Sample Sop Reporting Ssos in California

Sample Standard Operating Procedure
Reporting Sanitary Sewer Overflows that Occur within the State of California
WEFTEC 2009 - W209 Private Sewer Systems: Who Owns Them? Who Builds Them? Who Maintains Them? Orlando, Florida October 11, 2009
SOP #: SOP-XXXXX -0003 Date Created: October 21, 2008 Created By: Revision #: Original Version Revision Date: Not Applicable Approved by:
Page 1 of 13 STANDARD OPERATING PROCEDURE FOR REPORTING SANITARY SEWER OVERFLOWS IN CALIFORNIA
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Purpose
Many of the projects that we operate require us to operate and maintain the sanitary sewer collection system. It is inevitable that overflows (SSOs) occasionally occur in all collection systems. It is our duty and responsibility to react quickly and professionally when these SSOs occur, and to also follow all state and federal regulations in doing so. This Standard Operating Procedure is to be used to correctly report SSOs to local and state regulatory authorities. It is not meant to be a procedure on how to clean up or remediate an overflow.
Location
This SOP applies to all Company projects in California where we have operational responsibility for the wastewater collection system.
Equipment Needed/Required
None
Safety
No safety issues are applicable to this SOP.
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Procedure:
STEP 1 ASSESS AND CONTAIN / CLEAN THE OVERFLOW When a report of an SSO is received, the Company shall immediately dispatch an operator to the site. The operator shall assess the severity and appropriate response for the situation. If this is an after hours or on-call situation and someone already is delegated for response, or if you delegate someone to respond for you, please stay in phone contact with that person. The Chief Plant Operator is ultimately responsible for the assessment of the situation. Contain and control the spill and determine the necessary steps to resolve the situation. If the cause is a blocked line or lateral, bring in the necessary equipment to provide flow. If a pump at a pump station is not functioning, provide the normal electrical maintenance steps and if needed bring in electricians or pump mechanics. Note the date and time we were notified, the date and time we arrived on scene, the date and time we decided on a remedy and the date and time the remedy worked. After the spill is contained, remedied and cleaned, please make notes in the log book for future reference. The first step is containing the spill. If there are fountains in the area, or effluent pumps if this is a storm water containment area, make sure they are shut off. Part of remedying the situation is making sure the area is cleaned and disinfected (using hypochlorite spray). Post all necessary signs for the public so that they are aware of possible contamination. The signs should be easily legible and have your phone number for questions.
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STEP 2 - DETERMINE THE CATEGORY OF OVERFLOW Classify the overflow into one of the following 3 categories:
Category 1 SSO: Discharges that: a. Equal or exceed 1,000 gallons, or b. discharges to a drainage channel or surface water, or c. that reaches a storm drain and is not fully captured.
Category 2 SSO: All other discharges of sewage that result from a failure in the sanitary sewer system.
Private Lateral Sewage Discharges: Sewer discharges that are caused by blockages or other problems occurring in a privately owned lateral.
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STEP 3 NOTIFY COMPANY MANAGEMENT For Category 1 SSOs, immediately contact: a. Your District Manager or Business Unit Leader Name: _____________________________________________ Cellular Telephone Number: ___________________________
b. Regional Safety and Compliance Manager Name: ____________________________________________ Cellular telephone number: _____________________________
For Category 2 SSOs and Private Lateral Sewer Discharges contact the following employees within 24 hours: a. Your District Manager or Business Unit Leader Name: _____________________________________________ Cellular Telephone Number: ___________________________
b. Regional Safety and Compliance Manager Name: ____________________________________________ Cellular telephone number: _____________________________
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STEP 4 FOLLOW REPORTING PROCEDURE FOR CATEGORY OVERFLOW Follow the attached procedures that pertain to the type of overflow that occurred: Category 1 SSO Category 2 SSO Private Lateral Sewer Discharge.
STEP 5 MAINTAIN RECORDS Copies of all reporting must be maintained for a minimum of 5 years at two locations: At the local Company office, which is usually at the treatment facility or at the Companys District office. At the regional Company office.
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IF THERE ARE NO OVERFLOWS FOR THE MONTH

If there are no SSOs in the calendar month, there still is a requirement to report this fact on Californias CWIQS online system. If our Company is responsible for reporting this online, the Chief Plant Operator is the responsible party. In some systems, it is our client who performs the online submittal. The responsible party for reporting the end of the month CIWQS reports for my system is: Name: _____________________________________________ Title: ______________________________________________
Company or Agency: __________________________________
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REPORTING PROCEDURE FOR CATEGORY 1 SANITARY SEWER OVERFLOW STEP A INITIAL TELEPHONE NOTIFICATION OF OVERFLOW Within 2 hours of our becoming aware of the overflow, the following numbers must be called: Office of Emergency Services (OES) Regional Water Quality Control Board (RWQCB) Local Health Department (800) 852-7550 _________________ __________________
It is the responsibility of the Chief Plant Operator to ensure that this call is made.
STEP B 24 HOUR WRITTEN CERTIFICATION REPORT TO RWQCB Within 24 hours of the overflow, the RWQCB needs written certification that the OES and local health departments have been notified. This certification report must also contain the following information: Specific location of the spill OES control number Whether or not the spill entered a surface water Estimated volume in gallons (total, amount recovered, and amount entering a surface water) Time the spill was discovered Corrective action taken Whether or not samples were taken Which local health department was contacted
It is the responsibility of the Chief Plant Operator to ensure this report is submitted.
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STEP C 3 DAY ONLINE REPORT TO CWIQS Within 3 days after the overflow, the necessary preliminary report must be made using the CWQIS system. The information entered on the system must contain: A. Location of SSO by entering GPS coordinates; B. Applicable Regional Water Board C. County where SSO occurred D. Whether or not the SSO entered a drainage channel and/or surface water E. Whether or not the SSO was discharged to a storm drain pipe that was not fully captured and returned to the sanitary sewer system F. Estimated SSO volume in gallons G. SSO source (manhole, cleanout, etc.) H. SSO cause (mainline blockage, roots, etc.) I. Time of SSO notification or discovery J. Estimated operator arrival time K. SSO destination L. Estimated SSO end time M. SSO Certification; Upon SSO Certification, the SSO Database will issue a Final SSO Identification Number.
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A copy of the this online submittal must be sent to: the Company District Manager for this facility the Companys Regional Compliance Director.
It is the responsibility of the Chief Plant Operator to ensure that this report is submitted.
STEP D 5 DAY WRITTEN REPORT TO RWQCB Within 5 business days, you must submit a written report to the RWQCB office documenting all the above information. Your report must also include any additional details gathered and copies of any reports submitted to other agencies. If you are waiting for laboratory data, flow calculations, etc., please submit an incomplete report and specify in writing that you are waiting for this information. This report must be approved by the Companys Regional Compliance Manager prior to being submitted. Copies of this report must be sent to: The Companys Regional Office, currently in Folsom, California. The District Manager responsible for the facility, The Companys Regional Compliance Manager.
If amended reports are necessary, as soon as the information is available complete your report and send as amended to the RWQCB and all the above company entities.
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STEP E ONLINE CLOSEOUT PLAN Within 15 days of the end of the SSO cleanup and remediation activities, file a completed report in CIWQS. If we are not the reporting entity for our contracts, please make sure our clients submit the appropriate reports and copy the three above-mentioned company contacts with reports that you have written for the clients completion. This report must be approved by the Companys Regional Compliance Manager prior to being submitted. Copies of this report must be sent to: The Companys Regional Office, currently in Folsom, California. The District Manager responsible for the facility, The Companys Regional Compliance Manager.
If amended reports are necessary, as soon as the information is available complete your report and send as amended to the RWQCB and all the above company entities.
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REPORTING PROCEDURE FOR CATEGORY 2 SANITARY SEWER OVERFLOW All SSOs that are Category 2 SSOs must be reported to the CWIQS online SSO Database within 30 days after the end of the calendar month in which the SSO occurs. The information entered on the system must contain: A. Location of SSO by entering GPS coordinates; B. Applicable Regional Water Board C. County where SSO occurred D. Whether or not the SSO entered a drainage channel and/or surface water E. Whether or not the SSO was discharged to a storm drain pipe that was not fully captured and returned to the sanitary sewer system F. Estimated SSO volume in gallons G. SSO source (manhole, cleanout, etc.) H. SSO cause (mainline blockage, roots, etc.) I. Time of SSO notification or discovery J. Estimated operator arrival time K. SSO destination L. Estimated SSO end time M. SSO Certification; Upon SSO Certification, the SSO Database will issue a Final SSO Identification Number. Copies of this report must be sent to: The Companys Regional Office. The District Manager responsible for the facility, The Companys Regional Compliance Manager.
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REPORTING PROCEDURE FOR PRIVATE LATERAL SEWER DISCHARGES Discharges from private sewer laterals do not need to be reported to the State or Regional Water Quality Control Board if it meets ALL of the following criteria: A. The sewer later is owned by the homeowner, and not by the wastewater authority/district, and B. The overflow is less than 1,000 gallons, and C. Does not discharge to a drainage channel or surface water, and D. Does not reach a storm drain and is fully captured. If the overflow from the lateral meets ANY of these four criteria, then it must be classified as a Category 1 or Category 2 SSO.
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I have read this Standard Operating Procedure and understand its contents. Its contents will be followed and if it is not, may result in disciplinary actions.
RECEIVED AND READ BY: ______________________________________ TITLE: ______________________________________________________ SIGNATURE: _________________________________________________ DATE: ______________________________________________________

Sample Sop Reporting Ssos in California

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Sample Standard Operating Procedure

IF THERE ARE NO OVERFLOWS FOR THE MONTH

Company or Agency: __________________________________

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