Case Study: Chesapeake, VI

Chesapeake Bay, a vital estuary along the Mid-Atlantic coast, supports a rich ecosystem and is crucial to the local economy. As the largest estuary in the United States, it provides habitat for diverse wildlife, drives industries like fishing and tourism, and enhances the beauty of the region. However, maintaining the Bay's health amidst various environmental challenges is a continuous effort. The Chesapeake Bay Foundation, which has been working to improve the health of the bay since 1998, recently gave it a disappointing grade of D+. A multitude of private and public organizations in the Chesapeake Bay Watershed are working hard to prevent pollution from reaching the Bay and improve that score. Part of that effort are fats, oils, & grease (FOG) Programs such as the one being developed by the City of Chesapeake.  

Chesapeake, Virginia, a coastal city with a population of just over 250,000, is making strides in addressing FOG-related issues through its FOG management program. With nearly 1100 FSEs and counting, FOG control is needed for two main reasons. First to reduce sanitary sewer overflows (SSOs) that endanger citizen health, damage private property, and pollute the environment, but also to take the cost burden of removing these clogs and spills off the general public and place it on the individual locations producing it.  

There is a surge of FOG programs being developed across the country. Most staff that work with FOG programs are familiar with Western States Alliance and Grease Whisperer. Chesapeake used these resources, along with years of work accomplished by the Hampton Roads Planning District Commission (HRPDC) FOG subcommittee, to design their FOG program. This article is not a recap of that information – rather it highlights subtle differences in Chesapeake’s approach.  

Chesapeake’s FOG program strives to be effective yet mindful of the challenges food service establishments (FSEs) face. Currently, Chesapeake requires that properly sized hydromechanical grease interceptors (HGIs) are installed as FSEs are built or change ownership. Grease control devices (GCDs) in existing locations will be evaluated and those that are not functioning properly will need to be replaced with high-efficiency HGIs. The program is designed to reduce FOG, but the City wants to ensure that FSEs are treated fairly and equitably, allowing owners time to plan for changes that may be required in their establishments. Implementation schedules should be based on the severity of the problem and prior enforcement activities with that FSE. 

To ensure the program’s success, Chesapeake has taken the following approach: 

“For outreach, we start with Initial Notifications that include a letter of introduction requesting businesses to contact our office for a follow-up, along with business cards and basic information about FOG. These materials are dropped off at businesses, and we gather contact information while recording who we spoke with. This process usually takes only 2-3 minutes; since we are unannounced, we want to minimize any inconvenience to the restaurant. We hope they will contact our office within 2 weeks to schedule a First Visit; if not, we call them. A First Visit involves a full explanation of the program, it’s advantages to the business, and a detailed overview of the inspection process. The goal here is to alleviate any stress associated with program participation.” 

Chesapeake’s motto is “The City that Cares,” and the program aims to not only uphold the goals of pollution prevention and cost efficiency but also to foster good relationships with the FSE’s. Understanding the difficulties of running a restaurant tend to lead to better compliance and efficacy. Chesapeake designed their FOG program with the FSE's in mind, following these core values:

Respect their time:  

• Be on time for appointments.  

• Don’t inspect during rush hours.  

• Don’t interrupt while deliveries are being dropped-off – most of the staff will be busy. 

• Don’t inspect during catering rushes: just prior to holidays, during major sporting events, or even if they are prepping for large events like weddings. 

• Thank them for their time. If you happen to be working with a non-native English speaker – ask them to teach you how to say, “Thank you,” in their dialect – and remember it for next time! 

Keep the stress factor low: 

• Keep the interactions cordial. Be firm and consistent with your requirements, a heavy-handed enforcement approach can have a negative impact. 

• Do your best to ensure they are well prepared for the First Inspection and let it be a “dress-rehearsal that counts.” Chesapeake provides a specific checklist for inspections. 

• Provide translation services when needed and as your city policy requires. 

• Be mindful of cultural differences that may make casual greetings, such as a handshake or fist-bump, unwelcome. 

• Requiring FSEs to pay a fee to participate in a FOG program is common. Chesapeake is approaching it differently by designing the program with no fees unless FSEs start failing inspections. Only then will re-inspection fees be charged. 

Follow-through:  

• Make certain that you are doing your due diligence. If you fail to follow-up with a location, whether it be a request for information or an enforcement action - your program can lose credibility. Restauranteurs can be a tight knit albeit competitive group and word travels fast.  

• Pay attention to the questions and information you are frequently asked for. Consider creating an info sheet about each topic or perhaps a video clip. Determine whether specific training is needed for individuals or groups. Create things that make it easier for them to come into compliance. Create tools that make it easier for compliance to be achieved. 

• Be aware of the impact major changes can have on an FSE. Requiring a new installation in an existing location may require them to shut down a few days. Consider if they are going to be renovating in a few months anyway or maybe moving to a new location soon. Weigh the cost to the FSE against the benefit to the city. 

• Be kind when you are asking them to deal with something they might normally overlook or have no idea about. Cleaning a GCD properly is time consuming and hard work. Having it pumped may be an unaccustomed expense, so be nice about it.  

Pick the right team:  

• If hiring a new employee for your FOG team, don’t just consider pre-existing knowledge, skillsets, or enforcement experience. Look for someone with patience, enthusiasm, organizational skills and great communication skills. Communication is key when probing for solid understanding while interacting with FSE’s, plumbers, and haulers. 

Emphasize outreach and education:  

• With over 1100+ FSEs to reach, the city is focusing first on education & outreach to promote best practices in FOG management. Informational pamphlets, flyers, stickers, videos and workshops are being used to raise awareness and encourage proper disposal practices. Many of these activities are coordinated by the HRPDC, a cooperative designed to coordinate the efforts of local municipalities on regional matters - including environmental stewardship. Chesapeake will participate in classroom presentations, civic league meeting presentations, direct training to haulers, participating in area festivals, conferences designed for area apartment and condominium managers or commercial property managers, or HOA events. These are all ways to get the word out. No one wants to be surprised by a sewage backup and if you can connect FOG BMPs to saving money people will listen.  

Evaluating how other programs are run will spark ideas for your own. Consider all the options and decide what you feel will work best for your city.  

“I feel that the FSE's initial perception of the program is crucial to how well they accept it and achieve compliance. Much consideration is given to this through all aspects of program development; outreach, participations costs, ease of participation, structure of inspections, and progressive enforcement plans.” 

Chesapeake is also collaborating with the (HRPDC) FOG subcommittee group, to set regional standards for grease haulers. This collaboration will ensure consistent training and certification requirements across neighboring municipalities, streamlining ordinance adoption and enforcement. 

As Chesapeake navigates the complexities of implementing its FOG abatement program, it stands as a model of proactive environmental management. Through dedicated efforts and collaborative approaches with HRPDC, other municipalities, pumpers, and FSEs, the city is working towards a sustainable future for the Chesapeake Bay, demonstrating how comprehensive FOG programs can make a meaningful difference in protecting vital natural resources.