NCS000403_Maintenance Program_20220602

Town of Elon
Storm Drainage System
Operation and Maintenance Program
May 2021
Prepared by:
am
alley, williams, carmen & king, inc.
engineers and architects
740 chapel hill road - post office box 1179
burlington, north carolina 27216-1179

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Table of Contents
1. MAINTENANCE PROGRAM INTRODUCTION....................................................3
2. STORM DRAINAGE SYSTEM ROUTINE MAINTENANCE ............................... 3
MAINTENANCE PROGRAM INTRODUCTION
The Town of Elon owns and operates a municipal separate storm sewer system
(MS4). The MS4 includes storm drainage, ditches, curb and gutter, and culverts and
the Town maintains ownership of portions of the overall drainage system. This
document is directly related to the portions that the Town owns and how it will
maintain that infrastructure.
The Town of Elon will review this program periodically and will use the program to
keep the MS4 operational. Changes to this program will be highlighted in the Town's
annual report and a successful program will be one where storm drainage system is
well maintained and functional.
1. STORM DRAINAGE SYSTEM ROUTINE MAINTENANCE
Storm drain and catch basin cleaning are critical components to keeping local
waterways clear. Best management practices should be incorporated into standard
operating procedures to ensure storm drainage operates as intended and to ensure
the safety of the work crew performing the cleaning and the general public.
Generally, the Town of Elon maintains storm drainage within Town dedicated right of
ways, within Town dedicated public easements, and on Town owned property. The
Town also maintains ditches and swales in Town dedicated public easements. The
Town does not maintain storm drains, swales, or ditches in private drainage
easements or on private property. The Town does not maintain storm drains, swales,
or ditches on NCDOT property, right of way, or easements. The intent of Town
maintenance is that storm drainage functions effectively and safely. The Town also
uses a street sweeper to clean curb and gutter along a combination of NCDOT and
Town streets. The Town's maintenance responsibilities are further explained in the
Town's "Storm Water and Storm Drainage Project and Maintenance Policy," that was
adopted on October 15, 2019.
The storm drainage system is maintained on an as needed basis. Maintenance is
prioritized based upon staff observations, input from the public, and historical issues.
Upon receiving a work order about a storm drainage issue, staff is to evaluate the
issue, determine if a blockage exists and then determine the most effective way to
restore functionality to the storm drain. Typical work includes visual observation,
shovels and rakes, and traffic control. Additional work would involve CCTV of storm
drain and jetting of the storm drain.
Page 3 of 4

In addition to traffic control, confined space entry or trench safety issues may need to
be addressed in accordance with other Town programs. Work beyond the typical or
additional work above that involves other utilities is to be coordinated through
supervisors in order to determine the appropriate plan of action.
After the storm drain has been restored to functionality it is to be recorded as such in
the work order system.
The storm drainage system is to be inspected within public works normal daily work.
Prior to forecasted large storm events, public works employees are to provide a
visual check and complete maintenance of priority storm drainage crossings.
Page 4 of 4

Town of Elon - Storm Water and Storm Drainage Project
and Maintenance Policy
Adopted October 15, 2019
Purpose
To address possible Town participation in new storm water improvement projects and
maintenance of existing and or future storm water conveyances or treatment devices.
Background
The Town of Elon's ("the Town") Stormwater Fee was created in 2009 to fund the Town's
Phase II Program as mandated by the State of North Carolina and the United States
Environmental Protection Agency through the Clean Water Act. The fee is charged to all
Town water and sewer customers. The fee currently funds the Phase II program and has
also been used to address the Jordan Lake Rules and improvements to the Town's storm
drainage system, reduce localized flooding, and other stormwater related improvements.
The Town has been asked on occasion to participate in projects on private property. This
policy provides the framework to respond to these requests. In addition, the Town has
current maintenance practices which are reiterated in this policy.
Program Policy
The Town of Elon may participate in stormwater projects with property owners in the
installation of stormwater improvements under the following conditions:
1. The stormwater runoff being carried or treated must carry storm water discharged or
being received from existing Town Property or a Town street dedicated for public street
purposes. The Town must have accepted these streets for permanent maintenance.
2. The Town will not participate in projects involving proposed construction but may seek to
address existing issues near a new construction site in partnership with proposed
construction.
3. Projects on private property that connect to proposed public projects within the right of
way may be eligible for this policy. Proposed public projects within the right of way may
be funded through the stormwater fee and other funding sources (as fund availability
exists) and private property owners may seek funding for improvements on private
property in accordance with this policy.
4. Storm drainage systems crossing private property which do not carry storm water from
existing Town property or Town streets dedicated for public street purposes and accepted
for maintenance by the Town shall be the sole responsibility of the property owner and
the Town will not participate in the installation or maintenance of said storm drainage
systems.
5. No action or lack of action of the Town pursuant to the policy established by this policy,
whether in the past, present, or future shall impose upon the Town of Elon its agents,
officers, or employees any responsibility or liability of any kind relating to any person or
property. The petitioners shall agree to covenant to and to hold the Town harmless from
any death, personal injury or property damage resulting from construction of the project.
No such action by the Town shall be considered or construed as accepting responsibility
for maintenance of any stream, drain, or any ditch as a part of the Town's drainage
system.
6. The conditions and easements set forth as part of this policy shall be binding upon the
heirs, successors, assigns, and grantees of the petitioners. These will be included in a
letter of agreement between the Town and property owner(s).

Town of Elon
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7. Nothing herein shall be construed, interpreted, or implied in such a manner as to aid or
assist in the development of subdivisions or the development of properties in the Town.
The policy set out herein shall be applicable only to existing lots for which no new
subdivision or development is anticipated or planned.
8. This policy and procedure does not apply to installation, replacement, or typical
maintenance of driveway pipe or ditches associated with driveway pipes.
9. The Town does not typically maintain open channels or ditches that are on private
property, regardless of whether the drainage feature is in or out of an easement. The
Town may maintain and improve open channels or ditches within dedicated public
easements to the Town to improve or maintain the storm drainage system directly
connected to Town streets or Town drainage structures in a limited manner to allow or
improve drainage within the right of way. The distance from the right of way that the
Town maintains will be determined by the depth, flow, and topography of the open
channel.
10. All projects must comply with environmental regulations and wetland, stream, or stream
buffer impacts on a project must be minimized for the project to be eligible for funding.
Program Procedures
1. In the event that more than one property owner is involved in a project, the cost for each
property owner shall be determined by dividing the total cost for the project by the total
footage of property owners adjoining the proposed system and multiplying the resultant
by the footage of each individual owner ([footage of each owner divided by total footage]
x total cost) unless otherwise agreed prior to installation.
2. All projects on private property shall be on a low priority and shall be done on a scheduled
basis so as not to interfere with other Town projects and then only as budgeted funds of
the Town are available. These projects will be prioritized annually based upon this
document. Projects must be submitted prior to December 31 each calendar year for
inclusion in the next year's fiscal year list.
3. The Town reserves the right to refuse to participate in any project due to lack of funds or
that the Town determines have limited benefit with respect to the project prioritization
below.
4. The property owner(s) will furnish the Town without cost, a duly signed good and
sufficient easement granting permission to the Town to enter and to cross said property
as necessary to perform any and all types of work related to the project. The property
owner will be responsible for the removal of any trees, shrubs, fences, or other
encumbrances that would impede the performance of the work as a separate item that
shall be completed prior to the project and not as a part of the construction.
5. The Town will provide all stormwater project design including pipe sizes, stabilized
channels, structural accessories, discharge points, materials, and specifications.
6. The Town will determine all materials for the project shall be as determined necessary by
the Town and shall include headwalls, manholes, catch basins, brick, block, concrete,
flumes, pipe, splash pads, rip rap, stone, fill material, filter fabric, seed, fertilizer, straw,
mortar, and any other accessories or materials necessary to complete the project.
7. Upon receiving a request from a property owner(s), Town staff will determine if the
request is eligible for Town participation. If the proposed project is determined to be
eligible, Town staff will prepare preliminary plans and cost estimates for the project and
the most appropriate method of addressing the problem will with the owner(s). The Town
and the owner(s) will then decide if the project is viable.

Town of Elon
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8. If the project is viable and is chosen to move then forward then, if authorized by the
owner(s), then plans and specifications will be completed and the project will be let to
bids on a lump sum basis. If the lowest bid from a responsible, qualified bidder is
acceptable to the owner(s) and the Town, the property owner(s) and the Town will share
in the cost of the project on a 50% - 50% basis. The total project cost will include the bid
cost, cost of design, permitting, construction administration, and any other project
associated costs. The Town will prepare a Project Cost Estimate based upon the lowest
responsive bid and the estimated cost of design, permitting, construction administration,
and any other associated project costs. The Town's share of the cost of the project will be
limited to $10,000 per lot or per owner.
9. The property owner(s) will deposit with the Town their full portion of the Project Cost
Estimate. Upon completion of the project and final inspection by Town staff and the
owner(s), the final cost including any approved change orders will be determined and any
necessary adjustment (refund or additional billing) will be made to the previously
deposited amount. The property owner(s) share of any additional costs will be 50% up to
the Town's limit of $10,000 and then all costs above the Town's limit.
Types of Projects
The Town of Elon is willing to fund several different types of projects. The following list
includes project types and specific information about each type of project.
1. Storm Drainage Improvements - The minimum distance in which the Town will participate
in the installation of storm drainage systems will be the distance required to extend from
one property line to another property line of the same lot. Any shorter distances than
that required to traverse one lot must be deemed feasible by the Town prior to Town
participation. Any application for the installation of storm drainage systems within several
lots must be signed by 100 percent of the affected property owners within the proposed
project area. All pipes are to be of reinforced concrete unless determined otherwise by
the Town.
2. Stormwater Detention Devices (wet or dry ponds) - The Town will only consider
stormwater detention devices if a suitable site is available and all affected property
owners are involved in the project. Active maintenance agreements will be required on the
device as part of the project.
3. Rain Garden (Bio-Retention Basin) or Stormwater Wetland - The Town will only consider
these water quality devices if a suitable site is available and all affected property owners
are involved in the project. Active maintenance agreements will be required on the device
as part of the project.
4. Stream Restoration or Stream Stabilization - The Town will only consider stream
restoration or stabilization that can be permitted by NCDENR and the USACOE through
nationwide permitting. Stream Restoration/Stabilization projects will be limited to 500'
and will only be completed along with a stream buffer restoration component.
Project Prioritization
The Town of Elon will prioritize projects annually based upon the following items:
1. Impacts to Town infrastructure (primarily water, sewer, and streets).
2. Water Quality Improvements (including reductions in nutrient loading and erosion).
3. Impacts to Structures.
4. Participation by Multiple Property Owners.
5. Technical Feasibility.
6. Estimated Cost and Proposed Funding (Town and Participants).
7. Public Need.