HomeMy WebLinkAbout2021-24 Dam Safety Philosophy & Adopting Owner's Dam Safety Program2
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RESOLUTION NO.2021 - 2
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND,
OREGON ESTABLISHING A DAM SAFETY PHILOSOPHY AND
ADOPTING AN OWNER'S DAM SAFETY PROGRAM
RECITALS:
A. The City of Ashland owns and operates 1 losler Dam as part of its water and electric systems.
Regulatory oversite for the project is provided by the Federal Energy Regulatory Commission (FFRC).
B. Hosler Dam is considered a high hazard dam lay FFRC.
C. The City of Ashland's Dam 'Safety Program operates under the Owner's barn Safety Program (ODSP)
in accordance with FF,RC regulations, standards and requirements
D. The Public Works Department is primarily responsible for the implementation of the dam safety
program as guided by the ODSP and FERC requirements.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The Ashland City Council recognizes that dam safety is appropriately the first and foremost
responsibility of the City as a darn owner and the City is the first line of defense against dam failures and
safety incidents. The City acknowledges and accepts its responsibility to safely operate, and
manage Hosler Dam. A focused and robust dam safety program will safeguard public safety, the
environment, and the City's hydroelectric and water treatment plant facilities.
SECTION 2. The Ashland City Council commits to provide the resources and funding necessary to
ensure dam safety. The annual Public Works budget shall account for funding and staffing necessary for
the dam safety prograrn.
SECTION 3. The Ashland City Council adopts the ODSP document included in exhibit A, which is
attached and hereto and incorporated herein by this reference, The ODSP shall be updated by City staff as
necessary.
SECTION 4, 'Phis Resolution takes effect upon signing by the Mayor. This resolution was duly PASSED
and ADOPTED this
'� I day of flu) 2021.
ADOPTED by theCity Council this (lay
of ,w..
, 2021.
RESOLUTION NO. 2021-24
ATTEST:
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Melissa I-Itilitala, City Recorder
SIGNED and APPROVED this ._ day of.... 2021.
I Reviewed as to form:
I Katrina L. Brown, City Attorney
RESOT,..U'f'ION NO. 2021-24
J Lille Akins:, Mayor
V
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RESOLUTION NO.2021-24
Exhibit A
Page 3 of 3
'-"'WNER'S DAM SAFETY PROGRAM (ODSP)
-�k I
RE EDER GULCH HYDROELECTRIC PROJECT
FERC Project No. 1107 OR
December 2021 Update
V10
84357 En
EXPIRPS:
Prepared by Scott Fleury PE
Public Works Director
City of Ashland, Oregon
2021 Owner's Dam Safety ProgramLODSP) Hosler Dam
Table of Contents
l........~.......,~.~.......~.,~.........~...........~...~.............3
2TERMS AND DEFINITIONS ................................................................................................. 3
3DAM SAFETY POLICIES, OBJECTIVES, AND EXPECTATIONS ~.....................4
4 RESPONSIBILITIES FOR DAM SAFETY .... ..................................................................... d
4.1 Program Management .......... ................................. —................... ........ .......... ............. ...... 6
4.2 Authority o[the Chief Dam Safety 0noneur—.................. --- ...... ...................... ....... ........ 7
4.3 Staff Responsibilities Ku Dan Sufetv--_----..._...—._---.... ... ......... _............ 8
5DAM SAFE, Tl/TRAINING PROGRAM .............. .... ......................................................... 1V
b COMMUNICATION, COORDINATION,,& REPORTS ........................ 11
6.1 bntuom| Communication and Reports .................................................................................... }l
62External Communication and Reports ........................ .... .... ..... ...................... ......... ......... |2
7@E CORDI{E EPING AND 0ATA}3ASEB........................................................................... l2
7.1 Inspection Reports, Training Plansand Other R000rdu—................................................... .. 12
7.2 External Correspondence .... 13
8SUCCESSION PLANNING ................................................................................................... 13
YCONTINUOUS IMPROVEMENT ........................................................................................ 14
l0AUDITS AND ASSESSMENTS .................................................................................... ..... 14
11.......~......~.........................~...............~...~~.......15
Public x*,lisx.ginceiiu la�(5aUfny-5s47
znH. Main Street ms(540488-6«06
Ashland, Oregon *nm ury: (541)735a900
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2021 Owner' s Darn Safety Program (ODSP,) Hosler Darn
I INTRODUCTION
Both Hosler Dam and the hydroelectric facilities at the Water'Freatment Plant (WTP) are
regulated by the Federal Energy Regulatory Commission (FERC), The ONvner's, Dam
Safety Program (ODSP) for Hosler Dam is intended to ensure that tile darn Owner's
(City of Ashland's) relevant employees, agents, and consultants have completeawareness
and understanding of all necessary dam safety MCaSt,MCS and requirements. This ODSP is
established to provide a framework of procedures and docurnentation related to dam safety
and regulatory compliance for the City of Ashland (COA). The requirements of this
program apply to COA's hydroelectric project licensed by the FERC titled The Reeder
Guleb Project No. P-1 107 and takes precedence over other COA programs and
procedures related to dam safety and regulatory compliance for City -owned hydroelectric
plants. Appropriate procedures and documents related to darn safety and regulatory
compliance shall be rooted through the Chief Dam Safety Engineer to e11SL11'e compliance
with this program,
This ODSP states the policies and expectations of the City Council, the City Manager and
its Public Works and Electric Departments regarding dam safety and regulatory
compliance for FERC licensed facilities and defines the dam safety- related duties of
COA's employees, agents, and consultants.
2 TERMS AND DEFINITIONS
Assessment — A documented routine review conducted to evaluate the performance or
effectiveness of an activity. (FERC ODSP Assessment Evaluation Parameters 6/29/2007)
Chief Dam Safety Engineer — The engineer with responsibility and authority to CrISLIM
the Owner's ODSP is fully implemented and to ensure high standards are maintained for
dam safety and regulatory compliance. fhe Chief Dam Safety Engineer is a point of
contact for non -emergency regulatory communications from COA to FERC and reports
directly to the Public Works Director.
Data —An engineered barrier constructed to contain a body ofwater, orcontrol the flo%v or
level of water.
Dam Safety Inspection — Regularly scheduled monitoring performed in accordance Nvith
the current Dam Safety Surveillance and Monitoring Plan (DSSMP) and LISingall
inspection plan and/or checklist (e.g. Hosler Dam Visual Inspection F'onn or Hosler Dam
Visual Observation Checklist), These inspections Nvill be performed by operations
personnel, the dam safety staff, or otherqualifted consultants.
Public Works Engineering Tel: (54 1) 4 88-55,17
20 F, Main Street Fxx: (54 1) 488-6006
Ashland, Oregon 97520 TTY: (541) 735-2900 Ail
jy�j��y,,qsh lind, or. us I Mm
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2021 Owner's Darn Safety Program (ODSP) Hosler Dam
FERC — The Federal Energy Regulatory C0111111iSSiffll.
FERC Part 1.2 Inspection — A formal inspection at five-year intervals to be conducted by
the approved FERC Independent C011SLIftant in conjujictiori with the Chief Dan) Safety
Engineer.
FERC Independent Consultant —A third party consultant contracted to perform the
FERC Part 12 Inspection.
Independent Consultant — A third -party consultant contracted to perform specific duties
in addition to the FERC Part 12 Inspection.
Modification(s) — Activities that change the physical features or design of the project, or
the way physical features are operated, from the state reflected in the plans or drawings or
other doCLUnCrItS filed with FERC.
Pi-oject - Hosler Dam and Reeder Gulch Hydroelectric Project Licened as FERC Project
No. 1107 OR
3 DAM SAFETY POLICIES, OBJECTIVES, ANT) EXPECTATIONS
It is the COA's policy and priority to maintain safe and compliant operation of our
facilities. City of Ashland employees and consultants shall implement this policy in the
conduct of their work assignments.
City of Ashland's employees, agents, and consultants shall operate its FERC
licensed facilities consistent with the commitment of COA and its subsidiaries to
good stewardship and responsible behavior.
This shall include an awareness by COA's employees that they are entrusted with
the responsibility and privilege to operate COA's generating plants in a safe,
reliable, and efficient manner. Further, this shall include an awareness by COA's
employees that COA's daily operating practices must always place public safety,
personnel safety, and environmental compliance above all other performance goals
of COA.
Production or other business objectives shall not be allowed to compromise dawn safetyor
regulatory compliance. This policy has been detailed in a signed document entitled Cilj� of
Ashland Dam &ij&fy Philosoj)hy which shall be presented in employee training and
available for revimv at the Water Treatment Plant, the City's Services Center at 90 North
Mountain, and at the office of the Public Works Director in the Community Development
building at 51 Wiriburn Way. See Appendix I for a copy of this document.
COA shall also incorporate this policy into the daily operations of its 1,El�C licensed
facilities through regular and as -needed discussions and training sessions.
Public Works Enginming TO: (5,11) 488-55,17
20 E, Main Street Fm: (541) )88-6006
Ashland, Oregon 97520 Ul'Y: (5,11) 735-2900
�vw''a'shhand'or. u's IF510,11
Z:\Bothe1KDa1a1C0A1101 7079TERC Dam Safety Fngineer%0DSP\2017-0DSP.doCx 4
2021 Owner's Darn Safety Program (ODSP) Hosler Dam
This ODSP implements commitments to FERC to maintain compliance with FERC dam
safety and regulatory requirements. Proposed changes to the re(JUirernents oFthis program
shall be communicated in writing to the FERC Regional Engincer for review and written
acceptance prior to implementation.
The objective of the ODSTI for FERC licensed facilities is to assure continuing safe and
compliant operation through the following program initiatives:
0 Clearly communicate policies and expectations regarding darn safety and
regulatory compliance.
Implement organizational changes if necessary, to assure compliance with
FERC requirements for dam safety.
a Define protocols for communications and for reporting dam safety issues.
0 Define the authority of the Chief Dam Safety Engineer.
a Provide a comprehensive Dam Safety Training Plan. See Section 5 below.
Require Assessments to ensure compliance and to achieve all ongoing focus on
dam safety and regulatory compliance. See Section 10 below.
0 Create and implement a Dam Safety Surveillance and Monitoring Plan
(DSSMP).
See Section 4.1 below.
The City of Ashland expects that its employees, agents, and consultantsperforming
services for a FERC licensed facility will fully comply with all of PERC's dam safety
related requirements.
These i tic] Lide the requirement to use sound and prudent engineering practices in any
action relating to the design, construction, operation, maintenance, use, repair, or
modification Of SLIC11 1)1'0.iccts (18 C.F.R. 12.5).
These also include the requirement to notify FERC about the following, in the
manner specified in tile cited regulations:
o Any condition affecting the safety of a projjcct orprqject works (18
C.F.R. 12, 10); and
o Any modification to the project or project works (18 C.F.R. 12A 1).
Titeyftit-ttiei-itieltidettiei-eqtiii,eiiieiitto comply with all additional items specified in
the license applicable to each FERC approved project.
Public Works Eugineeiing Tel: (54 1) 488-5547
20 E. Main Stiect Fxv (54 C) 488-6006
A st i I a i id 0 regon 97520 TTY: (541) 735-2900 PIA& IFJOR
12
2021 Owner's Dam Safety Program (ODSP) Hasler Darn
6 The COA will communicate these requirements to the applicable employees,
agent's, and consultants in training sessions by providing a copy of this ODSP to
them and discussing it with them in training sessions and otherwise as needed. The
Chief Dam. Safety Engineer or designee is authorized to determine the proper level
of training' required of such employees, agents or consultants based on Personal
judgment as to the relevant factors, including but not limited to the following: prior
experience, background, expected services to be performed for COA, and the impact
of such services on dam safety and compliance with FERC regulations.
The performance evaluations for Inal'ua,gement good supervisory employees in the
dam safety organization and in the hydroelectric operating organization will place
emphasis on accountability for dam safety and regulatory compliance. Other
normally expected job performance areas such as personal contributions, leadership,
teamwork, cooperation, communications, and self -identification of problems, will
also be evaluated.
4 RESPONSIBILITIES FOR DAM SAFETY
4.1 Wogr°am Management
The Chief Dat'n Safety Engineer, Dam Safety Staff, and Plant Operations Staff, shall
develop and implement program elements, including but not limited to:
a ChiefDaln Safety Engineer (or des ignec) independent review and approval of
proposed 'modifications.
Standardized forms to document da'm'inspect'io'ns.
a Qualifications for dam inspection personnel.
A formal DSSMP which mects FERC requirements, as described in the letter from
the FERC Regional Engineer provided in Appendix 3. `fhe monitoring component of
the DSSMP shall include detailed descriptions of inspections to be performed by the
following personnel:
• Facility Operations and Maintenance personnel
o Facility Management personnel
• Hydroelectric Engineering and Dam Safety personnel
• Independent consultants performing FERC Fart 12 inspections and other
inspections as necessary
The inspection program documentation shall outline the frequency and type of inspections
to be performed by the personnel included above. The inspection program docut'nemtation
shall also outline true i'nstrnmel'itation nionitoring and assessments that will be part of the
inspections.
Public Works E:ng%ncering Tel: (541)488-5547
24 E. Mein Street t'ar•: (541) 4$8-6006 ��
Ashland Oregon 97524 TTY: (541) 735-2944
13
2021 Owner's Dam Safety Program ODSP Hosler Daryl
• An instrumentation calibration program.
• Risk assessment to prioritize issues identified during inspections.
• 'Training per the Dam. Safety Training Plan (Section 5).
• Retention of records.
The City Manager, ,Ashland City Council, and the Public Works' Directorprovide the necessary
policies, directives, and resources to assure safe and compliant operation of the FERC licensed
facilities. Senior management understand the risks involved with dam ownership, and is
committed to providing the resources necessary to ensure the safety of the public as well as
that of the City employees and operators of the facility.
Operations personnel, Public Works personnel, or others who propose a modifications atfecting
dam safety shall obtain independent review and approval by the Chief Dam Safety Engineer
before implementation.
A flow chart illustrating the decision -making process for identifying and resolvingdam-
related safety issues, such as whether and haw to make a proposed Modification, is
attached in Appendix 2.
Current dam safety senior managcment staffing consists of-.
• Ashland City Council:
c) Julic Akins, Mayor
o Tonya. Graham
0 Shaun Moran
o Gina DuQuenne
o Paula Hyatt
o Stefani Seffinger
o Steve Jensen
• City Manager: Gary Milliman
• Public Works Director: Scott Fleury, PE
• Deputy Public Works Director: Vacant
• Chief Dam Safety Engineer: Scott Fleury, PE
Public Works Engineering
20 L. Main street
Ashland Oregon 97520
aw wnnw ,asii a nd.or us
Tel: (541) 488-55,17
Pay: (541) 488-6006
T'TY: (541) 735-2900
Pr IA
14
2021 Owner' s Dann Safety Program (ODSP) Hosler Dam
4.2 Authority of the Chief Dam Safety Engineer
The Chief Dam Safety Engineer shall be empowered with the followingauthority:
Oi'det-necessary corrective action ifdaiiisafctyisinqtiestioil.Tl)iSaLiti101-it),
includes the issuance of an oral or written stop work order for operational activities
or an order fora j)l8llt shutdown, if necessary to place an affected dam in a safe
condition,
• To remove any doubt, the Chief Dam Safety Engineer shall have the authority to
direct any COA employee, agent, or consultant to take any action which in his
judgment is necessary to ensure dam safety, including action to Shut down the
operation of the Reeder Gulch Project.
• Conduct 1,111alMOU111CM facility il)SPeCtiOlIS,
• Review and approve proposed modifications or changes to a dam structure,
Operating system, control system, Or critical maintenance or operations procedures
before implementation. This review and approval may be delegated to a qualified
person or persons; however, the Chief Dam Safety Engineer maintains overall
accountability for the review process.
• Approve dam safety instrumentation design for each applicable installation.
• Request the rise of external resources from consultants to assist with internal
Assessments performed by the Chief Dam Safety Engineer or Dam Safety Staff, if
needed. Issue contracts for additional external assessments performed by third party
consultants as required ill Section 10 of this ODSP to augment the regular FERC
five-year inspection cycle.
• Create and enforce a schedule for assessments to evaluate compliance with the
ODSP and to assure that required Audits and Assessments are completed in a
timely and effective manner.
4.3 Staff Responsibilities foi- Dam Safety
The Chief Dain Safety Engineer shall perform the Following duties and responsibilities:
Report directly to tile Public Works Director. The Public Works Director reports,
independently of operations, to the CityManager.
Provide updates of darn safety and compliance IllattCrS to the Public Works Director
and appropriate operational management.
As necessary, notify the Public Works Director regarding issues that could affect
public safety or safe dam operations. In the event that the Public Works Director is
unavailable, the Chief Dam Safety Engineer shall notify one or more of the
following personnel as necessary: The City Manager, Fire Chief, and the Police
Chief. The Chief Dam Safety Engineer shall be provided full protection from any
Public Worl" Digbicering TO: (54 1) 488-5 5,17
20 E. Main Street FLx: (5,11) 488-6006
Ashland, Ore. -on 97520 '17Y: (541) 735-2900 Pla
15
2021 Owner's Dam Safety Program (ODSP) Hosler Dam
reprisal for making the notifications or reports.
Take necessary corrective action when dam safety is ill question, issue all oral or
written stop work order for operational activities or a plant shutdown order if
necessary to place an affected dam in a safe condition.
Communicate relevant information with FERC and respond to FERC I-C(ILIeSts and
reqLlirClIICrltS on a timely basis.
Participate in FERC Operational Inspection, the annual formal inspection
conducted, by a F'ERC inspector. The FERC inspection should also be supported by
the Operations Staff and the Dam Safety Staff.
Supervise correspondence related to dam safety and regulatory compliance between
COA and FERC, except for immediate notifications required by Emergency Action
Plans (EAP). The hydroelectric plant management may need to contact FERC oil
operational issues.
• Work collaboratively Nvith the hydroelectric plant management and staff to ensure
dam safety and regulatory compliance.
• Provide oversight of crigincering and operational activities related to dam safety,
independent of the day-to-day operations.
• Ensure a Dam Safety Training Plan is developed and implemented, as described ill
this program,
• Ensure Emergency Action Plan drills for each facility are evaluated for
effectiveness, and implement improvements to the EAP if needed.
• Review and comment on annual updates to theEAP.
• Direct the creation, implementation, and maintenance of a DSSMP for all FERC
licensed facilities. Refer to Section 4,1 for additional details.
0 Coii(Iticttjiiaiiiiottiicedfacilit),iiispectioiis,as(leciiiedal)pi-ol)t-iate.
a Designate a qualified alternate to act in his or her absence, with the concurrence of the
Public Works Director.
Assess the implementation and effectiveness of the msp. These assessments will
include the effectiveness of the Dam Safety Staff and operational activities.
Operations personnel for the Reeder GUICII Project shall perform the following duties and
responsibilities:
Work as a team with the Chief Dam Safety Engineer and Dam Safety Staffto ensure
dam safety and regulatory compliance,
Public Worlius Engkicering TO: (5,11) 488-5547
20 E, Main Street FLx: (5,11) 488-6006
Ashland, Oregon 97520 'I-I'Y: (541) 735-2900 IF
IvNm%ashland,or,us 1,F7411
16
2021 Owner's Dam Safety Program (ODSP) Hosler Dam
0 Mai rita in Emergency Action Plan and coordinate I-CCILI irCd drit] S.
a Initiate correspondence related to dam safety and regulatory compliance through the
Chief Dam Safety Engineer or I'Liblic Works Director, except as required by the
CAI'.
0 perform dam operations, maintenance, and inspection duties assigned by Public
Works Director or designee.
0 Notify the Chief Dam Safety Fligincer before a project modification is made.
Notify the Chief Darn Safety Engineer if a condition is identified which potentially,
affects dam safety.
If shutdown of equipment or the plant is warranted due to safety or asset
preservation issues, make that decision in a prompt manner, independent of any
business objectives or requirements.
a Immediately implement any stop work order foroperational activities or plant
shutdown order that is issued orally or in writing by the Chief Dam Safety Engineer.
5 DAM SAFETY TRAININGr PROGRAM
A Dam Safety Training Plan shall be implemented for personnel involved in tile
operation or modification of hydroelectric facilities on a level appropriate to the assigned
responsibilities, The Dam Safety Tl'airlillg Plan shall iFICIUde training for management,
operations, maintenance, engineering, consultants, and contractors as needed and
appropriate based on interaction with project.
Comprehensive dam safety training for new operators, crigincers and dam safety staffwill
begin within one Nveek of being hired, and shall include the followingfeatures:
0 General and site -specific training focused on dam safety awarciless and regulatory
Compliance.
a Presentation of policies regarding dam safety and regulatory compliance.
Review of Potential Failure Modes (PFMs) and the risks associated with each
mode,
a Recognition of potential dam safety deficiencies, including design basis events fear
each facility,
® Inspection and monitoring reporting.
0 (qualification standards for personnel colid LIC(ing inspections, coils istent with the
nature and complexity of assigned duties.
PAU Works Engineering Tel: (54 1) 488-5547
20 1'. Main Street Fax: (541) 488-6006
Ashland, Oregon 97520 TFY(54 1) 735-2900
17
2021 Owner's Dam Safety Program (ODSP,) Hosler Dam
0 Personnel training records.
0 Review of Emergency Action Plans.
Training will continue on all anneal basis for employees with responsibilities related to
dam safety. Subject matter will vary according to identified training needs and
modifications to the facility and/or operational procedures, but shall include the following
features:
0 General training focused on dam safety awareness.
a Review of*policies regarding dam safety and regulatory compliance.
Recognition of potential dam safety deficiencies, including, but not limited to,
design basis events.
0 Review of Emergency Action Plans.
Effectiveness of the Dam Safety Training Plan shall be one Of the subjects of internal
Assessments and external Audits, Findings and corrective actions from these Assessments
and Audits shall be included in the annual written report to FERC described in Section 6.2.
In establishing and maintaining training programs, the Chief Dam Safety Engineershall
consider and make use of all appropriate materials, such as FE RC's Part 12 regulations and
its E'ngineering Guiclelines.for the Ev(dualion of Itydropols'erproiects, as well as
opportunities to attend seminars, conferences, and 1,ERC trainingprograms. Training
program elements are more explicitly outlined below fbr critical staff associated with the
Dam Safety Program.
Critical Dam Safety Trainim! Pro2ram Elements
All employees associated with the Dam Safety Program will be aware of or be trained
specifically using the inrormation and tools defined below. A darn safety training matrix is
detailed in appendix 6.
City of Ashland Documentation:
Standard Technical Information DOCUlnent (STIR)
Potential Failure Modes Report (PFM)
Potential Maximum Flood Report (PMF)
Owners Dam Safety Program (ODSP)
Chief Darn Safety Fngineer Report (CDSE)
Dam Safety and Surveillance Monitoring Plan and Report (DSSM(R)(P))
FERC Part 12 Independent Inspection Report
Emergency Action Plan:
Annually the City will hold all EAP Seminar to review the EAP with City staff, first
responders and others as required to ensure understanding of the EAP document.
Documented training actions associated with the EAP will be detailed in the required
annual EAP status report.
1,11blic NVOrks Engineering Tel: (54 1) 488-5 547
20 E. Main Street Fxx: (541),188-6006
A s I lama , Oregon 97 520 TFY: (5,11) 735-2900 ���_
IN
2021 Owner' s Dam Safety Program (ODSP) Hosler Dam
Every five (5) ),cars the City will hold a Functional Emergency Action Plan exercise
(FEAP), An After -Action Report will be submitted to FERC as required. Prior to tile
FEAP, the City will host a tabletop exercise prior as an additional training step.
FERC Documentation:
Chapter 6 -- Emergency Action Plans
Chapter 9 — Instrumentation and Monitoring
Chapter I I — Arch Darns
Chapter 14 — Dam Safety Monitoring Performance Program, (appendix 3. & K -
DSSMR(P))
Chapter 15 (draft) --- Supporting Technical Information Document
Federal Emergency Management Agency (FEMA)
Homeland Security Exercise and Evaluation Program (I-ISEEP)
Incident Command System (ICS)
0 ICS 100 — IntrodUCtiOn to the Incident Command System
0 ICS 200 —Basic Incident Command System for Initial Response
a ICS 300 — Intermediate ICS for expanding incidents
® ICS 700—NlMSanlntrodUGti01l
Training Options:
BUI-CaLl of Reclamation Seminar on Safety Evaluation of Existing Dams (SEED)
FERC- Emergency Action Plan Design Course
Association of Dam Safety Officials trainings
FEMA Training Aids for Dam Safety
61 COMMUNICATION, COORDINATION, REPORTING, & REPORTS
6.1 Interim] Communication and Repot-ts
Personnel in the Electric Department, Public Works Department, and other support personnel
shall notify the Chief Dam Safety Engineer MillinlUln of 90 days beforea proposed 1)
modification is made. Additionally, operations supervisory personnel shall immediately notify
the Chief Dam Safety Engineer or other Dam Safety Staff if a condition is identified which
potentially affects darn safety.
The following communication requirements shall be implemented by thehydroelectric
organization:
COA employees and consultants engaged in hydroelectric operations or supporting
activities shall report issues related to(lain safety and regulatory coIn pIialice to
their immediate supervisor,
0 Supervisors and managers shall take immediate action if necessary to address
issues related to dam safety and regulatory compliance. Additionally, they shall
promptly notify the Chief Dam Safety Engineer or other Dam Safety Staffwithin
24 hours.
Public Works Elighleerilig Tel: (541) 488-5547
20 E. Main Strect Fax: (541) 488-6006
Ashland, Oregon 97520 TIN: (541) 735.2900
ortrAiall
... .. ............ .
19
2021 Owner's Dam Safety Program (ODSP) Hosier Dam
Any C1llpl0ycC,0r C011SUltant may dOCI-Hrient or orally convey concerns to tile Chief
Dam Safety Unghicer and shall be provided full protection from anyreprisal for
coill Iri till icating such concerns.
'File Chief Dam Safety Engineer shall report directly to the Public Works Director, and not to
the organization routinely responsible forprodl.lCti011.
The Chief Dam Safety Eugincer shall regularly report dam safety and regulatory
compliance issues to the Public Works Director, who in turn reports indeperidentlyof
operations to the City N/lanager.
'File Chief Dam Safety Engineer is required to notify the Public Works Director regarding
issues that could affect public safety or safe (lain operations. If the Public Works Director is
unavailable, the Chief Dam Safety Engineer shall notify one or more of the following
personnel as necessary: Deputy Public Works Director, City Manager, Fire Chief, and/or
Police Chief
The Chief Dam Safety Engineer shall report dam safety and regulatory compliance issues
and conduct meetings with senior management at least annually or more often ifdeemed
necessary by the Chief Dam Safety Official.
6.2 External Communication and Reports
The Chief Dam Safety Engineer shall supervise non -emergency regulatory reportingof
(]am safety issues. Except forthose immediate communications required by emergency
plans, communications related to darn safety and regulatory compliance between COA and
FEItC shall be routed through the Chief Dam Safety Engineer. External C01111111.11lications
with Emergency Management Agencies shall be made by the Chief Dam Safety Engineer,
unless ail emergency demands immediate response. If the situation threatens public safety
or the safety of facility operators, then the staff person reporting the situation may be
instructed to contact Frnergericy Management Agencies after reporting to management.
Tile Chief Dam Safety Engineer shall provide ail atinual written report to the FEIZC
Regional Engineer, or present the report in person at the discretion of FERC, regarding the
status and compliance of the sub�jcct facilities.
7 RECORD KEEPING A.ND DATABASES
7.1 Inspection Reports and Other, Records
Records generated 1)), inspection procedures, training, and other Support activities shall be
retained at the FERC licensed facility in the custody of the Chief Dam Safety Enginceror
retained as digital records. Other records include drawings, specifications, design reports,
safety program reports, and compliance history. The retention period for theserecords will
vary, and will be stored as specified by the originating procedures and programs.
Public Works Fligirlecrilig
20 E. Main Street
Ashland, Oregon 97520
y,t�jn
Td: (541) 488-5147
Fax,: (541) 488-6006
'17Y: (541) 735-2900
FAA
20
2021 Owner's Dam Safety Program (ODSP) Hosler Dam
The following documents are kept in hard copy at both the Water Treatment Plant and the
Public Works office in the Community Development Building:
0 Hosler Dam EAP (revised annually)
• Monthly Inspection and Monitoring Reports (e.g. Visual Observation Checklist)
(retained for life of project)
The following documents are filed with the Department of Public Works, both in digital
form and in hard copy. Hard copies of tile listed dOCLIments are stored in the Community
Development Building:
• Owner's Darn Safety Program document (retained until revised)
• Hosler Darn EAP (revised annually)
• DSSMP (revised as needed)*
• Annual EAP Status Report (retained for life of project)
0 Potential Failure Modes Analysis report (retained Ulltil revised)*
a Independent Consultant Safety Inspection Report (retained for life of project)
*The DSSMP and PFMA reports are contained within the STID document
The following documents are kept in digital files on the City server:
a City of Ashland Emergency Operations Plan (revised as needed)
a Supporting Technical Information Documents (STID) (revised as needed)
The Chief Dam Safety Engineer is responsible for the upkeep of the Potential Failure
Modes Analysis report, the Independent Consultant Safety Inspection Report, and the
STID in their most current forms.
7,2 External Correspondence
All correspondence between the COA and FERC related to hydropower projects shall be
kept it) the custody of file Chief Dam Safety Engineer in hardeopy, or retained as digital
records, for the life of the facility and then for ten years thereafter.
8 SUCCESSION PLANNING
If the Chief Dam Safety Engineer position becomes vacant due to reorganization or loss of
staff, the Public Works Director shall designate a qualified staff member to the Chief Dam
Safety Engineer position, and provide him or her with the proper training prior to the
position being vacated. If such a vacancy OCCLU'S unexpectedly, -without ample time to train
Public Works Engineering Tel: (541) 488-5547
20 E, Main Street Fax: (541) 488-6006 11
Ashland, Oregon 97520 ITY: (541) 735-2900 W
ww,v,aMdand.ou us %
2021 Owner's Darn Safety Program (ODSP) Hosler Dam
a successor, or if no such qualified staff member exists, the City of' Ashland shall hire a
qualified consultant to perform the duties of the Chief Dain Safety Engineer ona
temporary basis until the COA is able to fill thatposition. The consultant resume will be
submitted to FERC for approval.
The City of Ashland shall maintain a full and appropriately -sized staff of engineers,
facility operators and maintenance workers to run the facility, conduct and report oil
inspections, generate technical documents and correspondence, and address any issues that
may arise. If the City anticipates a Water Treatment Plant Operator position or any other
position with duties involving dam safety becoming vacant, the City shall plan to fill that
position Avith a qualified candidate and provide an overlap of time sufficient to train the
new employee completely in their dam safety-i-clated duties before the exiting employee
leaves. It should be the intent of the City to provide seamless transition ofdam safety
duties and responsibilities during; personnel changes. If such a position becomes vacant
unexpectedly, the City shall seek to fill the position and train the new employce as soon as
practicable.
9 CONTINUOUS, IMPROVEMENT
']'his ODSP is a living document ail(] as such shall be periodically reviem.,ed to assurethat it
reflects the current staffing and organizational structure Of the City of Ashland, and
incorporates the lessons learned from ongoing implementation of the program. Potential
Failure Modes and state-of-the-art practices related to dam safety and operation shall be
reviewed, and new information should be incorporated into the ODSP where appropriate.
Information gathered from dani safety monitoring and operating history, kilmviedge
gained from staff training and the study of case histories of incidents and failures, aswell
as findings from assessments of the ODSP shall be considered when reviewing the ODSP
and determining whether improvements can be made to the program.
10 AUDITS AND ASSESSMENTS
The Chief Dam Safety Engineer and other Dam Safety Staff will routinely COD(ILICt internal
assessments. These assessments will focus oil operational compliance and the
implementation and effectiveness of the Owners Darn Safety Program.
The Chief Dam Safety Engineer will be responsible for performing internalassessments
and reporting the results of those assessments to the Director of Public Works. Such
internal assessments are to occur annually, or as needed based on changes to staffing or
protocol. The Chief Dani Safety Engineer may also issue contracts for additional independent
external assessments (Audits) of COA's compliance with the ODSP. External assessments
shall be conducted once every five years to augmenting the regular FERC five-year
inspection cycle, and a report and summary of the external assessment shall be
Public Works Engineering Tel: (541)488-5547
20 E. Main Stice( Fm: (541) 488-6006 A
Ashtand, Oregon 97520 TTY: (541) 735-2900
%Vwmaoflmlorms IraAa
22
2021 Owner's Dam S,afety Program (ODSP) Hosler Dam
submitted to FERC by the Chief Dam Safety Engineer. These assessments pray include the
following:
0 Review of operating and maintenance records for each facility to determine if
proper notification procedures were followed.
• Iteview of Dam Safety Surveillance and Monitoring Reports (DSSMR) foreach
facility to verify compliance with the FERC-approved DSSMP.
Review of training records to verify that clam safety training is being provided in
accordance with the plan.
Interviews, exaiiiinatioiis,oi-otlici-tiietilodstoevalLiate the effectiveness oftraining.
Interviews of clam safety staff, facility managers, staffengineers, and hydro plant
technicians to determine their understanding of the ODSP and the implementation of
their respective i-esponsibilities.
11 REFERENCES
2013 FERC Part 121D Independent Inspector's Report
2018 FERC Part 12D Independent Inspector's, Report
Current Dam Safety Surveillance Monitoring Plan
Supporting Technical Information Document ITev. #5 April
2021
APPENDICES
Appendix ],City Manager's Dam Safety Policy
Appendix 2, City's Resources Dedicated to Dam Safety
Appendix 3, Regional Engineer's letter 2021
Appendix 4, Chief Dam Safety Engineer's resume
Appendix 5, City of Ashland Safety Policy
Appendix 6, Dam Safety "(raining Program Matrix
Public Works Engincerhig Tel: (541) 488-5547
20 E. Main Street Fxv (541) 488-6006
Ashlind, Ore. -on 97520 TTY: (54 1) 735-2900
23
2021 Owner's Dam Safety Program (ODSP) Hosler Dam
Appendix I
City of Ashland Dam Safety Philosophy
City of Ashland employees are entrusted with the responsibility and privilege to
operate the Reeder Gulch hydroelectric facility in a safe, reliable, and efficient
manner for the benefit of the residents of Ashland. Our daily operating practices
must always place public safety, personnel safety, and environmental compliance
above all other performance goals.
City management has the authority and responsibility to implement this standard
throughout the organization.
Public Works Eughicering
20 Main Street
Ashland, Oregon 97520
Tel: (541) 488-5547
Fax: (541) 488-6006
ITY: (54 1) 735-2900
Gary Milliman.
City Manager Pro Tem
(541) 488-6002
orms
24
PF" 15011
2021 Owner's Dam Safety Prograrn, (ODSP) Hosler Darn
Manager of
Telecom mu n,ications,
& Information
Technology
Information
Technology
Services
Staff
Public N1101ILS Engineering
20 E. Main Street
Astilwid, Oregon 97520
Appeltidix 2
2021
-City of Ashland -
Resources dedicated to Darn Safety
Director of
Electric Utility
Electric
Operations
Staff
Ashland City Council
City Manager
Joseph Lessard
Chief Darn Safety
En&eer
Scott Fleury, PE
Fleet and Building
Maintenance
SUper%
Street Operations
Division
Wastewater
Treatment &
Reuse I
Water
Distribution
Division
Tel: (541) 488-55,17
Fwv (5,.11),188-6006
, I " I , Y: (541) 735-2900
Dam Safety OflflcW/
Director of i"Iubhc Works
Scott Fleury, PE
DePLIty Public Wairks
Nrector
Vacant
Public Works
Operations I
Mike Morrison Dam Safety
Coordinators
Clara Marshall/Kevin
Caldwell
Dam Safety/ Water
Treatrnent PiIant
Opeirations
Alistair Andre
Daim Safety/ Water
Treatment Plant
Oper,atoors
David Onkka
Ian Taylor
Uriah Jones
Matt Reeder
25
PIFFIAMN611
2021 Owner's Dam Safety Program (ODSP) Hos[er Dam
Appendix 3
FEDERAL ENERGY REGULATORY COMMISSION
Office of Energy Projects
Division of Dam Safety and Inspections- Pmtdand. Regional OfJ-1ce805 SW
Broadway, Suite 550
Portland, Oregon 9720
(503) 552-22011
4/ 19/2021
Dear Licensee/Exemptee:
Subject: Annual Letter —liemindcr of Responsibilities
This letter is intended to remit)(] you of your obligations and responsibilities as the holder of a license or
exemption from (lie federal Energy Regulatory Commission(FERC) fora hydropower facility. `]'his
letter contains new information that may ianpact your proiect although we acknowledge that it also
contains many of the same reminders each year. These reminders focus on some of the most important
aspects ofour dam safety program that require your attention. We strongly encourage you to read it
carefully in its entirety, including the enclosures and the referenced FERC website links, in order to
Understand your clam safety, public safety, and security responsibilities.
This letter xvill be sent to you each year primarily by email. Please reply to
PRO Aiiiirualll...,ettcr(i^),FEI C,GOnCV,(and copy the FERC project engineer(s) assigned toyourprojcet(s), if
possible) Nvith a signed copy of the "Annual Letter Acknowledgment" to acknowledge ),oil have
received and read this letter. Please do not formally file the acknowledgement letter with the
Commission.
We provide this letter to all who have been issued 'Licenses or exemptions for hydropower facilities,
regardless of project size. Not all aspects of this letter are equally applicable to all recipients and
therefore, this letter should be shared with your Chief Dam Safety Engineer or Chief Dam Safety
Coordinator, if different from the addressee. This letter should also be shared with everyone involved in
your dam safetyprogram, including senior management. It is )'Out' responsibility, and the responsibilityof
your dam safety group, to be familiar° with the terms and conditions of your license or exemption and to
Operate your project in compliance with those requirements. This will enable you to apply this letter, as
appropriate, to your projects. Please contact our office if you have ally questions about the applicability
of a specific requirement. to your projects.
Public Work T^;ngilleering
20 13. Main Street
Ashland) Oregon 97520
jymy uW...;�,�&Ihgir) (ffr LIS
Tel: (541) 488-3547
Fax: (541) 488-6006
TFY: (541) 735-2900
26
20211 Owner's Darn Safety Program ODSP llosler Darts
Highlighted Items for 2021
COVID 19 Response. We were unable to perform all of our normal dam safety inspections in 2020 due
to the Covid-19 Pandemic. During this time, we asked many of our licensees to respond to
questionnaires and/or we relied upon licensees and exempteesto perform their own dam safety
inspections. For 2021, we are evaluating which projectswiIt be inspected by each. Regional Office once
Commission staff can resume 1101•mal travel. As of the date of this letter, we do not have a schedule for
returning to normal operations. Please continue to reach out to your Regional Engineer with any
questions about darn safety inspections and/or other dam safety matters. Below, we provide information
on how to submit documents and filings with the Commission and with the Regional Offices during this
time (&e How to Ti-onsmif Dam Sglr ,Iy and Public Sgfefy Documents to the Commission). ',Are wisli to
thank all of our licensees and exemptees forworking with us during this difficult time.
Part 12 Regulation Update. On July 16, 2020, the Commission issued a Notice of Proposed
Rulemaking (NOPR) proposing to amend :18 CFR Part 12 governing the safetyof hydropower projects
licensed by the Commission under the Federal Power Act. Theseregulations are intended to promote the
safie operation, effective maintenance, and efficient repair of licensed hydropower projects and project
works to ensure the protection of life, health, and property in surrounding communities. In general, the
NOPR proposes to revise the regulations to: incorporate two tiers of project safety inspections by
independent consultants, define the requirements of an independent consultant team, codify existing
guidance requiring certain licensees to develop an Owner's Dam Safety Program and a Public Safety
Plan, update existing regulations related to public safety incident reporting, and make various minor
revisions. In additionto the proposed regulation changes, the Commission also issued four proposed draft
chapters to our Engineering Guidelines. The chapters include:
Chapter 15 — Supporting'ITechtlical Information DocumentChapte:r 16 Part 12D Program
Chapter 17 --- Potential Failure Mode AnalysisChapter 18 - Level 2 Risk Analysis
A 60-day public comment period was opened to receive comments on the proposed regulation changes
and proposed new Engineering Guideline chapters. Thepublic comment period closed in late September
2020.
The proposed regulation revisions are included in the NOPR as a rulemaking (RM) docket (RM20-9)
and are available on FERC's cLibrary system at w my,fer ,g,c y, Each of the draft chapters of the
Engineering Guidelines are also available on eLibrary under separate Advisory Docket (AD) notices
(AD20-20 through AD20-23). The NOPRand four AD notices have also been publislied in the Federal
Register,
Public Work Digincering Tel: (541) 488-5547
20 E. dSheet (551) 0Ashlar, Oregon 97520 TTY: (541) 735-290 PX
RE
2021 Owner's Dam Safety Program (ODSP) Hosler Darn
Security B:raiieh. The Security Branch Nvill continue to evaluate physical and,cybersecurity at FERC
licensed and exempted projects, in remote and on -site
capacities. While the Security Branch has several team members, the Branch utilizes
D2SlSeCLHJt5' Lrgnc�h(Li)t e a. for tile majority of its correspondence, The Security Branch asks that all
inbound and outbound correspondence is encrypted and/or attachments are password protected (Nvith the
password provided via telephone call, separate email, or alternate C01111111111iCati011) With the SlJI3jCCt line
referencing the project number(s). As a reminder, security documents must not be submitted to
eLibrai-3, —'those documents required as part of FERC's &eurio) Pro�rwwfearHjclrol-7ower PI-ojects,
Nvill be reviewed in the field or in all agreed -upon remote capacity. While not an exception to this Filing
rule, tile Annual Security Compliance Certification (required for Security Group Is & 2s and clue
December 3 I't each year) should be emailed to the Security Branch Nvith the appropriate Regional
Engineer copied oil tile email. When submitting dam safety and other I icensing/compliance
correspondence to the Commission, do not mix security related information including,'but not limited to,
security features (e.g., cameras), security procedures (e.g., guards and response), cyber network
connectivity, and law enforcement response times.
Annual Emergency Action Plan (EAP) Requirements. There are several annual requirements for
EAPs discussed in Enclosure 2 of this, letter. Several of these items have historically been handled in
face-to-face meetings (i.e,, annual seminars, training sessions for drills, and distributing Llpdatcs/EAP
reprints). If face-to-face mectings are not possible due to the pandemic, these items should be handled
through virtual rneetingsto the extent possible.
']'here may be issues Nvith providing hard copies of documents (e.g., updates, reprints) to certain parties
during the pandemic. For EAP submissions to the Commission, see the How to Transmit Dam &?/e/J)
andPublic,Sqfety Documents to the Commission section below, At a Illiflill'111m, documents provided to
plan holders should be provided as searchable PDF files and hard copies should be distributed when
possible.You should ensure the PDF files are of such quality that the documents are legible, especially
the inundation maps. You may also want to confirm the preference for all parties to receive hard copies
in addition to the electronic versions. We highlight that hard copies still serve a purpose during
emergencies when there is a loss of power.
We note that some licensees Use automated notification systcnis in their EAPs. These systems are also
beillg used to perform the call -down tests during annual drills. The use of these systems during drills
should include a procedure for all parties to acknowledge receipt of the message to determine the
system's effectiveness. We also recommend that all EAPs, that rely on automated notification systems,
include a procedures to ellSilre responders can confirm the message is accurate; can receive moredetailed
information if needed; and can ask for additional information soon after
Public Works Enghicering
20 E. Main street
Ashland, Oregon 97520
a KI�L,ashland, cm us
Tel: (541) 488-5547
Fax: (541) 488-6006
TTY: (541) 735-2900
28
I & lortAAMM
2021 Owner' s Dam Safety Program (ODSP) Hosler Dam
receiving the initial notification. This can be clone by holding a virtual mecting or phone conference with
all parties soon after the initial notifications go out. You should considertesting this procedure ClUrilIg the
annual drill.
Employees and Incident Reporting. This is a reminder that Part 12.1 O(b) requires you to report, for
j;our emj)loyees cind cono,actors uncles your employ, any scrious injuries anddeaths in the same manner
those injuries/deaths are reported for the general public. Mostsuch employee incidents, that happen at
the project, would be considered project -related and would require a written report describing the cause,
location, and any remedial actions taken or proposed to avoid or reduce the chance of similar accidents
pursuant to 12, 1 0(b)(I )-(4). This requirement is separate from any reporting obligations to the
Occupational Safety and Health Administration.
Change of Ownership. This is a reminder that the new owner of a FERC-regulated hydropower project
(or of a Corporation that owns a project) assumes all dam safety responsibilities and liabilities and all
non-compliance liabilities from the previous owner. Before acquiring a project and/or seeking a license
or exemption transfer, we advise the prospective buyer to perform all needed due diligence to identify
any outstanding dam safety and compliance issues from the current owner. In general, scheduled and
require(] dam safety Nvork must be completed on time with few exceptions made due to a change in
ownership. Should You decide to sell and/or transfer one of your projects, please inform the prospective
buyer of the above information,
Pi-ioi- Commission Authorization. Modifications and changes to your projects require prior
coordination with the Regional Engineer. Any activities that require engineering analyses, modifications
to existing structures, or ground -disturbing activities of any kind (e.g., ClCarillg, grubbing, excavation, or
repeated off -road travel) are subject to review forpotential dam safety and environmental impacts.
Therefore, you are required to coordinate these activities with us prior to performing the work. This does
not include replacement in -kind of motors, pumps, or similar items that are considered rOLItille operation
and maintenance, unless you are removing or altering potentially historic Or culturally significant items.
We require a minimum of 60 days to review final plans and specifications for the proposed work,
although initial communication with this office willprovide a better understanding of what's involved for
us to perform our review. See additional information in items No. I I and 12 in Enclosure 2.
Natin-al Disasters. Floods, Fires, major storm events, and earthquakes often impact projects. If one of
your projects is damaged by a natural disaster, Nve ask you to notifythe Regional Engineer immediately,
similar to any significant dam safety incident covered L111dCr item No. 5 in Enclosure 2.
Public Works Enginming
Plik
Tel: (5,11) 498-5547
20 Fin street
Fxx: (54 1) 488-6006
Ashland, Oregon 97520
TIY (54) 735-2900
29
2021 Owner' s Darn Safety Program ODSP Hosler Darn
How to Transmit Dam Safet , and Public Safety Documents to the Commission
Electronic Submittal of Documents. All dam safety and public safety documents you submit to the
Commission should be filed electronically using the Commission's eFil ngsystem at
iii��� -�e"�� 'mare �.cMsv. The one exception is Security related documents which are
addressed in the Security Branch section of this letter.
Documents should be in a searchable format with a linked Table of Contents to enable navigation to
each section of the document. The cover letter or first page of the filing should indicate "Electronically
Filed." When eFiling dam safety and public safety documents, including items addressed to (fie Director
of Darn Safety in Washington, DC,always choose Hydro: Regional Office and the regional office that
corresponds to your prcrjcct from the eFiling ineim. See No, 15 of Enclosure 2 for additional information
regarding document labeling and uploading documents under the correct Security classification tab
during eFiling. Please refer to our 11a�t�ir•olxmver Filin:, Guide for additional information on filing
hydropower documents. For assistance with any of our online systems please contact FERC Online
Sttl)port at 1 F lit:.t r�lir�eSrrppo t(ct)dt�r_ ,gar (866) 208-3676 (toll free), or (202) 502-8659 ("1 i'Y).
There are some cases where your submission cannot be eFiled because the file types are not accepted by
eFiling, the files cannot be divided into 50 inb or less, or the data package is too large. In these cases,
anything that can be eFiled must be eFiled andthe remaining parts of the submission can be transmitted.
using one of four methods:
email, 2) file transfer site provided by you, 3) file transfer site (using SharePoint) provided by FERC, or
4) mailing a CD, DVD, or external drive to the Office of EnergyPrctjccts in Washington DC. Any
transmittal of files that does not occur through eFilinginust be coordinated with the project engineer.
What if I cannot Submit Documents E, lectronically;r If you cannot submit docurnentselectronically
because you do not have access to the internet, you must notify the projectengineer of your submission
and send one copy of all darn safety and public safety documents to the Secretary of the Commission's
Office to be posted to dLibrary at the appropriate address. NOTE: Address blocks on the letters to the
appropriate Commission staff may remain as is,
Packages sent via the U.S. Postal Service roust be addressed to: Kimberly D. Bose, Secretary, Federal
Energy Regulatory Conimission,888 First Street NE, Room IA, Washington, DC 20426.
Packages sent via any other carrier must be addressed to.
Kimberly D. Bose, Secretary, Federal Energy Regulatory Commission,12225 Wilkins Avemre,
Rockville, Maryland 20852.
Public Works Engineering Tel: (541) ,488--5547
F. Street Fax: ( 78-6006
Asrland, Oregon 97520 CrY: (541) 35-290
0
30
Hard Copies Are Not Required During 100% Tellework.The Commission remains on 100%
telework status due to the ongoing Covid- 19 Pandemic. Requirements for sending hard copies are
suspended during this time.
This guidance for submitting documents to the Commission is valid until FERC reconstitutes and staff
returns to offices. We do not have a timeline for when that will occur. When the Commission
reconstitutes,, we will issue further guidance regarding: 1) any need for hard copies of documents
submitted (11,11-ilIg 100% telework and; 2) any needfor hard copies going forward after reconstitution.
Reminder of Responsibilities
In addition to the above, to assist you in ensuring compliance with FERC damsafety regulations,
Enclosure 2 includes a S1.1111mary of common requirements, primarily from Title 18, Parts 8 and 12 of
the Code of Federal Regulations, as well asa number of administrative requirements that are often
overlooked. Please review Enclosure 2 along With YOLII- license or exemption to ensure that )IOLII'
operations comply with all requirements.
Throughout the year, we host workshops and training courses that may be of interest to you. A
schedule and description of upcoming workshops and courses can be accessed at the following
website:
and-confierences
Thank you for your attention to this letter. Please call me at 503-552-2700 if youhave any questions
about the enclosed information or about your proJects in general.
Sincerely,
Douglas L. Johnson, P.E.Regional Engineer
Enclosures
Acknowledgement of Receipt of Annual Letter
Reminder of Responsibilities
Public Works ETigincering Tel: (54 1) 488-5547
20 E. Main Street Fax: (541) 488-6006
Ashland, Oregon 97520 1 " I , Y: (541) 735-2900 pla
31
ANNUAL LEITER ACKNOWLEDGEMENT
Please itchnowledge Your receipt of this alillual letter by email using tile following
email address: fIRO i jj,( AC GOV and if possible, Copy the FERC
A l n %
prolcct engineers assigned to your projects.
(Please Print)
Project No(s). - I k (A -
1, SCoIT Pt.:jLopvy° V�E, POCZA.At-
(11,11110) (title)
of
C'AiT W A b�`A t.-mA
(organization)
acknowledge receipt of this annual letter dated 4/19/2021, OLitlillilIg this OrgItliY4Ati0ll'8
responsibilities under the jurisdiction of the Federal Energy Regulatory Commission
(FFRC). This letter has been provided to all those respollsible for implementing the
dam sal'u), program within our organization. They have acknowledged that they have
read and understand the contents of this letter and/or will contact FERC with ally
questions. Note: digital signatures are acceptable,
1 K4
Pohlic Works Engine ring Tel: (54 1) 488-5547
20 E. Main Street Ftx: (541) 488-6006
Ashland, Oregon 97520 TTY: (541) 735-2900
NVA
REMINDER CIF RESPONSIBILITIES
ANNUAL REQUIREMENTS
Spillway Gate Opel-ation. See 18 CFR §§ 12.44(b) and (c), and 12,13 for periodierequirements and
verification. If any of your projects include spillway gates, please ensure that you are correctly measuring
and documenting the current and voltage for eachelectrie motor during load testing andpi-oN(le a finteplot
oaf theyem-1)) rea(fings. You
must submit a notarized "Annual Spillway Gate Operation Certificate" by December 31 of each year or as
arranged with the Regional Engineer. Please ensure that You are USillgOUr latest form, which may be
downloaded from the followingwebsite:
,late o jpet
A�2iiLL —m-L-'j,2iR e e ra tLi Grp at i fi sate e rd) Angual S..jjlw�iy Gate, ( -ation Certificate WDY
. . .........
TeS6 t
n �andRep_gr i L x-r-qt.i. ons
Please note that Nve will not provide a formal response to future annual spillway gate operation certificates
unless we have comments or find that the submittal (foes not satisfy the requirements of 18 CFlt Section
12,44.
Emergency Action Plans (EAPs). There are a number ofannual requirements regarding EAP's, including
performing exercises. Please note our comments in the main body of this letter regarding the use of
automatic dialers during YOLIl' annual exercise. ByDecember 31 of each year, you must submit an HAP
Status Report regarding these requirements for each of your projects that require all HAP. Chapter 6 of our
Engineering Guidelines explains what should be included in the Status Report. Please note that the Chief
Dam Safety Engineer or Chief Dam Safety Coordinator must always be included in the sequence oil the
notification flow chart. For your convenience, the items to be include(] in the HAP Status Report are listed
below:
The dates you performed all annual comprehensive review of tile HAP.
Ille dates annual updates to the HAP, and if applicable, the Radiological Emergency Response Plan, were
sent to plan holders. You may submit any updates to your HAP along with the EAP Status Report.
Updates must include documentation of consultation between your staff and the Enlergen cyManagelll ell t
Agencies (EMAs) which occurred during the year.
A list of HAP recipients, Please note that a list along With your HAP Status Report is sufficient. Updated
acknowledgement forms from each EMA do notneed to be submitted.
The date of the last full reprint of the HAP for all plan holders.
The dates of your last annual seminar and a brief description of what was discussed.
The dates of your last drill/training/call-down test, including any lessonslearned.
I'LlbliC Works Engineering Tel: (541) 488-5547
20 E. Main Street Fxx: (541),188-6006 AA
Ashland, Oregon 97520 1 " I , Y: (541) 735-2900
L%my,aAfland.M-AN ltrka
A brief description of the 1wo.ject's emergency equipment and the datestested.
The (late and MSUIN Of the most current Sudden Failure Assessment. This must include an explanation of
any response time enhancements implementedor changes in downstream population that would affect the
Sudden Failure Assessment results.
The dates and descriptions of any public cducation outreach provided duringthe year and who received this
outreach. 'Phis includes, public education thatwas provided by local EMAs.
A table indicating all parties who: (1) received EAP revisions and/or annualupdates, (2) participated in the
annual seminar, and (3) participated in the annual drill and/or Nvere contacted during the call -down test.
If the EMAs involved with your project have Geographical Information System (GIS) capabilities, your
EAP inundation maps should be based on CMS data. Guidance onGIS inundation map files can be obtained
at:
ms--de—v—eLou 11 L-and --sk, Lill, i I Ling:gi—s-inuii4iLdoi —ap - fike
Training for EAP exercises is available from FERC each year. Please contact theregional office to find the
date and location of the next training session.
For a project previously exempted by this office from fling an EAP, you arestill required to:
perform a field reconnaissance to determine if there have been any changes toupstream or downstream
conditions affecting the determination that no reasonably foreseeable prqjJect emergency would endanger
life, health, or property;
develop, maintain, post, and annually verify a contact list of people and organizations such as local EMAs
and upstream and downstream dani owncrswho would be called during flood events, if the darn is in
danger of failing, orlias failed; and
submit an annual report documenting your field reconnaissance alongwith a request to continue your EAP
exemption.
Your emergency contact list and a statement that you have verified the accuracy ofilic information on the
list should be submitted with your annual report.
Please note that we will not respond to future annual EAP exemption requests unless we have comments or
find that your submittal does not satisfy the requireineritsof 18 UR Section 12.21 (c).
Public Works Enghicering Tel: (541) 488-5547
20 E Main Street Fxx: (541) 488-6006
Ashland, Oregon 97520 1 " I , Y: (541) 735-2900
www.ushkind orms
Dam Safety Sui-veillance and Monitoring Plan (DSSMP) and annual DamSafety Surveillance all(]
Monitoring Repovt (DSSMR), Reference 18 CFR § 12.4 1 and Chapters 9 and 14 of our E'llgilleel'i fig
GUidelines. Please see this website-
/i n Litt �t nes-datdhyd roL)oL
uLdc lyres
DSSMPS MUSt include all instrumentation and monitoring activities for feat u reslocated within the FERC
project boundary of each project. This includes conveyance structures SLICII as flllllleS, penstocks, canals,
and any other conveyance features. For some pr6ects, visual observation may be the only monitoring
possible, which may be appropriate and sufficient for the project.
The DSSMR, together with any update to the DSSMP, should be submitted annually on a schedule
previously arranged with the Regional Engineer, If possible,data tables and plots should he accompanied
by a searchable electronic version usingMicrosoft Excel.
As a reminder, a table must be included in your annual DSSMR submittals relatingall instrumentation to
applicable Potential Failure Modes. Review Appendices J and K ofChapter 14 of our Engineering
Guidelines for more information. These (IOGLIDICrItS are locatedat:
Note: Your DSSMR submittals 111LISt include a statement from your Chief Darn Safety Engineer or Chief
Dam Safety Coordinator stating that your dams are safe for continued operation. If the Chief Dam Safety
Engineer or Coordinator cannot make a clear statement that the dam is safe for continued operation, then a
JUStifiCati011 for Continued Operation plan and schedule is required. ']'his plan should include interim
measures to reduce risk until rernediation is complete and the darn is judged to be safe forcontinued
operation.
Hydropower Security Plrogram. All licensces/exemptces with developmentsdesignated as a Security
Group I or 2 must file all Annual Security Compliance Certification (ASCC) with the Security Branch and
include a courtesy copy to the appropriate Regional Engineer. Guidance oil content of the ASCC and its
filing, as well as templates, were presented in an November 4, 2020 Webinar and are available here:
)liitice-cer-tiFicatioti-riekN,- t_enmr ate -and- -asset-
Ll e —s i L-1 11 Wt ioLl I
Public Worlis Engineering Tel: (541) 488-5547
20 E, Main S(fcd Firc (5,H) 488-6006
Asliland, Oregon 97520 TTY: (5,11) 735-2900 PWAN w'w %%°, ashl all d . un its 1FAM&O
REPORTING REQUIREMENTS
Project Safety and Public Safety Related Incidents, See 18 CFR
§§ 12.1 O(a), 12.1 O(b), and 123(b)(4). When a project safety condition or public safetyincident is
discovered, you must:
Call the Regional Engineer as soon as practicable;
Follow Lip with a summary email to the Regional Engineer; and
Submit a written report within 10 days of tile incident or as directed by theRegional Engineer.
It is imperative that you notify tile Regional Engineer immediately of any condition, event, or action at a
project that compromises the safety, stability, or integrity of any project works or that otherwise affects
life, health, property, or public safety. Thisincludes, for example, any damage to the project as a result of
fires, floods, or earthquakes including any damage that requires action to prevent additional damage and/or
that rcquires action to restore the prqject to an operational status. In addition to significant events such as
the above, you should report any other abnormal incidents that could impact the safety of the project if lell
unaddressed, for example, gate mis- operation, mechanical failures that impact Nvater releases or retention,
abnormal trends in instrumentation, and any other event that requires your action to prevent a deteriorating
condition that could impact your project. Your Chief Dam Safety Engineer or Chief DamSafety
Coordinator should be proactive in instrumentation review and evaluation. If you are uncertain whether an
emerging, ongoing, or completed event constitutes a reportable incident, you should contact the Regional
Engincer.
Any deaths or serious injuries within your FERC project boundary should also bereported immediately to
the Regional Engineer, who will Nvork with you regarding the specific reporting requirements based upon
the occurrence. This applies to the general public as well as your staffand contractors hired to perform
work on your pro.ject.
Any actimfion of the EAP, including actit,atim o the Non -Failure or High Flow Cowlitions, ky
.f
consHered a safe(p-rehited ineitlent (see Chapter 6 of our Engineering Guidelines) and requires filing a
12.1 O(a) report. Your incident report or subsequent correspondence should include your analysis of tile
incident and your SpCCifiOplaJ1S for any necessary project improvements or additional prevention measures.
Project Conditions, Aberrant conditions, including those mentioned above,encountered during new
construction, proJect modifications, or geotechnical work should be reported immediately after discovery
or while attempting to control the situation in accordance with 18 CFR § 12.1 O(a).
Emergency Modifications. See 18 CFR, § 12.11 (b)(1). You must report any prejject modifications taken
to respond to emergency conditions as soon as practicable.
Public Wools E'llgincering Tel: (541) 189-55,17
20 E. Main Street Fax; (541) 489-6006
Ashland, Oregon 97520 TTY: (541) 735-2900 OPIAN
IAKV,asdflnnd,onus
OTHER RESPONSIBILITIES
lostroment Readings during urmsual or extreme loading events. AcqLlil'illg instrumentation readings
during unusual loading events, like a flood or post-carthquake, is important to Delp evaluate the
performance of your darns. Ilowevcr, personnel safety should not be compromised and should always be
considered when SUrveilling and monitoring structures and instrumentations during and after these events.
These readingssliould be immediately reported to this office if they are fOUnd to be reaching or exceeding
threshold and/or action levels.
ENcavations and Investigations. Your plans for any proposed gl'011ll(I-CiiStLli-bijigactiNities within your
FERC project boundary must be submitted for our review at least 60 days prior to commencement.
Ground -disturbing activities include anything that could have dam safety implications and/or that could
impact any cultural, biological, or historic features. This could include clearing and grubbing, excavations,
or repeated off -road travel.
Drilling Guidelines. Our drilling guidelines entitled, Guiclefines.for Drilling in sand NearEmbankmenl
Dams and1heir Founclatiom, provide guidance for drilling in or near any dam as well as for trenching, test
pits, and similar activities. The guidelines should be referenced when performing any type of exploration
activities near any FERC-licensed project. These guidelines are available on our website at:
litt )s://Nv�%r",.ferc,.�c2)xy,lsites�/diet,i�Lit/f"iles/2020-04/�-rkiideiiiies,l)df
If you have any questions about whether a proposed activity requires our reviewand authorization, please
contact the FERC staff engincer assigned to your protect.
Drawdowits and Dewatering. See 18 CFR § 12.4(b). All non -emergency draiMoijuis of a reservoir,
canal, or forebay that would be inconsistent with the operational requirements and/or terms and conditions
in your license or exemption require prior authorization. Documentation of consultation with appropriate
federal, state, and local resource agencies must be included in your drawdown request. The request for all
extended drawdown (exceeding four weeks) should be made through the Commission's Division of
Hydropower Administration and Compliance (DHAC) with acourtesy copy emailed to the Regional
Engineer, Emergency drawdowns to protect life or property must be reported to, our office in accordance
with 18 CFR § 111 0(a),
Conveyance Feature Draining/Dewatering. Requests to deNvater WIMCIS, conduits, or penstocks as part
of normal operation and maintenance activities must alsobe submitted to the Regional Office for review
and cornmentat least 60 (lays prior to initiation. If emergency conditions exist (e.g., mechanical
failures, storm damage, etc) that result in the immediate need to drain a conveyance feature, you must
notify this office in accordance with 18 CFR § 12.10(a).
Public Works Engineering 'rci; (5,11) 488-5547
20 F", Win Strect Fax: (541),188-6006
Aslitind, Oregon 97520 TTY: (541) 735-2900
w%v%v,ashhmd.m-.us IFWJAA
Plan Review, See 19 CFR, § 12.11 (b)(2), Your plans for any proposed modifications to, or major
maintenance of, any of your projects must be submitted for review and acceptance at ]cast 60 (lays prior to
initiation. Larger and more complex projects can require substantially more than 60 days for its to review
and provide comments. Therefore, you are encouraged to contact this office as soon as possible todiscuss
upcoming projects to minimize any delays. YOU are also responsible for obtaining all necessary permits
from other federal, state, and local agencies to perforniproposed work, as well as consulting with DRAC,
as needed.
Review and Submittal of Consultant Reports. Each cover letter transmitting a
consultant's report must include a statement that the report has been reviewed by you, yourChief Dam
Safety Engineer or Chief Dam Safety Coordinator, and/or your staff. The coverletter must also provide
either your concurrence or disagreement with the consultant's findings and/or recommendations. When
you agree that urgent actions are necessary, YOU 111USt illCIUdc your proposed plan and schedule for these
actions in the
cover letter. Any dissenting opinion should be fully justified. All reports submitted on behalf of your
consultants should be signed by the individuals who performed the Nvorkdiscussed in the reports.
Extcnsion of Time Requests. If you are unable to meet a due date, you must submit a written request to]'
an extension of time that includes ail explanation of why thedue date could not be met and your plan and
schedule for completing the required action. Your extension of little request should be submitted
sufficiently far in advance of the due (late (typically 30 days) for us to review and make a decision oil your
request.
Critical Energy Infrastructure and Privileged Information. Documentscontaining Critical
Energy/Flectric, Infrastructure Information (CEII), per 18CFR
§ 388.113 and should include the label CUU/ClEll centered
in the top header of each page of the document. Documents containing information that 18 CFR § 388.112
recognizes as privileged should includcCUIMIRIV centered in the top header of each page of the
document. Documents containing both CEII and privileged information should contain (1,',O1?/('T111f11R1V
centered in the top header of each page of the document. Ali), document containing CUI must be uploaded
under the corresponding security (abs during eFiling. If a document contains both CUI and PRIV material,
it should be uploaded under the Privileged tab.
In accordance with the Commission's Information Governance Policy, please designate all security
documentation as C U18CE1 UPRIV centered in the top header andSeeurily Sensitive Material Do Not
Release centered in the footer of each page of the document. Security documents must not he submitted
to el,ibrai-y — those docurnentsrequired as part of FERC's Securiij� Progre-im.for H)Wrol,)ower Projecls,
will be reviewediii the field or in ail agreed -upon remote capacity. While not ail exception to this filing
I-1.11C, the Annual Security Compliance Certification (required for Security Group Is & 2s and due
December 3 1" each year) should be emailed to the Security Branch with the appropriate Regional
Engineer copied oil the email. When submitting dam safety and
Public Wodis Engineering Tel: (541) 488-5547
20 E. Main Street Fxv (541) 488-6006
Ashland, Oregon 97520 TTY: (541) 735-2900
�xm,m% as h bW,or, t6
6
PEA
gather licensing/compliance correspondence to the Commission, do not mix security related information
including, but not limited to, security features (e.g., cameras), securityprocedures (e.g., guards and
response), cyber network connectivity, and law enforcement response times.
Contact Information. An), changes to your darn safety point of contact (e.g., Chief Dam Safety Engineer
or Chief Dam Safety Coordinator), including contact nanles,addresses, phone numbers, and/or cmail
addresses should be promptly reported to our office so that we can contact your staff in the event of an
emergency. If tile primary contact for your organization changes, you must also file a change of contact
form located at tine following web address.:
lrttps:/✓ nvnMf.lerc. orx la a, N s�rbart t an d ro� date -contact -information
Owner's Char Safety Program (ODSP) and Chief Dam Safety Engineer. If you have filed an ODSP,
please remember that your ODSP is a living document that shoaild be updated when organizational and
project personnel changes occur. You are reminded that your ODSP should undergo an external audit
every 5 years. Prior to conducting an audit otyour ODSP, please submit a statement of qualifications of the
proposed auditor for our review and acceptance. A copy of tile final audit report should be submitted for
our reviewand comment. In addition, please notify this office immediately upon the designation of new
Chief Dam Safety Engineer or Chief Dam Safety Coordinator. The Chief Danz SafetyEngineer or
Coordinator should be well -versed in dam safety and should have received regular training, for example,
attendance at dam safety training courses and involvement inhrofessional dam safety organizations such as
the United States Society on Dams (USSR) and the Association of State Dam Safety Officials (ASDSD).
Qualifications and training should be well documented on the individual's resume.
Risk-Inforn►ed Decision Making, (RIDM). FERC continues to advance RIDMmeasures. Draft RIDM
guidelines have been posted oil our rvebsite at:
Liapsfdt yN ffca.�.gov/iwidustures-c:latu `kn.Inc)giver°/(Iauii-saifetN,-auad iiis,pLclio,i.ts✓nisk_inforinned decision-
makh g-riduTr-
A number of pilot projects have been initiated and are in various stages of completion, There are still
opportunities to request participation in the pilot project stodies. If you are interested in participating in a
risk pilot project study, please referenceour draft guidelines and contact the Regional Engineer for more
information.
RIDM training opportunities are available by ASDSO, USSR, and other professional organizations. We
encourage you to attend risk training courses offered bythe dam safety profession.
Supporting Technical Information Document (STIR). Documents should be in a searchable format
with a linked Table of Contents to enable navigation to each section of the doCllnnent. The STIR summary
report should be eFiled by selecting Hydro:
Public Works Frigineubig Tel: (5,11) 48$-5547
A E. id, O Sheer l�°T (Sal) 735-290 PW&
AshlnRtial a=7rega�r 9752d� C'I'Y: (5�11) 735-29�C)
€i
Regional Office and the Regional Office that corresponds to the project. As indicate(] in our Engineering
Guidelines, all refcrence documents referred to in the STIR, and sometimes in the PFMA report, should be
included with the STID. This can include large documents such as construction records and photographs.
Researching your files and including this information will provide critical support for ),out- current
analyses and evaluations, and may eliminate the need for, or reduce the scope of, any additional
investigations and/or analyses to confirm the safety and adequacy Of )'Out' IVatCl'-]'CtaillitIgSti•LICtL]l�eS, If the
reference materials cannot be eFiled, please contact the pr(ject engincerto discuss options for transmitting
the STIR reference materials to tile Commission.
The pages of the STIR Should be numbered and the STIR should have a usabletable of contents to find any
related document. Ideally, the printed copy has page tabsclelineating each section as noted in the (able of
contents. The electronic PDF table ofcontents must contain hot links to each section.
11101MIltiVe PVOjeCtS. You MUSt report a proJect or project feature that is inoperable or in pool- condition.
Your report must contain a plan and schedule for restoringthe project or prqject feature to a safe
operational condition. See Jcdcral Power Act, Section 10(c).
Also, 18 CFR § 6.4 states that if generation from the pro.ject is t1ismitMuedfor a1mriod of three years, the
Commission will deem it to be the intent of the licensee or exemptee to surrender the license or exemption,
and not less than 90 days after public notice, may at its discretion terminate the license or exemption.
Public Safety, Most projects are required to install and maintain public safety devices and develop and
submit a Public Safety Plan (PSP). Periodic internal review of your PSP should be performed due to
possible changes in project operations or public use.
You must notify this office of any plans to remove a safety device at least 10 (lays ill
advance, unless the device's removal is a periodic occurrence that has been previous]), accepted by tile
Regional Engineer, Also, the Regional Engineer Should be expeditiouslynotified of any damage to, or loss
of, any public safety device and provided with a schedule for tile device's return to service. See 18 CFR, §
12.42.
Please review your current public safety measures for all project operations, including the Operation Of
spillway gates. Downstream conditions should be reviewed, and adequate public safety measures should
be implemented in order to warn anyone whocould be in danger due to project operations, Any PSP that
has not been updated within the past 10 ),cars must be reviewed for any changes and resubmitted in its
entirety with any changes that may have occurred, See our public safety guidelines located at:
Records. YOU MUSt maintain permanent project records. Design drawings SUchas Exhibits F or L,
instrumentation data, and your operational history records must be maintained at your projects. See 18
CFR § 12,12.
PlIblic Works Engineering Tel: (541) 488-5547
20 E. Mai[i Street Fax: (541) 488-6006
Ashland, Oregon 97520 1 - I , Y: (541) 735-2900 MAA&A
Erosion and Pollution. You are required to prevent or minimize soil erosion, sedimentation, or any
fOrin OfWvater• or air Iollution. An. Erosion and Sediment ControlPlan is typically required by a license
article, n), construction activity involving ground disturbance should have an Erosion and Sediment
Control flan.
Project operators must also be aware of state rcquirernents regarding hazardous liquids or other
materials, as well as those of the U.S. Environmental Protection Agency. You should assist owners of
public marinas and Private docks in minimizing pollution and should advise theist to report any
incidents to the appropriate local, state, and federal agencies, as well as to FERC. A Spill. Prevention
and Pollution Control Plan may also berequired, by letter from this office, or as a license article, for
construction or major maintenance activity.
Personal Safety. We will continue to reach out to you before conducting inspections to discuss site -
specific hazards that may be encountered as well as safety equipment requirements necessary to
observe all project features and important operating equipment. This could include mandated training
or Personal Protective Equipment (PPE). FERC provides its employees with PPE and would prefer°
that onlyFERC-issued PPE be used by FERC employees to conduct inspections. At the beginning of
each inspection day, all parties should participate in an on -site safety
meeting to review any safety issues or processes as part of the day's inspectionactivitics.
Public works Engineering Tel: (541) 488-5547
Main Street °(
06
Ashland, Oregon 97520 IT": (541) 735-290 0
W/�s w.aMd nd.cams I�
-
EDUCATION
B.C. Mechanical
Engineering California
State University at
Chico 2001
REGISTRATIONS
Professional Engineer
84357PE OR
AFFILIATIONS
American Public
Works Association
Rotary international
EXPERIENCE
20 Years
Appendix 4
SCOTT A,. FLEURY,, P.,E.
Scott serves as the Public Works Director for the City of Ashland (City). He is
responsible to plan, direct, and supervise the activities and operations of the
Engineering, GIS, Project Management, Facilities, Utilities, Water Conservation and
all other non -operational divisions within the Public Works Department. His span
of responsibility includes managing the license and permit requirements of the
City's FERC licensed Reeder Gulch Project and maintenance and repair of the
project's concrete arch dam and associated facilities.
Since joining the City in 2006, Scott has been involved in projects related with the
water system and its Reeder Reservoir raw water Source, water treatment plant,
and associated pipelines. After becoming the Engineering Services Manager in
2012, Scott has been directly involved with the FERC project Studies and reports,
including a PMF evaluation and PMFA update that evolved from the 2013 Part 12
review. After becoming Deputy Public Works Director in September 2017, Mr.
Fleury assumed supervision of the RH2 contract to provide FERC license required
reporting and the CDSE services, In 2020 Mr. Fleury was promoted to Public Works
Director and continues to assume responsibility for the Dam Safety Program. Mr.
Fleury led the City's role in the 2018 Part 12 review and has been the City's primary
contact for FERC license communications. Scott is Supervising the City project
managers that are conducting the projects now addressing needed upgrades to
the Reeder Gulch project.
REPRESENTATIVE EXPERIENCE
Project Manager — 2018 FERC Part 12 Review
Scott served as project manager for the FERC license required project review by an
Independent Consultant starting in August 2018. Scott obtained the, consultant,
led the City's participation in the review, and managed the City's response to tile
review. Scott is now Supervising the various projects that are addressing the
repair and upgrading of the project facilities to accommodate comments provided
by the consultant and FERC staff as an outcome of the Part 12 review.
33
Project Manager — Hosler Dam Erodibility Evaluation Update
Scott supervised the contract and work product produced by AECOM for the evaluation of erodibility of the earth
materials below the full length of Hosler Dam, The study was an expansion of an earlier evaluation performed as part
of AECOM's investigative work from their 2013 Part 12 review of the City's FERC project, The study report date is
February 2019.
Project Manager — Probabl:e Maximum Flood Study
Scott was the managing engineer for this November 2017 study by AECOM. The study was in response to FERC review
comments that directed the inclusion of new weather change parameters to, include thunder storm related events.
The study increased the PMF by nearly 2000 CFS for summer storm cell activity,
Project Manager - Hosler Dam PFMA Supplement I
Scott was the managing engineer for the December 2016 work by AECOM to provide a revision to the 2013 Part 12
revision to the Reeder Gulch Project's Potential Failure Mode Analysis. The re-evaluation of the PFMA's was done as a
result of new information provided since the 2013 Part 12 review and, specifically, to account for the results of a 2015
erodibility Study.
Project Manager - Hosler Dam Safety Improvements
Scott is the managing engineer for the Dam Safety Improvement project meant to resolve PFM, Category I derived for
Hosler Dam. The project is current finalizing the preliminary engineering phase and construction is expected to begin
in 2022.
REPRESENTATIVE TRAINlING
Stability Analyses and Assessments for Concrete Arch Dams by Association of State Dam Safety Officials — March 2018.
2019 Safety Evaluation of Existing Danis Seminar by U.S. Bureau of Reclamation — May 2019
2019 Emergency Action Plan Exercise Design Course — August 2019
2021 Emergency Action Plan Exercise Design Course — June 2021
33
Appendix 5
33
ADMINISTRATIVE POLICY LAST MODIFICATM 7/17/20$9
Policy # 2019,04.01
ORIGINATING DEPARTMENT: Administration
SUBJECT: Safety Policy
PURPOSE.- This sets forth the City's policy as it relates to safety in the workplace
STATEMENT OF POLICY.
The safety, welfare, and health of our employees is one of our highest priorities. Every reasonable
effort shall be rnade to maintain a safe work environment. No job will be considered so Important and
no deadline 80 urgent that we cannot take time to perform our work safely.
The City has a loss prevention program In place that emphasizes the Integration of safety and health
measures into each job task so that safety and job performance become inseparable. The City has an
active safety committee responsible for assisting management in promoting safe working conditions.
Safety orientation for new hires and transferred employees, timely and appropriate training,
management/employee safety committee, an active self -inspection program, proper mechanical
guards, and personal protective equipment are some of the tools we use to maintain a safe work
environment. Our goal is to reduce risk and strive for a goal of zero workplace Injuries,
Safety Policy Goals
This safety polls y_is, intended to:
0 Demonstrate the City of Ashland's commitment to employee health and safety;
0 Reduce or remove risk to the health, safety and welfare of all employees, elected officials,
contractors, community members and anyone else who may be affected by City operations;
0 Create a work environment In which all work activities are done as efficiently as they can be
performed, while being performed §21gjy,
ADMINISTRATION TO W48-602
20 East Mafn GUeal Fax: 541-488-5311
AsMaW, Qe90 97520 ITY: 800-735-2900
y",ashbyl.qr. Mis
33
it Uihlldf!:i i2 rtT{Lr'„= i"�kl,kt ;` ,:,tray i'uli�:y
Management's Role in Safety:
All supervisorslmanaoers at the City will:
• Promote safe work practices and foster a safe work environment at all times;
• Provide employees with the proper Personal Protective Equipment (PPE) to perform job
tasks In a safe manner;
• Provide the appropriate level of training and supervision necessary to make sure that all
workers know how to properly and safely perform job tasks;
• Ensure equipment and facilities are maintained properly;
• Demonstrate concern for the safety and welfare of all employees, citizens, elected officials,
contractors or visitors to City facilities;
• Routineiy observe work being performed by subordinates and correct or revise work
procedures to reduce risk;
• Educate and share information regarding changes or updates to work practices, training, or
equipment to ensure all employees are Informed of the safest current work practices;
• Hold employees who violate safety policies or who perform work In an unsafe manner
accountable;
• Investigate any workplace accidents promptly and review with Involved parties. Discuss
what could be done to prevent future accidents or reoccurrence.
• Commit to continual Improvement and performance through effective safety management.
• Not retaliate against any employee raising a concern about safety in the workplace.
Employee Safety Responsibilities:
All employees of the City of Ashland will:
• Take responsibility for personal health and safety, and that of others in the workplace;
• Report any unsafe work practices or conditions to a supervisor or manager immediately;
• Remove hazard by taking equipment or tools out of service when damaged or not In proper
working order;
• Not take shortcuts when performing work that could result In an increased risk of injury;
• Wear personal protective equipment and clothing as required;
Comply with all directives from management regarding health and safety;
• Not misuse, manipulate or interfere with anything provided for health and safety;
• Report all accidents, incidents or near misses that occur on the job Immediately, no matter
how trivial;
• Report all known or observed hazards to their supervisor or manager.
ADMINISTRATION Tex58 20EMaGVeelFax:541488"l
Asfbnd, Omgmi 97620 T€Y: 80735-M
wrm.asWkI.O .ws
33
3
Policy Requirements:
Management is firmly commilted to a policy enabling all work activities to be carried out safely, and with
all possible measures taken to remove (or reduce) risks to the health, safety and welfare of employees,
elected officials, contractors, citizens, authorised visitors, and anyone else who may be affected by Our
operations,
The City of Ashland is committed to ensuring compliance with all applicable federal, state and industry -
specific standards for safety and health In the workplace. Employees will be held accountable for
complying with all safety requirements based on the work they are performing.
Application of this policy.
Safety is the responsibility of everyone working for the City of Ashland. A safe work environment
requires the co-operation of all employees at all levels in the organization. Suggestions to Improve
safety are always encouraged. This policy applies to all City operations, programs and! functions,
including those Situations where workers are required to work off -site.
Approved:
Kelly Madding, Cily Adiffinistlator
Reviewed as to form: a-,
Mvid Lohinah;-CilyARomay
Date: I 1 11 1 1
Date: z6f 6zm
ADMIMTRA71ON Tet 541AB8,602
20 E blah SUM Fax 541A88-53i i
Ashtanid, Oregm 97620 TTY; 8W-735-2900 MAIM11
vm&ashland.orms
33
Appendix G
33
s
s
��s
Cycle
Date Range 4=4
Due Date
Auto Pay Date
Check AMEAP balances after December billing
VNM Cycle 3 Account 70310
VNM Cycle 5 Account 20370 to 6868
VNM Cycle 7 Account 70062 to 10046
VNM Cycle 7 Account 70639 to 10046
VNM Cycle 7 Account 70141 to 10676
Billing Day
(add to calendar)
VNM Cycle 7 Account 70268 to 10255 and 10465
VNM Cycle 9 Account 70600 to 2404
Review Equal Pay accounts January and July
Solar Bank Payout on April bills
Solar Pioneer (panels) payout on August bills
Scan Rereads