04_SCM Operation and Maintenance Plan

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NEW BERN
NORTH CAROLINA
CITY OF NEW BERN
SCM Operation and Maintenance Plan
Avery Smith
[e-mail]

Table of Contents
1 Introduction------------------------------------------------------------------- 2
2 Responsibilities--------------------------------------------------------------- 2
Performance of Levels of Maintenance
Maintenance Expenses
3 Routine Maintenance-------------------------------------------------------- 3
Vegetation Maintenance
Debris and Litter Removal
4 Major Maintenance and Repairs ----------------------------------------- 4
Bank Stabilization and Erosion Control
Sediment Removal and Disposal
Mechanical Maintenance and Repair
5 Inspections, Tracking, and Record Keeping ---------------------------- 4
Inspections
Tracking
Record Keeping
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Introduction
The proper operation of a SCM is important to the quality of the runoff released into our area's
rivers and streams. Also, proactive care can lessen the financial impact on the owner of the
facility.
Regular inspection and maintenance are an ongoing responsibility for permitted SCMs— These
responsibilities typically include regular inspections, maintenance, and repairs throughout the
year, maintaining inspection records, and annual inspections and reporting conducted by the
city's SCM inspector.
This literature will outline the requirement and responsibility of the owners of municipal SCM as
well as the responsibilities of the Stormwater Division to assist with the maintenance and upkeep
of this structures.
Responsibilities
The day-to-day operation and maintenance fall squarely upon the shoulders of the facility owner
or the party that has assumed ownership of the specific facility (example: Public Utilities has the
responsibility to maintain the Kale rd. facility ponds). It is also the duty of the facility owner to
inform the Stormwater Division if their attention is needed.
Levels of Maintenance Performed
• Owner/Operator- Maintenance of grass and permitted vegetation. Policing of the
permitted area for litter and debris.
Stormwater Staff- Annual SCM inspections, repairs above the skill level of facility owner
and the assessment of the need for contracted heavy construction and repairs.
Contractors- Perform any tasks outside of the capabilities of the Stormwater division or
any task that would great reduce the division's ability to perform its other responsibilities.
Maintenance Expenses
Daily maintenance and upkeep cost will also be the facility owners burden to bear. Scenarios
where Stormwater staff perform repairs the facility owner is responsible for the cost of materials.
If at any time the cost of repair become too great, the facility owner will have to approach the
Board of Aldermen with the request of additional funding, some contracted service may also
need approval from the board.
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Routine Maintenance
Any maintenance performed to keep the SCM clean and in a condition as it was constructed will
be known as routine maintenance. For example cutting grass and remove trash would be
considered routine maintenance.
Vegetation Maintenance
Maintaining the vegetation surrounding SCM is the easiest way to keep it in looking good and in
compliance. Mow the grass on a regular interval, keeping it at a maximum of 6". It is also
recommended not to cut the grass too low as it may create areas for potential erosion.
Trees and other wooded plants may or may not be allowed to populate the permitted area around
the SCM, this is where the knowledge of what was planted when the SCM was built is key. The
volunteer/invasive vegetation should be removed and permitted plantings should be managed to
keep them from becoming a nuisance, structural issue, or safety hazard.
There are some SCMs that possess vegetative buffers along their banks. These buffers are an
intended and beneficial part of the SCM. They require a different method of maintenance, cutting
is not always required. Be sure to manage nuisance/invasive vegetation to ensure that it does not
take hold.
Debris and Litter Removal
Routinely, foreign debris and litter can make its way into and around an SCM. It should be
policed at a regular interval to alleviate any chance of these objects escaping into our rivers and
streams or creating a malfunction within the SCM. An example of the type of things to look for
are Leaves, branches, and other organic waste. On the other end of spectrum is any non -organic
trash that has washed in or is left behind by other activities.
Maior Maintenance and repairs
Major maintenance and repairs are classified as any actives needed to be performed by the
Stormwater Division or a private heavy construction contractor. This greatly depends on the
facility owner's capabilities.
Bank Stabilization and Erosion Control
Under certain conditions, damage to the side slopes in the form of erosion can occur. These areas
of erosion should be mitigated immediately to avoid sediment build-up or in cases of some
SCMs with dam walls, a catastrophic failure can occur in the form of a washout or collapse. If
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any of these events should happen the area should be returned to planned specifications unless
the need arises for re -engineering to prevent the same issue from happening in the future. If grass
or other suitable vegetation is maintained properly on the bank the likelihood of failures such as
these are slim.
Sediment Removal and Disposal
One of the main purposes of the SCM is reduce sediment from the runoff leaving the facilities.
Eventually that sediment needs to be removed for the SCM to continue functioning properly.
Taking into consideration the type of SCM and designed maintenance intervals, the SCM should
be de -watered and excavated back to it planned specifications by qualified staff or contractor.
After the sediment has been removed, it can be staged and allowed to dry. If it is clean
uncontaminated soil, it can be reused. For contaminated materials, it should be deposited at the
local landfill.
Mechanical Maintenance and Repair
Not all SCM have mechanical systems, for the ones that do there are components that can age to
the point of failure. It is the responsibility of the owner to inspect these structures annually to
ensure their continued operation. From inlet pipe to outfall device each may be constructed of
different materials and a course of action my vary from SCM to SCM. If an owner can't maintain
a structure, it should be referred to the Stormwater division for assessment. The Stormwater
administrator will make to final call on how repairs should be conducted.
Inspection, Tracking, and Recordkeepin�
A very important part of this process is inspections and tracking repairs, afterward keeping
records that can help make future decisions.
Inspections
Most valuable tool a SCM owner has is the inspection process. City facilities are formally
inspected annually by the city's stormwater inspector, but also should be looked at by the facility
owner on a more frequent schedule, one that suits the SCM's needs. Any discrepancies noted
should be repaired or passed on to the Stormwater Division for assessment.
Tracking
After inspection are performed and repairs are made this activity should be tracked for future
reference and to exhibit trends the owner may want to change to reduce cost. The information
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should consist of the maximum amount of data possible to paint a clear picture of the SCM's
cycle of life.
Record Keeping
When inspections are performed and all repairs are tracked, those documents should be kept on
file on paper or electronically for a period no less than five years. These records may be required
during an audit or inspection conducted by another governing entity. Also it will ensure future
owner/operators the ability to look at repairs, trends, and past expenses.
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