Municipality of Strathroy-Caradoc

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Municipality of Strathroy-Caradoc

Drinking Water Quality Management Standard

OPERATIONAL PLAN

Version 3

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DRINKING WATER QUALITY MANAGEMENT STANDARD OPERATIONAL PLAN

Table Of Contents

Page

PART A Introduction 2

PART B Operational Plan 3

Element 1 Quality Management System 3

Element 2 Quality Management System Policy 4

Element 3 Commitment and Endorsement 5

Element 4 Quality Management System Representative 6

Element 5 Document and Records Control 7

Element 6 Drinking Water System 8

Element 7 Risk Assessment 10

Element 8 Risk Assessment Outcomes 11

Element 9 Organizational Structure, Roles, Responsibilities and Authorities 12

Element 10 Competencies 16

Element 11 Personnel Coverage 18

Element 12 Communications 20

Element 13 Essential Supplies and Services 21

Element 14 Review and Provision of Infrastructure 22 Element 15 Infrastructure Maintenance, rehabilitation and Renewal 23

Element 16 Sampling, Testing and Monitoring 25

Element 17 Measurement and Recording Equipment Calibration and Maintenance

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Element 18 Emergency Management 27

Element 19 Internal Audits 28

Element 20 Management Review 29

Element 21 Continual Improvement 30

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PART A- INTRODUCTION Purpose

The purpose of this operational plan is to describe the comprehensive Drinking Water Quality Management Standard developed and implemented by the Municipality of Strathroy-Caradoc for the operation and maintenance of the water distribution system. This DWQMS Operational Plan includes references to all components of the DWQMS.

Scope

This Operational Plan covers the activities and personnel associated with all operational aspects of the drinking water distribution system for the Municipality of Strathroy-Caradoc.

This Operational Plan, the procedures, work instructions and other DWQMS documentation that are referenced herein are complementary to the legislated requirements for safe drinking water in the Province of Ontario.

References

 Drinking Water Quality Management Standard, October 2006

 Applicable Ontario Safe Drinking Water Legislation

Definitions and Acronyms

 QMS Quality Management System

 DWQMS Drinking Water Quality Management Standard

 Distribution Watermains and related items (i.e. hydrants, valves)

 MOE Ontario Ministry of the Environment

 OIC Operator in Charge

 ORO Overall Responsible Operator

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PART B – OPERATIONAL PLAN 1. Quality Management System

This Operational Plan documents the contents and activities of the Quality Management System in accordance with the requirements of the Drinking Water Quality Management Standard.

The Municipality of Strathroy-Caradoc Water Distribution System is owned and operated by the Municipality of Strathroy-Caradoc. The Drinking Water Quality Management Standard (DWQMS) for the Municipality of Strathroy-Caradoc covers the transmission and distribution of potable drinking water to consumers serviced by the Strathroy and Mount Brydges Systems.

Change History

Rev. Level Date Change By

0 February 26, 2009 Initial Mark Harris

0 April 20, 2011 Initial Mark Harris

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5. Document and Records Control

Procedures are in place for Document Control and Record Control (Appendix # 05-01, # 05-02). These procedures describe how QMS documents and records are controlled, including instructions related to currency, legibility, retention and storage. All QMS system documentation is controlled using methods as defined in the referenced procedures.

Records are maintained as objective evidence of conformance to the QMS and compliance with all applicable Safe Drinking Water Regulations. Any employee can make a request for the creation or a change to a QMS related document (Form 05-03). Changes to documents can be a result of change in procedure, results of an audit or suggestion for improvement.

The detailed Master List of Documents/Records (Form 05-01, 05-02 and 05-03) are included in the Appendix # 05-01and #05-02 of this document and is updated as new documents/records are generated and approved.

Change History

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6. Drinking-Water System System Overview

Potable drinking water is supplied to the Strathroy and Mount Brydges Water

Distribution System from the Lake Huron Primary Water Supply. The Strathroy Water Distribution System also supplies water to 48 connections in the Township of Adelaide-Metcalfe. The water treatment plant is owned by the Lake Huron Primary Joint Board of Management and operated by American Water. The operating authority has developed a Quality Management System/Operation Plan specific to the Lake Huron WTP and associated distribution system to the Strathroy-Caradoc connection points.

Treated potable drinking water is purchased from the Lake Huron Primary Water System, which is owned by a joint board of management consisting of member municipalities. The potable water enters the Strathroy-Caradoc Distribution System through two connections to the Lake Huron Primary Water System. Each location is metered.

Strathroy-Caradoc Water Distribution System

This Operational Plan covers the Strathroy and Mount Brydges drinking water

distribution system that is owned and operated by the Municipality of Strathroy-Caradoc. The Municipality also provides water distribution services to the Township of Adelaide-Metcalfe Centre Road Service Area through agreement with Adelaide-Adelaide-Metcalfe.

The water distribution system consists of water mains ranging in size from 30mm to 400 mm diameter which transmit water to in excess of 6,500 connections

An inventory of infrastructure assets (watermain, valves and hydrants) is updated on an annual basis based on new construction/reconstruction projects completed annually. In addition, the water distribution maps for Strathroy and Mount Brydges are updated annually to reflect changes in infrastructure.

There are 10 sampling sites for microbiological testing and chlorine residual monitoring in the distribution system:

351 Frances Street -Strathroy

Carrie Street Sample Station -Strathroy Albert Street Sample Station -Strathroy Carroll Street at Parkview Drive Sample Station -Strathroy Adair Boulevard Sample Station -Strathroy

Strathroy Works Yard -Strathroy

Adelaide-Metcalfe Centre Road Sample Station -Adelaide/Metcalfe

Mount Brydges Water Tower -Mount Brydges

Mount Brydges Works Yard -Mount Brydges

Birmingham Sample Station -Mount Brydges Please see the sampling procedure for more information.

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Overview of Major Water Distribution Components

The water distribution system consists of two water towers and two reservoirs in order to meet the daily supply/demand requirements:

Site Capacity (m3)

Strathroy Reservoir 11,250

Strathroy Water Tower 1,900

Mount Brydges Reservoir 1,639

Mount Brydges Water Tower 720

The Strathroy and Mount Brydges Water Distribution Systems are supplied by two separate pump stations. The following table details the pumping capabilities for both stations:

Site Capacity (L/s)

Strathroy Pump #1 Zone 1 Pump #2 Zone 1 Pump #3 Fire Pump Pump #4 Zone 2 Pump #5 Zone 2 80 139 212 39 39 Mount Brydges Pump #1 Pump #2 Pump #3 Pump #4 41 60 58.13 58.13

Maps detailing the Strathroy and Mount Brydges Water Distribution Systems are

included in the Appendix # 06-01 and # 06-02 to the plan. These maps are updated on an annual basis.

Change History

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7. Risk Assessment

The complete Risk Assessment Procedure has been developed and implemented. Hazards/hazardous events were identified and are listed in the Distribution system risk analysis table. Each hazard/hazardous event was assessed in terms of Likelihood, Severity and Detectability. The ranking scheme is shown in the Ranking the Hazards table, which is included in the Appendix # 07-01. The risk priority number of each hazard/hazardous event was determined by adding the Likelihood, Severity and Detectability factors.

Critical Control Points were defined as those with a risk ranking of 10 or more, and/or those identified by the MOE – “Recommended Minimum Critical Control Points”. Refer to Risk Assessment Procedure in Appendix # 07-02.

Every three years a more comprehensive review of the drinking water system risk assessment process is conducted. This is an opportunity to review the risk assessment process and outcomes.

Change History

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8. Risk Assessment Outcomes

The results of the Risk Assessment are documented in the Hazard Analysis spreadsheet. The spreadsheet identifies:

 Code

 Activity or Process Step

 Hazardous Event

 Hazard

 Available Control Measure

 Ranking Calculations

 Designated Critical Control Points (CCPs)

 Reference to CCP Procedures (which describes procedures to monitor, respond to deviation, report deviation, and record deviation).

The Hazard Analysis spreadsheet is included in the Appendix # 08-01 and Form 08-01.

Change History

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9. Organizational Structure, Roles, Responsibilities, Authorities

Organization

Water Distribution Organization Chart

Key waterworks roles with respect to governance and operation are listed below along with associated responsibilities and authorities. This information is communicated to staff as per the Communication Procedure.

Mayor & Council

Director of Environmental Services Chief Administrative Officer

Water Foreperson Utility Clerk Water Operators (2) Geographical Information System/Asset Analyst (QMS Representative)

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13 R Roollee RReessppoonnssiibbiilliittiieess AAuutthhoorriittiieess Council/Mayor (Owner) CAO

 Prescribe requirements and monitor operations of the waterworks

 Provide resources and system infrastructure, as necessary

 Represent the waterworks to end user and the public

 Prescribe requirements and

obligations for the operation of the waterworks

 Ensure a continual supply of safe drinking water

 Provide resources and system infrastructure, as necessary  Designate responsibilities as appropriate Director of Environmental Services

 Complete oversight of the entire distribution system

 Endorse and lead the development and implementation and maintenance of the QMS

 Provide and/or obtain resources for the QMS and Necessary infrastructure and resources to operate and maintain the drinking water system safely and effectively

 Ensure the system is operated in

accordance with all applicable legislation and regulations

 Lead for Management Reviews

 Communication with Mayor and Council about the QMS and the water

distribution system

 Communications lead during emergencies

 Overall Responsible Operator (ORO)

 Financial, administrative and technical authority related to the distribution of safe drinking water to the Municipality of Strathroy-Caradoc

 Appoint the QMS Representative, ensure that management reviews are conducted at least every 12 months and report to the Owner on the performance of the QMS.

Water Foreperson

 Carry out the activities and oversee programs related to the water distribution system

 Act on and report any incidents of non-compliance

 Recommend improvements to the distribution system

 Develop procedures and process for assuring water quality

 Access and co-ordinate training needs

 Operator In Charge (OIC) and Alternate QMS Representative

 Overall Responsible Operator (ORO) in the absence of the Director of

Environmental Services

 Direct operational staff in the day-to-day operation and maintenance of the water distribution system

 Oversee adverse water quality incidences and responses

 Identify and oversee staff training needs

 Respond to and document public complaints

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R

Roollee RReessppoonnssiibbiilliittiieess AAuutthhoorriittiieess

Water Operator

 Monitor, maintain and operate the distribution system in accordance with established standard procedures

 Document all operating activities in facility/personal logs in accordance with provincial legislation and established procedures

 Report and act on incidents of non-compliance

 Report any abnormal conditions to the Water Foreperson

 Carry-out duties and tasks as assigned by the Water Foreperson and as per

established water distribution policies and procedures

 Act as Operator In Charge (OIC) in absence of Water Foreperson

 Monitor process and recommend corrective actions

 Recommend changes to the QMS

Utility Clerk  Communication/liaison with Director of Environmental Services/Water

Foreperson and Operational Staff

 Input lab results and prepare monthly/yearly reports.

 Documentation and record control for DWQMS

 Arrange for locates and co-ordinate service requests.

 Order supplies and process invoices.

 Recommend changes to QMS

 Update and document changes to QMS

GIS/Asset Analyst (QMS Rep)

 Communication/liaison with all municipal departments with respect to GIS/Asset Management

 Update asset inventories and infrastructure mapping

 Recommend changes to QMS

 Assist with oversight and maintenance of QMS

 Responsible for promoting

awareness of the QMS through the Operating Authority

 Be the liaison for internal and external auditing process and administer the QMS by ensuring that the processes and procedures needed for the QMS are established and maintained.

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Change History

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10. Competencies

The Ministry of Environment classified the Strathroy Distribution System as Class III and the Mount Brydges Distribution System as Class II. The following identifies the

competencies required of staff whose performance may have a direct impact on drinking water quality. Records show evidence of activities to meet and maintain competencies described in the procedure, and to ensure personnel awareness.

Municipal Owners

Are briefed on operating conditions and are provided updates required by regulations at regular Environmental Services Committee meetings. In addition, authorize capital and maintenance projects associated with the distribution system.

Director of Environmental Services

Shall possess advanced theoretical and working knowledge of administrative skills pertaining to the operation and management of the Strathroy-Mount Brydges Water Distribution System. In addition, the director shall have advanced knowledge of the Safe Drinking Water Act and applicable regulations, and the Strathroy-Caradoc Waterworks Design and Construction Standards.

Water Foreperson

Shall possess advanced theoretical and technical working knowledge of the Strathroy and Mount Brydges Water Distribution Systems. Shall also posses advanced theoretical and technical working knowledge of the Safe Drinking Water Act and applicable regulations, along the Strathroy-Caradoc Waterworks Design and Construction Standards.

Water Operator

Shall maintain a minimum Class I certification for Water Distribution. Employees are encouraged to work towards obtaining certification equal to the level of the facilities. Shall posses superior mechanical /operational to trouble-shoot and maintain the

distribution system. Shall document operational conditions, process modifications and have working knowledge of the Safe Drinking Water Act and applicable regulations.

Satisfying Competencies

The following list details the required competencies for operational personnel associated with the Water Distribution System:

 All personnel are required to provide evidence of educational requirements (Grade 12 or equivalent).

 All personnel are required to possess experience, technical knowledge and personnel skills relevant to that specific position and participate in training exercises as they may be available.

 Personnel are provided pertinent training to ensure staff meets core competencies in addition to the operator training requirements per Ministry of Environment O. Reg. 128/04.

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 Operational Staff must be trained annually to the Class III Certification

requirement which includes a minimum 14 hours Continuing Education (Director Approved) and 26 hours On-the-Job Practical Training.

 The ORO shall have a minimum Class III Water Distribution Certificate.

 The OIC shall have a minimum Class III Water Distribution Certificate.

 Training shall be scheduled by the Water Foreperson. The Water Sub-Foreperson shall also be responsible for recording all staff training hours in spreadsheet format.

The Municipality of Strathroy-Caradoc allocates appropriate funding in the annual budget to provide staff training. At a minimum, the training budget includes funding for

legislated and required training to maintain Operator Certification in accordance with O.Reg. 128/04.

Change History

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11. Personnel Coverage

The water department office is staffed from Monday to Friday, 8:30 am to 4:30 pm from Thanksgiving to Victoria Day. These hours change to 8:00 am to 4:00 pm for the period from Victoria to Thanksgiving Day. The scheduled hours of work for the Water Sub-Foreperson and Water Operators are from 7:00 am to 3:30 pm Monday to Friday.

An on-call operator is assigned on a weekly basis to respond to after-hours and weekend emergencies. When on-call, the operator is required to respond to emergency calls within a reasonable time period. The on-call operator is provided with a cell phone and pager as some areas in the municipality have poor cell phone coverage.

A SCADA system monitors the operation of the water distribution system after hours. Emergency conditions initiate the auto dialer to contact the alarm monitoring service who notifies on-call staff of the event. The alarm service provides a faxed document of all alarm/dispatch events. After hours, all calls made from public automatically go to the answering service. The answering service dispatches on-call staff to respond to emergency conditions.

The Overall-Responsible-Operator (ORO) is the Director of Environmental Services. In the event of the absence of the Director of Environmental Services, the Water Foreperson assumes the role of ORO, and is identified in the logbook.

The Operator-In-Charge (OIC) is the Water Sub-Foreperson. In the event of the absence of the Water Foreperson, the water operator will assume the role of OIC, and is identified in the log book and time sheet. The role of the OIC is rotated between the two water operators when the Water Foreperson is unavailable.

Water levels in the elevated tank and the chlorine residual at the discharge from the tank are monitored by SCADA. Alarms are sent for high or low levels in the tank, low chlorine residual, or in the event of unauthorized access to the reservoir. During normal working hours the alarm signal is received at the Water Department Office. For off-hour emergencies, an automatic dialer contacts an answering service, and the call is directed to the on-call operator. Alarms can also be initiated by the WTP, in the event that system pressure or chlorine residual deviate from control limits at the point of entry to the distribution system. The municipality maintains an after-hours number for emergencies. Customer complaints related to the distribution system which require immediate attention (low pressure, discoloured water, and watermain breaks) are directed to the on-call operator.

The majority of off-hour emergencies can be addressed by a single operator following standard operational procedures. If the nature of the emergency requires additional staff, the on-call operator can request assistance from any of the other licensed operators or sub-foreperson. Contact information for all operators is documented in the Operations Manual, located at each site.

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The Procedure is provided in the Appendix # 11-01.

Change History

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12. Communication

The Communication Procedure describes the process for ensuring relevant aspects of the QMS are communicated between Top Management and the Owner, waterworks

personnel, suppliers and the public. The Procedure is provided in the Appendix # 12-01.

Change History

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13. Essential Supplies and Services

The Purchasing Procedure detailed in the Appendix describes the process for identifying essential supplies and services, and ensuring quality requirements and procurement methods are established and communicated. This procedure is supplemented by the Township of Strathroy-Caradoc “Purchasing and Procurement Policy”.

A Critical Supplies and Services List has been developed and is included in the Purchasing Policy Appendix #13-01. The list includes suppliers/service providers for each essential supply/service. This list is reviewed annually by the Water Foreperson to ensure that it is current and up-to-date.

Change History

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14. Review and Provision of Infrastructure

Operation Staff meet on an annual basis to review infrastructure needs for the next year based on performance of the infrastructure. This staff review is utilized in the creation of the five year capital plan that is included in the annual budget submission to council. A procedure has been developed to describe the process for the review of the

infrastructure adequacy and is provided in the Appendix 14-01.

Change History

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15. Infrastructure Maintenance, Rehabilitation and Renewal

The Water Foreperson is responsible for the day to day operation of the distribution system and the assessment of needs for maintenance. This information is communicated to the Director of Environmental Services and will identify areas that may need

rehabilitation and renewal planning.

Planned Maintenance

All planned maintenance is scheduled and communicated to staff by the Water Foreperson. All records are retained in the Foreperson office.

 Annual valve exercising programs

 Annual flushing programs

 Annual hydrant inspection, maintenance and painting

Unplanned Maintenance

Unplanned maintenance is conducted as required by the Water Foreperson or the ORO if required. All unplanned maintenance activities are reported to the Director of

Environmental Services.

The Water Foreperson has the overall responsibility for managing unscheduled maintenance in the system as per operational requirements; however, maintenance responsibilities are delegated to appropriate personnel as a part of job position duties. Unplanned maintenance activities reported during after-hours and weekend/holidays are resolved by the designated personnel.

When an unscheduled activity is requested, the Water Foreperson designates an Operator to complete the maintenance activity and the Operator completes the unplanned

maintenance form (Form 15-01). Once the work is completed, the Operator signs off the form and forwards it to the Water Foreperson. The Water Foreperson signs off on the maintenance form.

When the unscheduled activity is completed, the work is entered into the appropriate log book and records are maintained as per QMS 05 Document and Records Control. Some unplanned maintenance activities are:

 Watermain breaks

 Service leaks

 Emergency hydrant repairs

 Customer complaints

Although customer complaints are part of the unplanned maintenance activities, they are conducted following the Water Complaint Procedure for Receiving and Recording.

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Change History

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16. Sampling and Monitoring

The Sampling, Testing and Monitoring Procedure describe procedures for sampling, testing and monitoring performed at the waterworks. This procedure may be referenced in the Appendix # 16-01 and # 16-02. They should be read in conjunction with the Operational Manual.

Change History

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17. Measurement and Recording Equipment Calibration and Maintenance

The calibration of the chlorine analyzer and flow meters is contracted to qualified suppliers. The portable chlorine analyzer is calibrated according to the manufacturer’s procedure. The contractors used for the annual calibration are included in the Essential Supplier and Services List. The Calibration Procedure describes procedures for the maintenance and calibration of measurement and recording equipment. This procedure may be referenced in the Appendix # 17-01.

Change History

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18. Emergency Management

The Municipality of Strathroy-Caradoc has an emergency plan in accordance to the prevailing legislation and regulations.

The Water Department Emergency Plan addresses specific emergency conditions relating to the water distribution system. The plan can be found in the Operations Manual in the section detailed Emergency Preparedness Plan.

A list of Emergency Contacts is included in the Operation Manual located at each Water Site.

The municipality conducts annual emergency exercises in accordance with Emergency Management Ontario. The Director of Environmental Services acts as a member of the community control group. The Water Foreperson acts as an alternate for the Director of Environmental Services. See Appendix # 18-01.

Change History

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19. Internal Audits

The Internal Audit Procedure describes how conformity of the QMS is evaluated on an annual basis. The procedure describes how audit criteria, frequency, scope, methodology and records are identified. It also describes how corrective actions are initiated as a result of an internal audit, and provides references to the Corrective and Preventive Action Procedure. Both procedures are provided in the Appendix # 19-01 and #19-02.

Change History

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20. Management Review

The Management Review Procedure describes the procedure for management review, including instructions related to all of the required inputs to the meeting. The procedure also describes how Top Management considers results, identifies deficiencies, and records and forwards results to key personnel. The Procedure is provided in the Appendix # 20-01.

Change History

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21. Continual Improvement

The Municipality of Strathroy-Caradoc strives to continually improve the effectiveness of the Quality Management System through the use of the QMS Policy, Internal Audits, Corrective Actions, Staff Suggestions, Management Review, Preventive Action and the Analysis of Monitoring Data. See Appendix # 21-01.

History of Changes

Revision Date Description Staff

0 February 4, 2008 Initial Release Mark Harris

1 June 6, 2011 Updated per CGSB review Mark Harris 2 November 15, 2013 Updated staffing/infrastructure Mark Harris

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MUNICIPALITY OF STRATHROY-CARADOC Drinking Water Quality Management Standard

Operational Plan APPENDIX Table Of Contents

Element 5

Appendix No. 05-01 Document Control Procedure Form 05-01 Document Master List

Appendix No. 05-02 Records Control Procedure Form 05-02 Records Master List

Form 05-03 Document Change/Creation Request Element 7

Appendix No. 07-01Risk Assessment Procedure Form 07-01 Ranking The Hazard Table

Form 07-02 Risk Hazardous

Appendix No. 07-02 Procedure For The Review And Updating Of Risk Assessment Process

Element 8

Appendix No. 08-01 Risk Assessment Outcome Procedure Form 08-01 Critical Control Procedure

Element 11

Appendix No. 11-01 Personnel Coverage Procedure Element 12

Appendix No. 12-01 Communication Procedure Element 13

Appendix No. 13-01 Purchasing Procedure Form 13-01 List Of Suppliers/Laboratories

Form 13-02 Purchasing Policy Approved By Council Dec.06/04 Element 14

Appendix No. 14-01 Review And Provision Of Infrastructure Procedure Element15

Form 15-01 Unplanned Maintenance Form Element 16

Appendix No. 16-01 Sampling Procedure Appendix No. 16-02 Monitoring Procedure Element 17

Appendix No. 17-01 Calibration Procedure Element 18

Appendix No. 18-01 Emergency Management Form 18-01 Emergency Contact List

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Element 19

Appendix No. 19-01 Internal Audit Procedure Form 19-01 Internal Audit Schedule

Form 19-02 Internal Audit Checklist

Appendix No. 19-02 Corrective Action Procedure Element 20

Appendix No. 20-01 Management Review

Form 20-01 Top Management Review Agenda And Meeting Minutes Element 21

Appendix No. 21-01 Continual Improvement Form 21-01 Corrective Action Report (CAR) Form 21-02 Corrective Action Report Log