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    Standard Operating Procedure: Vehicle and Equipment Maintenance

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    Lian Mae Sanchez

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    © All Rights Reserved
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    Standard Operating Procedure: Vehicle and Equipment Maintenance

    Uploaded by

    Lian Mae Sanchez
    109 views3 pages

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    SOP_VehicleEquipmentMaintenance.pdf

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    Copyright:

    © All Rights Reserved
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    109 views3 pages

    Standard Operating Procedure: Vehicle and Equipment Maintenance

    Uploaded by

    Lian Mae Sanchez

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 3

    Standard Operating Procedure:

    Vehicle and Equipment Maintenance


    Date: 7/2/2014* Version: 1 Review Frequency: Annual

    Reasons for Procedure

    The University of Virginia (UVA) has a permit to operate a Municipal Separate Storm Sewer System
    (MS4) issued by the Virginia Department of Environmental Quality. This permit authorizes UVA to
    discharge stormwater pursuant to the Virginia Stormwater Management Program and the Virginia
    Stormwater Management Act.
    Since storm drain systems are not connected to a sanitary sewer treatment plant, water traveling
    through the storm drain system flows untreated directly to local streams, rivers and lakes. An illicit
    discharge to the storm system is generally defined as any discharge that is not composed entirely of
    stormwater. UVA’s MS4 Program “shall include all procedures developed by the operator to detect,
    identify, and address nonstormwater discharges to the MS4.” 1

    1.0 Purpose
    The purpose of this procedure is to describe the proper means for maintaining vehicles and
    equipment that are used or stored outdoors at UVA. Improperly maintained vehicles and
    equipment can generate spills or leaks that can enter the storm sewer system or generate
    contaminated stormwater runoff. Discharge of these contaminants into a storm drain is
    considered an “Illicit Discharge.” Illicit discharges can result in significant fines from regulatory
    agencies.

    2.0 Scope

    This procedure applies to those departments at UVA that have fleet vehicles, mechanized
    equipment, and other motorized implements that are used or stored outdoors and may be
    exposed to stormwater.

    3.0 Responsibility

    3.1 Facilities Management Environmental Resources

    Environmental Resources (ER) personnel in Facilities Management are available for


    consultation should any questions arise regarding impacts of maintenance and what can and
    cannot be conducted outside.

    1
    General Permit No: VAR040073, General Permit for Discharges of Stormwater from Small Municipal Separate
    Storm Sewer Systems.
    Vehicle and Equipment Maintenance

    3.2 Managers

    Managers are responsible for ensuring that staff who operate and maintain vehicles or
    equipment are familiar with and follow these procedures. Managers and supervisors are
    responsible for ensuring training is conducted with the most recent version of the SOP.

    3.3 Personnel Performing the Job

    Personnel are responsible for following the correct procedures for vehicle or equipment
    maintenance.

    4.0 Procedures

    4.1 Operator Inspections


    Before using a vehicle or piece of equipment, operators should inspect it for any obvious
    signs of leaks or other maintenance problems.

    4.2 Establish a Routine Maintenance Schedule


    All vehicles or equipment should receive routine maintenance according to the
    manufacturer’s guidelines, at minimum.

    4.3 Vehicle Maintenance


    Vehicle maintenance should occur, at minimum, once a year during State required vehicle
    inspection. Vehicles should be serviced by UVA Parking and Transportation or another
    authorized repair shop that is certified to conduct State inspections.

    4.4 On Site Equipment Maintenance


    For equipment or machinery that can be maintained on-site using in-house staff, proper
    precautions should be taken to ensure any leaks, spills, or drips from maintenance
    operations do not cause stormwater contamination. Ideally maintenance should occur
    indoors where equipment cannot come into contact with stormwater. In the event that
    maintenance cannot occur indoors efforts should be made to minimize the possibility of an
    illicit discharge or stormwater contamination. All maintenance activities should be
    conducted on an impervious surface as far as possible for stormwater conveyances, ditches,
    or drains. Additional precautions may include, but are not limited to the use of tarps or drip
    pans under equipment during maintenance activities.

    4.5 Unexpected Repairs, Spills, or Leaks

    Page 2
    Vehicle and Equipment Maintenance

    Upon identification of a problem with a vehicle or piece of equipment, it shall receive


    service as soon as possible. Notify appropriate maintenance personnel so the vehicle or
    equipment can be taken out of service and repaired.

    Precautions should be taken, such as those described in 4.3 so that stormwater


    contamination or an illicit discharge does not occur before the equipment can be serviced.
    Spills and leaks should be cleaned up immediately upon discovery and contaminated
    material should be disposed of properly.

    5.0 Annual Review of Procedure/Training


    All managers and personnel who maintain or operate vehicles or equipment are responsible for
    reviewing this procedure with all employees who have these job duties at least once each year.
    Any project managers who hire contractors to perform these job duties are required to convey
    the requirements of this procedure to the contractors.

    6.0 Regulatory impacts

    Illicit discharges are prohibited by the University’s MS4 permit and by the City of
    Charlottesville’s Water Protection Ordinance. The University’s storm sewer system is directly
    connected to the City’s; therefore, any discharge into UVA’s storm system impacts the City’s
    storm sewer system. This offense is punishable by civil and criminal penalties as illicit discharges
    constitute a threat to the public health, safety, and welfare, and are deemed public nuisances.

    *Printed versions of SOPs with previous review dates are considered current as long as the version
    number is the same as the current version. Current versions of all SOPs are maintained on the UVA
    Environmental Resources website.

    Page 3

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