sewer

system facilities are installed for maintenance, inspection, and repairs of the sanitary sewer system and for any portions of the service lateral owned or maintained by the Enrollee.

7.38.430 Access to Sanitary Sewer System

This section requires that property owners must provide unobstructed access to sewer lines and manholes located in easements on their property. For further information on easement access procedures, refer to Chapter 6, Overflow Emergency Response Plan, Section 6 Spill Response Field Procedures.

iv. Limit flows to the sanitary sewer system from connected sources including

service laterals and satellite collection systems. Satellite wastewater collection systems are included in these prohibitions by reference. Person is defined as any individual, partnership, firm, associations, or “public agency.”

Satellite agencies that contribute flow to the San Mateo collection system include;

Crystal Springs County Sanitation District Town of Hillsborough County of San Mateo City of Belmont

There is one four-party agreement that establishes the legal obligations of these parties and a separate agreement for the City of Belmont. The agreements are included in SSMP Appendix 3.3.

v. Ban new connections The following sections establish requirements governing new connections:

7.38.080 Approval of Plans for Sewer Construction

7.38.090 New Sources

7.38.110 General Discharge Prohibitions

7.38.130 Limitations on Point of Discharge



7.38.210 Waste Discharge Permits

7.38.270 Modification, Suspension or Revocation of Permit

7.38.510 Emergency Termination of Service

vi. Limit the discharge of roots, fats, oils, and grease and other debris that may

cause blockages. The following sections of the Municipal Code limit discharge of fats, oils, and grease

into the sewer system:

7.38.030 Definition of “Food Service Facility” and “Grease”

7.38.100 Pretreatment of Industrial Facilities (Food Service)

7.38.120 Specific Discharge Prohibitions

7.38.160 Requirements for Food Service Facilities

See Element 7 of this Sewer System Management Plan for a more detailed discussion

of the City’s FOG program.

vii. Enforce any violation of its sewer ordinance and, if applicable, collect penalties. Authority to enforce violations of the sewer ordinance is provided through the following sections:

7.38.350 Authority to Inspect and Monitor

7.38.440 Compliance with Chapter

7.38.460 Administrative Remedies

7.38.470 Violations deemed a Public Nuisance

7.38.480 Civil Penalties

7.38.485 Injunctive Relief

7.38.490 Criminal Penalties

7.38.500 California Code of Civil Procedure

7.38.510 Emergency Termination of Services

viii. Ownership and Maintenance of Sewers The WDR states that, “The Enrollee shall specify whether they own and maintain service laterals, and the portion(s) owned and/or maintained including pipe, clean-outs, and backflow prevention devices. Any policies and procedures related to requirements for sewer easements shall also be addressed in this section.” Section 7.38.432 establishes ownership requirements for service laterals.



7.38.432 PRIVATE SEWER LATERALS. (a) Sewer Lateral Responsibility for Repair, Replacement and Maintenance. The owner of the property(ies) serviced shall be responsible for any portion of the private sewer lateral extending from a building to the public sewer main, including the wye connection which joins the private sewer lateral to the public sewer main. Any repairs, replacement or maintenance, such as the clearing of pipes using common industry hydro or mechanical cleaning tools, will not be provided by the City on private sewer laterals or in private sewer systems. Responsibility for such repairs, replacement and maintenance is that of the owner of the property(ies) serviced by the lateral. (b) Mandatory Installation of Cleanout. When installing or replacing a sewer lateral connection from a building to the public main sewer, if not already present, the property owner shall install a cleanout near the property structure in accordance with the requirements of the Uniform Building Code, the California Plumbing Code, and any other applicable regulations adopted by the City, City standards, or plans and specifications approved by the City Engineer. (Ord. 2011-8 § 3, 2011).

3.3 SEWER USE FEES 3.54 Sewer Service Charges Every parcel of land within the City of San Mateo connected to the sewer collection system by a service lateral is charged a sewer service fee for the privilege to use the system and to fund the operations and maintenance of the sewer collection system. Fees are based on winter water usage and base sewer service charge rates are reviewed and adopted by City Council annually through the Ordinance process. Appendix 3.2 provides further information on the rate structure and fee calculations.

3.4 APPENDIX 3 – SUPPORTING DOCUMENTS FOR ELEMENT 3 Appendix 3.1 – Sewer Use Code Chapter 7.38 of the Municipal Code

Appendix 3.2 – Sewer Use Fees Chapter 3.54 of the Municipal Code

Appendix 3.3a – Estero Owner Agreement

Appendix 3.3b – Minor Partners Agreement

Appendix 3.3c – City of Belmont Agreement

City of San Mateo Public Works Department Environmental Services Division OPERATIONS AND MAINTENANCE PROGRAM

Last Update: 12-07-15 4 - 1 City of San Mateo SSMP Element 4: OPERATIONS AND MAINTENANCE PROGRAM

ELEMENT 4: OPERATIONS AND MAINTENANCE PROGRAM SWRCB Waste Discharge Requirement:

The Sewer System Management Plan (SSMP) must include those elements listed below that are appropriate and applicable to the Enrollee’s system

Maintain an up-to-date map of the sanitary sewer system, showing all gravity line segments and manholes, pumping facilities, pressure pipes and valves, and applicable stormwater conveyance facilities;

Describe routine preventive operation and maintenance activities by staff and contractors, including a system for scheduling regular maintenance and cleaning of the sanitary sewer system with more frequent cleaning and maintenance targeted at known problem areas. The Preventative Maintenance (PM) program should have a system to document scheduled and conducted activities, such as work orders;

Develop a rehabilitation and replacement plan to identify and prioritize system deficiencies and implement short-term and long-term rehabilitation actions to address each deficiency. The program should include regular visual and TV inspections of manholes and sewer pipes, and a system for ranking the condition of sewer pipes and scheduling rehabilitation. Rehabilitation and replacement should focus on sewer pipes that are at risk of collapse or prone to more frequent blockages due to pipe defects. Finally, the rehabilitation and replacement plan should include a capital improvement plan that addresses proper management and protection of the infrastructure assets. The plan shall include a time schedule for implementing the short- and long-term plans plus a schedule for developing the funds needed for the capital improvement plan;

Provide training on a regular basis for staff in sanitary sewer system operations and maintenance, and require contractors to be appropriately trained; and

Provide equipment and replacement part inventories, including identification of critical replacement parts.

4.1 COLLECTION SYSTEM MAPS AND INFORMATION

4.2.1 Information Management The Department of Public Works strives to maintain accurate electronic records of our inventory of sewer assets as well as all work performed on those assets. This section describes the software programs utilized to maintain this information. A.i AutoCAD Utility Underground Map Books AutoCAD (CAD) is the graphics program used for construction design work and to print citywide underground utility map books. Map books are hard-bound sets of over 285 map tiles that display parcels and streets along with sewer and storm assets. Each sewer and storm maintenance vehicle carries a citywide underground map book. Maps are



referenced for maintenance activities as well as for determining how storm drainage networks can be blocked in the event of a sewage spill. A sample page from the underground map book is attached in Appendix 4.10 Exhibit 4.10.A.i. AutoCAD Sewer Layer Structure Sanitary sewer collection system information is maintained in a Master AutoCAD sewer file (Sewer.dwg). This drawing file contains the following layers:

SS-MANHOLES: Point features identifying the location of sewer manholes, abandoned manholes, clean-outs, wet-wells, valves and plugs

SS-MAINLINES: Line features identifying the location of sewer mainlines, forcemains, and abandoned gravity mainlines and forcemains

SS-LATERALS: Line features representing sewer service lines

SS-PUMPSTATIONS: Polygon features identifying the location of sewer pumping station buildings

In AutoCAD, information pertaining to sewer features (such as manhole number, rim and invert elevations, mainline size and length) is displayed as text annotation layers. CAD feature layers (non-text layers) are exported into an ArcSDE Geodatabase (geodatabase) as GIS feature classes. In GIS, these features have the CAD text information stored as data in layers attribute tables along with other pertinent data. A.ii GIS Computer Mapping Program GIS is a computer mapping system that links graphic features on a map to databases of related information. The City has converted all of its sanitary sewer assets into a GIS system. While AutoCAD is used primarily for design work, GIS is utilized for storage/retrieval of asset information. Maps created using GIS ArcView software are attached in Appendix 4.10 (Exhibit 4.1.A.ii – 4.1.A.vii). ArcSDE Sewer Layer (Feature Class) Structure Sanitary sewer collection system information is maintained in an ArcSDE Geodatabase that contains the following sewer GIS layers and attribute data: SS-MANHOLES: Point features identifying the location of sewer manholes,

abandoned manholes, clean- outs, wet-wells, valves and plugs SS-MAINLINES: Line features identifying the location of sewer gravity mainlines,

forcemains, and abandoned gravity mainlines and forcemains In 2011, in preparation for sharing GIS information with CCTV contractors, staff added upstream and downstream manhole numbers as separate fields, added upstream manhole address, use of sewer, owner and pipe shape to the SS_MAINLINES layer. SS-LATERALS: Line features representing sewer service lines - not an exact

representation of the location of the lateral in the field – but a



line providing linkage between the parcels, with ownership information, and the receiving sewer mainline

SS-PUMPSTATIONS: Polygon features identifying the location of sewer pumping station buildings, as well as data regarding wet wells, pumps and maintenance information

SS-BASINS: Polygon layer for the City’s five major sewer basins

SS-SUBBASINS: Polygon layer outlining small sub-sections within each sewer basin

SS-CLEANINGAREAS: Polygons further dissecting sub-basins. Cleaning areas identify how flow is carried from peripheral lines to major trunklines to help maintenance crews plan cleaning of the pipe networks. Polygons are snapped to the outside boundaries of parcels served at each small network to identify property owners within each cleaning area

A.iii CMMS – Azteca’s “Cityworks” The City utilizes Azteca’s “Cityworks” computerized maintenance management (CMMS)/asset management system for planning and scheduling preventative maintenance work and for tracking maintenance history on sewer assets. This GIS-based application provides access to information pertinent to each asset (pipe diameter, length, material, etc.) as well as to maintenance activities (work orders), resident complaints and requests for work (service requests). The primary functions of the Azteca Asset Management Program are:

Maintain service request and maintenance history for each collection system asset Produce regularly updated maintenance schedules based on feedback from the

operators Generate reports that support data analysis and decision making Provide documentation for use in regulatory compliance reporting Record line segments or structures that may be candidates for replacement or

rehabilitation under the capital improvement program The CMMS program functions with the maintenance of key fields throughout GIS Layers. Key Fields:

HANDLE – CAD Handles are unique alpha-numeric character strings automatically

assigned by CAD to each map feature in a drawing file. Public Works uses this unique identifier (ID) to maintain linkages between CAD graphical elements and geodatabase records

LEGACYID – A Cityworks required field (20 characters). This field contains asset feature ID’s (i.e. Manhole #s or Sewer Mainline ID’s, which are the alpha-numeric upstream manhole # followed by the alpha-numeric downstream manhole #)



FACILITYID – A Cityworks required field (20 characters) that is no longer used. Originally, feature classes in the geodatabase had a FacilityID populated using a concatenation of letters (“SS” for sanitary sewer, “SD” for storm drainage) plus the CAD Handle. However, since this time, the FacilityID has been replaced with the all-numeric manhole #’s and for mainlines, the all-numeric upstream manhole number and all-numeric downstream manhole #.

LOCATION – A Cityworks required field (100 characters). This field is populated with an associated address or nearest address/intersection.

CONDITION & CONDITIONDATE –Cityworks required fields (30 characters & a date field). This field is populated with the overall condition index rating following CCTV inspection of a mainline or inspection of a manhole (utilizing the NASSCO coding systems) along with the date on which the inspection was performed

WARRANTYDATE - A Cityworks required field (date field). This field is populated when new assets are installed and have manufacture warranty periods.

4.1.2 Map Update and Maintenance Procedures Updating of sewer collection system maps is coordinated through the Engineering Technician assigned to the Asset Management Project Manager. The following actions are part of the program.

- Field personnel note discrepancies or errors on field maps. Mark ups are submitted to the Engineering Technician and Project Manager for verification and map updates. When required, the master underground utilities AutoCAD map is modified and updated underground utilities map book pages are distributed. AutoCAD updates are transferred to the GIS system, attribute information is updated and associated maps (Sewer Cleaning District Maps, etc.) are re-printed reflecting new information.

With the purchase of POSM CCTV inspection software in 2012, the Project Manager can more readily identify and correct inaccuracies in the electronic versions of the sewer collection system as manholes are found and mainline lengths verified through CCTV.

- In-house AutoCAD (CAD) drawings for all capital improvement and system rehabilitation projects are sent to the Engineering Technician as part of project close-out. The master underground utilities AutoCAD map is modified and updated underground utilities map book pages are distributed. The Project Manager transfers the AutoCAD updates into the GIS system and updates GIS layer attribute information. Associated maps (Sewer Cleaning District Maps, etc.) are re-printed reflecting new information and capital improvement details are entered in the Cityworks CMMS system.

- Developers submit “as-builts” of final sewer system construction to the City Engineer. These mark ups are submitted to the Engineering Technician for map updates. The master underground utilities AutoCAD map is modified and updated underground utilities map book pages are distributed. AutoCAD updates are transferred to the GIS system, attribute information is updated and



associated maps (Sewer Cleaning District Maps, etc.) are re-printed reflecting new information. Improvement details are entered in the Cityworks CMMS system.

CAD STANDARDS

To ensure that all plan information, both generated within the Department and developed by consultants or private owners can be seamlessly incorporated into electronic maps, staff developed a set of AutoCAD standards. The standards condition AutoCAD work to be performed utilizing a copy of the AutoCAD project file “legend.dwg.” This drawing file and associated plot style table files contain standardized map layer attributes, legend, and title blocks for submitting project plans & profiles. The CAD Standards document can be found in Appendix 4.1 of this document. The Engineering Technician performing edits to the master AutoCAD underground utility map files (e.g. the Sewer.dwg file located in the Q\PW\PWENG\MASTER CAD folder) follow editing rules that are maintained along with the CAD standards, see Appendix 4.1 for a list of editing rules.

4.2 PREVENTIVE OPERATIONS AND MAINTENANCE

4.2.1 Overview The Environmental Services Division Sewer Operations and Maintenance Section (Sewer Maintenance) implements several maintenance approaches for the sewer collection system. Citywide mainline cleanings, ongoing preventative maintenance of problem areas, use of closed circuit camera inspections (CCTV) of mainlines, along with coordination with sewer engineering efforts and activities to minimize FOG entering the collection system all support the goals and objectives of Sewer Maintenance. Sewer Maintenance is responsible for these collection system management goals:

1. Properly maintain, operate and manage the wastewater collection system. 2. Provide adequate capacity in the collection system to convey peak flows.

3. Minimize the frequency of sanitary sewer overflows (SSOs).

4. Mitigate the impact of SSOs.

Summary objectives of Sewer Maintenance Preventative Maintenance Program include:

1. Reduce SSOs through cleaning, video condition assessment, root control, and post-SSO analysis/evaluation.

2. Identify collection system blockages due to fats, oil and grease (FOG) and

develop strategies to decrease backups.



3. Operate pump stations at peak efficiency and perform scheduled preventive maintenance.

4. Maintain records of the sanitary sewer system and respond to inquiries.

5. Assist with the development of a capital improvement program directed at

maintaining the current sewer assets, improving system reliability and providing adequate future capacity.

Tables listing the equipment and personnel dedicated to maintenance of the sewer collection system can be found in Appendix 4.8 of this document.

4.2.2 Citywide Sewer District Cleaning One goal of the Sewer Division is to clean every sewer mainline within an identified required time period. A system has been developed to schedule and track these efforts, and to document the problems found in the system. The collection system is divided into five major sewer basins and then further divided into subbasins that identify how pipe networks converge into trunk lines and flow is carried to the wastewater treatment plant. Basin and subbasin boundaries were created in a GIS program and are currently stored as GIS layers. Snapshots of the layers are shown below.

Staff uses information from the overall collection system basin map, previous cleaning results, terrain of the city, crew knowledge, and the history of logged calls, to develop a cleaning frequency for each collection system basin. Cleaning crews focus on one basin each year as part of a 5 year routine cleaning cycle. Cleaning for pipes that are 24-inch and larger are contracted out by the City and are cleaned once every 10 years. The order of pipe cleaning is shown below.

BASINS SUBBASINS



Order by basin cleaning: 1. Basin E 2. Basin A 3. Basin D 4. Basin C 5. Basin B

The cleaning frequencies are dynamic and cleaning map is updated and maintained by City staff. The cleaning maps follow flow so that crews can clean outlying pipes and work down as mainlines converges into trunk lines. Individual cleaning area maps are utilized to manage crew activities. These maps provide space for crews to note the dates, time spent, vehicles used, type of cleaning performed (jet, powerrod, hydrosaw, etc.) and the names of the operators as well as document the problem found in each pipe segment. A snapshot of this map is shown below.

2011 PROGRAM UPDATES In 2011, sewer maintenance crews (crews) incorporated cleaning of larger pipes into the preventive maintenance program. Crews purchased and were trained on equipment used to clean the larger lines. During 2011, in addition to regularly-planned cleaning, crews cleaned all pipes with diameters of 14- to 21-inches.

SAMPLE CLEANING AREA MAP



A large diameter pipe cleaning and CCTV contract was also completed in 2011 for pipes 24 inches and larger. Large diameter pipes (24inch and above) in the system are contracted out for cleaning and CCTV once every 10 years. Future contracted Clean and CCTV projects will also include some pipes that are 21” and larger that are not cleaned by the City crews approximately every five years.

4.2.3 Target Cleaning of Problem Areas The Sewer Division has a preventive maintenance (PM) program for identified problem areas (“hot-spots”) of the sewer collection system. Sewer mainlines that have a history of blockages caused by hardened FOG, root intrusion, poor grade, or sags are referred to as sewer “hot-spots.” The list of hot-spot problem areas (target areas) was developed over the years through historical knowledge and experience of operators, tracking locations of repeat sewer blockages and surcharges, and through closed-circuit television inspection (CCTV) findings. Hot-spot sewer mainlines are put on a monthly, quarterly or bi-annual preventive maintenance cleaning schedule. This list is regularly updated as new target areas are identified. The Sewer Division meet at least annually to evaluate the effectiveness of certain types of cleanings, discuss whether the frequency of cleaning is appropriate at each location and identify if other problem areas have surfaced that should be added to the PM list. Crews also evaluate on a more frequent basis the effectiveness of PM cleaning and increase or decrease the length of time between cleanings based on field knowledge and experience as well as with the assistance of closed circuit television inspections (CCTV). For example, after CCTV, if it is determined that rehabilitation or replacement of the inspected line may be necessary, sewer engineering staff is notified. Engineering evaluates CCTV findings and implements the rehabilitation or replacement if warranted. If the CCTV results identify an opportunity to remove the inspected line from the PM list, engineering staff are also notified. Hot-spots will remain on a preventative maintenance schedule until subsequent observations determine that the potential for obstruction or blockage has been reduced or eliminated. Sewer Maintenance staff review the Hot-Spots list and make updates as necessary. Locations are also CCTV’d every five years. These records are reviewed and discussed with the Engineering Division to determine if rehabilitation is required and may alleviate the need for more frequent cleanings than once a year. The preventive maintenance schedule and list of target areas, as well as a map depicting hot-spot locations, are attached as Appendix 4.7 of this document.

4.2.4 Cleaning Procedures Sewer Maintenance staff are trained on line-cleaning procedures. Various cleaning methods are used to ensure adequate cleaning of sewer mainlines, including hydrojet, hydrosaw, handrod, powerrod, and flail. Standard operating procedures for sewer mainline cleaning and related safe practices are attached as Appendix 4.3 of this document.



4.2.5 Collection System Performance Objectives of preventive maintenance activities include the decrease in sewer mainline blockages and SSOs. Performance indicators are used in assessing the effectiveness of these activities. Table 4-1 reflects sewer maintenance performance measurements used over the last five years.

Table 4-3. Sewer Maintenance Performance Indicators

Calendar Year

# Wet Weather SSO's

# Dry Weather SSO's

Total # SSO's

Total SSO Volume (gal)

# Emergency Sewer Calls (lat & main)

Response Time Met

(%)

# Odor Complain

ts

2011 7 (CAT 1) 7 (CAT 1)

36 762, 355 1071 94 25 1 (CAT 2) 0 (CAT 2) 0 (CAT 3) 21 (CAT 3)

2012 13 (CAT 1) 3 (CAT 1)

37 806, 039 1020 94 21 0 (CAT 2) 1 (CAT 2) 1 (CAT 3) 19 (CAT 3)

2013 0 (CAT 1) 5 (CAT 1)

20 7, 731 832 93 33 0 (CAT 2) 1 (CAT 2) 0 (CAT 3) 14 (CAT 3)

2014 11 (CAT 1) 4 (CAT 1)

32 712, 688 863 95% 48 0 (CAT 2) 1 (CAT 2) 0 (CAT 3) 16 (CAT 3)

2011 per 100

mile/yr 3.3 11.9 15.2 - 457.7 - 10.6

2012 per 100

mile/yr 5.6 9.8 15.4 - 430.4 - 8.9

2013 per 100

mile/yr 0 8.5 8.5 - 351 - 13.9

2014 per 100

mile/yr 4.7 9 13.7 - 364 - 20.3



4.3 REHABILITATION AND REPLACEMENT PLAN

4.3.1 Condition Assessment and Inspection The Environmental Services Division has a goal of conducting a video condition assessment of sewer mainlines approximately every five years. An approximate five year period will provide information needed to trend the condition of the lines and more effectively plan repairs. The CCTV inspection is performed by contracted services. Information from the CCTV inspection is documented in the Azteca CMMS and is utilized in prioritizing annual mainline repair projects. To provide consistency in data collection and review of pipe conditions, the Environmental Services Division developed a standard operating procedures manual for CCTV inspections along with standardized rating system (SSMP Appendix 4.3).

4.3.2 Prioritization of Repair and Rehabilitation The City budgets, on average, $2-4 million/year for annual pipeline rehabilitation and repair. This funding is in addition to major line replacements or pump station upgrades identified in the five year capital improvement programs. This budget is used to maintain pipes in a state of good repair.

4.3.3 Five Year and Two Year Rehabilitation and Replacement Program The City has a two-year business plan (Budget) that includes a Five-Year Capital Improvement Program (CIP). The approved Five-Year CIP can be found in Appendix 2.1 (Budget). Individual CIP projects can begin before and continue beyond the budget cycle. The Five-Year CIP will only identify funds being newly allocated to the existing project. The primary CIP projects targeted at ongoing rehabilitation of the collection system receive funds annually from sewer use fees. The funds are used for spot-repair, slip-lining or full-line replacement. Table 4-2 summarizes annual expenditures for sewer repair and rehabilitation for the past five fiscal years.

Table 4-4. Total Expenditures on Sewer Repair and Rehabilitation Projects by FY FISCAL YEAR (FY) TOTAL EXPENDITURES

FY 14-15 $ 620,448.26 FY 13-14 $1,152,711.05 FY 12-13 $1,502,216.19 FY 11-12 $ 857,687.90 FY 10-11 $2,057,673.91

5-YEAR TOTAL: $6,922,669.10



In addition, staff prepares a longer-term planning document that identifies probable long-term financial needs and targets future projects. This document is used to develop sewer rates and help plan for the issuance of necessary bonds. The most recent Sewer Rates update was completed for FY15-16 which can be found in Appendix 3.2 Sewer Fees. The San Mateo Sewer Enterprise, owned and operated by the City under the administration of the Public Works Department released Financial Projections beginning of 2015. These projections provided direction on rate setting strategies for FY15-16 and can also be found in Appendix 3.2 of this document.

4.4 PUMP STATION MAINTENANCE The pump crew, two Pump Mechanic II staff positions, is in charge of the operations and maintenance of the twenty-five sewage pumping stations (pumpstations). The Dale Avenue Pumpstation is operated by the wastewater treatment plant and maintained by the pump crew. Of the twenty five pumpstations, all have pumps that alternate automatically and there are no lead / lag pumps. Wet well operations are set to limit pump starts and stops and in-line storage of wet weather flows occurs automatically. Power outages occur infrequently and average about eight per year. Three portable generators (exercised under load annually) are assigned specifically to the pump crew for use in power outage situations. The pumpstation inventory is found in Appendix 4.4 of this document. Pumpstations are inspected quarterly (except for Dale Avenue, which is inspected daily) as part of the sewer maintenance pump station preventive maintenance program. Work activities are developed and prioritized based on these inspections and completed prior to the next inspection. Preventive maintenance inspections cover the items listed in Table 4-3.

Table 4-5. Preventative Maintenance Inspection List

LUBRICATION INSPECTION LEAK CHECKS

EXERCISE HOUSEKEEPING

Motors Sump Pumps Fuel/Oil lines Motors Clean Interior Main Pumps Belts Valves Valves Clean Exterior Drive Shafts Flap Gates Packing Leaf/debris

pickup Valves Backflow

Preventors Seals Purge Air

Systems Locks & Padlocks

Controls/Alarms Lubricators Wash Down Grit Chamber

Latches & Hinges

Wet Well Air Systems

Exhaust Systems Where appropriate, the pump crew forwards recommendations to engineering for major rehabilitation or formal engineering inspection of specific stations.



The pump crew utilizes a SCADA system to monitor pump run-times. Alarms sent to the pump crew include, but are not limited to: high and low wet well levels, pump overload, dry pit flooding, and power failure.

4.5 PRIVATE LATERAL REPLACEMENT PROGRAM In addition to sewer and pumpstation maintenance, the City promotes private lateral repairs by property owners through a Private Lateral Replacement Program (PLRP) established in 2011. The program was funded with a combination of the fine monies and 10% of the annual sewer maintenance and repair budget. A revised PLRP was approved by the City Council in June, 2013, to be funded annually, at the beginning of each fiscal year. This program provides cost sharing of 50% of the cost of full lateral replacements only, up to a maximum of $5,000, based on the lowest of the three written estimates required to be submitted by the property owner. Once the program budget for the given year has been exhausted, the City discontinues the program until funding for the following year has been allocated. Spot repairs and partial repairs are not included in the cost sharing program. All types of properties (residential, commercial, multi-family, etc.) that are located in the City are eligible for the full lateral replacement cost sharing. Program materials and public outreach post-cards can be found later in the document in Element 11, Appendix 11.2.

4.6 SEWER MAINTENANCE STAFF TRAINING City of San Mateo Sewer Maintenance staff is required to complete various types of training as listed below in Table 4-4. Maintenance staff is encouraged to study, prepare for and take CWEA Certification testing. Specific training dates for employees can be found in Appendix 4.5 Sewer Crew training.



Table 4-6. Sewer Maintenance Staff Training - List of Classes

CORE Customer Service Sexual Harassment Cultural Diversity Commercial Driver License Injury and Illness Prevention Program CWEA Certifications (optional) Fire Extinguisher

EQUIPMENT Mainline Cleaning (Powerrodder, Hydrojet/vac truck , HydroSaw, Flail) Chainsaw Mobile Crane Truck safe operation Forklift Mobile Electrical Generators Tractor Loader/Backhoe Bobcat loader and attachments

OPERATIONS Fall Protection Confined Space Lock Out Tag Out/Electrical Safety Silica – Concrete Dust Generating Operations 4 Gas Monitor usage (Detection) Excavation safety Work Zone safety (Traffic Control) USA Locating Transit America Services (Cal Train) Railroad Worker Protection SSO Prevention SPCC ICS 100, 200, 700 STOPPP

PUMP CREW Electrical training SCADA Mechanical applications (Pump Repairs)

EMERGENCY Hazmat Emergency Action Plan (Evacuations) Sanitary Sewer Overflow Emergency Response Plan (OERP)

MEDICAL TRAINING

Blood Borne Pathogen Dehydration / Heat Stroke CPR-First Aid- AED




Appendix 4.1 – AutoCAD Standards

Appendix 4.2 – CCTV Standards

Appendix 4.3 – Sewer Mainline Cleaning Procedures

Appendix 4.4 – Pumpstation Maintenance

Appendix 4.5 – Sewer Maintenance Crew Training

Appendix 4.6 – Manhole Inspection Program

Appendix 4.7 – Targeted Cleaning of Problem Areas “Hot-Spots” & Leak Detection Program

Appendix 4.8 – Sewer Maintenance Dedicated Equipment and Personnel

Appendix 4.9 – CCTV, Roat Foam and Cleaning Schedule Maps

Appendix 4.10 – Collection System Maps and Information

4.1.A.i Underground Utilities Map Page

4.1.A.ii Sewer Pumpstations and Trunklines Map

4.1.A.iii Sewer Collection System Pipe Sizes

4.1.A.iv Sewer Collection System Terrain Map

4.1.A.v Sewer Collection System Basin Map

4.1.A.vi Sewer Collection System Subbasin Map

4.1.A.vii Sewer Collection System Cleaning Areas Map (Current Snapshot)

4.1.A.viii Sewer District Cleaning Schedule Maps (Current Snapshot)

City of San Mateo Public Works Department Environmental Services Division DESIGN AND PERFORMANCE STANDARDS

Last Update: 12-07-15 5 -1 City of San Mateo SSMP Element 5: DESIGN & PERFORMANCE STANDARDS

ELEMENT 5: DESIGN AND PERFORMANCE STANDARDS SWRCB Waste Discharge Requirement:

Design and construction standards and specifications for the installation of new sanitary sewer systems, pump stations and other appurtenances; and for the rehabilitation and repair of existing sanitary sewer systems; and

Procedures and standards for inspecting and testing the installation of new sewers, pumps, and other appurtenances and for rehabilitation and repair projects.

5.1 STANDARDS FOR INSTALLATION, REHABILITATION, AND REPAIR The City of San Mateo has adopted the Green Book, Standard Specifications for Public Works Construction (“Green Book”), as the standard specifications for City public works construction. The Green Book provides requirements for the installation of new sewer systems and for the rehabilitation and repair of existing sewer systems. A summary of the standard specifications relevant to SSMP implementation and collection system design and rehabilitation is included in Appendix 5.1 of this document.

5.2 STANDARDS FOR INSPECTION & TESTING OF NEW, REHABILITATED, AND REPAIRED FACILITIES

The Green Book also provides requirements for the inspection and testing of all new, rehabilitated and repaired sewer assets, including pressure testing, mandreling, water exfiltration, and/or post construction closed circuit television inspection. Testing and inspection are overseen by a City construction inspector prior to accepting work.

5.3 APPENDIX 5 – SUPPORTING DOCUMENTS FOR ELEMENT 5 Appendix 5.1 – City of San Mateo Sanitary Sewer Details and Appurtenances

City of San Mateo Department of Public Works SEWER MAINTENANCE

OVERFLOW EMERGENCY RESPONSE PLAN

(OERP)

for Outside Sanitary Sewer Spills

(Includes Contact Information for Inside Spills)

Updated December 2015

CITY OF SAN MATEO ENVIRONMENTAL SERVICES DIVISION 1949 Pacific Blvd., San Mateo CA 94403

Telephone (650) 522-7300 Fax (650) 522-7351

City of San Mateo Public Works Department CITY OF SAN MATEO – SEWER MAINTENANCE Environmental Services Division OVERFLOW EMERGENCY RESPONSE PLAN

CITY OF SAN MATEO SANITARY SEWER COLLECTION SYSTEM

EMERGENCY OVERFLOW RESPONSE PLAN FOR OUTSIDE SEWER SPILLS

SECTION TOPIC PAGE

Purpose

6.1 Purpose 6-1

6.2 Statewide WDR Requirement 6-1

6.3 SSO Categories 6-2

6.4 Notification Procedures 6-3

SSO Response Program

6.5 Role of Responders 6-5

6.6 Designated Emergency Responders 6-5

6.7 Spill Response Equipment 6-5

6.8 Field Procedures 6-5

6.9 Sewage Estimation 6-8

6.10 Water Quality Sampling 6-8

6.11 Water Quality Monitoring Program 6-9

6.12 SSO Technical Report 6-9

Investigation and Documentation

6.13 Investigation and Documentation Procedures 6-11

6.14 Failure Analysis Investigation 6-11

SSO Reporting Procedures/Regulatory Notification

6.15 Documentation 6-13

6.16 Regulatory Reporting 6-13

Training

6.17 SSO Response Training 6-18

6.18 Initial and Annual Refresher Training 6-18

6.19 SSO Response Drills 6-18

6.20 SSO Training Records 6-18

6.21 SSO Response within Private Property 6-18


Last Update: 12-07-15 6- 1 City of San Mateo SSMP Element 6: OVERFLOW EMERGENCY RESPONSE PLAN

INTRODUCTION

6.1 PURPOSE

The purpose of the Sanitary Sewer Overflow (SSO) Emergency Response Plan (OERP) is to outline the City’s SSO response activities, with the objective of minimizing impact of SSOs to the public and the environment. In achieving this goal, the OERP serves as a guideline for City of San Mateo personnel in cleaning and mitigating the effects of sanitary sewer spills, as well as in following proper sampling and reporting procedures.

6.2 STATEWIDE WDR REQUIREMENT SWRCB Waste Discharge Requirement:

Each Enrollee shall develop and implement an overflow emergency response plan that identifies measures to protect public health and the environment. At a minimum, this plan must include the following:

Proper notification procedures so that the primary responders and regulatory agencies are informed of all SSOs in a timely manner;

A program to ensure an appropriate response to all overflows;

Procedures to ensure prompt notification to appropriate regulatory agencies and other potentially affected entities (e.g. health agencies, Regional Water Boards, water suppliers, etc.) of all SSOs that potentially affect public health or reach the waters of the State in accordance with the MRP. All SSOs shall be reported in accordance with this MRP, the California Water Code, other State Law, and other applicable Regional Water Board WDRs or NPDES permit requirements. The Sewer System Management Plan (SSMP) should identify the officials who will receive immediate notification;

Procedures to ensure that appropriate staff and contractor personnel are aware of and follow the Emergency Response Plan and are appropriately trained;

Procedures to address emergency operations, such as traffic and crowd control and other necessary response activities; and

A program to ensure that all reasonable steps are taken to contain and prevent the discharge of untreated and partially treated wastewater to waters of the United States and to minimize or correct any adverse impact on the environment resulting from the SSOs, including such accelerated or additional monitoring as may be necessary to determine the nature and impact of the discharge.



SSO CATEGORIES

6.3 SSO CATEGORIES

Definition of SSO: The SWRCB defines a sanitary sewer overflow (SSO) as any overflow, spill, release, discharge or diversion of untreated or partially treated wastewater from a sanitary sewer system. SSOs include:

Overflows or releases of untreated or partially treated wastewater that reach waters of the United States;

Overflows or releases of untreated or partially treated wastewater that do not reach waters of the United States; and

Wastewater backups into buildings and on private property that are caused by blockages or flow conditions within the publicly owned portion of a sanitary sewer system.

3 CATEGORIES OF SSOs: The three categories of reportable SSOs are defined as follows.

Category 1 SSO – Any discharges of sewage resulting from a failure in the City of

San Mateo sanitary sewer system, regardless of their volume, that reach surface water or that reach a drainage channel or storm drain and are not fully recovered.

Category 2 SSO – Discharges of sewage resulting from a failure in the City of San Mateo sanitary sewer system that are over 1,000 gallons but do not reach surface water or that are not completely recovered from a drainage channel or stormdrain system.

Category 3 SSO – Discharges of sewage resulting from a failure in the City of San

Mateo sanitary sewer system that are less than 1,000 gallons and do not reach surface water or are completely recovered from a drainage channel or stormdrain system



NOTIFICATION PROCEDURES

6.4 INCIDENT NOTIFICATION A. Notification Procedures for Spills between 7am and 3:30pm Mon thru Fri. Revised 05/18/15



B. Notification Procedures for Spills – after hours & weekends: Revised 5/12/2015



SSO RESPONSE PROGRAM

6.5 ROLE OF RESPONDERS 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 follow-up 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. The SSO responders are required to take the appropriate action to secure the wastewater overflow area, relieve the cause of the overflow, and ensure that the affected area is cleaned as soon as possible to minimize health hazards to the public and to protect the environment. Every effort must be made to prevent sewage from reaching waters of the United States.

6.6 DESIGNATED EMERGENCY RESPONDERS The list of the staff designated to emergency response and their contact information is provided in table 6-1.

Table 6-7. Emergency Response Crew

Group Staff Position Work #

(Area Code 650)

Mobile # (Area Code

650)

Environmental Services Supervisors

Ray Jackson PW Manager 522-7359 867-0254

Steve Camilleri

PW Supervisor 522-7354 823-8325

Ed Vigil PW Supervisor 522-7357 766-5478

Sewer Lead Workers

Rob Learmonth Leadworker 522-6330 823-8325 Rick Piña Leadworker 522-7373 477-0671

Pump Crew

Tony Baltodano

Pump Mechanic 522-7356 867-9910

Noel Padilla Pump Mechanic 522-7356 477-5681

6.7 SPILL RESPONSE EQUIPMENT The City has a variety of equipment used for clearing blockages and for impact mitigation and cleanup activities. City staffs are provided training to operate this equipment. A list of the City’s sewer maintenance equipment can be found in Appendix 6.1 of this document.

6.8 FIELD PROCEDURES The following field procedures provide guidelines for tasks to be completed during SSO

response. Actual tasks may need to be adjusted based on field conditions.



1. PRE-TRIP: Follow SOP for vehicle pre-trip Ensure truck has all required contingency supplies

- 6” to 10” air plug - 10” to 24” air plug - Air tank and air compressor - Spill Kit (pads, gloves, etc.) - Two 6 foot booms - One 5 foot retrieval pole - Sampling Kit with Instructions

2. ARRIVAL: Emergency Response Crew must target arrival at site with vactor and contingency equipment ASAP – no more than 1 HOUR after call.

3. ASSESS SITE OF SPILL Identify whether sewage has already reached a surface water. Check underground map books to determine best method for spill containment. Call for backup if more vactor trucks, crews or pump crew are required. Take photographs close-up and of spill area for determination of volume. Contact PW Supervisor. PW Supervisor contacts Sewer Maintenance

Manager. SSO Reporter CALLS OES WITHIN 2 HOURS if CAT1 or spilled in a location

that will likely flow to a surface water.

4. BARRICADE AND POST Minimize public contact with spilled materials. Cone & barricade spill area and utilize signage to direct pedestrian and auto

traffic around/away from spill area (Orange “Raw Sewage” and Arrow signs). Post flyers that states “DANGER RAW SEWAGE, Keep Children and Pets out

of this area” together with contact information of Department of Public Works (see Appendix 6.2)

Keep children and pets out of the area. Close street(s) as necessary after contacting Police Department and Public

Works. If discharge has reached surface waters,refer to Sewage Spill Watersheds Map

(see Appendix 6.5). Identify which watershed may be affected by sewage. Post “DANGER Contaminated Water” signs (see Appendix 6.5) at locations identified in this document as appropriate for the affected watershed (refer to Appendix 6.5 for watershed posting procedures).

Photograph barricaded & posted area(s).

5. DIVERSION, CONTAINMENT AND RECOVERY

See Table 6-2 on the following page.



Table 6-8. SSO Step and Action Response

STEP ACTIONS

1. Diversion &

Containment

WHERE FEASIBLE, DIVERT AWAY FROM SENSITIVE

AREAS (e.g., Schools, Daycares, Playgrounds, Intersections,

Creeks, etc.)

Install air plugs on stormdrains to contain the spill. Divert using small berm to change direction of flow

back to sewer. Divert spill by pumping around overflow and return to

sewer. WHERE FEASIBLE, CONTAIN SPILL & RETURN TO

SYSTEM

Contain spill by letting it collect in a naturally low area and recover sewage when time permits.

Dike/Dam (or sand bagging) spill by building dirt berm to collect spill.

PHOTOGRAPH DIVERSION & CONTAINMENT

2. Clear Blockage RELIEVE CAUSE OF SPILL

Relieve the stoppage as soon as possible by use of Sewer Rodder, Hydro-jet or Snake (flex). Refer to SOP binder for proper use of Equipment.

Have vactor set up downstream or use trap at downstream manhole to catch any debris that may get released.

Refer to and follow all Safety Regulations. 3. Area Clean-Up CLEAN UP AND DISINFECTING

Remove all signs of gross pollution (solids, TP, etc.) Lightly spray disinfectant (and broom area). Wait 10

min. Flush area with water. The amount of flush water

should be at least three times that of the spill if practical.

Water shall be contained and returned to sewer. PHOTOGRAPH AREA AFTER CLEAN-UP



6. SAMPLING AND LAB TESTS If 50,000 gallons or more reached a waterway, collect water samples

following the Water Quality Monitoring Program (refer to Appendix 6.7).

7. CCTV – CCTV to be performed as soon as possible and/or feasible to help determine cause. Burned DVD of pipe inspection (required).

6.9 SEWAGE ESTIMATION Use the methods outlined in Appendix 6.4 to estimate the volume of the spilled sewage. Use three methods of estimation where feasible. Some spills may occur in locations where the wastewater can seep into the ground or flow away from the spill location. In such conditions, consider when the spill was first detected and observations from bystanders in order to determine the total spill volume.

6.10 WATER QUALITY SAMPLING Water quality sampling and testing must be completed where feasible when spilled sewage enters a surface water to determine the extent and impact of the SSO. The water quality sampling procedures follow the Water Quality Monitoring Program as follows:

First Responders should collect samples as soon as possible after the discovery and mitigation of the SSO event, following the sampling procedures that are outlined in Appendix 6.7. At a minimum:

o The water quality samples should be collected from upstream of the spill, from the spill area, and downstream of the spill in flowing water (e.g. creeks) where safety of the personnel would not be put at risk.

o The samples shall then be brought to the San Mateo County Public Health Laboratory. Samples that will be analyzed for ammonia shall be brought to Caltest Laboratory.

Table 6-9. Laboratory Information

Laboratory Address Contact Info San Mateo County Public Health Laboratory

225 W. 37th Ave San Mateo, CA 94403

(650) 573-2500

Caltest Laboratory 1885 N. Kelly Road Napa, CA 94558

(707) 258-4000

o The water quality sampling procedures are outlined in Appendix 6.7.

If the County Public Health lab is Closed:

o If the County Health Lab will be opening within 5&1/2 hours from the time the

samples were collected, keep samples in a refrigerator or in the bag containing the cold packs and immediately deliver samples as soon as the County Lab opens for business.

o Otherwise, calls the County Health Lab’s After Hours Contact List shown in Table 6-4 on the following page (starting with #1 – Office/Pager/Cell) and arrange to



meet a lab analyst. They have agreed to meet us at the lab to receive samples during off-hours.

Table 6-10. SSO Sampling Contact Information

Location Contact Person Phone Number City of San Mateo WWTP Lab Supervisor Pete Dalla-Betta 650-522-7388 (office)

650-823-1260 (cell)

City of San Mateo WWTP Lab Analyst

Mary Buffington Mark Burke Xiong Bing Laing

650-522-7385 (WWTP Main Number)

Collection System Contact Ray Jackson 650-522-7359 (office) 650-867-0254 (cell)

San Mateo County Public Health Lab 225 W. 37th Ave, Room 113 LAB HOURS: MON – FRI 8am to 5pm

June Wong 650-573-2456 (office)

After Hours: Office June Wong Sangeeta Singh Ghazi Ehsani Dr. Zenda Berrada

650-632-1193 (pager) 650-339-2322 (cell) 650-594-1338 (home) 650-787-9381 (cell) 650-787-9382 (cell) 650-703-3935 (cell) 617-512-9949

6.11 WATER QUALITY MONITORING PROGRAM The Water Quality Monitoring Program must be implemented immediately upon discovery of any Category 1 SSO of 50,000 gallons or more. Water quality testing for SSOs of 50,000 gallons or more must be completed within 48 hours of the City becoming aware of the SSO. The City’s SSO Water Quality Monitoring Program is included in Appendix 6.7, and includes the following:

Protocols for water quality monitoring

Sampling time constraints

Sampling procedure best practice

Requirement for water quality analyses for ammonia and bacterial indicators to be performed by an accredited or certified laboratory

Requirement for monitoring instruments and devices used to implement the SSO Water Quality Monitoring Program to be properly maintained and calibrated, including any records to document maintenance and calibration, as necessary, to ensure their continued accuracy

6.12 SSO TECHNICAL REPORT For category 1 SSOs of 50,000 gallons or more, an SSO Technical Report must be prepared and submitted to the CIWQS online SSO database within 45 calendar days of the SSO end date. The SSO Technical Report must include, at a minimum, the following:



1. Causes and Circumstances of the SSOs

2. Complete and detailed explanation of how and when the SSO was discovered

3. Diagram showing the SSO failure point, appearance point(s), and final destination(s)

4. Detailed description of the causes(s) of the SSO

5. Copies of the original field crew records used to document the SSO

6. Historical maintenance records for the failure location

7. Response to SSO:

8. Chronological narrative description of all actions taken to terminate the SSO

9. Explanation of how the OERP was implemented to respond to and mitigate the SSO

10. Final corrective action(s) completed and/or planned to be completed, including a schedule or actions not yet completed

11. Water Quality Monitoring:

12. Description of all water quality sampling activities conducted including analytical results and evaluation of the results

13. Detailed location map illustrating all water quality sampling points The Public Works Supervisor is responsible for the development and certification of the SSO Technical Report. The SSO Technical Report template can be found in Appendix 6.8 of this document.



INVESTIGATION & DOCUMENTATION

6.13 INVESTIGATION AND DOCUMENTATION PROCEDURE The following items provide a guideline for the City’s investigation and documentation procedure.

1. Photograph spill site throughout mitigation efforts as appropriate.

i. upon arrival (close-up to determine volume & further away to show location and affected areas)

ii. after barricading/posting

iii. after containment

iv. after completing disinfection and clean-up

2. Fill out the sewer SSO Field Form kept in all sewer vehicles (see Appendix 6.3).

3. Attempt to capture the time of the start of the spill if not already known. 4. Provide accurate flow measurements and duration of spill (see Appendix 6.4).

5. Provide map of problem location [manhole(s) involved] and where the spill

discharged to (e.g., storm drain, field, stream; etc).

6. CCTV mainline as soon as possible and/or feasible.

7. Ensure all photos, forms, maps & CCTV get logged in SSO binder and into CCMS program.

6.14 FAILURE ANALYSIS INVESTIGATION For each SSO event that is a Category 1 spill, all participants involved in the response – from the person who received the call to the last person to leave the site – should meet, as soon as feasible, after the event to review and evaluate the incident and the City’s response procedures. The objective of the Post-SSO Debrief is to determine actions necessary, if any, to reduce the recurrence and better mitigate the effects of SSOs. The failure analysis is intended to determine if additional maintenance, repair/replacement or other follow-up actions or response procedures changes are needed to reduce or eliminate the likelihood of future SSOs. The procedures for investigating an SSO are as follows:

Reviewing and completing the Sewer Overflow Report

Reviewing the incident timeline and other documentation regarding the incident

Review actions by all persons involved in the response, including the initial recipient of the complaint

Reviewing communications with the all reporting parties, and witnesses

Review volume estimate, volume recovered estimate, volume estimation assumptions and associated drawings

Reviewing available photographs

Interviewing staff that responded to the spill



Reviewing past maintenance records of all affected manholes and pipe segments

Conducting a CCTV inspection to determine the condition of the line segment immediately following the SSO and reviewing the video and logs

Reviewing any FOG related information or results

Identify any changes or additions needed to the OERP and SSMP following the event

The product of the failure analysis investigation should be the determination, to the best extent possible, of the root cause of the SSO, and identification of corrective actions.



SSO REPORTING PROCEDURES/ REGULATORY NOTIFICATION

6.15 DOCUMENTATION In accordance with the WDR, the City maintains records for each sanitary sewer overflow. Records include:

Documentation of response steps and/or remedial actions

Photographic evidence to document the extent of the SSO and field crew response operations

Site conditions after field crew SSO response operations have been completed

The date, time, location, and direction of photographs taken will be documented

Documentation of how any estimations of the volume of discharged and/or recovered overflow were calculated

The records are maintained at the City office and are also entered into the City’s CMMS system. The City also maintains records of complaints received, even if the complaint does not relate to a City SSO.

6.16 REGULATORY REPORTING The sections below summarize the regulatory reporting requirements for SSO reporting and regulatory notification. 6.16.1 Multiple Appearance Points – Single SSO For reporting purposes, if one SSO event of whatever category results in multiple appearance points in a sewer system, a single SSO report is required in CIWQS which includes the GPS coordinates for the location of the SSO appearance point closest to the failure point, blockage or location of the flow condition that caused the SSO, and descriptions of the locations of all other discharge points associated with the single SSO event. 6.16.2 2-Hour Notification to Regulatory Agencies of SSOs Cal OES is only to be notified of a Category 1 SSO greater than or equal to 1,000 gallons discharged to surface water or spilled in a location where it probably will be discharged to surface water. The First Responder is responsible for reviewing field data for reporting to regulatory agencies. If it is determined that the criteria for OES notification was met, than the First Responder must notify OES of the event no later than two (2) hours after:

1. The City has knowledge of the SSO;

2. Notification is possible; and

3. Notification can be provided without substantially impeding cleanup or other emergency measures.

The OES phone number is (800) 852-7550. The First Responder is responsible for obtaining an OES Control number. Following the initial notification to OES and until the SSO report is certified in the SWRCB online SSO Database, the LRO will provide updates (or provide direction for updates to be provided) to OES regarding substantial changes to estimated volume of untreated or partially treated sewage discharged and any substantial changes to known impact(s).



6.16.3 Detailed Reporting Requirements This section provides detail on the City’s regulatory reporting process, which is also described below. SSO Reporting for Category 1 SSOs

Cal OES shall receive notification of Category 1 SSOs that reach a waterway, as stated earlier in this Section.

The Data Submitter must then submit the initial draft report to the SWRCB’s CIWQS Online SSO database @ http://ciwqs.waterboards.ca.gov/ciwqs within 3 business days of becoming aware of the SSO.

Within 15 calendar days of the SSO end date, the LRO must review and certify the report in the CWIQS Online SSO database @ http://ciwqs.waterboards.ca.gov/ciwqs

Draft Category 1 SSO

1. SSO Contact Information: Name and telephone number of staff who can answer

specific questions about the SSO being reported

2. SSO Location Name

3. Location of the overflow event (SSO) by entering GPS coordinates. If a single overflow event results in multiple appearance points, provide GPS coordinates for the appearance point closest to the failure point and describe each additional appearance point in the SSO appearance point explanation field

4. Whether or not the SSO reached surface water, a drainage channel, or entered and was discharged from a drainage structure

5. Whether or not the SSO reached a municipal separate storm drain system

6. Whether or not the total SSO volume that reached a municipal separate storm drain system was fully recovered

7. Estimate of the SSO volume, inclusive of all discharge point(s)

8. Estimate of the SSO volume that reached surface water, a drainage channel, or was not recovered from a storm drain

9. Estimate of the SSO volume recovered (if applicable)

10. Number of SSO appearance point(s)

11. Description and location of SSO appearance point(s). If a single sanitary sewer system failure results in multiple SSO appearance points, each appearance point must be described.

12. SSO start date and time

13. Date and time the enrollee was notified of, or self-discovered, the SSO

14. Estimated operator arrival time

15. For spills greater than or equal to 1,000 gallons, the date and time OES was called

16. For spills greater than or equal to 1,000 gallons, the OES control number



Certified Category 1 SSO At a minimum, the following mandatory information shall be reported for a certified Category 1 SSO report, in addition to items 1-16 above: 1. Description of SSO destination(s)

2. SSO end date and time

3. SSO causes (mainline blockage, roots, etc.)

4. SSO failure point (main, lateral, etc.)

5. Whether or not the spill was associated with a storm event

6. Description of spill corrective action, including steps planned or taken to reduce, eliminate, and prevent reoccurrence of the overflow and a schedule of major milestones for those steps

7. Description of spill response activities

8. Spill response completion date

9. Whether or not there is an ongoing investigation, the reasons for the investigation and the expected date of completion

10. Whether or not a beach closure occurred or may have occurred as a result of the SSO

11. Whether or not health warnings were posted as a result of the SSO

12. Name of beach(es) closed and/or impacted. If no beach was impacted, NA must be selected

13. Name of surface water(s) impacted

14. If water quality samples were collected, identify parameters the water quality samples were analyzed for. If no samples were taken, NA shall be selected

15. If water quality samples were taken, identify which regulatory agencies received sample results (if applicable). If no samples were taken, NA shall be selected

16. Description of methodology(ies) and type of data relied upon for estimations of the SSO volume discharged and recovered

17. SSO Certification: Upon SSO Certification, the CIWQS Online SSO Database will issue a final SSO identification (ID) number

SSO Reporting for Category 2 SSOs Within 3 business days of becoming aware if the SSO, the SSO Reporter or Leadworker, depending on the nature of the SSO as defined in the flowcharts in this OERP, must submit the initial report to the SWRCB’s CWIQS Online SSO database @ http://ciwqs.waterboards.ca.gov/ciwqs. Within 15 calendar days of the SSO end date, the LRO must review and certify the report in the CWIQS Online SSO database @ http://ciwqs.waterboards.ca.gov/ciwqs. SSO Reporting for Category 3 SSOs Within 30 calendar days of the end of the calendar month in which the SSO occurred, the LRO must submit and certify a report to the SWRCB's CWIQS Online SSO database @ http://ciwqs.waterboards.ca.gov/ciwqs.



No Spill Certification (Monthly) Within 30 calendar days of the end of a calendar month that there are no SSO’s, the LRO must submit and certify a “No Spill” certification to the CIWQS online SSO database. CIWQS Not Available In the event that the CIWQS online SSO database is not available, the LRO must fax all required information to the RWQCB office at (510) 622-2460 in accordance with the time schedules identified above. In such an event, the City should then submit the appropriate reports using the CIWQS online SSO database when the database becomes available. A copy of all documents that certify the submittal in fulfillment of this section shall be retained in the SSO document file. Amending SSO Reports The LRO is responsible for amending SSO reports. Certified SSO reports may be updated by amending the report or adding an attachment to the SSO report within 120 calendar days after the SSO end date. After 120 days, the City must contact the State SSO Program Manager to request to amend an SSO report along with a justification for why the additional information was not available prior to the end of the 120 days. The SWRCB SSO Program Manager contact information is as follows: Russell Norman, P.E. State Water Resources Control Board Division of Water Quality 1001 I Street 15th Floor Sacramento, CA 95814 E-mail: [email protected] Phone: (916) 323-5598 6.16.4 CIWQS – Electronic Reporting to State Water Board The California Integrated Water Quality System (CIWQS) is a computer system used by the State Water Resources Control Board to track information about places of environmental interest, manage permits and other orders, track inspections, and manage violations and enforcement activities. CIWQS also allows online submittal of information by Permittees within certain programs and makes data available to the public through reports. The City’s LRO is responsible for submitting and certifying each SSO report in CIWQS. The CWIQS reporting procedure is outlined in the Discharger Workbook available at the State and Regional Water Quality Control Board website and at this link: http://www.swrcb.ca.gov/water_issues/programs/sso/docs/discharger_workbook.pdf Required timelines for reporting are shown in the flowchart on the following page.



CITY OF SAN MATEO SSO REGULATORY REPORTING FLOWCHART AT SITE OF SSO

OFFICE

LEADWORKER OR SSO RESPONSE CREW:

1. Determine if SSO reached or is likely to reach waterways.

2. CALL PW Supervisor or Field Maintenance Manager to let them know of the SSO situation

(PW Supervisor to call Sewer Maintenance Manager immediately after receiving notification.)

3. If 1,000 gal or more have reached or are likely to reach waterways: within 2 hours CALL: CAL-OES for Control # 1-800-852-7550

CREW:

1. Follow SSO Field Procedures for Assessment/Posting/Containment/Clear Blockage/Sampling/Clean-Up and Documentation

2. CCTV Mainline and Burn to DVD

LEADWORKER OR SSO REPORTER (Backup = PW Supervisor or Field Maintenance Manager):

1. Within 72 hrs Enter Cat 1 & Cat 2 SSO Report to CIWQS: https://ciwqs.waterboards.ca.gov.

2. Document Spill on whiteboard (see section 6.14.4) 3. Save pictures to Q/PW/corpyard/PW PHOTOS/Sewer/SSOs.

4. Review SSO Field Form with PW Supervisor.

PW SUPERVISOR OR FIELD MAINTENANCE MANAGER):

1. If 10,000 gal or more reached waterways - Send out Public Notification E-mail (see Appendix 6.6)

2. Within 15 days for Cat 1 & Cat 2 SSOs Certify SSO Report on CIWQS: https://ciwqs.waterboards.ca.gov

3. Within 30 days of the end of month in which Cat 3 SSO occurred Certify Cat 3 SSO Report on CIWQS: https://ciwqs.waterboards.ca.gov

4. Within 1 to 15 days for all spills Follow-up on status of CCTV, corrective actions, sampling & posted signage. Send public e-mail notification regarding status of waters.

5. Within 5 days for all spills Create/Update WO w/ SSO details, attach photos. Update SSO Log & GIS Layer.



TRAINING

6.17 SSO RESPONSE TRAINING This section provides information on the training that is required to support this Overflow Emergency Response Plan.

6.18 INITIAL REFRESHER TRAINING All City personnel who may have a role in responding to, reporting, and/or mitigating a sewer system overflow must receive training on the contents of this OERP. All new employees must receive training before they are placed in a position where they may have to respond. Current employees receive refresher training on this plan and the procedures to be followed approximately annually. The City’s Safety Coordinator verifies that annual safety training requirements are current for each employee, and that employees are competent in the performance of all core competencies. The City addresses, through additional training/instruction, identified gaps in required core competencies.

6.19 SSO RESPONSE DRILLS Periodic training drills are held to ensure that employees are up to date on these procedures, equipment is in working order, and the required materials are readily available. The training drills cover scenarios typically observed during sewer related emergencies. The results and the observations during the drills are recorded and action items are tracked to ensure completion. The Safety Coordinator collects sign-in sheet for every SSO Response Drill conducted.

6.20 SSO TRAINING RECORD KEEPING Records are kept of all training that is provided in support of this plan. The records for all scheduled training courses and for each overflow emergency response training event include date, time, place, content, name of trainer(s), and names of attendees. The Safety Coordinator collects sign-in sheet for every SSO Response Drill conducted.

6.21 SSO RESPONSE WITHIN PRIVATE PROPERTY In the event that an SSO occurs at a private property, the City will dispatch Maintenance crew and notify the resident of the need to access their property and inspect the sewer system located in the sewer easement. Residents should call the Department of Public Works Sewer Maintenance at (650) 522-7300 for any questions or concerns with property access and work performed at the property. A summary of easement access procedures is located in Appendix 6.2 Exhibit C of this document.




Appendix 6.1 – Contingency Equipment

Appendix 6.2 – SSO Field Procedures

Appendix 6.3 – Investigation and Documentation Forms

Appendix 6.4 – Spill Calculation and Estimation

Appendix 6.5 – Signage and Posting Procedures

Appendix 6.6 – Public Notification Procedures

Appendix 6.7 – Water Quality Monitoring Program

Appendix 6.8 – SSO Technical Report

City of San Mateo Public Works Department Environmental Services Division FOG PROGRAM

Last Update: 12-07-15 7 - 1 City of San Mateo SSMP Element 7: FOG PROGRAM

ELEMENT 7: FATS, OILS & GREASE (FOG) CONTROL PROGRAM


Each Enrollee shall evaluate its service area to determine whether a FOG control program is needed. If an Enrollee determines that a FOG program is not needed, the Enrollee must provide justification for why it is not needed. If FOG is found to be a problem, the Enrollee must prepare and implement a FOG source control program to reduce the amount of these substances discharged to the sanitary sewer system. This plan shall include the following as appropriate:

An implementation plan and schedule for a public education outreach program that promotes proper disposal of FOG;

A plan and schedule for the disposal of FOG generated within the sanitary sewer system service area. This may include a list of acceptable disposal facilities and/or additional facilities needed to adequately dispose of FOG generated within a sanitary sewer system service area;

The legal authority to prohibit discharges to the system and identify measures to prevent SSOs and blockages caused by FOG;

Requirements to install grease removal devices (such as traps or interceptors), design standards for the removal devices, maintenance requirements, BMP requirements, record keeping and reporting requirements;

Authority to inspect grease producing facilities, enforcement authorities, and whether the Enrollee has sufficient staff to inspect and enforce the FOG ordinance;

An identification of sanitary sewer system sections subject to FOG blockages and establishment of a cleaning maintenance schedule for each section; and

Development and implementation of source control measures for all sources of FOG discharged to the sanitary sewer system for each section identified in (f) above.

This chapter provides a description of the City’s FOG Control Program. This Program plan is intended to be updated and modified by the City as necessary to more closely reflect operating conditions and changes that may occur in FOG control procedures.

7.1 BACKGROUND A FOG source control program was initiated in 1995 in an effort to reduce FOG-related sewer line cleaning, FOG buildup in lift stations, and grease collection and removal at the WWTP. At that time, a field survey determined that there were over 300 commercial food service facilities (i.e., FOG generators) in the service area, with and without grease control devices. Routine inspections of food service facilities began in 1996. In 1999, City Municipal Code was revised to require retroactively that food service facilities install grease control devices that conform to the current version of the Uniform Plumbing Code



(UPC). The City also began issuing Waste Discharge Permits to food service facilities to further reduce discharges of FOG to the sanitary sewer system.

7.2 PUBLIC EDUCATION OUTREACH The City distributes outreach materials developed internally and by other municipalities and/or programs as described below. Example outreach materials are included in Appendix 7.1, Exhibit 7.10A. Outreach to Commercial Food Service Facilities. The City’s Environmental Compliance Inspectors distribute outreach materials during each commercial food service facility inspection and encourage managers of food service facilities to use the information to train employees upon hire and at least annually thereafter. City Inspectors typically distribute a brochure that contains information on Best Management Practices (BMPs) for the FOG and Stormwater programs. The brochure is available in English and Spanish through the San Mateo Countywide Stormwater Program and is entitled, “Be a Part of the Team! Keep the Bay & Ocean Clean! Stormwater Pollution Prevention Guidelines for Food Handling Facilities.” Additional FOG control outreach materials are available in Chinese, Korean and Vietnamese and are distributed as opportunities arise. Residential Outreach. Outreach materials are on display at City Hall and are distributed at the City Services Academy and other venues as opportunities arise. Public service announcements may be published prior to major holidays to remind City residents of prudent food waste handling practices. A FOG BMP poster and the WEF “Fat Free Sewers” brochure is mailed to apartment complexes as needed, and subsequent to finding a FOG buildup in the sewer at or immediately downstream of an apartment connection. FOG brochure is distributed to all homes on City blocks in the vicinity of a blockage.

7.3 FOG DISPOSAL FOG generators hire private service providers to haul off FOG wastes for disposal. Although City staff does not endorse services provided by any one service provider, the Table 7-1 lists service providers that are commonly used by businesses in the service area.

Table 7-11. Service Providers

Service Provider Phone Number Ameriguard Maintenance Services (800) 347-7876 ext. 14 Darling International, Inc (415) 647-4890 Pioneer Liquid Transport (800) 804-7327



7.4 LEGAL AUTHORITY The City of San Mateo provides the FOG control services above to the City and also Estero Municipal Improvement District (EMID). The City and EMID Sanitary Sewer Use Ordinances, as contained in each entity’s Municipal Code, are nearly identical, and each provides the legal authority to implement a FOG Control Program. A summary of the enabling authority is summarized in table 7-2.

Table 7-12. FOG Legal Authority

CSM EMID Municipal Code Section Title 7.38.030 8.37.030 Definitions of “Food Service Facility” and “Grease”. 7.38.100 8.37.100 Pretreatment of Industrial Waste: (c) Food Service Facilities. 7.38.110 8.37.110 General Discharge Prohibitions: (a) any wastes that interfere

with, inhibit, damage or disrupt any wastewater conveyance. 7.38.120 8.37.120 Specific Discharge Prohibitions: (e) Solids or Viscous Materials;

(h) Oil and Grease. 7.38.160 8.37.160 Requirements for Food Service Facilities: (a) Install a

pretreatment system for grease removal which meets or exceeds minimum sizing requirements of the UPC by no later than January 1, 2001.

7.38.210 8.37.210 Waste Discharge Permits: (b) The City/District may require users to obtain waste discharge permits as necessary to carry out the purposes of the ordinance.

7.38.350 8.37.350 Authority to Inspect and Monitor: City/District is authorized to conduct all inspection, surveillance, and monitoring procedures necessary to assure compliance with the ordinance.

7.38.440 8.37.430 Compliance with the ordinance. 7.38.460 8.37.450 Administrative Remedies. 7.38.480 8.37.460 Civil Penalties. 7.38.490 8.37.460 Criminal Penalties. Example permitting documents, including a permit, list of Best Management Practices and a Pretreatment Maintenance Log are included in Appendix 7.1, Exhibits 7.10B through 7.10F.

7.5 GREASE REMOVAL DEVICE REQUIREMENTS The City’s Municipal Code section 7.38.160 (EMID Municipal Code section 8.37.160) requires that food service facilities must have installed a pretreatment system for grease removal that meets or exceeds minimum sizing requirements of the Uniform Building Code. Both entities’ codes further require that pretreatment systems be inspected monthly or more frequently as needed and that a record be kept of the date of the inspection, any maintenance performed, and disposition of the contents (i.e., FOG) removed. Failure to operate or maintain the grease removal system in a way that ensures optimal efficiency, or failure to keep records of system maintenance, constitutes a violation of the ordinance.



7.6 BEST MANAGEMENT PRACTICES (BMPS) The City’s FOG Control Program places emphasis on 7 major BMPs that should be implemented by food service facilities and other FOG generators within the service area. These BMPs are summarized as follows:

Employee Training and Awareness: This BMP is intended to recommend that all employees and FOG-producing establishments be adequately trained on activities to reduce FOG disposal into the sanitary sewer system.

Garbage Grinder Elimination/Limitation: This BMP recommends that FOG generators eliminate garbage grinders or limit their use to the greatest extent possible, thereby reducing the amount of food particles that enter the sanitary sewer system with the potential to clog the system. Additionally, the use of drain screens is recommended by this BMP to capture food and other particles to prevent them from being discharged into the sanitary sewer system. These screens should be cleaned frequently and emptied into the trash.

Spill Cleanup: This BMP emphasizes the use of dry cleaning methods for cleaning up spills. If dry methods are insufficient, water use and discharge to the sanitary sewer should be limited as much as possible.

Equipment Cleaning and Maintenance: This BMP recommends that FOG generators limit the discharge of FOG to the sanitary sewer system to the greatest extent possible in the cleaning and maintenance of equipment.

Grease Handling and Disposal: This BMP requires that oils, grease or other oily liquids (such as salad dressing) should not be discharged in large quantities to the sanitary sewer system. These materials should be recycled, if possible.

Grease Removal Devices: This BMP requires that FOG generators install and maintain grease removal devices.

Residential and Private Dwellings: Because not all FOG problems are caused by food service facilities, residential customers are also urged to adopt the aforementioned BMPs as applicable.

7.7 INSPECTION AND ENFORCEMENT PROCEDURES City and EMID ordinances include provisions for inspection of FOG-generating facilities, as well as enforcement actions available in the event of violations.

7.7.1 Inspection The authority for City officials to inspect food service facilities and other FOG-generating facilities for compliance with this Program is provided in City’s Municipal Code Section 7.38.350 (EMID Municipal Code Section 8.37.350). Inspections are conducted to assess compliance with waste discharge permit requirements, and it is the City’s goal to inspect each FOG-generating facility once every



two to five years depending on compliance. Compliance status is determined by visual inspection of the pretreatment system, interview with the owner/staff about general operations and waste handling; and a review of documentation of pretreatment system maintenance, pretreatment system waste disposal and employee training. Waste stream monitoring and analysis is not required and is not ordinarily used to determine compliance. An example inspection form is included in Appendix 7, Exhibit 7.10G. An inspection may also be triggered by a line blockage determined to be the result of a FOG accumulation, or preventive maintenance in which an accumulation of FOG is discovered. Potential FOG problem areas consist mainly of trunk line segments in commercial districts that serve a concentration of food service facilities, but may also be associated with multi-family dwelling complexes, although sewer backups at these sites appear to be due to a combination of factors, including grease, line sags, and roots.

7.7.2 Enforcement Actions Enforcement remedies available in response to violations of City and EMID ordinances pertaining to FOG are detailed in each entity’s ordinance and in the Enforcement Response Plan. Items typically found to be deficient during an inspection and enforcement action taken are summarized in table 7-3.

Table 7-13. FOG Findings and Response

Inspection Finding Enforcement Response Pretreatment system operation & maintenance (O&M) records not maintained.

Warning Notice or Notice of Violation

Inadequate pretreatment system maintenance. Warning Notice or Notice of Violation

1st (and subsequent) follow-up inspection finds failure to comply with corrective action specified in Notice of Violation.

Notice of Violation, Administrative Citation, or Fines/Fees

The City may choose to issue a verbal or written warning for less serious offenses. In cases where a facility has a history of FOG buildup and/or blockages, both ordinances include a provision for requiring additional pretreatment equipment or reimbursement of costs associated with increased preventative maintenance. Remedies described herein are not exclusive; the City may take all combination of actions specified in the Sewer use Ordinance against a noncompliant User, as well as any other enforcement remedies that that the City may have available.

7.8 SERVICE AREA FOG EVALUATION The identification of hot spots within the service area is ongoing; hot spots are identified based on reports of blockages and through closed-circuit television inspection (CCTV) findings. Known problem areas are prioritized based on qualitative findings of previous preventive maintenance results, such as a surcharged condition, grease collection on the



hydro-jetting nozzle, or through closed-circuit television inspection (CCTV) findings. A table listing problem areas and a map of high-priority FOG-related segments (“target areas”) are included in Appendix 7.1, Exhibit 7.10H. High-priority FOG segments are put on a monthly, quarterly or bi-annual preventive maintenance schedule, and findings are forwarded to the Source Control Program for follow-up inspection. The segment will remain on a quarterly preventative maintenance schedule until subsequent observations determine that the potential for obstruction or blockage has been reduced or eliminated. The preventive maintenance schedule for these line segments, as well as a map depicting problem areas, is provided in Appendix 7.1, Exhibit 7.10H.

7.9 APPENDIX 7 – SUPPORTING DOCUMENTS FOR ELEMENT 7 Appendix 7.1 – FOG Supporting Materials

Exhibit 7.10A – Outreach Materials (commercial & residential)

Exhibit 7.10B – Waste Discharge Permit (WDP)

Exhibit 7.7.10C – WDP Standard Terms, Conditions & Requirements

Exhibit 7.10D – Best Management Practices for Food Service Facilities

Exhibit 7.10E – Pretreatment System Maintenance Log

Exhibit 7.10F – Waste Discharge Permits Q&A

Exhibit 7.10G – Inspection Form (Food Service Facility)

Exhibit 7.10H – Preventative Maintenance: FOG Hot Spots (Schedule and Map)

City of San Mateo Public Works Department Environmental Services Division SYSTEM EVALUATION & CAPACITY ASSURANCE

Last update: 12-07-15 8 - 1 City of San Mateo SSMP Element 8: SYSTEM EVALUATION & CAPACITY ASSURANCE

ELEMENT 8: SYSTEM EVALUATION & CAPACITY ASSURANCE


The Enrollee shall prepare and implement a capital improvement plan (CIP) that will provide hydraulic capacity of key sanitary sewer system elements for dry weather peak flow conditions, as well as the appropriate design storm or wet weather event. At a minimum, the plan must include:

Evaluation: Actions needed to evaluate those portions of the sanitary sewer system that are experiencing or contributing to an SSO discharge caused by hydraulic deficiency. The evaluation must provide estimates of peak flows (including flows from SSOs that escape from the system) associated with conditions similar to those causing overflow events, estimates of the capacity of key system components, hydraulic deficiencies (including components of the system with limiting capacity) and the major sources that contribute to the peak flows associated with overflow events;

Design Criteria: Where design criteria do not exist or are deficient, undertake the evaluation identified in (a) above to establish appropriate design criteria; and

Capacity Enhancement Measures: The steps needed to establish a short- and long-term CIP to address identified hydraulic deficiencies, including prioritization, alternatives analysis, and schedules. The CIP may include increases in pipe size, I/I reduction programs, increases and redundancy in pumping capacity, and storage facilities. The CIP shall include an implementation schedule and shall identify sources of funding.

Schedule: The Enrollee shall develop a schedule of completion dates for all portions of the capital improvement program developed in (a)-(c) above. This schedule shall be reviewed and updated consistent with the Sewer System Management Plan (SSMP) review and update requirements as described in Section D. 14.

8.1 BACKGROUND In March 2009, the Regional Water Quality Control Board (RWQCB) issued the City, Hillsborough, and Crystal Springs County Sanitation District (CSCSD) (collectively referred to as “Agencies”) a Cease and Desist Order (CDO) mandating elimination of SSOs in their respective and collective collection systems, as well as requiring specific corrective actions to upgrade sewer capacity. In 2013, the WWTP was issued a new NPDES permit, with special provisions requiring a more integrated view of the collection system and WWTP including the development of WWTP and Collection System Master Plans and CIPs, and a Wet Weather Improvement Program. In response to these requirements, City contracted with consultant Carollo Engineers to develop an Integrated Wastewater Master Plan, which includes a prioritized 20-year Capital Improvement Plan for the City’s collection system and WWTP. Tasks included flow projections, regulatory review, on-site storm water management, stress test, capacity analysis, energy analysis, treatment alternatives analysis, condition assessment, and prioritized capital improvement plan.



The Draft 20-Year Integrated Wastewater Master Plan Executive Summary is included in Appendix 8.3. Information on historic capacity assurance efforts from the City is outlined in Appendix 8.1 of this document.

8.2 PROJECT DRIVERS AND CAPACITY ASSESSMENT CRITERIA There are several project drivers affecting the development of the integrated master plan, the resulting Capital Improvement Projects, and the prioritization of the projects. The drivers fall within several categories, and include capacity assessment as follows:

Aging infrastructure requiring repair or replacement.

Capacity to deal with dry and wet weather flows generated from the service area.

Regulatory requirements (current and future).

Policy decisions regarding space planning and sustainability initiatives including recycled water and green energy.

The current population within the entire WWTP service area is estimated to be approximately 143,100 based on the 2010 census. Projections within the next 20 years suggest an increase of percent, which equates to a population of 166,400 by the year 2035. After projecting future dry weather flows to the WWTP using a per capita method, expansion of permitted capacity for dry conditions is not anticipated over the next 20-year planning period. The City has recently invested in updating their collection system model to be able to better estimate peak flows, reflect recent improvements and to project flows through 2035. Sewer collection system projects were identified to address projected wet weather flow, including pump station capacity projects and upsizing of pipelines and relief lines in the collection system. The sewer collection system hydraulic model used a design storm with a 5-year recurrence interval and 6-hour duration for the capacity analysis. Pipes were determined to require replacement when the pipe conveyed maximum capacity and freeboard, defined as the difference between modeled rim elevation and water surface elevation, was less than three feet. Additional information can be found in the Collection System Capacity Analysis Technical Memorandum (Arcadis, September 2014) that is included in Appendix 8.2.

8.3 CAPITAL IMPROVEMENT PROGRAM BUDGET AND SCHEDULE The Integrated Master Plan describes a 5-year CIP (2015 to 2019) with a total cost of approximately $300 million. The cost of the long-term, 20-year CIP is approximately $900 million. The City’s capacity-related capital improvement budget and schedule are presented in Appendix 8.4 of this document.



8.4 APPENDIX 8 – SUPPORTING DOCUMENTS FOR ELEMENT 8 Appendix 8.1 – Historic Capacity Assurance Efforts

Appendix 8.2 – Capacity Analysis Technical Memorandum

Appendix 8.3 – Draft 20-Year Integrated Wastewater Master Plan Executive Summary

Appendix 8.4 – CIP Budget and Schedule

City of San Mateo Public Works Department Environmental Services Division MONITORING, MEASUREMENT & PROGRAM MODIFICATIONS

Last Update: 12-07-15 9 - 1 City of San Mateo SSMP Element 9: MONITORING, MEASUREMENT & PROGRAM MODIFICATIONS

ELEMENT 9: MONITORING, MEASUREMENT & PROGRAM MODIFICATIONS


The Enrollee shall:

Maintain relevant information that can be used to establish and prioritize appropriate Sewer System Management Plan (SSMP) activities;

Monitor the implementation and, where appropriate, measure the effectiveness of each element of the SSMP;

Assess the success of the preventative maintenance program;

Update program elements, as appropriate, based on monitoring or performance evaluations; and

Identify and illustrate SSO trends, including: frequency, location, and volume.

The Environmental Services Division (ESD) has established metrics to assess progress in maintenance, operations and management of the sanitary sewer collection system. The metrics are defined to identify successes and challenges in reducing SSO frequency and impacts, improving collection system reliability, and providing capacity in the system to convey peak flows. The following information refers to data that is collected by staff, and how that data is used to help analyze sewer collection system performance, structural and maintenance related problems, crew productivity, and overall success of maintenance and capital improvement programs.

9.1 DATA COLLECTION ESD utilizes a CMMS program, Azteca’s “Cityworks” software, which provides the means to capture, retrieve and track collection system maintenance activities. “How-To” documents have been created for data entry with examples specific to San Mateo’s collection system. Staff is trained on use of this program with administration and quality control provided by the CMMS administrator (Senior Project Manager). Sewer crew daily records provide information that assists staff analyze the sanitary sewer collection system. Included on crew daily log and work order sheets are: location of work; pipe or manhole ID#; length of pipe worked on, whether activities were part of an emergency response or preventative maintenance (citywide district cleanings and/or “hot spot” repetitive cleaning); any structural or maintenance problems discovered in the pipe and their severity; whether additional follow-up is needed; staff names; equipment and material used; and start and end times. Office staff enters all information into the CMMS program. Using data stored in CMMS, together with discussions between management, crew and engineering, ESD updates maintenance activities as appropriate. Contractors are sometimes utilized in addition to internal staff for completing targeted and district-wide condition assessment projects. Closed-circuit video (CCTV) is used to



identify problems within sewer pipe and to provide an overall condition rating of each pipe. Modifications to cleaning schedules can be made using the results from this analysis. Capital improvement projects are also identified as needed to rehabilitate specific pipelines and reduce cleaning cycle frequency. CCTV data and condition scores are also used to determine specific rehabilitation methods, and to coordinate repairs with other public works efforts such as road rehabilitation/reconstruction. In 2011, staff purchased POSM CCTV software to further assist with the condition assessment of pipes and reduce the amount of time between receipt of video and repair of pipes.

9.2 DATA REPORTING Performance indicator information is generated on a quarterly and annual basis. Primary criteria tracked are shown in the table 9-1 below. Staff have observed that as the number of identified blockages increase and are addressed, the number of sewer emergency calls and maintenance-related SSOs decrease.

Table 9-14. Performance Indicators

2010 2011 2012 2013 2014 # Sewer Odor Complaints 18 25 21 33 48 # Sewer Mainline Blockages 111 103 129 118 130 # Sewer Emergency calls 1029 1071 1159 1287 863 Sanitary Sewer Overflows 65 36 36 19 32 Emergency Response w/in 60min (%) 95 94.25 94.25 93 95

Miles Sewer Mainline Cleaned 192 200 235.2 233.8 220

% of Total Sewer Mainline Cleaned 84% 97% 100% 99% 93

9.3 SANITARY SEWER OVERFLOWS ESD tracks detailed information pertaining to sanitary sewer collection system overflows (SSOs). Tables 9-2 through 9-4 on the following page provides a synopsis of the number, volume and cause of SSOs.



Table 9-15. Number of SSOs

Size of SSO (gallons) 2010 2011 2012 2013 2014 Greater than or equal to 1,000

13 8 13 1 11

From 100 to 999 20 12 10 9 11 From 10 to 99 24 14 8 7 8 Less than 10 (can include in line above)

6 2 6 3 2

Total 63 36 37 20 32

Table 9-16. Volume of SSOs

2010 (gal)

2011 (gal)

2012 (gal)

2013 (gal)

2014 (gal)

Total volume contained and returned to sewer system for treatment

7,669 9,513 13,582 5,672 5,521

Total volume reaching waters of the United States

381,335 752,842 792,351 1,196 707,120

Total volume not contained but not reaching waters of the United States (everything else)

1,696 0 106 863 47

Total 390,700 762,355 806,039 7,731 712,688

The tables above do not include SSOs that occurred from private sewer service laterals within the City’s jurisdiction that were caused by conditions in privately-owned laterals or on private property. The property owners are responsible for the condition and the operation of those sewer service laterals.



Table 9-17. Causes of SSOs

Cause of SSO # in 2010

# in 2011

# in 2012

# in 2013

# in 2014

Blockage: Roots 16 13 10 9 7 Grease 17 5 5 9 6 Debris 8 7 1 1 1 Debris from Laterals 0 0 0 0 0 Vandalism 0 0 0 0 0 Animal Carcass 0 0 0 0 0 Construction Debris 0 0 0 0 0 Multiple Causes 2 0 2 0 0 Subtotal for Blockage 43 25 18 19 14 Infrastructure Failure 6 2 3 1 3 Inflow & Infiltration 11 8 1 0 10 Electrical Power Failure 0 0 0 0 0 Flow Capacity Deficiency 1 0 12 0 1 Natural Disaster 0 0 0 0 0 Bypass 0 0 1 0 0 Damage by Others Not Related to Construction/Maintenance

1 2

Cause Unknown 1 1 2 0 2 Total 63 36 37 20 32

SSO data above reflects that inflow and infiltration (I&I), Roots, and Grease are the most common issues for San Mateo’s collection system. The City implements and updates a root control management program and preventive maintenance program. Both of these programs, which are improved through the use of GIS mapping, have helped in reducing the most prevalent SSO issues.

9.4 APPENDIX 9 – SUPPORTING DOCUMENTS FOR ELEMENT 9 There are no Appendix documents to accompany Element 9. However, Appendix 9 is included as a placeholder for future documents.

City of San Mateo Public Works Department Environmental Services Division SSMP PROGRAM AUDITS

Last Update: 12-07-15 10 - 1 City of San Mateo SSMP Element 10: SSMP PROGRAM AUDITS

ELEMENT 10: SSMP PROGRAM AUDITS


As part of the Sewer System Management Plan (SSMP), the Enrollee shall conduct periodic internal audits, appropriate to the size of the system and the number of SSOs. At a minimum, these audits must occur every two years and a report must be prepared and kept on file. This audit shall focus on evaluating the effectiveness of the SSMP and the Enrollee’s compliance with the SSMP requirements identified in this subsection (D.13), including identification of any deficiencies in the SSMP and steps to correct them.

10.1 SUMMARY The City audits and updates its SSMP on a biennial basis. Updates may occur more frequently if the Inspection Superintendent recommends modifications, or if regulations change between audits. The audit process is documented in the Biennial SSMP Audit Form shown in Appendix 10. The audit form provides structure for a systematic review of each SSMP element in order to ensure the SSMP contains current information, regulatory requirements are satisfied, and programs are effective and meeting City’s goals for the operation of the collection system stated in Element 1. If updates or changes are required, the content and timeline to complete those change will should be described in the audit form. The most recent audit showing the results of the City’s SSMP evaluation was completed on December 2014 and is included in Appendix 10.3. In 2015, the City amended the format of the SSMP Audit Form. This form will be utilized for future audits. The amended audit form is shown in Appendix 10.2 of this document. As part of the audit process, City staff updates critical information in the SSMP, such as contact information, names of the key staff in the response chain of communication, or other similar data as needed. A comprehensive SSMP update will occur every 5 years, as required by the WDR. Changes made to the SSMP will be documented in the Change Log located in Appendix 10.1, beginning with changes that are implemented after adoption of the SSMP in summer 2015.

10.2 APPENDIX 10 – SUPPORTING DOCUMENTS FOR ELEMENT 10 Appendix 10.1 – SSMP Change Log

Appendix 10.2 – SSMP Audit Blank Form

Appendix 10.3 – Recent SSMP Audit Report

City of San Mateo Public Works Department Environmental Services Division COMMUNICATION PROGRAM

Last Update: 12-07-15 11 - 1 City of San Mateo SSMP Element 11: COMMUNICATION PROGRAM

ELEMENT 11: COMMUNICATION PROGRAM


The Enrollee shall communicate on a regular basis with the public on the development, implementation, and performance of its Sewer System Management Plan (SSMP). The communication system shall provide the public the opportunity to provide input to the Enrollee as the program is developed and implemented.

The Enrollee shall also create a plan of communication with systems that are tributary and/or satellite to the Enrollee’s sanitary sewer system.

The Environmental Services Division (ESD) realizes the importance of clear and informative communication with our residential and commercial customers. ESD has ongoing outreach programs that include annual mailings, targeted letters and door hangers to increase awareness of how sewer fees are used, sewer operations and maintenance and best management practices, and information and programs for maintaining and rehabilitating private sewer laterals. The City of San Mateo SSMP is available for access by the public and is published in the Public Works page of the City’s website. SSMP attachments including documents related to the communication program such as PLRP program application, reimbursement grant form and etc. are also available in the City’s website.

11.1 SEWER FEES AND SEWER FUND As part of compliance with Proposition 218 (Section 6 of Article XIIID of the Constitution of the State of California), staff mails an annual Public Hearing Notice explaining the proposed increases to sewer fees and why the rate increase is necessary. Beginning in 2009, and annually thereafter, staff has included an additional handout with this mailing, titled, “the Sewer Fund Report”. The report provides an overview of programs funded by sewer fees. The initial Sewer Fund Report included information about the City’s non-compliance with the Clean Water Act and receipt of a penalty for the number and volume of sanitary sewer overflows. Copies of these annual mailings can be found in the Communication Program, Appendix 11.1.

11.2 PRIVATE LATERAL REPLACEMENT PROGRAM The City Council approved a revised sewer lateral cost sharing program for FY2013-2014 to replace the previous sewer lateral cost sharing program, which began in July 2013. This program provides cost sharing of 50% of the cost of a full lateral replacement only, up to a maximum of $5,000, based on the lowest of the three written estimates required to be submitted by the property owner. The property owner must also submit finaled permits in order to be eligible for the cost sharing. The PLRP involves public outreach to San Mateo residents through neighborhood association and home-owners group presentations and meetings, direct mailers, and one-on-one meetings encouraging residents to upgrade their private sewer service lateral. The City takes advantage of these opportunities to educate citizens about the sewer

City of San Mateo Public Works Department Environmental Services Division COMMUNICATION PROGRAM

Last Update: 12-07-15 11 - 2 City of San Mateo SSMP Element 11: COMMUNICATION PROGRAM

system, its maintenance, private sewer maintenance concerns and the impacts of inflow and infiltration. Program materials and public outreach post-cards can be found in the Communication Program, Appendix 11.2.

11.3 SEWER MAINTENANCE PUBLIC OUTREACH Sewer Maintenance crews meet with residents daily while responding to emergency sewer calls. Crews take this opportunity to talk with residents about the public sewer collection system and private sewer lateral maintenance concerns. Crews also distribute PLRP materials as part of response activities. Sewer Crews utilize door-hangers as part of response activities as well. Crews document the condition of the sewer mainline, actions taken, and planned follow up activities. These door-hangers also market the City’s PLRP. These door-hangers are left at the affected properties and include a phone number for the public to call in case there are further questions. Sample door-hangers can be found in the Communication Program, Appendix 11.3. As part of the City’s sewer Overflow Emergency Response Plan (OERP), staff developed a public notification system to advise (through e-mails) residents along waterways after a spill may have impacted water quality (please refer to Element 6, OERP of this SSMP document). Staff mails public notices to properties adjacent to waterways to maintain updated e-mail distribution lists. Public Notices are also included in the Communication Program, Appendix 11.3.

11.4 FOG PROGRAM OUTREACH Environmental Compliance staff attends public venues to distribute information to residents about the importance of keeping sewers free of fats, oils and grease (FOG), as well as best management practices for sewer systems. FOG Program outreach materials can be found in Appendix 7.1, FOG Program, Public Outreach Exhibits. Sewer Maintenance Crews work in coordination with Environmental Compliance Inspectors to provide outreach materials to residents in San Mateo. After a sanitary sewer spill has occurred from a blockage caused by FOG, the Environmental Compliance staff mails a cover letter and WEF brochure “Fat Free Sewers” to these residents. (Appendix 7.1, FOG Program, Exhibits 7.2.C, 7.2.D and 7.2.E)

11.5 APPENDIX 11 – SUPPORTING DOCUMENTS FOR ELEMENT 11 Appendix 11.1 – Proposition 218 Sewer Fee Public Notifications - Current

Appendix 11.2 – Private Lateral Replacement Program (PLRP) Handouts

Appendix 11.3 – Sewer Maintenance Public Outreach

SSO Public Notices to Properties Along Waterways

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