1. Documenting Self Inspections The City of Hendersonville Department of Public Works Erosion Control Self Inspection Form Power Point Presentation

2. Documenting Self Inspections The self inspection process in an intrigal part of the storm water pollution prevention activities at a site. Due to the dynamic nature of construction activities, through monitoring is extremely important to assuring pollution prevention activities are being effective. PLAN ACT CHECK

3. Documenting Self Inspections The self inspection form was designed to identify deficiencies found on site,, plan how and when they will be corrected, and to sign off once they are completed. City inspections are meant to monitor the effectiveness of the self inspection process not point out the corrective actions needed for a development. A site erosion control contact should be able to tell a City Inspector if there are any current deficiencies and when the corrective action is planned for each deficiency. Planned Corrective Actions Completed Corrective Actions Self Inspections

4. Documenting Self Inspections To have effective self inspections all structures and areas that could become a concern need to be identified on the self inspection sheet This detail is necessary so that structures or areas are not forgotten during self inspections and so that it is clear what exactly is deficient and what needs to be corrected. Example: This snapshot has bare area to be covered, silt fence to be properly installed and possible road inlets that need protection. Each deficiency would have a different unique identifier as well as specific corrective action(s).

5. Documenting Self Inspections The self inspection process is triggered by a 0.5” rain event or when 14 days have passed since the last self inspection. Self inspections can be more frequent if desired but no less frequent. Rain event related self inspections must be conducted within 24 hours after the rain event is over.

6. Documenting Self Inspections Each time an inspection is done a new inspection sheet must be used. Making a master sheet is the first thing that should be done. The development's name would be placed on the master sheet but date and inspector’s name would not.

7. Documenting Self Inspections The master sheet should list all the erosion control, sediment control and drainage structures for the site listed in the first column. The list must have everything currently on site at the time of inspection. Some things to include are: silt fences, check dams, inlets, outfalls, inlet protection, sediment ponds, ditches, bare areas, recently seeded areas, etc

8. Documenting Self Inspections Many of these structures are already identified in the site erosion control plans. CB16 is a catch basin HW7 is a headwall that hosts a inlet pipe that runs under the road

9. Documenting Self Inspections For the most part the drainage structures will be already identified on the site map and just need to be recorded in the first column of the self inspection form in a format that makes the location and type of structure easily identifiable.

10. Documenting Self Inspections Drainage channels are sometimes labeled on the site plans. This ditch is called “Ditch B” and gives a nice description of a drainage structure that conveys storm water run-off from an outfall to a nearby creek. Also the outfall structure is labeled (#10) and a rock check dam is shown but not labeled. All three of these structures should be listed individually in column 1 of the self inspection sheet.

11. Documenting Self Inspections Sediment controlling devices like the silt fence and rock check dam shown on the right have not been traditionally labeled individually. Future plans are to include this but in the mean time each sediment control device should be labeled on the site plan map separately.(i.e SF1, SF2,etc.)

12. Documenting Self Inspections One master site plan map should be used to identify all sediment control devices, drainage structures (including ditches) and erosion control devices. (more on that later) Use existing identifiers as much as possible and write in all other previously unlabeled structures/areas on the map.

13. Documenting Self Inspections This map to the right, now has each ditch labeled, each rock check dam labeled, each silt fence labeled and already had road inlets labeled. All sediment control and drainage structures have now been identified.

14. Documenting Self Inspections Erosion control structures are for the most part temporary or permanent ground cover. For the self inspection you will need to identify areas that need ground cover and monitor areas that have temporary cover until they are stabilized. Once again use existing lot numbers or other identifiers currently on the master site plan to help identify these areas.

15. Documenting Self Inspections When identifying an area that needs seeding or cover list them as “Bare Area or BA. BA1 would be the first area in a development that needs to be fitted with cover. These areas are to be monitored on the inspection sheet until full stabilization has occurred. Once stabilization occurs, place “Stabilized” in the second column of the self inspection sheet. For a bare area that has a lot # or #’s use BA Lots46-48 to identify a bare area that is essentially lots 46- 48

16. Documenting Self Inspections Once you have identified an area or structure do not use that identifier again on master site map to identify a different structure. Example: If silt fence identified as SF2 is removed and a different fence row is placed in another part of the development then that silt fence should be labeled SF3 so as to not confuse it with the previously existing SF2. Place “removed” in the second column of the self inspection sheet to note that the structure has been removed.

17. Documenting Self Inspections Once you have entered all erosion control, sediment control and drainage structures for the site in the first column of the self inspection sheet, then save that copy as a master self inspection sheet for that site. Before each self inspection make a copy of the master and fill in the appropriate information for that self inspection only.

18. Documenting Self Inspections The second column in the self inspection form is for the “status of “ or what condition the erosion control, sediment control or drainage structure is in. If a silt fence has been knocked down, a rock check dam has too much sediment behind it, or any other improvement needs to be made then the current status needs to be identified in this column. Remember this is the status column so it should convey the problem not the solution, which will be addressed in column #3. If everything associated with that particular structure/area is fine then OK is placed in this column.

19. Documenting Self Inspections If all is fine in the development and OK is placed in the second column for each erosion control, sediment control and drainage structure then the self inspector needs to just sign and date the self inspection form and place it in a designated folder, file or other storage compartment.

20. Documenting Self Inspections If corrective actions need to be taken then the third column is used to spell out what action(s) need to take place. A date of when the corrective action is to be completed is to be entered in the fourth column. This should be a reasonable period of time for the appropriate action to be done.

21. Documenting Self Inspections The fifth column is to be filled out when the corrective action is completed. It should include the date and the person’s initials if recorded by any other person than the self inspector’. The sixth column is set up for any additional comments and is there for the self inspector’s convenience. Nothing is required to be placed in this column.

22. Documenting Self Inspections You may need to have more than one corrective action for a particulate deficiency discovered. Example: A silt fence was knocked down by a subcontractor. You would want to both repair the fence and also discuss this matter with the subcontractor to avoid future problems.

23. Documenting Self Inspections After all the deficiencies have been identified, all corrective actions spelled out and a timeframe given to complete each corrective action then the self inspection form should be printed out and signed and dated by the self inspector. The form is then placed it in designated folder, file or other storage compartment

24. Documenting Self Inspections As corrective actions take place, you will need to fill in the date completed in the fifth column. If someone other than the self inspector fills in the date they will need to leave their initials as well. These sheets will then be audited for accuracy and thoroughness at the next Inspection Review by the City Inspector.

25. Documenting Self Inspections The order of how structures/areas are listed in column one of the self inspection sheet is flexible but it is usually best to list them in an order that fits the natural path you travel when conducting a self inspection.

26. Documenting Self Inspections Similar structures can be grouped together if that is to your liking. The most important thing is that whatever is listed in column one is also identified on the master site plan map

27. Questions? Mark Buckreis Stormwater Enforcement Officer 1 Executive Park Drive Hendersonville, TN 37075 (615) 590-4649 mbuckreis@hvilletn.org