PREPARING FOR PROGRAM REVIEW W H A T I T I S T O D A Y , A N D - - PowerPoint PPT Presentation

W H A T I T I S T O D A Y , A N D C O M M O N I S S U E S

PREPARING FOR PROGRAM REVIEW

RE-ACCREDITATION 2017

ANSON CATAWBA CRAVEN GRANVILLE/VANCE HARNETT LENOIR MACON NASH STANLEY CASWELL FORSYTH MADISON MOORE NORTHAMPTON ONSLOW RANDOLPH TRANSYLVANIA WAYNE

D O C U M E N T A T I O N R E V I E W / F I E L D W O R K

PROGRAM REVIEW

PROGRAM REVIEW-ONSITE

DOCUMENTATION REQUIRED FOR EACH REHS AUTHORIZED IN WASTEWATER (IF AVAILABLE):

• FIVE IP/CA PERMIT PACKETS*
• TWO OPERATION PERMIT PACKETS*
• TWO REPAIR PERMIT PACKETS *
• ONE PERMIT DENIAL PACKET*
• ONE PACKET RELATED TO RECONNECTION TO AN

EXISTING SEPTIC SYSTEM

• ONE PACKET RELATED TO APPROVAL FOR A PROPERTY

ADDITION (IF APPLICABLE)

PROGRAM REVIEW-WELLS

DOCUMENTATION REQUIRED FOR EACH REHS AUTHORIZED IN PRIVATE DRINKING WATER WELLS:

• FIVE WELL PERMIT PACKETS ** (FOR COMPLETED WELLS,

IF POSSIBLE)

• ONE PERMIT PACKETS THAT REQUIRED A VARIANCE, IF

AVAILABLE

• ONE REPAIR PERMIT PACKET, IF AVAILABLE**

ADDITIONAL DOCUMENTATION

• COPIES OF ALL CURRENT FORMS (NOT INCLUDED IN THE

PERMITTING PACKETS REQUESTED ABOVE)

• OPERATION & MAINTENANCE FORMS
• MIGRANT HOUSING FORMS
• SUSPENSION/REVOCATION LETTERS
• COMPLAINT LOG
• NOV DOCUMENTATION AND TRACKING
• FORMS RELATED TO ANY OTHER SERVICES PROVIDED

FIELD WORK

• TWO PERMITS SELECTED FROM THE 5 IP/CAS FOR EACH RS
• SITE VISIT AND SOIL WORK COMPLETED AT THESE TWO

SITES

• FINAL INSPECTIONS ATTENDED IF AVAILABLE

Rule or Law Permit Application 1 2 3 4 5 6 7 8 9 10 .1937(d) Is the Application complete .1937(d) Is there a Site plan/Plat with application .1937(d) Is the Facilityshown? .1937(d) Are appurtenances shown Site Evaluation Information .1939 (a)(1) Topography and Landscape Position Recorded? .1940 (a-g) Slope % Recorded? .1939 (a)(2) Texture Class Recorded? .1939 (a)(2) Structure type Recorded? .1939 (a)(2) Consistence Recorded? .1939 (a)(2) Mineralogy Recorded? .1939 (a)(3) Soil Wetness Condition Recorded? .1939 (a)(4) Soil Depth to Rock or Parent Material Recorded When Encountered? .1939 (a)(5) Depth to Restrictive Horizons Recorded When Encountered? .1939 (a)(6) Sufficient Available Space Recorded? .1937(m) Are the Profile Locations Shown? .1939(a) & .1945(b) Are the S/PS Profiles in system & in repair area? Number of auger borings made: Were sufficient auger borings made?

.1939(d), .1955, .1956, .1957

LTAR

.1956, .1955

LTAR within limits of soil group IP/CA

G.S. 130A-336(a) & .1937(g)

Proposed System Type stated-Initial .1945(b) Proposed System Type stated-Repair G.S. 130A-336(a)(3) System location identifiable by setbacks - Initial .1937(g) & .1945(b) System components shown - Initial .1945(b) Repair area shown .1937 (f)(g) Does System design match facility, flow & WW characteristics? .1937 (f)(g)

Is System design consistent with soil/site conditions?

.1937 (f)(g) Is the System located in the approved area? G.S. 130A-336(a) Is the Design flow (gpd) indicated? G.S. 130A-336(a)

Number of Bedrooms, employees, seats, etc. indicated?

.1937(g) Trench depth indicated? .1937(g) Trench width indicated? .1937(g) Trench length indicated? G.S. 130A-336(a)(1) Proposed/existing well shown? G.S. 130A-336(a)(1) Property line lengths shown? G.S. 130A-336(a)

Facility/appurtenance setbacks shown from fixed points?

_____________ County Permit Review Worksheet

P R O C E D U R E S

COMMON ISSUES

COMMON ISSUES

PROCEDURES

1.

INCOMPLETE APPLICATIONS & INADEQUATE SITE PLANS

SITE PLANS

COMMON ISSUES

PROCEDURES

1.

INCOMPLETE APPLICATIONS & INADEQUATE SITE PLANS

• 2. APPLICANT SIGNING FOR “RIGHT OF ENTRY”

WITHOUT DOCUMENTATION OF LEGAL REPRESENTATION

State Health Director MEMORANDUM FROM: L. Layton Long, Jr., Environmental Health Section Chief TO: Environmental Health Supervisors Local Health Directors DATE: January 30, 2013 RE: Owners Legal Representative Documentation Recently an issue has been raised regarding situations where a person represents themselves to the health department as the “legal representative” of a property owner for the purpose of making a septic permit application. 15 NCAC 18A .1937 (d) requires the “signature of the owner or owner’s legal representative” for the purposes of making an application for an improvement permit. In

• rder to address this rule requirement, many health departments have developed “legal representative” forms as a means to document

an individual as being the owner’s legal representative. The issue at question is whether or not a health department can require or mandate the use of their form before accepting a septic application from someone other than the property owner. In 2011 the General Assembly enacted Session Law 2011-398 which amended GS 150B-18, which covers rulemaking, with the following language; “An a agency shall not seek to implement or enforce against any person a policy, guideline, or other nonbinding interpretive statement that meets the definition of a rule contained in G.S. 150B-2(8a) if the policy, guideline, or

• ther nonbinding interpretive statement has not been adopted as a rule in accordance with this Article.”

G.S. 150B-18 defines a rule as “any agency regulation, standard, or statement of general applicability that implements or interprets an enactment of the General Assembly or Congress or a regulation adopted by a federal agency or that describes the procedure or practice requirements of an agency……” In general this law prohibits a health department from using forms, procedures or policies, in the enforcement of a state rules authorized by General Statute, that establish additional requirements not spelled out in the rules or law. Although a health department cannot require a specific “legal representative” form in order for someone to submit a septic application it does not negate the clear requirement in the rule that the application be signed by the owner or the owner’s legal representative. If the application is not signed by the owner, proof still needs to be provided that the person submitting the application is the owner’s legal

• representative. There are several options available to the health department and the public in demonstrating this legal relationship

between the property owner and the representative. Examples of acceptable documentation may include, but are not necessarily limited to, the following; a power of attorney, court ordered guardianship, executor of an estate, bankruptcy trustee, or a real estate

• contract. Forms created by the health department to satisfy this requirement can still be offered as another option of providing proof

they just cannot be required. If someone chooses not to use the form offered by the health department then the burden of proof falls back to the individual seeking to submit the application. C: Chris Hoke

Owner’s Legal Representative Form

• or-

Power of Attorney

• or-

Real Estate Contract

• or-

Estate executor

• or-

Bankruptcy trustee

• or-

Court ordered guardianship

COMMON ISSUES

PROCEDURES

1.

INCOMPLETE APPLICATIONS & INADEQUATE SITE PLANS

2.

APPLICANT SIGNING FOR “RIGHT OF ENTRY” WITHOUT DOCUMENTATION OF LEGAL REPRESENTATION

3.

“VOIDING” A PERMIT WHEN CHANGES ARE REQUESTED

PIN _________________ ___________________________COUNTY HEALTH DEPARTMENT Permit Number _________________________ IMPROVEMENT PERMIT/CONSTRUCTION AUTHORIZATION IMPROVEMENT PERMIT A building permit cannot be issued with only an Improvement Permit ISSUED TO: ___________________________________________ PROPERTY LOCATION:_________________________________________________________________ ____________________________________________________________________________________________ New  Repair  Expansion  Site Improvements required prior to Construction Authorization Issuance: Type of Structure: _______________________________________ ____________________________________________________________________________________________ Proposed Wastewater System Type: _________________________ Projected Daily Flow: ____________ GPD ____________________________________________________________________________________________ Number of bedrooms: _______ Number of Occupants:______ Basement  Yes  No ____________________________________________________________________________________________ Pump Required:  Yes  No  May be required based upon final location and elevations of facilities Type of Water Supply: _________ Permit valid for:  Five years  No expiration Permit conditions: ______________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________

Authorized State Agent: ____________________________________________ Date:___________________ See Attached site sketch The issuance of this permit by the Health Department in no way guarantees the issuance of other permits. The permit holder is responsible for checking with appropriate governing bodies in meeting their requirements. This site is subject to revocation if the site plan, plat, or the intended use changes. The Improvement Permit shall not be affected by a change in ownership of the site. This permit is subject to compliance with the provisions of the Laws and Rules for Sewage Treatment and Disposal and to conditions of this permit.

CONSTRUCTION AUTHORIZATION

(Required for Building Permit) The construction and installation requirements of Rules .1950, .1952, .1954, .1955, .1956, .1957, .1958,and .1959 are incorporated by reference into this permit and shall be met. Systems shall be installed in accordance with the attached system layout. ISSUED TO:_____________________________________________ PROPERTY LOCATION: ________________________________________________________________ ____________________________________________________________________________________________ Facility Type: _____________________  New  Expansion  Repair Basement?  Yes  No Basement Fixtures?  Yes  No Type of Wastewater System** _____________________________ (Initial) Wastewater Flow: __________GPD (See note below, if applicable  ) _____________________________ (Repair)

Installation Requirements/Conditions

Septic Tank Size: __________ gallons Total Trench Length: ________ feet Trench Spacing: _____ Feet on Center Pump Tank Size: __________ gallons Trenches shall be installed on contour at a Soil Cover: _____ inches Maximum Trench Depth of: ______ inches (Maximum soil cover shall not exceed Pump Requirements: ______ ft. TDH vs. ______ GPM (Trench bottoms shall be level to +/- ¼” 36” above the trench bottom) in all directions) Aggregate Depth: ______inches above pipe ______inches below pipe ______inches total Conditions: ______________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________

**If applicable:

I understand the system type specified is different from the type specified on the application. I accept the specifications of this permit. Owner/Legal Representative Signature: _______________________________________ Date: ___________ This Construction Authorization is subject to revocation if the site plan, plat, or the intended use changes. The Construction Authorization shall not be transferred when there is a change in ownership of the site. This Construction Authorization is subject to compliance with the provisions of the Laws and Rules for Sewage Treatment and Disposal and to the conditions of this permit. Authorized State Agent: ___________________________________________________ Date of Issuance: ___________ See Attached site sketch Construction Authorization Expiration Date: ___________________________ PAGE 1 OF ____

Notice of Intent to SUSPEND/REVOKE Improvement Permit/Construction Authorization ______________(Date) Owner: _______________________________ Address:______________________________ _____________________________________ Subject: Notice of Intent to Revoke/Suspend ______________(specify name/location) Improvement Permit/Construction Authorization Dear : (Owner’s Name) The _________________ health department inspected the site for the on-site wastewater system located at ________________ (physical address) for compliance with the Laws (Article 11 of Chapter 130A of the North Carolina General Statutes), Rules (15A NCAC 18A .1900 et seq.), and Improvement Permit/Construction Authorization _______________ (specify type and number)

• conditions. As a result of this inspection, the Department has determined the following violations:

Violation Law or Rule Citation ________________________________________________________________________________ _____ ________________________________________________________________________________ _____ ________________________________________________________________________________ _____ ________________________________________________________________________________ _____ [Example #1 - 18 inches of soil removed from site in violation of NCGS 130A-335(f), Rule .1937(g), Rule .1943, Rule .1947(c), and IP Condition No. 2.] [Example #2 - Nitrification trenches installed at a depth of 30 inches in violation of Rule .1955 (m) and CA Condition No. 2.] This is to notify you that based on these violations, the Department intends to suspend/revoke (specify) your Improvement Permit/Construction Authorization (specify) 30 days from the date of this notice. If the health department determines that all of the violations have been corrected before thirty (30) days expire, the suspension/revocation (specify) will not go into effect. [Insert for suspension] If the permit is suspended, the health department must determine that the violations have been corrected before the suspension will be lifted. [Insert for revocation] If the permit is revoked, you must apply for a new Improvement Permit/Construction Authorization and meet the requirements

• f the current laws and rules necessary to obtain a new IP/CA.

You have a right to an informal review of this decision. You may request an informal review by the environmental health supervisor at the local health department. You may also request an informal review by the NC Department of Health and Human Services Regional Soil Scientist. A request for informal review must be made in writing to the local health department.

INTENT TO REVOKE

VOLUNTARY RELINQUISHMENT OF ADMINISTRATIVE APPEAL RIGHTS Date prepared: Owner(s): Mailing Address: Property location/site legal description: Original Improvement Permit (IP) # Date issued: Original Authorization to Construct (AC) # _Date issued: I,

(print full name)

, voluntarily relinquish my rights to pursue a formal appeal through the North Carolina Office of Administrative Hearings pursuant to NC General Statute 130A-24 and 150B-23 and all other applicable provisions of Chapter 150B for the above referenced permit(s) (which includes the IPs and ACs) in

• rder for the authorized agent/local health department to issue the applicable permit (new IP and/or CA) for the
• site. I understand by completing this form that the permit(s) for a

(System description)

will be revoked immediately by the authorized agent/local health department. I understand that the local health department’s revocation of a permit can be appealed to the North Carolina Office of Administrative Hearings within 30 days of the revocation pursuant to the North Carolina Administrative Procedure Act. I understand that in order for the local health department to issue another IP and AC that the current IP and AC must be revoked. I understand that the local health department’s revocation of an IP or CA is not effective until 30 days from the revocation or, if the revocation is appealed, at the time that the Office of Administrative Hearings issues a final decision. I understand that by signing this form and relinquishing my right to appeal the permit revocation at the Office of Administrative Hearings that the local health department’s permit revocation will become effective immediately. I understand and agree that the revocation of a permit that takes effect immediately is in my best interest. I understand that by signing this form that I agree that I do not want to appeal the permit revocation. I understand that I am not required to relinquish my appeal rights but that this is an option available to me so I do not have to wait 30 days for the revocation of the permit to take effect. Signature of Property Owner: Date signed:

VOLUNTARY RELINQUISHMENT OF ADMINISTRATIVE APPEAL RIGHTS

D O C U M E N T A T I O N

COMMON ISSUES

COMMON ISSUES

SITE EVALUATION/IP/CA

1.

USE OF OLDER FORMS

DEPARTMENT OF HEALTH AND HUMAN SERVICES Sheet ____ of ____ DIVISION OF PUBLIC HEALTH, ENVIRONMENTAL HEALTH SECTION PROPERTY ID #: ___________ ON-SITE WATER PROTECTION BRANCH COUNTY: ___________ SOIL/SITE EVALUATION for ON-SITE WASTEWATER SYSTEM (Complete all fields in full)

OWNER: _________________________________________________________________________________ _ APPLICATION DATE_________ ADDRESS:___________________________________________________________________________ DATE EVALUATED: __________ PROPOSED FACILITY: ______________ PROPOSED DESIGN FLOW (.1949): __________ PROPERTY SIZE: __________________ LOCATION OF SITE: ___________________________________________________________ PROPERTY RECORDED: ____________ WATER SUPPLY: ฀ Private ฀ Public ฀ Well ฀ Spring ฀ Other ______________________________________________ EVALUATION METHOD: ฀ Auger Boring ฀ Pit ฀ Cut TYPE OF WASTEWATER: ฀ Sewage ฀ Industrial Process ฀ Mixed

P R O F I L E #

.1940 LANDSCAPE POSITION/ SLOPE % HORIZON DEPTH (IN.)

SOIL MORPHOLOGY

(.1941)

OTHER PROFILE FACTORS

.1941 STRUCTURE/ TEXTURE .1941 CONSISTENCE/ MINERALOGY .1942 SOIL WETNESS/ COLOR .1943 SOIL DEPTH .1956 SAPRO CLASS .1944 RESTR HORIZ PROFILE CLASS & LTAR

1

2

3 4 DESCRIPTION INITIAL SYSTEM REPAIR SYSTEM

OTHER FACTORS (.1946): _____________________________________ SITE CLASSIFICATION (.1948): ________________________________ EVALUATED BY: ____________________________________________ OTHER(S) PRESENT: _________________________________________

Available Space (.1945) System Type(s) Site LTAR COMMENTS:_____________________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________________________________

PIN _________________ ___________________________COUNTY HEALTH DEPARTMENT Permit Number _________________________ IMPROVEMENT PERMIT/CONSTRUCTION AUTHORIZATION IMPROVEMENT PERMIT A building permit cannot be issued with only an Improvement Permit ISSUED TO: ___________________________________________ PROPERTY LOCATION:_________________________________________________________________ ____________________________________________________________________________________________ New  Repair  Expansion  Site Improvements required prior to Construction Authorization Issuance: Type of Structure: _______________________________________ ____________________________________________________________________________________________ Proposed Wastewater System Type: _________________________ Projected Daily Flow: ____________ GPD ____________________________________________________________________________________________ Number of bedrooms: _______ Number of Occupants:______ Basement  Yes  No ____________________________________________________________________________________________ Pump Required:  Yes  No  May be required based upon final location and elevations of facilities Type of Water Supply: _________ Permit valid for:  Five years  No expiration Permit conditions: ______________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________

Authorized State Agent: ____________________________________________ Date:___________________ See Attached site sketch The issuance of this permit by the Health Department in no way guarantees the issuance of other permits. The permit holder is responsible for checking with appropriate governing bodies in meeting their requirements. This site is subject to revocation if the site plan, plat, or the intended use changes. The Improvement Permit shall not be affected by a change in ownership of the site. This permit is subject to compliance with the provisions of the Laws and Rules for Sewage Treatment and Disposal and to conditions of this permit.

CONSTRUCTION AUTHORIZATION

(Required for Building Permit) The construction and installation requirements of Rules .1950, .1952, .1954, .1955, .1956, .1957, .1958,and .1959 are incorporated by reference into this permit and shall be met. Systems shall be installed in accordance with the attached system layout. ISSUED TO:_____________________________________________ PROPERTY LOCATION: ________________________________________________________________ ____________________________________________________________________________________________ Facility Type: _____________________  New  Expansion  Repair Basement?  Yes  No Basement Fixtures?  Yes  No Type of Wastewater System** _____________________________ (Initial) Wastewater Flow: __________GPD (See note below, if applicable  ) _____________________________ (Repair)

Installation Requirements/Conditions

Septic Tank Size: __________ gallons Total Trench Length: ________ feet Trench Spacing: _____ Feet on Center Pump Tank Size: __________ gallons Trenches shall be installed on contour at a Soil Cover: _____ inches Maximum Trench Depth of: ______ inches (Maximum soil cover shall not exceed Pump Requirements: ______ ft. TDH vs. ______ GPM (Trench bottoms shall be level to +/- ¼” 36” above the trench bottom) in all directions) Aggregate Depth: ______inches above pipe ______inches below pipe ______inches total Conditions: ______________________________________________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________________________________________________________

**If applicable:

I understand the system type specified is different from the type specified on the application. I accept the specifications of this permit. Owner/Legal Representative Signature: _______________________________________ Date: ___________ This Construction Authorization is subject to revocation if the site plan, plat, or the intended use changes. The Construction Authorization shall not be transferred when there is a change in ownership of the site. This Construction Authorization is subject to compliance with the provisions of the Laws and Rules for Sewage Treatment and Disposal and to the conditions of this permit. Authorized State Agent: ___________________________________________________ Date of Issuance: ___________ See Attached site sketch Construction Authorization Expiration Date: ___________________________ PAGE 1 OF ____

Site Sketch

PIN _________________________________________ Permit Number ___________________________________ ฀ Improvement Permit ฀ Construction Authorization ___________________________________________________________ __________________________________________________________________ Applicant’s Name Subdivision/Section/Lot Number ___________________________________________________________ __________________________________________________________________ Authorized State Agent Date System components represent approximate contours only. The contractor must flag the system prior to beginning the installation to ensure that the proper grade is maintained.

Scale = ______________

COMMON ISSUES

SITE EVALUATION/IP/CA

1.

USE OF OLD/OUTDATED FORMS

• 2. INCOMPLETE SITE EVALUATION FORMS

COMMON PROBLEMS

SITE EVALUATION/IP/CA

1.

USE OF OLD/OUTDATED FORMS

2.

INCOMPLETE SITE EVALUATION FORMS

3.

FAILURE TO DOCUMENT BORING LOCATIONS

COMMON PROBLEMS

SITE EVALUATION/IP/CA

1.

USE OF OLD/OUTDATED FORMS

2.

INCOMPLETE SITE EVALUATION FORMS

3.

FAILURE TO DOCUMENT BORING LOCATIONS

• 4. INSUFFICIENT MEASUREMENTS TO LOCATE

APPROVED SOIL AREA/WELL AREA

COMMON PROBLEMS

SITE EVALUATION/IP/CA

1.

USE OF OLD/OUTDATED FORMS

2.

INCOMPLETE SITE EVALUATION FORMS

3.

FAILURE TO DOCUMENT BORING LOCATIONS

4.

INSUFFICIENT MEASUREMENTS TO LOCATE APPROVED SOIL AREA

5.

INADEQUATE INFO ON AS-BUILT/RECORD DRAWINGS

OTHER ISSUES

• FAILURE TO DOCUMENT DISCUSSIONS WITH

OWNER/APPLICANT

• PROCESSING REPAIR REQUESTS WITHOUT AN

APPLICATION

• PERMITTING A REPAIR WITHOUT DOCUMENTING A

SOIL/SITE EVALUATION

• FAILURE TO DOCUMENT/ACCOUNT FOR SLOPE
• SWC WITHOUT MUNSELL DESIGNATION
• STANDARD LOADING RATES /TRENCH DEPTHS
• ADJACENT SOIL AREAS WITH VARYING TRENCH

DEPTHS

OTHER ISSUES

• SOIL WORK DOES NOT JUSTIFY TRENCH DEPTH

LOCAL REVIEW/QA

1.

Did the owner sign the application, or is there verification of the applicant to sign on their behalf?

2.

Is the soil sheet complete?

3.

Can the location of the auger borings be duplicated based on the information provided?

4.

Does the flow permitted match the application?

5.

Can the location and dimensions of the approved soil area be duplicated based on information on the permit?

6.

Can the facility location and dimensions be duplicated based on the permit?

7.

Is the loading rate appropriate for soil/site conditions?

8.

Is the trench depth justified by the soil notes?

9.

Does the permit account for driveways, waterlines, wells, etc.?

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