Stormwater Oversight Commission Regular Meeting

Stormwater Oversight Commission City Hall Agenda Packet 300 Monroe Ave NW, 9th Floor Grand Rapids, MI 49503 April 25, 2022 @ 2:00 PM City Commission Chambers Members: Julie Wildschut, Member Casey Kuperus, Member Carlos Calderon, Member Kristine Bersche, Chair Josh Lunger, Member Ken Yonker, Member Jack Barr, Vice Chair Betsy Hernandez, Member Randal Meyering, Member Staff Members: Carrie Rivette Michael Staal Alicia Bernt Kolene Allen Daniel Taber Chad Reul Legal Counsel: Copies To: Eric DeLong Tammy Helminski Wendy Ogilvie Cara Decker Scott Saindon Joe Sulak 1. Meeting Called to Order 2. Roll Call 3. Approval of Agenda 4. Approval of Minutes Approval of Minutes from January 24, 2022 5. Correspondence 6. Reports i. Asset Management ii. Projects of Focus A. Alger Ravine B. Highlands Dayighting C. Glen Echo iii. Old Business Generated 4/18/2022 03:43 PM  A. Vital Streets 7. New Business i. Annual Report 1. Annual Report ii. 670 Burton - Bethany Christian Services iii. ARPA request - Butterworth 8. Agenda Items for Next Meeting 9. Date and Time of Next Meeting - July 25 10. Public Comment 11. Adjournment II. Communications Generated 4/18/2022 03:43 PM  1.4.1 Stormwater Oversight Commission City Commission Chambers 300 Monroe Ave NW January 24, 2022 – 2:00 pm MINUTES Members Present: Carlos Calderon, Julie Wildschut, Kristine Bersche, Jack Barr, Josh Lunger, Ken Yonker and Randal Meyering. Others Present: Kolene Allen, Carrie Rivette, Mike Grenier, Chad Reul, Dan Taber, Shanyn Viars, Minutes Acceptance: Minutes of Jan 24, 2022 2:00 PM (Approval of Minutes) Emily Bryant, Brian Bradley, Cara Decker and MaryElizabeth Rojas-Garces. Approval of Agenda Motion by Josh Lunger, supported by Jack Barr to approve the agenda for the January 24, 2022. MOTION CARRIED. Approval of Minutes Motion by Josh Lunger, supported by Jack Barr, to approve the minutes of the December 20, 2021, meeting with a minor change. 1. Correction to spelling of certain names. MOTION CARRIED. Correspondence Betsy Hernandez and Casey Kuperus will not be in attendance today. Reports i. Asset Management Chad Reul gave the report. Storm Main Cleaning – EGLE FY 2022 goal = 410,000 ft. We have completed 28% of this goal. Storm Televising – EGLE FY 2022 goal – 53,650 ft. We have completed 18% of this goal. City Engineering sent over their list of projects. Some of which televising will be performed which will help to hit our goal. Catch Basin Cleaning – EGLE FY 2022 goal = 4264. We have completed 45% of this goal. Packet Pg. 3  1.4.1 Chad stated that all other tasks, separate from these three, will start up in the spring. EGLE’s reporting year started August 1st (has since changed to calendar year as of January 2022) and with the nice weather, cleaning was able to be done through December. With all the catch basins in the city being cleaned at least once, we are now able to watch how much residuals are being hauled out and how much time it takes to do it. Chad stated he feels good about where the system is at especially after receiving $200,000 to begin basin lining in the spring following behind vital street work, Minutes Acceptance: Minutes of Jan 24, 2022 2:00 PM (Approval of Minutes) prioritizing those basins first (about 380). It’s a spray in lining at $515 each to prevent old brink basin crowns from collapsing in on themselves. A repair can cost anywhere from $4500 to $6000, which is a major hit to the storm budget and lining them will be a huge cost savings. ii. Public Education Carrie Rivette talked about the Home and Garden Show, March 3-6, 2022. We are still planning on having a booth and water will be joining us which will help with staffing the event. Water has been working on a Source Water Intake Protection Plan which is like a lot of what we do. Old Business i. Budget Update Carrie gave the report. Budget has been submitted. Catch Basin Lining - Trying for it with the approval of higher ups. Does not mean it will pass but we are going for it because it just makes sense. Permit Fees – Going for full cost recovery. Mainly adding vehicles and development center costs that were not in there before. It’s not really a net change in the budget because it was pulled from administration and put in the permitting program. Mike Grenier commented that the permits will have a 19% increase taking them to $120 which is a super low cost. New Business i. Details on 2024 Capital Projects Carrie Rivette gave the report. Packet Pg. 4  1.4.1 Plaster Creek bank Restoration-SE of Eastern and 28th St. A lot of erosion as well as downstream. A few years back there was damage to a sanitary line due to the erosion. Green Infrastructure Upstream of Burton-Breton Drain. Lots of issues in the area, people close to where the drain starts see a lot of backups. There is a decent amount of possible storage in the area. There have been preliminary talks with the drain commissioner on extending the drain. We are working on putting money aside to do more storage. Riverside Park Water Quality and Daylighting. Parks department came to us when doing the master plan and they had found an opportunity to do some daylighting and Minutes Acceptance: Minutes of Jan 24, 2022 2:00 PM (Approval of Minutes) with that some cleaning of the water coming into it. Doing the hydrodynamic separators for the first flush, getting daylighting with pre-treatment should clean up the ponds and stimulating the water in the ponds will ultimately clean up what’s overflowing into the river. ii. Garfield Park Installation (Rainy day project) Carlos Calderon gave the report. Over the past year the focus was on public engagement and education, deciding to do more community involvement projects starting with Garfield Park. Problems and Issues • Parking lot flooding • Public health & safety concerns • Impeding access, including ADA parking • Aesthetics & resource management The solution to resolve these issues was to move the water to the permeable area and create a rain garden. Rain Garden Design  Native plantings & good infiltration  Large, impervious contributing area  25,000 sq ft x 0.10 = 2,500 sq ft  Depth requirements 3”-6” Small but diverse group of neighbors came out for design sessions, and they went great. It was decided to go with a shape of the letter G to show neighborhood pride. Project Results • Collaborative Design Workshops w/ community members • Input from a diverse group of residents • Over 20 spp. of native plants, more than 800 individuals Packet Pg. 5  1.4.1 • Incorporated MGI trees • Volunteer installation & maintenance • NO MORE FLOODING Kristine asked how the neighborhood buy in was and how they came to find the people to help with this project? Carlos answered, worked closely with the neighborhood association, putting out fliers and posters. Carlos also attended community events to promote the workshops. Minutes Acceptance: Minutes of Jan 24, 2022 2:00 PM (Approval of Minutes) Shanyn asked if there were plans to take ariel photos in the spring? Also, if Carlos could provide her with cost estimates for the project? Carlos answered that there were no plans for ariel photos but would be open to taking some with a drone if that opportunity arises. Carlos agreed to provide Shanyn with the cost estimates. Dan asked what the vibe was from some of the neighbors that may not have the background and experience with gardening? Carlos answered, blank canvases were provided at the workshops and neighbors were asked to draw what they would like to see. There was a diverse array of list and drawings that contributed to the final design. Election of Officers Chair- Jack Barr made a motion to elect Kristine Bersche, Ken Yonker supported. Kristine accepted. MOTION CARRIED. Vice Chair- Josh Lunger made a motion to elect Jack Barr, Ken Yonker supported. Jack accepted. MOTION CARRIED. Vital Streets Liaison- Jack Barr made a motion to elect Carlos Calderon, Julie Wildschut supported. MOTION CARRIED. Agenda Items for Next Meeting • Annual Report • Final Design for Glen Echo (possible) • Alger plantings (possible) Packet Pg. 6  1.4.1 • Highlands (possible) Date and Time of Next Meeting The next meeting will be held on April 25, 2022, at 2 pm. Public Comment Kristine asked when we can start to talk about some of the large construction projects that the city has planned that the commission says they have a stormwater management plan for or Minutes Acceptance: Minutes of Jan 24, 2022 2:00 PM (Approval of Minutes) when will be privy to those plans and information? Dan responded, if plans have already gone to planning commission, we can discuss them. He and Carrie have gone to them on already approved projects to talk about the credit trading program options and new tools available and they seem to want to stick with the more traditional development model which satisfies the permits. Developers still not comfortable with the new programs. Dan thinks we will see more action and movement with these when the new permit goes into effect July 1st. If there are any projects that are coming up that need to be discussed, please let him know and we can do a run down of the stormwater plans for those projects. Carlos asked if the new permits going into effect will impact what was already planned last year and approved by both city and planning commissions? Carried responded that the cut off date is July 1st, if they don’t have their LUDS permit in on time then they can’t go forward. Ken also responded that he went through something similar 2 years ago with permitting. Shanyn asked if they saw any kind of economic backlash from that? Ken responded no, not because of the permits. Jack commented that Fishbeck forms and LGROW sheets are a black box. There use to be some science and math behind what they did, and the engineers hate a black box. Some of the new regulations are counter intuitive from an engineering viewpoint like storage for sandy sites compared to clay sites etc. Carrie asked Jack if he talked to them about the new spreadsheets and how they work and if he shared his concerns? Jack replied that until it was put into practice it was hard to see what would come of the spreadsheets and each county differs a little from each other. Carlos asked if it’s possible to contact the office of Sustainability regarding an explanation of the climate change over ability assessment for stormwater that was sent to some? Carrie replied, it may be. They have a meeting coming up then they will go to cabinet. After cabinet they may be in a place to share it more publicly. Ken let Carrie know that the Drain Commission Association is scheduling a class with EGLE due to all the new people to talk and train what each other does in order to work better together Packet Pg. 7  1.4.1 and if she has any topics she would like him to bring in for input to please email him and he will keep her updated. Mike commented that they have been asked to make requests for ‘ARCO’ funds and he will be asking for support in the future to promote stormwater projects included in the request. Also, that ESD and Water have contracted with Fishbeck to look for grants for the departments. Jack asked Ken if in Kent County they only have the authority to review plats and site plans if the townships ask, have all the townships adopted that ordinance? Ken thought so with Kentwood still in the process. Minutes Acceptance: Minutes of Jan 24, 2022 2:00 PM (Approval of Minutes) Adjournment Motion to adjourn the meeting made by Kristine Bersche. MOTION CARRIED. The meeting concluded at 3:02 pm. Packet Pg. 8  1.7.1.1 FY2021 Annual Report Stormwater Oversight Commission Communication: Annual Report (Annual Report) April 2022 City of Grand Rapids, MI Environmental Services Department 1300 Market Avenue SW Grand Rapids, MI 49503 Packet Pg. 9  1.7.1.1 Table of Contents Contents 1. INTRODUCTION .............................................................................................................................................1 2. STORMWATER PERFORMANCE .....................................................................................................................3 3. STORMWATER EXPENDITURES ......................................................................................................................4 4. CAPITAL INVESTMENT STRATEGY ..................................................................................................................7 5. STORMWATER TECHINICAL REFERENCE MANUAL ....................................................................................100 6. RECOMMENDATIONS FOR 2013 STORMWATER ASSET MANAGEMENT AND CAPITAL IMPROVEMENT PLAN ...............................................................................................................................................................111 7. RECOMMENDATIONS REGARDING STORMWATER POLICY ......................................................................144 Communication: Annual Report (Annual Report) FY2018 Annual Report – Stormwater Oversight Commission i Packet Pg. 10  1.7.1.1 1. Introduction 1. INTRODUCTION The City of Grand Rapids’ Stormwater Oversight Commission (SOC) was established by the City Commission by resolution number 83170 on January 28, 2014. Per the resolution, the SOC shall: 1. Support and advocate for the goals and objectives established in the 2013 Stormwater Asset Management Plan. 2. Monitor the community's changing stormwater needs and recommend program priorities to address those needs. 3. Be an advisory body of the City. Communication: Annual Report (Annual Report) 4. Report on and make recommendations to the City Manager and City Commission on stormwater performance, review expenditures and capital investment strategies. 5. Monitor achievement of stormwater outcomes. 6. Review the City’s annual (Stormwater) Progress Report. 7. Make recommendations to the City Manager and City Commission regarding policies. 8. Plan for achieving Stormwater Management Level of Service “C” as provided in the 2013 Stormwater Asset Management Plan. 9. Review, recommend and approve changes to the Stormwater Technical Reference Manual and report all changes to the City Commission and City Manager. 10. Annually review and recommend changes to the established criteria within the 2013 Stormwater Asset Management Plan for facility improvements, land acquisition, capital renovation or development. 11. Annually review the investments of the income tax extension designated for Vital Streets. 12. Advise the Environmental Services Manager regarding the effect of budgetary decisions on the stormwater system and interpretation of policy as needed. 13. Assist the Environmental Services Manager in the evaluation of stormwater programs and facilities and make recommendations for improvements. FY2021 Annual Report – Stormwater Oversight Commission 1 Packet Pg. 11  1.7.1.1 Members of the 2021 SOC were: • Elaine Sterrett Isely – Chairperson • Kristine Bersche – Vice Chairperson • Jack Barr • Elizabeth Hernandez • Cornelius Kuperus • Joshua Lunger • Randal Meyering • Ken Yonker • Julie Wildschut The SOC began meeting in August of 2014. The meetings in 2014 focused on general stormwater education and state and federal regulations governing stormwater. The meetings in 2015 focused on achieving Level of Service “C” in asset management and developing new technical references for future changes to stormwater technical reference manual. The meetings in 2016 focused on policy development required for both the Vital Streets plan and the requirements of the upcoming municipal separate storm sewer system (MS4) permit from the Michigan Department of Environmental Quality (MDEQ), Michigan Department of Environment Great Lakes and Communication: Annual Report (Annual Report) Energy (EGLE). In 2016, the Stormwater Oversight Commission served as the Green Infrastructure Work Group for the development of the Vital Streets Plan. The green infrastructure portion of the Vital Streets Plan focused on fitting the green infrastructure best management practices to the Vital Streets Plan street type and mode. In 2017 and 2018, the SOC focused on continued progress toward Level of Service “C” in stormwater system asset management, reviewed the anticipated stormwater standards, had the Green Infrastructure Portfolio Standard (GIPS) policy adopted, and approved the Green Infrastructure Standards Manual (Green Book). In 2019, the SOC continued work on the upcoming MS4 permit and tracking Level of Service “C.” In addition, they reviewed activities performed under the Stormwater Asset Management Wastewater (SAW) grant. In 2020, the SOC further reviewed SAW grant deliverables, Total Maximum Daily Load (TMDL) Plan and Stormwater Control Design Benefits Tool. They were also presented with the draft stormwater section of the Comprehensive Master Plan. A review of SOC bylaws and how Design Team works were preformed to assist in bringing new Commissioners up to speed. Finally, several meetings included updates as to how COVID-19 was impacting the stormwater program. In 2021, the SOC was updated on the larger capital projects, Glen Echo and Alger Ravine; Rainy Day Project 2.0; and Kent County Drain Commission projects. An update on the status of the issuing of the MS4 Permit and corresponding changes was also provided for the SOC. The changes include the new Industrial Stormwater program, the Credit Trading program, new construction and reconstruction design standards, and necessary changes to the City Ordinance. Agendas and Minutes for the FY2021 meetings can be found on the City of Grand Rapids public meeting portal here. FY2021 Annual Report – Stormwater Oversight Commission 2 Packet Pg. 12  1.7.1.1 2. Stormwater Performance 2. STORMWATER PERFORMANCE 2.1 Reporting The City’s stormwater performance is governed by EGLE who uses an annual report to track the City’s progress. This report details the City’s stormwater work including but not limited to stormwater public education, stormwater maintenance, and soil erosion sedimentation control permit reviews. The City’s 2021 annual report (reporting dates August 1, 2020 to July 31, 2021) was submitted to the EGLE on September 29, 2021. As of this submittal, the progress report was “accepted.” In this year’s report, the City of Grand Rapids highlighted its continued excellence with stormwater public education, even under the impact of COVID. The City participated and/or sponsored multiple outreach and participation events, including the 2020 Mayors’ River Cleanup and the Lower Grand River Organization of Watersheds’ (LGROW’s) Spring Forum. In addition, stormwater was highlighted in many of the GR Connect newsletters. Information there included seasonal ways to improve stormwater and LGROW’s Adopt-A-Drain program. Through the Adopt-A-Drain program, 1,300 catch basins in the City have been adopted. Communication: Annual Report (Annual Report) 2.2 Recommendations Given the performance report as stated above, there are no recommendations for the City’s stormwater performance at this time. FY2021 Annual Report – Stormwater Oversight Commission 3 Packet Pg. 13  1.7.1.1 3. Stormwater Expenditures 3. STORMWATER EXPENDITURES 3.1 Stormwater Management Budget The SOC reviewed expenditures at the end of FY2021 and also approved the FY2023 budget submission. Table 1 and Error! Reference source not found. summarize stormwater management and stormwater maintenance budget expenditures. Table 1. FY2020 Stormwater Management Expenditures Budget Expenditures Percent of Budget Stormwater Management $1,263,828 $1,383,765 109%* - Personnel $623,102 $527,399 87% $500,180 $730,713 146%* - Contractual Services *This includes almost $240,000 in encumbrances for Knapp’s Corner Pond trucking. Communication: Annual Report (Annual Report) 3.2 Stormwater Maintenance Budget Additional funds from Major/Local Streets were identified, which lead to spending above the budget. Table 2. FY20209 Stormwater Maintenance Expenditures Percent of Budget Expenditures Budget Stormwater Maintenance $1,386,071 $1,308,420 106% - Personnel $768,836 $783,027 102% - Contractual Services $211,945 $141,465 67% - Supplies $37,565 $33,738 90% 3.3 Vital Streets In 2021, the City of Grand Rapids increased the tree canopy by 561trees, installed 1 area of porous pavers and 1 area with porous tree grates. With those improvements, the City is infiltrating an additional 337,842 gallons annually. During the past year, however, our calculations for volume infiltrated were reviewed. This review indicated that we have been overly conservative with our numbers. The recalculation indicates that our practices installed since 2018 are infiltrating over 75 million gallons per year. This puts us well over our goal of 20 million gallons per year by FY2023. Table 2 lays out the breakdown of cost for each project type below. Out of the total project costs of almost $22 million, over $300,000 was green infrastructure cost. According to the stormwater investment guidelines, approximately $3.3 million was estimated for expenditure on stormwater and green infrastructure in FY2021. According to FY2021 Annual Report – Stormwater Oversight Commission 4 Packet Pg. 14  1.7.1.1 Table 3, only 9% of the budget. However, as the Vital Streets program progresses, more reconstruction will occur, which will increase the green infrastructure opportunities. Communication: Annual Report (Annual Report) FY2021 Annual Report – Stormwater Oversight Commission 5 Packet Pg. 15  1.7.1.1 Table 3. 2021 Projects Funded by the Vital Streets Income Tax Investment Total Stormwater/ Volume Acreage of Green Infiltration Infiltrated Treament Infrastructure Total Project Project Name Practice per Year (First Inch) Costs Cost Franklin St - Division to East City Placed 114 trees 68,400 Only trees $ 63,835 $ 3,570,700 Limits Non-motorized Pathway Hastings St Removed 27 trees 30,000 Only trees $ 19,675 $ 875,500 Coit Ave to Sinclair Ave Place 77 trees Placed 20 trees Ottawa Ave - Fulton to Michigan Porous tree grates 13,242 0.17 $ 52,520 $ 2,251,394 Porous pavers Market Ave - Williams to Fulton Removed 36 trees Fulton St - Grand River to Market 15,000 Only trees $ 22,655 $ 9,871,000 Placed 61 trees (Contract No. 1) Curwood Ave - Blossom to Oak Park Oak Park Dr - Curwood to Langley Removed 6 trees -3,600 Only trees $ - $ 2,382,250 Langley St - Oak Park to Plymouth Communication: Annual Report (Annual Report) Placed 2 trees Mount Mercy Dr - 510 feet west of Transplanted 3 1,200 Only trees $ 1,766 $ 546,200 Valley to Valley trees Fulton St - Benjamin to Wallinwood Placed 59 trees 35,400 Only trees $ 54,857 $ 2,623,501 Trees Planted with Local Contract at Placed 297 trees 178,200 Only trees $ 114,551 Various Locations Total 337,842 0.17 $ 329,859 $ 22,120,545 FY2021 Annual Report – Stormwater Oversight Commission 6 Packet Pg. 16  1.7.1.1 3.4 Grants 3.4.1 319 Grant In 2017, the Stormwater Oversight Commission approved an application for a Michigan Part 319 grant to perform bank restoration, educate the public and install green infrastructure in the Alger Ravine watershed. Contracts for the grant were executed in late 2018. In 2019, the Quality Assurance Project Plan was prepared. This was required to be approved prior to any design work. Public education activities were initiated by our partners in the grant, West Michigan Environmental Action Council (WMEAC) and Plaster Creek Stewards (PCS). WMEAC performed a rain barrel workshop with specific invitations going to the residents in the watershed and PCS began performing “Rainscaping” Assessments in the area. Rainscaping assessments entail visiting a property and assessing appropriate green infrastructure for it. In 2020, public education was greatly curtailed by COVID. However, we performed individual meetings with homeowners on the ravine via electronic meetings and submitted plans to EGLE for permits. In 2021, we performed additional education, including a neighborhood gathering the Alger Ravine project construction was substantially completed. Additional plantings are still being planted this spring. Communication: Annual Report (Annual Report) In 2020, WMEAC submitted a grant application with the City and the Lower Grand River Organization of Watersheds (LGROW) for various projects across the watershed. The City will be creating green alleys in the Seymour Square area for stormwater improvements and to enhance walkability. These funds will be used as grant match for green infrastructure at commercial sites in the City and residential sites across the watershed. Funding was awarded and design began late 2021. 3.5 Recommendations The SOC recommends continuing to seek grant opportunities to supplement the City’s funding of the stormwater program. FY2021 Annual Report – Stormwater Oversight Commission 7 Packet Pg. 17  1.7.1.1 4. Capital Investment Strategy 4. CAPITAL INVESTMENT STRATEGY 4.1 Capital Budget The capital investment strategy is to achieve Level of Service “C” as outlined in the 2013 Asset Management and Capital Improvement Plan. Level of Service “C” is defined in Appendix B. FY2021 was a successful year for design of capital projects. The following capital projects were completed this year. • Alger Ravine Bank Stabilization (319 Grant) – Majority of work has been completed in 2021. Some final plantings delayed until Spring 2022. • Glen Echo Bank Stabilization – EGLE Permit Submittal and Revisions. Communication: Annual Report (Annual Report) • The Highlands Daylighting – Preliminary Design and Partner Review. • Capital investment also goes to parts for pump station repairs, provided that the parts have been fully depreciated. Capital Improvement Funding has been planned out through 2026 to match the investment strategy in the plan, as shown in Table 4 through Table 9 below, with the exception that capital for KCDC’s projects and repairs for storm stations that have not been fully depreciated have been reallocated. Table 4. FY2022 Capital Projects Parkway Drainage $500,000 Drainage Improvements and Emergency Repairs FY2022 $135,934 Water Quality Improvement from Daylighting Plan - Woodlawn Cemetery $47,805 GI Implementation - Seymor Sq/319 Grant $57,261 Pumping Station Capital Improvements copy $75,000 FY2022 TOTAL $ 1,056,000 FY2021 Annual Report – Stormwater Oversight Commission 8 Packet Pg. 18  1.7.1.1 Table 5. FY2023 Capital Projects Indian Mill Creek Dredging FY2023 $380,000 Drainage Improvements and Emergency Repairs FY2023 $95,000 Water Quality Improvement from Daylighting Plan - Woodlawn Cemetery $206,000 GI Implementation - Seymor Sq/319 Grant $300,000 Pumping Station Capital Improvements $75,000 Catch Basin Lining $200,000 FY2023 TOTAL $1,256,000 Table 6. FY2024 Capital Projects Drainage Improvements and Emergency Repairs FY2024 $100,000 Plaster Creek Bank Restoration $425,000 Green Infrastructure Implementation 2 $289,000 Riverside Park Water Quality & Daylighting $75,000 Communication: Annual Report (Annual Report) Pumping Station Capital Improvements $75,000 Catch Basin Lining $200,000 FY2024 TOTAL $ 1,164,000 Table 7. FY2025 Capital Projects Drainage Improvements and Emergency Repairs FY2025 $100,000 Bank Restoration $281,000 Riverside Park Water Quality & Daylighting $350,000 Pumping Station Capital Improvements $75,000 Catch Basin Lining $200,000 FY2025 TOTAL $ 1,006,000 Table 8. FY2026 Capital Projects 4450 - Drainage Improvements and Emergency Repairs FY2026 $100,000 Maple Grove Green Infrastructure $96,000 6968 - Daylighting Implementation 2 $240,000 7688-Pumping Station Capital Improvements $75,000 Catch Basin Lining $200,000 FY2026 TOTAL $ 711,000 Table 9. FY2027 Capital Projects 4450 - Drainage Improvements and Emergency Repairs FY2027 $100,000 Coldbrook Drain Rehabilitation – Michigan & Fuller $431,000 7688-Pumping Station Capital Improvements $75,000 Catch Basin Lining $200,000 FY2026 TOTAL $ 806,000 FY2021 Annual Report – Stormwater Oversight Commission 9 Packet Pg. 19  1.7.1.1 Projects were chosen using the 2013 Asset Management and Capital Improvement Plan, the 2015 Stream Daylighting Opportunities Assessment, additional projects identified that meet the Strategic Plan and the Green Infrastructure Portfolio Standards goals and emergency repairs, as needed. 4.2 Recommendations There are no recommendations regarding Capital Investment Strategy at this time. However, given that all recommended projects from the Capital Improvement Plan have now been scheduled, we will continue to incorporate the Large Scale Green Infrastructure Opportunities report and the Stream Daylighting Opportunities Assessment into the Asset Management and Capital Improvement Plan. Communication: Annual Report (Annual Report) FY2021 Annual Report – Stormwater Oversight Commission 10 Packet Pg. 20  1.7.1.1 5. Stormwater Technical Reference Manual 5. STORMWATER TECHINICAL REFERENCE MANUAL 5.1 Changes The SOC reviewed the Technical Reference Manual in 2016 in relation to proposed changes in conjunction with ordinance review for the MS4 permit issuance. As part of the EGLE permit process, however, and working with the other MS4 communities through the Lower Grand River Organization of Watersheds (LGROW), a Stormwater Standards Manual was prepared and approved by the SOC. 5.2 Recommendations Now that the MS4 permit has been issued, the Technical Reference Manual needs to be replaced with the Stormwater Standards Manual. Communication: Annual Report (Annual Report) FY2021 Annual Report – Stormwater Oversight Commission 11 Packet Pg. 21  1.7.1.1 6. RECOMMENDATIONS FOR 2013 STORMWATER ASSET MANAGEMENT AND CAPITAL IMPROVEMENT PLAN 6. RECOMMENDATIONS FOR 2013 STORMWATER ASSET MANAGEMENT AND CAPITAL IMPROVEMENT PLAN 6.1 Facility Improvements During FY2021, the focus of facility improvements continues to be on asset management. In order to determine what facilities need improvement, the facilities need to be assessed through cleaning and televising. The 2013 Stormwater Asset Management and Capital Improvement Plan has set the goal to attain Level of Service “C”. The SOC has requested quarterly updates on progress made on stormwater assets that have been cleaned and/or inspected. Error! Reference source not found. summarizes the annual cleaning and inspection data for the EGLE 2021 reporting year. Given that the City is required to report asset management to the EGLE using the August 1 to July 31 reporting year, and that this is offset from the fiscal year by only one month, numbers presented are for the EGLE reporting year. Communication: Annual Report (Annual Report) Table 10. FY21 Asset Management Data Asset 2021 Annual Goal 2021 Totals Percentages Storm Main Cleaned (ft) 410,000 421,814 103% Storm Main Televised (ft) 53,650 58,339 109% Catch Basins Cleaned (ea) 4,264 3,035 71% As noted above, all FY2021 goals were exceeded, with the exception of catch basins cleaned. We have been limited to the amount of sediment that can be deposited without clogging the vactor dump station. As such, we could only use two trucks at a time to clean catch basins and did not meet the goal. As we have now made it through all catch basins, we are anticipating that there should be less sediment in each basin cleaned. Hopefully, that will allow us to do more basin with only two trucks. We will continue to track this to see if the vactor dump station continues to limit our cleaning ability. The Level of Service “C” annual goal is based on a five-year cycle of preventative maintenance. The cleaning and televising portion of the stormwater asset management program started in 2013 after many decades of only reactive maintenance. Through those years where no preventative maintenance was performed, sediment, debris, and other materials were still collecting in the catch basins and storm pipes. Therefore, it has taken the combined cleaning trucks much longer to clean several decades of material buildup out of the system, as opposed to five years of material buildup. The initial five-year cycle of preventative maintenance may take eight years to complete, but once the initial cleaning is complete, the Level of Service “C” goals will be attainable. The maintenance log for other Level of Service “C” criteria was taken from the annual City of Grand Rapids’ Progress Report submitted to the EGLE and is attached in Appendix B. In addition, almost six miles of ditches were inspected in 2021. The FY2015 – FY2021 data for storm sewer repairs are shown in Table 11. Due to an increase in storm sewer cleanings and inspections, as well as the implementation of the City’s 311 customer service center, these values are not comparable to years before 2015. The lack of past investment led to a lack of preventative maintenance, but now that this maintenance is being performed, the corrective maintenance issues are being identified and FY2021 Annual Report – Stormwater Oversight Commission 12 Packet Pg. 22  1.7.1.1 reported at a higher frequency. Since the implementation of the 311 Customer Service Center in 2014, our citizens have better communication with us, and we have been able to address their problems more quickly. Table 11. FY2015-FY2021 Stormwater Repair Data Maintenance Type FY2015 FY2016 FY2017 FY2018 FY2019 FY2020 FY2021 Results Results Results Results Results Results Results Storm Main - Point 25 23 23 21 154 (ft) 20 22 Repairs Storm Lateral Repaired 15 12 20 46 2 19 12 (ft) Storm Sewer Lined (ft) 778 392 1,375 0 0 4 0 Storm Manholes 9 84 19 28 27 10 29 Repaired/Replaced (ea) Storm Catch Basins 125 109 65 53 66 71 46 Repaired/Replaced (ea) Roadside Ditches 0 400 875 545 3556 100 0 Shaping/Cleaning (ft) In FY2021, City staff maintained eleven stormwater pumping stations for use during major rainfall events. These stations pump stormwater to the river during times where the river level is too high to allow a gravity Communication: Annual Report (Annual Report) discharge. The lift stations are not designed to be in constant use, but because they are critical infrastructure, as they provide flood relief in the system during high river levels, reliable operation is mandatory. In order to maintain these stormwater pump stations, regular maintenance and inspections are necessary. Table 12 shows the type of work orders utilized to properly operate these facilities. Many of the work orders are for preventative maintenance. Any issues discovered are documented, and new corrective maintenance work orders are created. The corrective maintenance work orders may include troubleshooting pump malfunctions, bearing replacements, alarm diagnostics, and communication checks. Table 12. FY2021 Stormwater Station Maintenance Data Work Order Type Air Filter Inspections/Replacements Bar Screen Cleaning Motor Tests (Bi-annual) Electrical Preventative Maintenance (Annual) Instrumentation Preventative Maintenance (Annual) Wet Well Vactor Cleaning Stormwater Station – Biweekly Inspections Corrective Maintenance 6.2 Land Acquisition No land acquisitions were considered during FY2021. 6.3 Capital Renovation or Development During FY2021, the SOC continued to evaluate multiple ideas for capital development. As evidenced in the Capital Investment Strategy (Section 4.1), the SOC has continued to pursue opportunities in the large-scale green infrastructure opportunities and stream daylighting opportunities. The SOC has also taken a focus on recommending grant opportunities as shown in Section 3.4 to further expand the Capital Investment Strategy. FY2021 Annual Report – Stormwater Oversight Commission 13 Packet Pg. 23  1.7.1.1 6.4 Recommendations The goal of the 2013 Stormwater Asset Management and Capital Improvement Plan was to reach the Level of Service “C” by 2020 through small step increases in annual asset management goals. As shown in Error! Reference source not found., the FY2021 goals were exceeded, with the exception of catch basins cleaned. The SOC recommends continued monitoring of the Level of Service “C” goals and to continue pursuing projects from the large-scale green infrastructure and stream daylighting opportunities reports. Communication: Annual Report (Annual Report) FY2021 Annual Report – Stormwater Oversight Commission 14 Packet Pg. 24  1.7.1.1 7. Recommendations Regarding Stormwater Policy 7. RECOMMENDATIONS REGARDING STORMWATER POLICY In March 2015, the permit application for the discharge of stormwater to surface waters of the state from a MS4 was submitted to the MDEQ. Changes to the stormwater code will be required to address requirements under the upcoming MS4 permit. Proposed changes to code were presented to SOC in a series of six separate presentations to prepare for the upcoming MS4 permit. In FY2018, the City was given preliminary approval for its MS4 permit submittal. The SOC continued to approve changes as required in negotiations with the MDEQ. A revised permit package was submitted in 2019. Staff is currently working on City code to incorporate proposed changes. Discussions with EGLE (formerly MDEQ) in 2020 indicate that there will be a draft permit by the end of FY2021. At that time, the proposed code will be submitted to EGLE. SOC will review the code changes and make recommendations to the City Commission upon final approval by the EGLE. Communication: Annual Report (Annual Report) In 2021, the MS4 Permit was issued by EGLE in September. The City has until September 2022 to implement the program. The goal is to have it implemented by July 2022 to align with the City’s fiscal year. Part of implementing the MS4 Permit, changes to the City Ordinance are required. These updates are planned to be completed by March 2022. The permit will also require training for internal and external personnel, and creation of an Industrial Stormwater Program. FY2021 Annual Report – Stormwater Oversight Commission 15 Packet Pg. 25  1.7.1.1 Communication: Annual Report (Annual Report) Appendix A Level of Service “C” Parameters FY2021 Annual Report – Stormwater Oversight Commission 16 Packet Pg. 26  1.7.1.1 Communication: Annual Report (Annual Report) Appendix B Lower Grand River Watershed Progress Report Maintenance Log FY2021 Annual Report – Stormwater Oversight Commission 17 Packet Pg. 27