HomeMy WebLinkAbout06 - Operations and MaintenanceCity of Sebastian Stormwater Master Plan Update
6 Operations and Maintenance
6.1 O&M Program Requirements
Any operation and maintenance (O&M) program for any purpose needs to be well defined, given proper
management authority, and be properly funded to provide sufficient staffing and equipment. Because the City's
SWMS relies heavily on open channels to capture and convey stormwater, significant O&M activities are required
to ensure proper functionality. The flow capacity of open channels depends primarily on the cross section and
bottom slope, and is affected by sedimentation, erosion, and vegetation. Accordingly, the primary focus of the
Proposed O&M Plan, presented in Section 6.4 below, is directed at the maintenance of open channels. Currently,
the City requires residents to mow and maintain the grades of roadside swales, swales in drainage easements,
and stabilize the banks of waterways (i.e., bulkheads) on their property. The City's Stormwater Division maintains
over 100 miles of side and rear drainage ditches and approximately 9.1 miles of canals and waterways. The
Division also manages the water retention at the stormwater park, airport drainage system, and maintains eight
nutrient baffle boxes.
The O&M Plan for the City's stormwater system needs to include the following activities to make the system
function properly and operate at peak performance and efficiency:
• Mowing of detention/retention ponds, swales, and ditches
• Regular visual inspections of all SWMS components
• Coordination of the mowing and maintenance of right-of-way swales (aka front yard swales) and
associated driveway culverts
• Removal of sediment and debris from inlets, conveyance pipes, culverts, outfall structures, Nutrient
Separating Baffle Boxes, and other drainage structures
• Removal of sediment and aquatic weed control in retention/detention ponds
• Removal of sediment and regrading of side yard and back yard ditches
• Effecting minor repairs
• Coordination of canal side slope maintenance, aquatic weed control and periodic removal of sediment
• Coordination with SJRWMD for maintenance of drainage paths outside City boundaries
Stormwater Management facilities including conveyance and attenuation provide the means of removing
stormwater from streets, parking areas, public parks, public and private areas subject to stormwater runoff. The
Stormwater Management facilities not only address environmental water quality controls, erosion abatement and
drainage, but are integral to public safety. Improper maintenance of a stormwater systems affects surrounding
property and infrastructure.
When developing a budget for O&M, the costs associated with renewal and replacement (R&R) of failing
infrastructure should also be considered. Using typical unit cost, the ratio of number of structures to be maintained
per year, and assuming a return period of 30 to 50 years, allows an estimate of the amount of city-wide
stormwater infrastructure that may require R&R in an orderly and periodic cycle. Periodic R&R retrofit will
minimize the spending with future CIP projects and effectively reduce the problems associated with, or caused by,
poor drainage in other structures.
www.arcadis.com 71
City of Sebastian Stormwater Master Plan Update
6.2 Relevant City Ordinances and Codes
Code of Ordinances - Article V - Ordinance No. 0-0-16
This ordinance, adopted on Sept. 26, 2001, enacted Article V of the City's Land Development regulations and is
codified under Chapter 102 of the City Code. The ordinance created and established in the City, in accordance with
Section 403.0893, F.S. a stormwater management utility entitled the Sebastian Stormwater Utility (SU). This SU was
given the responsibility for the City's stormwater management, and has all powers necessary for the exercise of its
responsibility for the drainage from all properties within the City, including, but not limited to, the following:
1. Preparation of plans for improvements and betterments to the stormwater management system.
2. Construction of improvements and betterments to the stormwater management system.
3. Promulgation of regulations for the use of the stormwater management system, including provisions for
enforcement of such regulations.
4. Review and approval of all new development permits within the city for compliance with stormwater
management regulations included in present city ordinances or ordinances later adopted.
5. Performance of routine maintenance and minor improvement to the stormwater management system.
6. Establishment of charges for connection and use of the stormwater management system.
7. Evaluation of water quality concerns for discharges to the stormwater management system.
8. Performance of all normal utility functions to include construction, operation, and maintenance of the city's
stormwater management system, including, but not limited to, the hiring of staff, the selection of special
consultants, the entering into contracts for services and construction of facilities, and the handling of
purchase, lease, sale or other rights to property for the stormwater management system.
9. Issuance of revenue bonds or other debt instruments for the purpose of performing those duties as
described herein.
10. Imposition of a stormwater fee. The stormwater fee is applied to all property within the city unless
otherwise exempted, for services and facilities provided by the stormwater management system. The fee
amount is a flat fee of one Equivalent Residential Unit (ERU) per month, but the ERU calculation depends
on the classification of the property. Exempt property is not subject to a stormwater fee. The fee for one
equivalent residential unit (ERU) is $10.00 for each month. The City Council may establish a different rate
for any fiscal period following the 2018-2019 fiscal year.
11. Establishing procedures for the collection of SU fees.
12. Establishing a Sebastian Stormwater Utility Fund for the deposit of all fees collected. The stormwater
utility fund shall be used exclusively to provide funding for the stormwater management program.
13. The city manager may promulgate reasonable regulations concerning the operation of the Sebastian
Stormwater Utility, with said regulations subject to modification or nullification by resolution of the city
council.
Code of Ordinances - Section 54-2-7.15(d)
Paragraphs (2) and (3) of this Code section establish that the property owner is responsible for the maintenance
of all drainage features on a property, including front yard swales, driveway culverts, side yard swales, and back
yard ditches to maintain the proper flow of surface water.
www.arcadis.com 72
City of Sebastian Stormwater Master Plan Update
Code of Ordinances - Article VI - Urban Stormwater Quality Management and Discharge Control
Ordinance No. 0-13-11 established Article VI, which is intended to ensure the health, safety, and general welfare of
citizens, and protect and enhance the water quality of watercourses and water bodies in a manner pursuant to and
consistent with the Federal Clean Water Act (33 U.S.C. § 1251 et seq.) by reducing pollutants in stormwater discharges
to the maximum extent practicable and by prohibiting non-stormwater discharges to the storm drain system.
One important requirement in this Article relative to the O&M of the canals within the City's stormwater system is
Section 102-145. - Watercourse protection, which makes owners of properties along the banks of watercourses
responsible for maintaining existing privately owned structures within or adjacent to a watercourse and
maintaining and stabilizing that portion of the watercourse that is within their property lines in order to protect
against erosion and degradation of the watercourse originating or contributed from their property.
Code of Ordinances — Article XII — Surface Water Management
Article XII (Code Section 54-3-12) establishes the minimum standards for surface water management and flood
protection set forth in this article shall be applicable to all new construction, development or redevelopment
requiring updated code compliance. This section gives the Stormwater Department review and approval authority
over development permits.
The sections that follow provide a summary of the City's current O&M practices and a proposed O&M program
based on current and planned future funding levels to improve the level of O&M activity and the overall
performance of the City's SWMS.
6.3 Existing Operations and Maintenance Program
6.3.1 Stormwater Management Organization
The size and complexity of the City's stormwater infrastructure and its many requirements and goals highlight the
critical importance of proper planning and efficient use of resources for its successful operation. On Sept. 26,
2001, the City adopted Ordinance No. 0-0-16, which created and established a stormwater management utility
called the Sebastian Stormwater Utility (SU). The SU was given the responsibility for the City's stormwater
management and has all powers necessary for the exercise of its responsibility for the drainage from all
properties within the City. The City of Sebastian has placed the responsibility for the management of the SU with
the Stormwater Department. Funding for the Stormwater Department's administration, O&M costs and capital
budgets is generated primarily from Stormwater Utility Fee revenues, with additional revenues from the
Discretionary Tax and other sources. A detailed description of the Department's funding is included in Section 8 —
Funding Plan and Grant Management.
6.3.2 Current Resources
The Stormwater Department currently has a staff of ten, as shown in Table 6-1 below. City staff work an average
of 249 days per year, eight hours per day.
www.arcadis.com 73
City of Sebastian Stormwater Master Plan Update
Table 6-1. Storm water Department Staffing
Position Count*
Clerical Support — Citizen Request Line (Part Time) 0.5
Stormwater Superintendent 1
Stormwater Utility Inspector (Part Time) 0.5
Maintenance III 3
Maintenance II 1
Maintenance 1 4
TOTAL 10.0
'Count is for Full Time Equivalent (FTE) staff
The Stormwater Department currently maintains a fleet of 24 vehicles and heavy equipment, as shown in Table
6-2 below. The fleet represents a capital value of approximately $3 million, and fleet items are replaced based on
expected operational life.
Table 6-2. O&M Equipment Summary
qq ,--7ge Expected
601 - 2016 CHEVROLET 2500 4WD 6 7
603 - 2015 FORD F250 4WD 7 7
604 - 2018 FREIGHTLINER DUMPTRUCK 4 10
605 - 2018 FREIGHTLINER DUMPTRUCK 4 10
606 - 2005 CHEVROLET 3500 UTILITY TRUCK 17 7
607 - 2007 STERLING BRUSH TRUCK 15 10
608 - 2015 FORD F550 DUMP TRUCK 7 7
614 - 2006 CHEVROLET SILVERADO 4WD 16 7
616 - 2001 CHEVROLET 1500 21 7
620 - 2016 INT. VAC -TRUCK 6 10
632 - 2013 CHEVROLET 3500 9 7
633 - 2019 FORD F 150 TRUCK 4WD 3 7
649 - 2022 FREIGHTLINER SEMI TRACTOR <1 10
677 - 2014 FORD F350 8 7
621 - 2014 BOBCAT EXCAVATOR E42 8 10
622 - 2020 311 CAT EXCAVATOR 2 10
642 - 2020 KUBOTA TRACTOR 2 10
643 - FRT LOADER MOUNTED TO SW 642 NA NA
678 - 2014 JOHN DEERE 410K BACKHOE 8 10
686 - 2013 CAT M313D EXCAVATOR 9 10
690 - 2015 JOHN DEERE 8251 GATOR 7 7
691 - 2016 JOHN DEERE TRACTOR 6130 6 10
692 - 2016 DIAMOND BOOM MOWER/DITCHER 6 10
www.arcadis.com 74
City of Sebastian Stormwater Master Plan Update
6.3.3 Operational Responsibilities and Maintenance Activities
The City's Stormwater Department currently operates and maintains the stormwater infrastructure through a
combination of direct maintenance by Department staff, coordination with other City Departments, and City
contractors to maintain City -owned drainage components, and through coordination with the SJRWMD,
businesses and residents to maintain privately -owned components. Current operational responsibilities,
descriptions of maintenance activities conducted within the SWMS, and status notes are shown in Table 6-3.
The SWMS is currently divided into six management zones, as shown in Figure 6-1 below. In each zone,
maintenance responsibility has been established for the many SWMS components (i.e., roadside swales, side
swales, backyard ditches, culverts, baffle boxes, etc.) present. Due to limitations of funding and resources, the
management of the SWMS is generally reactive, with inspections and maintenance performed on an as -needed
basis or when responding to Citizen Requests (CRs).
STORMWATER MANAGEMENT ZONES
CFTY OF SEBASTIAN. FL
Figure 6-1. City of Sebastian Stormwater Management Zones
www.arcadis.com 75
City of Sebastian Stormwater Master Plan Update
1
Table 6-3. Current Operational Responsibilities and Maintenance Activities
Front Yard Swale
and Driveway
Culvert
2 I Front Yard Swale
and Driveway
Culvert
3 Front Yard Swale
4 , Inlet Structure
I:
C
Inlet Structure (and
associated
conveyance pipe
Road Crossing
Culvert
Routine
Property Owner As Needed
There are approximately 14,000 of
Visual
these components in the SWMS.
Inspection
Maintenance issues with front yard
and
swales and driveway culverts are
Maintenance
widespread and have been a
historical problem for the City.
Citizen
City As Needed or
The City currently receives many
Request
in response to
citizen requests (CR) per month
Response
CR
related to front yard swales, which
are currently processed through
Code Enforcement procedures.
Quarter
City As Needed or
Approximately 3,505 front yard
Round
in response to
swales are equipped with the
Cleaning
CR
"Quarter Round" system previously
installed by the City. The City
cleans approximately 500 of these
systems each year in conjunction
with roadway repairs or CRs, which
is a labor-intensive and costly
activity.
Visual
City Once before
Inspection
hurricane
season, and
before and
after large
storm events,
about 10x/year
tota I.
Routine
City As Needed or
The City has approximately 320
Inspection
in response to
inlet structures, City staff reported
and
CR
that on average one inlet structure
Maintenance
I
and the surrounding components
can be cleaned per day.
Routine City As Needed or The SWMS has approximately
Inspection in response to 1,300 road crossing culverts.
and CR Inspections and maintenance are
Maintenance performed in conjunction with a
Citizen Request. Approximately 50
are inspected and cleaned each
year.
www.arcadis.com 76
City of Sebastian Stormwater Master Plan Update
7 Baffle Box
IM
Table 6-3. Current Operational Responsibilities and Maintenance Activities
Side Yard Ditch
Back Yard Ditch
Back Yard & Side
Yard Ditch
Routine
Inspection
and
Maintenance
Mowing
Mowing
Mowing
Inspection
11 Driveway Culvert
I Repair
During Road
Repaving
12
Retention and
I Visual
Detention Ponds
Inspection
13 Retention and
Inspection
Detention Ponds
and
Maintenance
14 Stormwater Park
Pump
Operation
15 Stormwater Park
Mowing
16 Stormwater Park
Mowing
17 Public Works
Mowing
Compound
City Quarterly City has 9 of these, each takes
approximately four hours to clean.
City Quarterly
City Quarterly
City Quarterly
City As Needed
City Quarterly
City & Private Monthly
City As Needed
City Monthly
City Annual
City Monthly
City has a 10-foot easement area,
mowed by City contractor.
The City has a 20-foot drainage
ROW from the back property line of
each parcel abutting a back yard
ditch for maintenance access. Back
yard ditches are maintained by the
City's contract mowing vendor.
Verification of the City's contract
mowing vendor's work, takes
approximately one hour per month.
The City removes and replaces a
section of the driveway and the
driveway culvert in conjunction with
road paving. Approximately 30 are
replaced per year.
The City has 30 ponds that are
inspected each quarter.
The SW Dept mows the Schumann
Dr. retention pond, Parks Dept
mows others. Private owners
maintain private ponds.
SW Dept staff manually turn on the
stormwater pumps for 1-2 hours
per day if canal water levels are
high enough.
SW Dept mows the Stormwater
Park once per month. Parks Dept
also mows it once per month.
City contractor mows once per
year, at the option of the City.
SW Dept mows once per month.
Parks Dept also mows it once per
month.
www.arcadis.com 77
City of Sebastian Stormwater Master Plan Update
18
19
20
21
Table 6-3. Current Operational Responsibilities and Maintenance Activities
Dams and Weirs
Canals
Canal Side Slopes
Offsite Drainage
Areas
Inspection
and
Maintenance
Inspection
and
Maintenance
City
City
City & Private
Private
22 Hurricane Securing City
Preparation Buildings,
www.arcadis.com
As Needed The SWMS has two dams (Concha
and Hardee) controlling discharge
from the canals and one weir
(Stonecrop) regulating discharge
from the SWMS. Inspections and
maintenance are performed on an
as -needed basis.
Visual
The City has a drainage easement
Inspection
over the canals and performed
every 6
maintenance dredging in the Collier
months,
Canal North area in 2006. No other
maintenance
maintenance dredging has been
dredging every
performed. Significant sediment
10 years
loading and shoaling in some areas
was observed during field
inspections. Aquatic weed control
is performed by a City contractor in
accordance with the City's IPM
Plan.
Visual
There are 756 bulkheads along the
Inspection
banks of City's canals. 20 are
every 6
within the City ROW and City
months,
owned and maintained. Bulkheads
maintenance
located outside the drainage
as needed.
easement on private property are
not maintained by the City.
Physical inspections were
performed in 2022 and many of the
bulkheads were in fair or poor
condition. More than 200 are
structurally failing and in need of
immediate replacement.
5 Years This includes drainage paths from
the City's system that are privately
owned and the City does not have
a drainage easement.
Maintenance of these areas in
enforced by the SJRWMD via ERP
permit requirements for the private
developments.
As Needed
78
City of Sebastian Stormwater Master Plan Update
Table 6-3. Current Operational Responsibilities and Maintenance Activities
Moving
Equipment,
Etc.
23 Pre- and Post -Storm
System -Wide
Inspection
Visual
Inspection
24 Hurricane Recovery
Debris
Cleanup
25 Sidewalk Repair
Assist Public
Works
6.3.4 Problem Areas
10x/Year Before and after hurricanes and
large storm events
s Needed Approximately 2 weeks after
hurricane
City As Needed
There are many problem areas affecting the operation, maintenance, and performance of the City's SWMS,
including, but not limited to, the following:
• Physical Challenges
- Topography - as discussed previously in Section 2, the majority of the City consists of very flat
topography, with typical grades of 0.1 %.
- Geology - soils, confining layers
- Groundwater - high surficial aquifer levels, low infiltration rates
• Environmental Challenges
- Climate Change - more intense rainfall events in recent years, higher king tides, sea level rise
- St. Sebastian River Watershed drainage patterns and offsite pollution loading
- Water Quality issues
■ Low Dissolved Oxygen concentrations
■ High BOD/COD concentrations
■ Aquatic Weed Growth
■ Septic system dependence, lack of WWTP capacity.
• Regulatory Challenges
- TMDL load reduction requirements for TN and TP
- NPDES MS4 permit documentation
- Development standards/permit reviews
- No legal control over offsite discharge areas - dependent on SJRWMD
- Issues related to City codes and operations (i.e., City maintenance of side and back yard ditches)
www.arcadis.com 79
City of Sebastian Stormwater Master Plan Update
■ Engineering and Construction Deficiencies
- SWMS fundamental design deficiencies - roadside swales in residential areas apparently designed
for 1-year, 3-hour storm event.
- Current Drainage Issues
■ Localized flooding as discussed in Section 3.7.
■ Undersized culverts in many drainage paths
■ Negatively sloped pipes and culverts (negatively sloped stormwater pipes included in the H&H
model are provided in the Appendix K Stormwater Network Summary Tables for reference).
■ Apparent incorrect culvert and control structure installations
• Funding Issues
- SW Dept revenue. staffing and equipment needs
- Capital Projects - several capital projects identified during previous master planning efforts have not
been completed by the City, apparently due to funding limitations.
• Maintenance Issues
- Front Yard Swales and Driveway Culverts
The City does not currently conduct routine inspections of the front yard swales and driveway
culverts, only performing them after a CR is filed. If found deficient, the City goes through Code
Enforcement procedures to address the deficiency with the property owner. If not corrected, the
City can impose punitive fines until the deficiency is corrected. This current method of
management consumes personnel time from several City departments and has not resulted in
consistent or timely restoration of the drainage components. The City is currently evaluating
options to improve compliance.
- Side Yard Swales and Back Yard Ditches - regrading needs, raised foundation pads, septic fields,
etc.
- Inlet and Pipe Systems - cleaning frequencies, efforts, etc.
- Culverts - inspection and cleaning frequencies
- Canals
■ Capacity - Water elevations, dredging needs
■ Maintenance of canal banks - ownership/responsibility for existing bulkheads
6.3.5 O&M Plan Development
Based on information gathered, discussions with City staff, and our experience with municipal stormwater
systems, we have developed a proposed Operations and Maintenance Plan for the Stormwater Department. As
part of that effort, an operations model was developed to estimate the labor, equipment, and materials needed to
operate and maintain the City's SWMS based on the proposed maintenance activities. The model includes
staffing and equipment resources, and 22 maintenance activities. Estimated costs and resources needed for each
activity were reviewed with City staff to ensure they are as accurate as possible. Based on the inputs provided,
the model projects both the staffing levels and equipment needs of the Stormwater Department for the proposed
O&M Plan that is detailed in the next section.
www.arcadis.com 80
City of Sebastian Stormwater Master Plan Update
6.4 Proposed Operation and Maintenance Plan
This section provides a detailed Operations and Maintenance Plan (Plan) for the City of Sebastian's stormwater
infrastructure, and is organized into seven sections and a series of appendices as follows:
Section 6.4.1 — Purpose and Statement of the purpose of the Plan and an overview of the City's goals and objectives
Goals from regulatory, environmental, and practical operations perspectives.
Section 6.4.2 — Stormwater Overview of the City's organizational structure, operational responsibilities and funding
Management Organization mechanisms for management of the SWMS.
Section 6.4.3 — Asset
Scope and workflow for an asset management system.
Management
Section 6.4.4 — Standard
Standard inspection and maintenance protocols, tasks, frequencies, equipment, and
Inspection and Maintenance
materials. Detailed Standard Operating Procedures (SOPs) for common maintenance
Protocols
tasks are included in Appendix H.
Section 6.4.5 - O&M Forms,
Contains the forms and reports necessary to implement asset management strategy.
Logs, and Reporting
This chapter also includes protocols for data tracking, notifications, and reporting.
Section 6.4.6 — O&M
Documents the frequencies for inspection and maintenance tasks for several types of
Maintenance Scheduling
BMPs (Best Management Practices) and describes the scheduling for maintenance, both
routine and otherwise. This chapter also outlines an adaptive management approach for
evaluating and modifying maintenance schedules based on field observations. Where
noted, management options are provided for the City's consideration.
Section 6.4.7 — Personnel, Budget estimates for the inspection and maintenance of the City's portfolio of BMPs.
Equipment, and Budget Budgets include requirements and costs for staffing, equipment, labor, and materials.
Requirements
6.4.1 Purpose and Goals
This Plan has been developed for the City of Sebastian's consideration for the operation and maintenance of the
City's stormwater infrastructure moving forward. The Plan has been carefully designed to fit within the City's budget,
address existing problem areas, and provide a reasonable and workable regime for inspection, maintenance, data
management, and reporting as well as staffing and budget allocations necessary to operate and maintain the City's
SWMS successfully, sustainably, and comply with applicable Federal, State, and local permits and regulations. The
Plan is meant to formalize operations and maintenance protocols for the SWMS and is intended for use primarily by
the City's Stormwater Department staff tasked with operating the SWMS, but also incorporates support from other
City Departments and funding sources. The Plan also serves as a reference for City officials, other City agencies
and partners, the development community, and interested members of the public.
The City has many important goals for the operation and management of its stormwater infrastructure, including
the following:
• Maintain compliance with all applicable Federal, State, and local permits and regulations.
• Meet all applicable policy goals in the City's Comprehensive Plan.
• Make the stormwater system more resilient and improve performance during larger storm events.
www.arcadis.com 81
City of Sebastian Stormwater Master Plan Update
• Improve drainage and reduce recovery times.
• Improve the quality of discharged water, which can improve the water quality of receiving waters and help
protect the environment.
• Maintain stormwater fees as low as possible and reduce economic burdens on the City's residents.
• Adjust City codes to complement and support stormwater management goals.
• Improve public education and outreach programs related to stormwater management.
As mentioned previously, the City's SWMS is a complex system of conventional drainage structures, green
infrastructure, and a multitude of processes (e.g., pretreatment, conveyance, vegetation control, erosion, dredging,
sediment removal, etc.) functioning in a dynamic urban environment that experiences approximately 58 inches of
rain per year and occasional intense storm events. These factors place significant stresses on SWMS components,
and the performance demands and maintenance requirements on the SWMS are high. Consequently, maintaining
the SWMS presents many challenges and must be carefully planned and efficiently executed.
The operation and maintenance of the City's SWMS is further complicated by the fact that a significant portion of
the City's roadside swales, critical components of the SWMS conveyance system, are maintained by individual
residents. The large number of open channels and other SWMS components that are maintenance -intensive and
the limited resources of the City require a carefully planned and executed operations and maintenance program.
To that end, this O&M Plan was created to improve the SWMS performance, make the best use of the City's
current resources, and provide the City with real options for continued improvement of the management of the
City's stormwater infrastructure.
The Plan establishes protocols to ensure the proper function and long-term sustainability of the SWMS. Using an
adaptive management approach, the Plan outlines inspection -driven protocols and recurring maintenance tasks, as
well as data collection processes and format needed to continually evaluate the costs and needs of the program.
In addition, the Plan defines tasks, processes, equipment, staffing, and budgets, and includes Standard Operating
Procedures (SOPs) that can be used by staff to communicate and implement its protocols. Due to the scale and
complexity of the SWMS and the need for prompt response to issues, managing the flow of information between
the Stormwater Department's field and office staff is essential. The Stormwater Department does not currently
have an established asset management system. However, other City departments (i.e. Building Dept) use an
asset management program for work order management and record keeping, and the City is considering
expanding that program licensing to include the SWMS assets and Stormwater Department records. The Plan
establishes forms that can be used in the field (for data collection) and in the office (for reporting, budgeting, and
planning) via a software platform that is consistent with other City agencies. This approach allows the City to use
data that is continuously collected through the O&M program to inform future decision -making with respect to
maintenance strategies and target its investments to optimize performance.
It is important to note that this O&M Plan is not part of the City's NPDES MS4 permit. The standard inspection
and maintenance protocols included in this Plan are only recommendations, and deviations from the Plan
procedures do not necessarily constitute a violation of the City's NPDES MS4 permit.
6.4.2 Stormwater Management Organization
6.4.2.1 Organizational Structure
As mentioned previously, the City created the Sebastian Stormwater Utility (SU) and gave it the responsibility for
the City's stormwater management, with all powers necessary for the exercise of its responsibility for the drainage
www.arcadis.com 82
City of Sebastian Stormwater Master Plan Update
from all properties within the City. The City of Sebastian has placed the responsibility for the management of the
SU with the Stormwater Department. Funding for the Stormwater Department's administration, O&M costs and
capital budgets is generated primarily from Stormwater Utility Fee revenues, with additional revenues from the
Discretionary Sales Tax and other sources. The management and funding structure for the SWMS appears very
well planned, efficiently organized and with the necessary authority to meet the operational and maintenance
challenges. This Plan does not propose any changes to the SU or Stormwater Department organizational
structure. However, funding is a significant issue affecting the Stormwater Department, and a detailed analysis
and other information related to funding levels necessary for the proper operation and management of the SWMS
is included in Section 8 — Funding Plan and Grant Management.
6.4.2.2 Operational Responsibilities
The Stormwater Department is responsible for the maintenance of the SWMS, and currently is assisted by other
City departments. There are no proposed changes to the operational responsibilities of the City with respect to
SWMS maintenance. Note that the funding analysis in Section 8 assumes that activities currently conducted by
other City departments will continue to do so. If the Stormwater Department were to assume all stormwater
maintenance activities, the funding analysis would need to be revised accordingly.
6.4.3 Asset Management
6.4.3.1 Scope of Maintenance Asset Management
To ensure a robust, efficient, and cost-effective O&M Plan, various asset data must be stored, collected, and
updated as the maintenance of BMPs takes place. During the development of the GIS map for the City's
stormwater system, more than 8,500 SWMS assets were identified, located, and applicable data (i.e., asset type,
materials of construction, dimensions, invert elevations, etc.) were compiled in the GIS database. This database
of assets, including their respective features and any associated inspection and maintenance events, will play a
crucial role in determining the life -cycle performance of each individual asset. These assets represent the major
conveyance systems within the City's SWMS, but many more may be added in the future as the City's SWMS
management efforts expand as the City continues to grow. Due to the sheer number of SWMS assets and the
significant amount of data associated with them, a Computerized Maintenance Management System (CMMS) is
needed to establish a system of regularly scheduled inspections and maintenance data updates.
The Stormwater Department does not currently have a CMMS but is evaluating available software systems and
costs. Due to funding and staffing limitations many inspection and maintenance tasks are scheduled and
performed on an as -needed basis, and documentation retrieval processes need improvement. As an interim
measure, an MS -Excel based CMMS system is being developed based on the data collected for the GIS map.
Proper use and organization of a CMMS will be essential in assuring that information is organized and utilized
during the continued growth of the program.
6.4.3.2 Computerized Maintenance Management System (CMMS) Protocols
All inspection and maintenance tasks being performed will be recorded within the CMMS, along with attribute data
updates from field surveys or reconstruction/modification of any assets. Inspections and maintenance activities will
be scheduled based on preset intervals depending on the asset type and priority level. At the beginning of each
workday City staff will generate reports from the CMMS for inspection and maintenance crews for planning daily
work schedules. The CMMS report will show all scheduled activities, along with a cross reference to SOP forms that
contain the appropriate data for each activity. During mobilization, the crew will review all assigned activities and
www.arcadis.com 83
City of Sebastian Stormwater Master Plan Update
SOPs to assess if any specialized equipment or materials will be required. By performing this review, the crew will
increase their preparedness and reduce the number of surprises they experience during the workday.
Completion of SOP forms should occur onsite during or immediately following completion of the inspection or
maintenance work. By abiding by this practice, the crew can use the SOP form as a checklist to confirm that all
requested maintenance tasks were performed and documented. Upon completion of work for the day, the crew
will review the CMMS report and all SOP forms for activities that were completed and turn in the completed forms.
The data from the forms will then be input into the CMMS system. Non -completed work will be carried out the next
day. Significant discrepancies between work completed and work scheduled should be communicated to the City
Engineer so that scheduling delays do not compound.
6.4.4 Standard Inspection and Maintenance Protocols
Guidance for standard inspection and maintenance protocols are detailed in this section. Recommended tasks,
frequencies, equipment, materials, and other applicable protocols based on SWMS asset type are defined here.
6.4.4.1 Overview of Inspection and Maintenance Protocols
For inspection and maintenance tasks to be carried out efficiently and consistently, protocols have been
developed for the most commonly occurring tasks. This section includes a detailed description of those tasks, and
the required tools and equipment needed to conduct each of them. This section does not include all potential
maintenance protocols. If the need to enact a maintenance protocol not detailed within this chapter arises, proper
communication of the task goals and procedures will be required. SOPs have been developed for the most
common tasks and are included in Appendix H.
6.4.4.2 List of BMP Asset Categories and Technologies
Detailed descriptions of BMP assets were discussed in Section 4.2. Brief descriptions of each type of BMP asset
categories within the City are provided below in Table 6-4. Maintenance protocols for individual assets are
typically prescribed based on the asset category.
www.arcadis.com 84
City of Sebastian Stormwater Master Plan Update
Table 6-4. BMP Asset Categories
Non -Structural BMPs These are regulatory or system -wide BMPs that focus on preserving open space, protecting
natural systems, and incorporating existing landscape features into a site plan to manage
stormwater at its source. Examples of non-structural (not fixed or specific to one location) BMPs
include land use planning and public information programs.
Structural BMPs These are constructed BMPs that help to prevent pollutants in stormwater runoff from leaving a
property, entering storm drains, and impacting local waterways. There are thousands of structural
BMPs across the City's stormwater system, and include such assets as weirs, dams, catch
basins, baffle boxes, and culverts.
Canals Stormwater assets classified as "canals" include the entire interconnected system of large open
channel waterways that run through the City. Altogether, the City maintains over 9 miles of
canals, including the Elkcam Waterway, Collier Waterway, Schumann Lake, Hardee Lake, Harbor
Pt. Waterway, and Joy Haven Waterway.
Ponds There are 30 stormwater ponds throughout the City. These include all the ponds located within
City parks, as well as the interconnected ponds of the Stormwater Park, and the multiple ponds of
the Day Drive Retention Area. Ponds can be retention or detention ponds, and may be part of a
larger treatment train with wetland areas or canal systems.
Ditches and Swales The majority of the stormwater conveyance system is an expansive network of ditches and
swales running through back yard, side yard, and along roadways. Control of vegetation and
sediment buildup within these BMPs is a constant maintenance task.
Dry Retention Dry retention areas are located throughout the City and they are areas of lower elevation, which
only hold water during periods of heavy rainfall. They are designed to overflow excess water into
nearby water features through catch basins and pipes. Keeping dry retention areas vegetated is
important to prevent compaction and increasing water infiltration. Too much vegetation can
decrease the storage capacity and block the flow of stormwater towards other features.
6.4.4.3 Inspection Protocols for SWMS Assets
It is essential that inspections be conducted consistently and communication between inspectors and other team
members be upheld. Inspections can be classified as one of five types: Visual Inspection, Routine Inspection,
Post Storm Inspection, Compliance Evaluation Inspection, and State Regulatory Agency Inspection. These types
of inspections are explained in Table 6-5.
Visual Inspection
Table 6-5. Inspection Types
Visual inspection to verify physical and operational condition Grassed swales,
using a portable camera or vehicle -mounted GPS-enabled culverts, structures.
digital video camera. Photos and camera footage reviewed by
Stormwater Department staff to determine compliance status.
Non-compliance issues will be documented and processed
according to current City code enforcement procedures.
www.arcadis.com 85
City of Sebastian Stormwater Master Plan Update
Table 6-5. inspection Types
Routine Inspection I Visual inspections and maintenance of stormwater
management devices shall be conducted on a regular basis to
discover conditions that could cause drainage issues resulting
in localized flooding or discharges of potential pollutants to
surface waters, and to ensure that appropriate stormwater
control measures are in place (housekeeping, BMPs, structural
controls, etc.).
City staff will inspect SWMS components, document all
inspections on appropriate forms, and track results of
inspections to ensure that appropriate actions are taken.
Inspection records will note all observations (color, odor, clarity,
floating solids, settled solids, suspended solids, foam, oil sheen,
and other obvious pollution indicators), including SWMS
component ID, inspection date/time, inspector name, problems
found, and steps to correct any problems, including who has
been notified.
All BMP Types.
Post Storm
City staff will conduct a visual post -rain inspection within 24 All BMP Types.
(Supplemental)
hours of a rain event of one inch or greater. The purpose of the
Inspection
inspection is to identify areas of standing water or other
drainage issues due to the storm.
Compliance
Annual inspection led by City Engineer to review documentation All BMP Types.
Evaluation
of training performed, inspections completed, maintenance
Inspection
activities performed, CMMS data completeness, and annual
outfall evaluation for unauthorized discharges. This inspection
will also confirm that all records required to be maintained as a
condition of the NPDES MS4 Permit are being correctly
completed, recorded, and are available for inspection.
State Regulatory FDEP representative may enter during normal business hours, All BMP Types.
Agency Inspection or when stormwater discharges are occurring, to review all
records maintained as a condition of the NPDES MS4 Permit;
Inspect the facility, equipment, practices, or operations related
to the Permit; or Monitor stormwater to ensure compliance with
this Permit. A City representative will always escort the FDEP
representative during the inspection. If at any time the FDEP
representative takes photographs, the City representative will
take a photograph as well.
6.4.4.4 Inspection Frequencies and Protocols
Inspection frequency is dependent on BMP ownership, maturation level, and inspection type as described in the
following subsections. As sites mature, required inspection frequencies may be reduced per the adaptive
management plan.
www.arcadis.com 86
City of Sebastian Stormwater Master Plan Update
BMPs within Public ROW or Drainage Easements
BMPs located within the public right-of-way are typically subjected to a significant amount of stormwater loading,
resulting in the need for continued inspection and maintenance to assure its function. Routine inspections of these
SWMS components are typically recommended to be conducted monthly regardless of BMP type. However, the
City considers the front yard swales and driveway culverts privately -owned BMPs and do not currently conduct
regular inspections of them. This results in a significant portion of the drainage infrastructure within the City being
highly susceptible to failure due to lack of maintenance, which has been a documented historical problem. The
City is evaluating options for improving code compliance related to these BMPs, and in conjunction with that
compliance effort, and because of the critical nature of these BMPs, it is recommended that the City implement a
minimal visual inspection program for them. Due to the seasonal rain patterns and the City's limitations of funding
and resources, these inspections are recommended twice per year, in May before the rainy season begins and in
November after it ends. Additional inspections would also be made upon a resident complaint.
For public BMPs within public right-of-way or drainage easements, routine inspections and maintenance will be
performed as shown in Table 6-6 below.
Private BMPs
Privately owned BMPs not in a public right-of-way generally experience less disturbance than their publicly owned
counterparts. For this reason, expected inspection and maintenance frequencies are lower by comparison.
Routine inspections are typically recommended to be conducted seasonally at a minimum, but the City only
inspects privately -owned BMPs if there is a permit enforcement issue. However, ensuring that privately -owned
BMPs are properly operated and maintained is very important, as they typically discharge into the City's SWMS.
For this reason, it is recommended that the City establish a program for certification of all privately -owned
stormwater systems. Such a program may include:
• A certification fee, additional revenue to the City's Stormwater Department to offset processing costs.
• An annual inspection report by a Florida -licensed professional engineer and accompanying digital time -
stamped photographs.
• A certification form, signed and sealed by a Florida -licensed professional engineer documenting that the
system is properly maintained and operating as designed and permitted.
• The City has a certification program in its existing Stormwater Fee Credit program for private systems
exceeding SJRWMD standards, which could easily be incorporated.
Post -Storm Inspections
A post storm inspection is recommended to be done after a storm greater or equal to one inch of precipitation.
Other Inspections
Site Compliance Evaluation and State Regulatory Agency inspections are performed as needed.
Routine Maintenance Activities for SWMS Assets
Table 6-3 in Section 6.3.3 described the current SWMS maintenance activities, who is responsible for them and how
often they are performed. This information was compared to published sources (i.e., USEPA, etc.), industry standards,
and our experience with Florida stormwater systems to determine the appropriate activities, schedule, and resources
needed to effectively maintain the City's SWMS and, where possible, to address identified problem areas.
The City's Stormwater Department is conducting most of the maintenance activities needed for the SWMS and
appears to be doing a good job with the resources they have available. Unfortunately, the City's SWMS is very
www.arcadis.com 87
City of Sebastian Stormwater Master Plan Update
challenging to operate and maintain, and the funding, staffing, and equipment resources will have to increase from
current levels in order to properly maintain the system, document maintenance activities, and shift from a reactive to
a proactive style of management. Addressing the many challenges presented has been a long and complex
process; Arcadis has expended much time and effort carefully analyzing and modeling the SWMS, the Stormwater
Department operations, funding sources, capital projects, reviewing hundreds of previous reports, plans, and
documents, and conducting many meetings and discussions with City staff to generate the proposed Plan.
The Plan provides a roadmap to a more proactive method of managing the SWMS now, while also planning for
additional resources in the future to improve operations and maintenance and optimize its performance. The
routine maintenance activities included in the Plan are included in Table 6-6 below and represent the minimum
maintenance activities that should be performed to keep the SWMS in proper physical and operational condition.
The table presents the activity, a brief description, the responsible entity (RE), recommended frequency, and
notes. SOPs with more detailed procedures that are intended for use by City staff during these maintenance
activities are included in Appendix G.
In accordance with the City's IPM Plan, all City employees who, within the scope of their duties, direct
maintenance activities on the stormwater system will be trained in the City's IPM Policies. A certification course
on Green Business Best Management Practices will be provided through partnership with the University of Florida
Indian River County Extension Office as needed. Stormwater and Public Works staff also receive certification
training on Sediment and Erosion Control. The training sessions are coordinated by the Human Resources
Director, who will track employees' attendance and ensure that City field staff holds an active certification.
Licensed Applicators. At this time, City staff will not be applying any herbicides on the surface of, or within ten feet
of aquatic areas. All aquatic herbicide applications will be performed by a State licensed contractor.
Where planned management methods need to change from existing ones and to address identified problem
areas, management options are provided for the City's consideration.
(this section intentionally left bank)
www.arcadis.com 88
City of Sebastian Stormwater Master Plan Update
Table 6-6. Routine SWMS Maintenance Activities
ComponentActivity or SWMS Description Responsible Maintenance Activities and Notes
Clerical Support Support Staff City NA Included in 2023 SW Dept. budget. Additional SW Dept staff to increase
administrative and documentation effort, especially CMMS data management.
Front Yard Swale and Drive -By City Semiannual The City does not currently conduct routine inspections of the front yard swales and
Driveway Culvert Visual driveway culverts. This inspection would be a simple drive -by visual inspection with a
Inspection GPS-enabled camera to allow City staff to identify problem areas and begin the
correction process early. Would be done in May and November, before and after
hurricane season.
Front Yard Swale and Routine Visual Property Owner As Needed or Maintenance issues with front yard swales and driveway culverts are widespread and
Driveway Culvert and Inspection and by CR have been a historical problem area in the management of the SWMS. The current
Citizen Request Maintenance management method has not resulted in the correction of drainage issues quickly or
Response consistently.
Resident compliance with City codes associated with the maintenance of the front
yard swales is a difficult issue, and one common to municipal stormwater systems.
The level and methods of compliance enforcement is a policy decision for the City to
make. The City is currently evaluating potential policy changes to improve code
compliance. No official changes have yet been adopted, therefore, this report
assumes no change from current practices.
The SW Dept spends an estimated $51,000 per year on labor addressing CRs, about
24 hours of staff time per week.
Front Yard Swale Quarter Round City As a pilot program several years ago, the City installed "quarter round" (PVC pipe
Cleaning quarters) in the bottom of approximately 3,505 roadside swales in many areas to
improve the drainage characteristics of the swales. The program was discontinued in
2019, but the quarter round sections were not removed. The City continues to
perform regular cleaning (weedeating, edging and removal of all debris) of the
installed quarter rounds on approximately 490 lots.
This activity costs the City an estimated $132,000 per year, is very labor intensive,
and is of marginal value to the operation of the SWMS. Consider removing the
Quarter Round systems during future activities to reduce maintenance costs.
www.arcadis.com 89
City of Sebastian Stormwater Master Plan Update
Table 6-6. Routine SWMS Maintenance Activities
5 Inlet Structure
Visual
City
10/year No change
Inspection
6 Inlet Structure and
Routine
City
Annual Increase frequency to annual - current frequency is As Needed or in response to CR.
Conveyance Piping
Inspection and
Inlet structures and associated conveyance piping should be cleaned annually in
Maintenance
Florida. There are approximately 320 inlets in the SWMS, City staff reported that
typically only one can be cleaned per day. Increasing the maintenance frequency
should reduce the average sediment loadings in these structures and increase the
cleaning rate and work efficiency.
7 Road Crossing Culvert
Visual
City
Annual Increase frequency to annual - visual inspection to identify and prioritize culverts for
Inspection
routine maintenance.
8 Road Crossing Culvert
Routine
City
20% per year Change maintenance frequency so all culverts are cleaned every 5 years. The SWMS
Inspection and
has approximately 1,300 road crossing culverts. The City currently cleans about 50
Maintenance
per year, this would increase to about 260 per year.
9 Road Crossing Culvert
Slip Lining
City
As Needed City contractor performs sliplining of existing culverts rather than the City replacing
them to minimize cost and disturbance. About $60k per year budgeted.
10 Baffle Box
Routine
City
Quarterly No change proposed. City has 8 of these, each takes approximately four hours to
Inspection and
clean.
Maintenance
11 Side Yard Ditch
Mowing
City
Quarterly No change proposed. City has a 10' easement area, mowed by City contractor. See
Section 9.2 for discussion of adjustment of City codes.
12 Side Yard Ditch
Sediment
City
10% per year Grassed swales and open channels should be on a 10-year regrading schedule.
Removal and
Regrading
13 Back Yard Ditch
Mowing
City
Quarterly No change proposed. The City has a 20-foot drainage ROW from the back property
line of each parcel abutting a back yard ditch for maintenance access. Back yard
ditches are maintained by the City's contract mowing vendor.
www.arcadis.com 90
City of Sebastian Stormwater Master Plan Update
14
15
16
17
18
19
20
21
22
Table 6-6. Routine SWMS Maintenance Activities
Back Yard Ditch
Sediment
City
Removal and
Regrading
Back Yard & Side Yard
Visual and
City
Ditch
Mowing
Inspection
Driveway Culvert
Repair During
City
Road
Repaving
Retention and
Visual
City
Detention Ponds
Inspection
Retention and
Inspection and
City & Private
Detention Ponds
Maintenance
Stormwater Park
Pump
City
Operation
Stormwater Park Mowing City
Stormwater Park Mowing City
Public Works Mowing City
Compound
10% per year Approximately 1,400 LF/day currently. Grassed swales and open channels should be
on a 10-year regrading schedule.
Quarterly Expand existing inspection to be a visual inspection with documentation of back yard
and side yard ditch conditions and verification of the City's contract mowing vendor's
work.
As Needed The City removes and replaces a section of the driveway and the driveway culvert in
conjunction with road paving. Approximately 30 per year.
Quarterly The City has 30 ponds that are inspected each quarter.
Monthly No change proposed. The SW Dept mows the Schumann Dr. retention pond, Parks
Dept mows others. Private owners maintain private ponds.
Automatic Optimize pump controls and operation to minimize SW Dept labor for this activity.
Consider adding a smaller pump (perhaps solar powered) that will circulate a constant
flow of water through the Stormwater Park and a shift to automatic control of the
existing large pumps. The automatic control of the existing large pumps would need to
be reviewed and optimized to operate only during large wet weather events based on
the water levels in the Collier Central Waterway. Additional monthly electrical costs
are not included in cost estimates for this item.
Monthly SW Dept mows the Stormwater Park once per month. Parks Dept also mows it once
per month.
Annual City contractor mows once per year, as requested by the City.
Monthly SW Dept mows once per month. Parks Dept also mows it once per month.
www.arcadis.com 91
City of Sebastian Stormwater Master Plan Update
23
24
25
26
Table 6-6. Routine SWMS Maintenance Activities
Dams and Weirs Inspection and City
Semiannual Change frequency to semiannual. The SWMS has two dams (Concha and Hardee)
Maintenance
controlling discharge from the canals and one weir (Stonecrop) regulating discharge
from the SWMS.
Canals Inspection and City
Semiannual The City has a 100' drainage ROW over the canals and performed maintenance
Maintenance
dredging in the Collier Canal area in 2006. No other maintenance dredging has been
performed. Significant sediment loading and shoaling in some areas was observed
`
during field inspections. Aquatic weed control is performed by a City contractor in
accordance with the City's IPM Plan.
Canal Side Slopes Visual City
Semiannual Conduct semiannual visual inspections (in May and November) of canal banks and
Inspection
only those bulkheads that the City maintains to identify erosion or structural damage
that needs to be addressed. Approximately 35% of parcels abutting canals have no
seawall or other slope protection.
There are 756 bulkheads along the banks of City's canals. 20 are within the City ROW
and City owned and maintained. Bulkheads located outside the drainage easement on
private property are not maintained by the City. Physical inspections were performed
in 2022 and many of the bulkheads were in fair or poor condition. More than 200 are
structurally failing and in need of immediate replacement.
Offsite Drainage Areas Visual City/SJRWMD
Semiannual Change to SW Dept staff conducting semiannual inspections of offsite drainage areas
Inspections and Private
(in May and November) and document conditions of drainage paths from the City's
and
system that are privately owned and the City does not have a drainage easement.
Coordination
Lack of maintenance in offsite drainage paths reduces discharge capacity from the
with SJRWMD
City's system, resulting in elevated water surface elevations and localized flooding
conditions during larger storm events. Maintenance of these areas in enforced by the
l
SJRWMD via ERP permit requirements for the private developments. Coordinate with
SJRWMD staff as needed to enforce maintenance requirements.
www.arcadis.com 92
City of Sebastian Stormwater Master Plan Update
Table 6-6. Routine SWMS Maintenance Activities
27
Hurricane Preparation
Securing
City
As Needed
No change proposed.
Buildings,
Moving
Equipment,
Etc.
28
Post -Storm Inspection
System -Wide
City
10x/Year
No change proposed. Inspection occurs only after hurricanes and large storm events.
Visual
Inspection
29
Hurricane Recovery
Debris
City
As Needed
No change proposed. Approximately 2 weeks after hurricane
Cleanup
30
Sidewalk Repair
Assist Public
City
As Needed
This activity is not related to the SWMS and does not appear to be a good use of very
Works
limited SW Dept. staff labor and should be removed. One option would be for the City
to have an on -call contract for sidewalk repair/replacement rather than using City
labor.
31
Side Yard and Back
Plan Review
City
As Needed
Side slopes for septic system mounds and house foundations are sometimes
Yard Ditch
extending into side yard swales.
For developed properties, evaluate side slopes and shift swale within easement area
if possible to restore original swale cross section and flow capacity. Obtain additional
easement area, if necessary.
For new construction, strictly enforce City Codes and deny all construction permits
where septic mound or foundation pad side slopes interfere with side yard swale side
slopes or longitudinal grades.
www.arcadis.com 93
City of Sebastian Stormwater Master Plan Update
32
Table 6-6. Routine SWMS Maintenance Activities
ComponentActivity or SWMS Description Responsible Maintenance Activities and Notes
Private stormwater Private City & Property Annual The City performs no maintenance or inspections of private systems. As part of the
systems discharging System Owner existing Stormwater Fee credit program the City has a certification program to ensure
into City SWMS Certification private systems are maintained, but it only applies to private systems that exceed
Program SJRWMD design standards.
Private systems that do not exceed SJRWMD design standards do not provide
inspection or maintenance information to the City. This makes them susceptible to
failure if not properly maintained and could also adversely affect the City's SWMS.
Consider establishing a certification program (an expansion of the existing program)
requiring all owners of private systems to submit a certification form signed and
sealed by a Florida PE or Architect stating that its system is being properly maintained
and operated, along with date stamped digital photographs. The City can charge a
fee for the certification to generate additional revenue and the program would
effectively leverage private entities to perform required maintenance and provide
visual inspection information that can be entered into the City's CMMS system.
www.arcadis.com 94
City of Sebastian Stormwater Master Plan Update
6.4.4.5 Non -Routine and Corrective Maintenance Protocols for SWMS Assets
Inspectors and maintenance crews should remain vigilant in diagnosing maintenance deficiencies and SWMS
needs. If these types of items are identified, the inspector must make a judgement call to determine the proper
course of action. If at any time the inspector is unsure of how to classify an identified issue not outlined within the
O&M Plan, the City Engineer should be contacted for direction. These issues can be classified as either a non -
routine maintenance task or corrective maintenance depending on their severity and the amount of work and
coordination required to perform the task.
6.4.4.5.1 Non -Routine Tasks
Non -routine tasks are items that are not explicitly defined in the previous section but can be carried out during
routine maintenance events without requiring specialized labor or equipment. Sufficient lead time should be
provided to the maintenance crew to allow for proper preparation and procurement of materials. As with any
maintenance activity, all work should be properly documented so that the attribute data in the CMMS is updated
correctly and accurately.
6.4.4.5.2 Corrective Maintenance Actions
Corrective maintenance is defined as maintenance tasks that require significant effort or specialized labor or
equipment to address. All members of the maintenance team, or even community members, can identify potential
corrective maintenance tasks, whether through notes in work orders, or direct communication with City staff.
Inspection work orders contain issue identification built into the work order. This is done to encourage inspectors
to think about what types of issues may result in corrective maintenance action.
Regardless of its source, once issues that require corrective maintenance are identified, they will be elevated to
the City Engineer who will decide how to address the issue. Corrective maintenance varies widely in cost and
complexity. Less intensive corrective maintenance may require minor coordination between maintenance crews
and other members of the maintenance team. More involved corrective maintenance may need to be added to the
City's Capital Improvement Program. A well-defined project scope, schedule and estimated cost should be
determined by the City Engineer as part of the corrective maintenance planning process.
Examples of corrective maintenance may include, but are not limited to, structural damage to SWMP
components, grading issues, major reconstruction or repair work, or design issues affecting performance that are
not correctable through routine maintenance. It is important that recurring issues are reported to the City Engineer
rather than repeatedly deferred to corrective maintenance. Recurring issues may be indicative of other issues that
cannot be fixed through corrective maintenance and may require a more thorough analysis.
Prioritizing Corrective Maintenance
Upon identifying a corrective maintenance need, the project priority should be discussed and decided upon by the City
Engineer. Issues that without corrective maintenance pose a safety hazard or create a condition that prohibits the
proper function of the SWMS should be prioritized over aesthetic or preventative tasks. The amount of time required to
address corrective maintenance issues ranges from a few days to months depending on the severity, complexity, and
priority of the issue. In certain more complex emergency cases, temporary resolutions should be presented as a stop-
gap measure to address public safety or functional issues while a more permanent resolution is determined.
Priority ranking uses a simple calculation to weight the importance of a proposed corrective maintenance action
based on multiple criteria. For each criteria, a weight (%) and importance score (1-5) is selected and a weighted
ranking is calculated to determine its priority. For example, if a 40 foot long, 15-inch diameter culvert collapsed
www.arcadis.com 95
City of Sebastian Stormwater Master Plan Update
and was backing up water into a grassed swale becoming a nuisance for 20 houses, the priority ranking
calculation might be as follows:
Public Safety/
30
3
0.3
1= No Hazard
Damage Hazard
5= Localized road flooding creating
hazardous driving conditions
Area Affected
20
2
0.4
1= <10 properties
5= >100 properties
Correction Scope
20
3
0.6
1= Simple
5= Requires Engineering
Correction Cost
20
3
0.6
1= <$5,000
5= >$1 M
Correction Schedule
10
3
0.3
1= <30 days to correct
5= >180 days to correct
Totals
100
Priority Score
2.2
The priority ranking score can be interpreted as follows:
• Score of 1 = No impact - not a significant issue.
• Score of 2 = Minimal impact — issue easily addressed.
• Score of 3 = Moderate impact - causes some issues but can be addressed.
• Score of 4 = High impact — safety hazard and/or potential damage, difficult to address
• Score of 5 = Catastrophic impact — significant safety hazard and/or property damage.
For the example above, a priority ranking score of 2.2 would be Minimal Impact, issue easily addressed. Typical
responses based on the priority ranking are presented below.
1-1.99
Issue should be addressed during the next Routine Inspection.
2-2.99
Issue should be addressed before the next rainfall event.
3-3.99
Issue should be addressed as soon as possible before the next rainfall event.
4-5.00
Safety/Damage Issue - Immediate Repair or Action is required.
6.4.4.6 Recommended Maintenance Frequency Based on Service Level
Recommended maintenance frequency represents a balance between providing enough maintenance to
encourage proper functioning of SWMS components and available funding. This plan provides an adaptive
approach to maintenance frequency, focusing expenditures based on those SWMS components that have the
largest performance effects on the City's system. The inspection and maintenance frequencies presented in this
www.arcadis.com 96
City of Sebastian Stormwater Master Plan Update
Plan should be regularly reviewed and changed to fit current system priorities and funding levels. Recommended
frequencies for specific maintenance tasks are presented in Table 6-6.
6.4.4.7 Preventative Functional Maintenance
During inspections and maintenance activities, City employees are expected to not only determine what issues
are currently affecting a SWMS component, but also to look for and report signs of future issues. By identifying
these issues early, the City Engineer can plan and execute preventative measures to prevent functional issues or
reduce the cost required to remedy them. Depending on the severity and type of issues identified, preventative
functional maintenance tasks may be included in future routine maintenance work orders as notes or may result in
the creation of a corrective maintenance work order.
6.4.4.8 Aesthetic Maintenance
The City of Sebastian is a tourist destination, and as such proper aesthetic maintenance of SWMS components is
one of the primary goals of the O&M Plan. By maintaining the proper aesthetics, the surrounding community will be
more likely to have a positive perception of the SWMS and the City as a whole. Overgrown vegetation, defaced
surfaces, and damaged components should be reported as aesthetic issues and handled by maintenance staff.
Work orders specific to addressing aesthetic concerns, outside of the recurring schedule may be generated by the
City at any time or upon receiving community feedback. However, the priority for addressing aesthetic issues must
be carefully considered due to Stormwater Department staff availability and funding limitations.
6.4.5 O&M Forms, Logs, and Reporting
This section explains the template inspection forms, maintenance forms, and reports necessary to implement the
asset management strategy. This section also includes protocols for data tracking, notifications, coordination with
other agencies, and reporting safety hazards.
6.4.5.1 Requirements for Tracking and Reporting Inspections and Maintenance
The City is required to provide a semiannual report for the preceding six-month period to FDEP on January 30
and July 30 of each year. This report is required to include the status of any construction or compliance
measures, completion of milestones, and problems encountered (or anticipated) - along with implemented (or
proposed) solutions. The report also must include the status of permit applications, O&M information, and
additional reports provided to other state agencies. Most of these items are beyond the scope of the Plan and are
not discussed in detail in this document. This section focuses on reporting requirements related to proper O&M of
built SWMS assets, typical problems encountered, and potential solutions.
Section 6.3.4 describes corrective maintenance as maintenance tasks that require significant effort or specialized labor
or equipment to address. The status of corrective maintenance projects will be provided as part of the City's Semi-
annual Report. For the purposes of reporting, corrective maintenance will be placed into one of three categories:
Need for corrective maintenance identified,
• Corrective maintenance solution proposed, and
• Corrective action taken.
Reporting will include the status of the project and, depending on that status, a brief written summary of the
observed issue and any recommended or performed corrections. Once a resolution has been reached and
documented in CMMS further reporting related to the issue will not be provided unless the issue
resurfaces.
www.arcadis.com 97
City of Sebastian Stormwater Master Plan Update
6.4.5.2 Overview of Inspection and Maintenance Reporting, Data Management, and
Forms
Maintenance Reporting and Data Management
Most data used to support the performance of O&M tasks is collected through a CMMS. The use of a CMMS
system allows all pertinent O&M data to be stored within a single centralized repository. As mentioned previously,
the City does not currently have a CMMS but is evaluating available software systems and costs. As an interim
measure, an MS -Excel based CMMS system is being developed based on the data collected for the GIS map.
The interim CMMS will generate a daily work order report, which will show a list of all SWMS activities that are
due for completion based on the established schedule. The CMMS will limit the number of activities assigned on
the daily work order report to what can be reasonably accomplished in a normal workday by available
maintenance personnel. In addition, the CMMS will have the capability to generate an emergency work order for
a single activity independent of schedule or priority.
The work order report fields will be specifically designed to provide field crews with a concise listing of work
needed, with all necessary information (i.e., SWMS component type, location, and cross-referenced SOPs). The
work order reports and associated SOP forms can then be combined into a daily work order package, which will
then be turned in at the end of each workday and the data entered into the CMMS.
Inspection and Maintenance SOP Forms
Standard forms for inspection of SWMS assets and routine and corrective maintenance SOPs for each asset type
are included in Appendix G. The SOPs contain inspection details, checklists, and background information about
the asset necessary to perform and document the work. The last page of each SOP is a Record of Service Form
that contains the data fields that the City field crews will complete during an activity.
6.4.5.3 Notifications
The City Engineer or designated City staff member will provide the Stormwater Superintendent with the Work
Order Report (along with applicable SOPs), who will in turn notify work crews and individual team members about
upcoming maintenance and inspection activities. Work orders for inspections are generated based on recurrence
intervals dictated by the adaptive management status of the asset, which can be easily changed as needed in the
CMMS. Work orders for maintenance can be generated based on the result of routine inspections or minimum
recurrence intervals as noted in the adaptive management plan.
Work Order Reports are not only used to assign work to crews as discussed above. Completed reports and SOP
documentation will be provided to the City Engineer daily for input into the CMMS and to summarize work
completed during the previous workday and flag any issues identified by the inspection and maintenance crews.
6.4.5.4 Coordination with Other Agencies
Coordination with other agencies such as the FDEP, SJRWMD, and others is critical to the success of the O&M
program. Encouraging lasting relationships between agencies will create a sense of community and stewardship
centered around the BMP assets. The City can champion this stewardship by remaining responsive to requests set
forth by other agencies and community members and through the implementation of a proactive O&M program.
Throughout the life of the program, opportunities for partnership with other agencies may arise to accomplish
program goals. As part of these partnerships, a memorandum of understanding between all associated agencies
should be developed detailing the O&M responsibilities of each party.
www.arcadis.com 98
City of Sebastian Stormwater Master Plan Update
6.4.5.5 Reporting Safety Hazards
Safety of workers and the public is a key element of the program. Promoting a safe environment is the duty of
everyone — from City maintenance crews to individual community members. If a safety issue related to a SWMS
asset is observed by an inspector or maintenance crew, it should be reported immediately to the City Engineer.
The reporting person or crew should remain on site while the issue is resolved so long as there is no immediate
danger. Identification of safety issues by inspection and maintenance personnel should not be limited to SWMS
assets. If unsafe site conditions are identified or public safety issues are observed related to other City assets,
they should be reported to the City Engineer or designated City staff member.
Safety issues with a SWMS asset reported by community members should be communicated to the City Engineer
or designated City staff member. Once identified, the City Engineer should create emergency inspection or
maintenance work orders or take other measures as appropriate.
6.4.5.6 Completion of Standard Inspection and Maintenance Forms
The final step required for any work activity is the completion of the hard copy SOP data collection form. The SOP
form is then turned in to the City Engineer or designated City staff member so the CMMS database can be
updated. When the CMMS asset data is updated with the completion date on the SOP form, then the activity is
considered complete and will not appear on subsequent CMMS pending activity reports. Completed SOP forms
are considered data points for the purpose of reporting and are to be kept on file with the City for a minimum of
three years in accordance with USEPA recordkeeping requirements and City document storage policy.
6.4.6 O&M Schedules
Recurring maintenance frequencies for inspection and maintenance tasks for several types of BMPs, as well as
workflows for inspection -driven maintenance activities are documented in this section. This chapter also outlines
an adaptive management approach for evaluating and modifying maintenance schedules based on field
observations. On occasion, sites will require maintenance outside of the recurring schedule. This need is
facilitated by a site requiring emergency, corrective, or reactive maintenance.
6.4.6.1 Scheduling Routine Inspection and Maintenance
Keeping a well -organized schedule will allow the City to assure that their SWMS assets are maintained frequently
and that crew members maintain a consistent workload. The schedule consists of two major elements, which are
explained in detail below.
6.4.6.2 Recurring Schedule
The recurring schedule encompasses all routine inspection and maintenance tasks. Upon establishing a recurring
schedule, assets will be visited in the same order over a set time interval. The recurrence interval for maintenance
activities varies depending on both the activity and the asset type. Therefore, the CMMS will be set up to allow for
up to four recurring maintenance activities to be schedule for each asset. The specific routine tasks that are
carried out during each recurring activity will be defined by the activity and its associated SOP form.
6.4.6.3 Adjustments to Recurring Schedule and Adaptive Management
The activity types and recurrence intervals for each asset are established when the asset is added into the CMMS
database. Tasks performed during these scheduled activities are based on asset -specific requirements, which are
detailed in the SOPs. Both the frequency of routine visits and what tasks are performed during these visits can be
changed based on operational experience, staff or funding limitations, or other reasons, which can result in
www.arcadis.com 99
City of Sebastian Stormwater Master Plan Update
adjustments to the recurring schedule and possibly the SOP. However, such schedule adjustments cannot result
in a recurrence interval that is below required minimum inspection or maintenance intervals for the asset type.
6.4.6.4 Scheduling Inspection -Driven Maintenance
Depending on the extent of the work, inspection -driven maintenance can occasionally be incorporated into a
previously scheduled routine event without disrupting the remaining recurring schedule. Such additional
inspection -driven work performed can be easily documented in the SOP forms and the CMMS activity notes.
Certain inspection -driven events may include work that will require immediate action, additional time spent on site,
or the use of specialized materials or equipment. In these cases, an additional event will be required and will be
scheduled by the City Engineer.
6.4.6.5 Weather and Other Conflicts
If weather conditions do not allow for work or other conflicts arise resulting in the inability to perform work, the
recurring schedule will need to be adjusted accordingly. If weather conditions do not allow for work or other
conflicts arise resulting in the inability to perform work, the maintenance activity schedule will need to be adjusted
accordingly. Cancellation of work for the day for whatever circumstance will be at the discretion of the City
Engineer. Typically, if the delay is only a day or two the schedule can be shifted, and all work can still be
completed within the month. However, if there are significant delays, the City Engineer may want to consider
cancelling the lowest priority work orders to allow the crew to catch up to the original schedule.
6.4.6.6 Unscheduled Maintenance
Unscheduled maintenance is typically classified as either emergency maintenance or corrective maintenance.
Both types of maintenance are outside of the recurring maintenance schedule, but the CMMS allows for
unscheduled activities to be initiated by individual work orders and recorded when completed without affecting the
recurring activities schedule. Since emergency maintenance often occurs as the result of an unsafe condition or a
malfunctioning SWMS component, some recurring scheduled activities may need to be delayed to accommodate
the higher priority emergency work, if sufficient float in the daily work schedule is not available. Corrective
maintenance, which is often not as high of a priority as emergency maintenance, can be scheduled at the end of
the month between recurring schedule cycles. The individual work orders for these activities will simply remain
open until the activity is completed and recorded in the CMMS. In this way, the City can accrue a backlog of
corrective maintenance work orders which can be performed during the dry season, or when workload permits.
6.4.6.7 Inspection Follow-up Protocols
Inspections sometimes result in the identification of additional maintenance tasks to be performed during
upcoming routine maintenance events. Any additional work needed for an asset in an upcoming scheduled
activity can be added as a note on the particular asset record in the CMMS asset database. Individual work
orders will include such notes and other specific instructions relating to these identified issues or maintenance
tasks. It is crucial that CMMS administration and inspection/maintenance personnel are in communication with
each other consistently. This applies to verbal communication, communication written within work orders, and
communication about schedule.
6.4.6.8 Documenting and Reporting Problems
One of the primary goals of inspectors is to identify issues with the BMPs they are inspecting and suggest
potential solutions to these issues. When an inspector identifies an issue, they should first consider the safety
implications of the issue both in terms of completing the inspection as well as others who may be interacting with
www.arcadis.com 100
City of Sebastian Stormwater Master Plan Update
the BMP once the inspector is offsite. If a safety issue is identified, the inspector should immediately report it to
the City Engineer. Safety issues should always be noted as high priority on a work order to allow for the rapid
resolution of the issue and minimization of the safety risk. Inspectors should use the work order documentation as
a tool for disseminating information to the rest of the Stormwater Department. Inspectors should not overly rely on
work order documentation as their only line of communication, especially for issues that may pose safety risks,
result in major repairs, or require specialized tools. Inspectors should strive to make sure issues they are
identifying are being resolved in the most effective and efficient way.
Any inspector notes on a maintenance activity for a particular asset will be inherited by the upcoming maintenance
work order for that asset. On the asset SOP documentation, the inspector can request a new individual work order
be created for corrective or emergency maintenance. If either of these options are selected, the inspector should
notify the City Engineer that an individual work order for a follow-up activity is needed. If for any reason the inspector
is unsure if a new work order should be generated, the City Engineer should be contacted.
6.4.6.9 Initiating Corrective Maintenance
Corrective maintenance is initiated through the issuance of an individual work order in CMMS. A work order will
be generated upon identification of the need for corrective maintenance; however, it will remain unassigned to a
crew until additional details are provided and it is manually assigned. The City Engineer and Stormwater
Superintendent should discuss the corrective maintenance request and define a plan for completing the work.
Certain corrective maintenance tasks that do not require additional coordination may be assigned immediately by
the Stormwater Superintendent. Other types of corrective maintenance actions may require additional visits to the
site or consultation with design engineers or other experts. Once a plan has been defined, the work order can
then be assigned, and the work completed with the necessary oversight. It is not common for some larger
corrective maintenance tasks to take several maintenance cycles to plan for and mobilize, making it especially
important for the inspector to identify and communicate the issue quickly and effectively.
6.4.6.10 Adding New Assets to the Schedule
As the City's SWMS grows, new assets will be entered into the maintenance program, and will therefore need to
be added to the CMMS asset database and the recurring activity schedule established. New assets should be
added to the CMMS asset database as soon as possible after they are installed or accepted for maintenance by
the City, and then it will begin appearing on the Work Order Report as soon as it is due for a maintenance activity.
During future schedule cycles, the City Engineer may adjust asset maintenance schedules to accommodate new
assets most effectively. Periodically reordering the asset maintenance schedules may result in an increase in
program efficiency.
6.4.6.11 Scheduling Capital Replacements
As SWMS assets near the end of their design life or system issues develop beyond the scope of corrective
maintenance, these systems will be identified as needing replacement or major reconstruction and will be added
to the Capital Improvement Program (CIP). CIP projects associated with end of design life will be scheduled as
part of a long-term asset replacement plan by the City Engineer based on system life cycles and scheduled
accordingly to minimize system downtime. As assets are replaced or reconstructed, their attribute data in the
CMMS asset database will be updated, which will in turn be used to update the City's SWMS GIS database.
www.arcadis.com 101
City of Sebastian Stormwater Master Plan Update
6.4.7 Personnel, Equipment, and Budget Needs
This section includes budget estimates for the inspection and maintenance of the City's current portfolio of SWMS
assets. Budgets include staffing requirements (for operations as well as management), and a breakdown of
equipment, labor, and materials costs.
6.4.7.1 O&M Cost Model
An MS Excel spreadsheet model was developed to estimate the total annual cost (i.e., labor, equipment, fuel,
materials, etc.) of each activity required to maintain the City's SWMS and the number of employees needed at
each grade for proper staffing. Based on discussions with City staff, 22 SWMS maintenance activities were
identified with the typical labor and equipment used to perform each activity. Hourly cost rates for personnel,
actual cost rates for materials, and hourly costs for equipment operation was calculated to provide an annual per
activity cost. The model also compared the total available staffing hours to calculated annual totals to determine
minimum staffing levels to complete the proposed annual activities.
6.4.7.2 Personnel and Equipment Requirements
Based on the O&M Cost Model calculations, the minimum labor effort required by City personnel (not including
City administrative personnel) to maintain the current portfolio of BMPs in the SWMS is estimated at 36,778
hours. A summary of the labor hours by position is provided in Table 6-7 below. A breakdown of the equipment
needs for the current portfolio of BMPs is provided in Table 6-8.
Stormwater
Superintendent
Asst.
Superintendent
Stormwater
Utility Inspector
Maintenance III
Maintenance II
Maintenance I
Clerical Support
P/T
TOTALS
Table 6-7. O&M Cost Mode/ Staffing Summary
1
0 0
0.25
0 3
0 1
0 4
0.5
0 10
1,992
1,853
139
0.0
1.00
0
0
0
0.0
0.00
498
179
319
0.0
0.25
5,976
10,727
-4,751
3.0
6.00
1,992
9,660
-7,668
4.0
5.00
7,968
13,363
-5,395
3.0
7.00
996
996
0
0.0
0.50
19,422
36,778
-17,356
10.0
19.75
www.arcadis.com 102
City of Sebastian Stormwater Master Plan Update
Table 6-8. O&M Equipment Summary
603 - 2015 FORD F250 4WD
604 - 2018 FREIGHTLINER DUMPTRUCK
605 - 2018 FREIGHTLINER DUMPTRUCK
606 - 2005 CHEVROLET 3500 UTILITY TRUCK
607 - 2007 STERLING BRUSH TRUCK
608 - 2015 FORD F550 DUMP TRUCK
614 - 2006 CHEVROLET SILVERADO 4WD
616 - 2001 CHEVROLET 1500
620 - 2016 INT. VAC -TRUCK
632 - 2013 CHEVROLET 3500
633 - 2019 FORD F 150 TRUCK 4WD
649 - 2022 FREIGHTLINER SEMI TRACTOR
677 - 2014 FORD F350
621 - 2014 BOBCAT EXCAVATOR E42
622 - 2020 311 CAT EXCAVATOR
642 - 2020 KUBOTA TRACTOR
643 - FRT LOADER MOUNTED TO SW 642
678 - 2014 JOHN DEERE 410K BACKHOE
686 - 2013 CAT M313D EXCAVATOR
690 - 2015 JOHN DEERE 8251 GATOR
691 - 2016 JOHN DEERE TRACTOR 6130
692 - 2016 DIAMOND BOOM MOWER/DITCHER
636 - 2021 FELLING 70 TON GOOSENECK TRLR
6.4.7.3 Budget Requirements
$2.68
$2.58
$12.51
$12.95
$2.49
$13.83
$2.88
$2.44
$1.87
$12.62
$2.67
$1.92
$12.22
$2.36
$21.81
$42.74
$21.29
$10.00
$12.03
$41.92
$8.01
$14.81
$35.00
$2.23
TOTALS
210
1,424
330
1,992
996
996
1,513
1,494
843
2,637
1,248
960
2,088
360
330
1,992
960
0
4,592
1,297
0
0
960
2,418
29,640
$563.18
$3,675.09
$4,127.07
$25,790.00
$2,483.69
$13,775.00
$4,358.58
$3,641.06
$1, 572.81
$33,276.90
$3,337.21
$1,838.93
$25,523.49
$850.30
$7,196.36
$85,146.28
$20,435.64
$0.00
$55,238.49
$54,367.65
$0.00
$0.00
$33,600.00
$5,391.86
$386,189.62
Total budget requirements for the first full year of maintenance activities under the plan is estimated to be $2.2
million, with the total Stormwater Department budget projected to be $2.97 million. A summary of the budgeting
requirements for maintenance activities is provided in Table 6-9. All budgetary estimates are based on the current
portfolio of SWMP assets within the City. As more assets enter the program, additional budget and resources will
need to be allocated accordingly.
www.arcadis.com 103
City of Sebastian Stormwater Master Plan Update
Table 6-9. O&M Annual Budget Summary
Clerical Support
Residential Road ROW
Drive -By Visual Inspection 105 $4,577.14
Swale & Driveway Culvert
Residential Road ROW Drive -By Visual Inspection
Swale & Driveway Culvert Review and Citizen 1,248 $54,402.55
Request Response
Residential Road ROW
Quarter Round Cleaning 8,342 140,562.82
Swale
Inlet Structure
Inlet Structure
Road Crossing Culvert
Road Crossing Culvert
Baffle Box
Side Yard Ditch
Side Yard Ditch
Back Yard Ditch
Visual Inspection
Routine Inspection w/
Cleaning
Visual Inspection
Routine Cleaning
Routine Inspection w/
Cleaning
Mowing Verification
Inspection
Remove Sediment,
Regrade 10' Width
Mowing Verification
Inspection
165
$7,165.83
7,097
182,393.59
129
$2,555.87
1,909
$61,042.79
984
$19,782.01
120
$5,177.38
1,408
$47,577.68
120 $5,177.38
Annually, this work is estimated to generate 0.5 FTE positions.
Annually, this visual inspection is estimated to generate 0.05 FTE positions. It is
assumed that each of the 14,000 SWMS components is inspected twice per year
and that an inspection crew working a full day can inspect about 2,400 per day on
average using GPS-enabled vehicle -mounted cameras.
Annually, this activity is estimated to generate 0.63 FTE positions. It is assumed
that the work will be reviewing visual inspections (approximately 32 hours per
year) and responding to citizen complaints, approximately 24 hours per week.
This activity is estimated to generate 4.19 FTE positions annually. 30 of these
activities are assumed to be completed each year. Estimate assumes a crew of
four, and most of the work is required to be performed by hand.
This activity is estimated to generate 0.08 FTE positions annually.
This activity is estimated to generate 3.56 FTE positions annually. Estimate
assumes eight hours per cleaning, labor time may be significantly reduced if
cleaning frequency is increased to once per year.
This activity is estimated to generate 0.06 FTE positions annually.
This activity is estimated to generate 0.96 FTE positions annually.
This activity is estimated to generate 0.49 FTE positions annually. City has 8
baffle boxes, each is inspected and cleaned quarterly and each takes a crew of
four approximately 4 hours to complete.
This activity is estimated to generate 0.06 FTE positions annually.
This activity is estimated to generate 0.71 FTE positions annually. Estimate
assumes 10-year recurrence interval.
This activity is estimated to generate 0.06 FTE positions annually.
www.arcadis.com 104
City of Sebastian Stormwater Master Plan Update
Back Yard Ditch
Driveway Culvert Repair
Retention/Detention Pond
Stormwater Park
Public Works Compound
Retention Pond
Hurricane Preparation
Post -Storm Inspection
Hurricane Recovery
Sidewalk Repair
Contractor Activities
Table 6-9. O&M Annual Budget Summary
rceinuve 0eu11i1e11L,
9,338
386,702.95
Regrade 30' Width
Repair During Road
651
$75,794.52
Repaving
Routine Visual Inspection
143
$3,202.58
Mowing - Assist Parks Dept
2,418
$90,365.31
Mowing - Assist Parks Dept
402
$13,163.89
Mowing — Schumann Dr.
646
$18,390.69
Securing Buildings, Moving
34
$7,286.61
Equipment, Etc.
Visual Inspection
95
$4,100.99
Debris Cleanup
322
$11,854.29
Assist PW Staff
106
$8,612.13
Mowing, Aquatic Weed
Treatment, Equipment
$1,032,500.00
Leases, Etc.
i iiw dcuvuy w esuiiidLUU w yeiiaidLc 4.vy r i c: Nusnwns miiiuduy. r_swndie
assumes 10-year recurrence interval.
This activity is estimated to generate 0.33 FTE positions annually. This work is
only performed in conjunction with roadway repaving.
This activity is estimated to generate 0.07 FTE positions annually.
This activity is estimated to generate 1.21 FTE positions annually.
This activity is estimated to generate 0.20 FTE positions annually.
TOTALS 36,778 $2,199,888.70
Note: The Residential Road ROW Swale and Driveway Culvert drive -by visual inspections would require the purchase of additional equipment.
www.arcadis.com 105