earlton drinking water system - operational plan rev 1 2012 04 25 · 2013. 11. 29. · corporation...

The Corporation of the Township of Armstrong

OPERATIONAL PLAN for the Earlton Drinking Water System

Revision 1, April 25, 2012

OPERATIONAL PLANRevision 1, 2012-04-25

Corporation of the Township of Armstrong

DWQMS Operational Plan – Revision 1, 2012-04-25 Page 1 of 18

Earlton Drinking Water System Owned and operated by the Corporation of the Township of Armstrong This Operational Plan defines and documents the Quality Management System (QMS) for the Earlton Drinking Water System owned and operated by the Corporation of the Township of Armstrong. It sets out the Township of Armstrong’s policies and procedures with respect to quality and environmental management in accordance with the requirements of the Province of Ontario’s Drinking Water Quality Management Standard (DWQMS).

Corporation of the Township of Armstrong – Earlton Drinking Water System



OPERATIONAL PLAN REVISION HISTORY Date Revision Description of Revision 2010-05-01 0 Operational Plan issued 2012-04-25 1 Revised QMS Policy section; replaced “continuous improvement” with “continual improvement to be more consistent with language in the Standard; updated Village of Earlton population as surveyed by the Public Works Department on February 16, 2012; added description for the Airport Road Subdivision in section 6; revised competencies table to reflect skills and knowledge required as per standard job descriptions in section 10; added list of tables, list of figures and list of acronyms & abbreviations




TABLE OF CONTENTS 1 Quality Management System (QMS) ............................................................................................... 6

2 Quality Management System (QMS) Policy ..................................................................................... 6

3 Commitment & Endorsement of QMS & Operational Plan ................................................................ 7

4 Quality Management System Representative .................................................................................. 8

5 Document and Records Control....................................................................................................... 8

6 Drinking Water System .................................................................................................................... 8

7 Risk Assessment ........................................................................................................................... 14

8 Risk Assessment Outcomes .......................................................................................................... 14

9 Organizational Structure, Roles, Responsibilities and Authorities ................................................... 14

10 Competencies ............................................................................................................................... 16

11 Personnel Coverage...................................................................................................................... 18

12 Communications ........................................................................................................................... 18

13 Essential Supplies and Services .................................................................................................... 18

14 Review and Provision of Infrastructure........................................................................................... 18

15 Infrastructure Maintenance, Rehabilitation and Renewal ................................................................ 18

16 Sampling, Testing and Monitoring ................................................................................................. 19

17 Measurement and Recording Equipment Calibration and Maintenance .......................................... 19

18 Emergency Management .............................................................................................................. 19

19 Internal QMS Audits ...................................................................................................................... 19

20 Management Review ..................................................................................................................... 19

21 Continual Improvement ................................................................................................................. 19




LIST OF APPENDICES Appendix A – QP-01 Document and Records Control

Appendix B – QP-02 Risk Assessment and Risk Assessment Outcomes

Appendix C – QMS Organizational Structure for the Earlton Drinking Water System

Appendix D – QP-03 Personnel Coverage

Appendix E – QP-04 Communications

Appendix F – QP-05 Essential Supplies and Services

Appendix G – QP-06 Review and Provision of Infrastructure

Appendix H – QP-07 Sampling, Testing and Monitoring

Appendix I – QP-08 Measurement and Recording Equipment Calibration and Maintenance

Appendix J – QP-09 Emergency Management

Appendix K – QP-10 Internal QMS Audits

Appendix L – QP-11 Management Review

Appendix M – Subject System Description Form (Schedule C) LIST OF TABLES Table A – Well No. 1 Raw Water Characteristics (based on 2009 data)

Table B – Well No. 3 Raw Water Characteristics (based on 2009 data)

Table C – Well No. 4 Raw Water Characteristics (based on 2009 data)

Table D – QMS Roles, Responsibilities and Authorities

Table E – Competencies LIST OF FIGURES

Figure 1 – Process Flow Chart

Figure 2 – Distribution System Map

Figure 3 – Airport Road Subdivision Map




LIST OF ACRONYMS AND ABBREVIATIONS ANSI American National Standards Institute

AWQI Adverse Water Quality Indicator

AWWA American Water Works Association

CAR Corrective Action Report

CCP Critical Control Point

CEU Continuing Education Units

CFU Coliform Forming Units

CT Concentration of disinfectant residual x Contact Time

DWQMS Drinking Water Quality Management Standard

DWWP Drinking Water Works Permit

DWS Drinking-Water System

EC Electronic Copy

EEP Environmental Emergency Procedure

GUDI Groundwater Under the Direct Influence of Surface Water

HC Hard Copy

HLP High Lift Pump

LMRS Large Municipal Residential System

MDWL Municipal Drinking Water Licence

MOE Ministry of Environment

MOH Ministry of Health

MOIR Monthly Operations Report

NEO Northeastern Ontario

No. Number

NSF National Sanitation Foundation

NTU Nephelometric Turbidity Units

O. Reg. Ontario Regulation

OCWA Ontario Clean Water Agency

OIC Operator-In-Charge

OIT Operator-In-Training

ORO Overall Responsible Operator

PLC Progammable Logic Controller

PVC Polyaluminimum chloride

QMS Quality Management System

QP Quality Procedure

Rep Representative

SCADA Supervisory Control and Data Acquisition

SDWA Safe Drinking Water Act

SOP Standard Operating Procedure

WHMIS Workplace Hazardous Materials Information System

WMS Work Management System

WTP Water Treatment Plant




1 Quality Management System The Township of Armstrong’s Quality Management System (QMS) is structured and documented with the purpose of:

1. Establishing policy and objectives with respect to the effective management and operation of the drinking water system;

2. Understanding and controlling the risks associated with the drinking water systems activities and processes; and

3. Achieving continual improvement of the QMS and performance of the drinking water

system.

2 Quality Management System Policy The Quality Management System (QMS) Policy applies to all staff involved with the operation of the Earlton Drinking Water System. This includes staff at the Township of Armstrong Office, the Village of Earlton’s Utilities Department and the Ontario Clean Water Agency. The staff involved with the operation of the Earlton Drinking Water System shall:

Provide consumers with a supply of safe drinking water. Maintain and continually improve upon its Quality Management System. Operate and maintain the drinking water system to meet or surpass applicable

legislation and regulations. Communicate the Policy to the owner, public and staff.




4 Quality Management System Representative The QMS Representatives for the Earlton Drinking Water System are the Village of Earlton Utilities Superintendent and Utilities Chief Operator. The QMS Representatives are responsible for:

Reporting on QMS performance and identifying opportunities for improvement, Ensuring that current versions of documents related to the QMS are in use, and Ensuring personnel are aware of all applicable legislative and regulatory

requirements that pertain to their operational duties. All personnel involved with the operation of the Earlton Drinking Water System have roles and associated responsibilities within the Township of Armstrong’s QMS. 5 Document and Records Control Refer to Appendix A for QMS Procedure QP-01 Document and Records Control. 6 Drinking Water System

Description of the Corporation of the Township of Armstrong - Earlton Drinking Water System The Earlton Drinking Water System is owned by the Corporation of the Township of Armstrong and supplies drinking water to the Village of Earlton. The Village of Earlton is owned, managed and located within the Township of Armstrong. The Drinking Water Treatment and Distribution Systems are operated by the Village of Earlton’s Utilities Department. The Ontario Clean Water Agency (OCWA) is contracted to provide overall responsible operator services, complete instrumentation calibrations, support maintenance system scheduling and completion, and provide additional services as requested. This subject system is not interconnected to any other drinking-water systems owned by different owners. There are no critical upstream or downstream processes relied upon to ensure the provision of safe drinking water.

The following details pertain to the Earlton Drinking Water System and are based on information provided in Drinking Water Works Permit No. 269-201 (dated May 31, 2011), the “First Engineer’s Report for Village of Earlton Water Works” (dated November 2000) and the Water Well Record. The Earlton Water Treatment Plant, built in 1993, draws raw water for the municipal system from three separate drilled wells. Well 1 is the original well, drilled 178 m into limestone/bedrock formation. The well is double-cased, equipped with a submersible pump rated at 3.0 L/s, a magnetic flow meter and a sodium hypochlorite disinfection system. Pump controls and other associated equipment are contained within a pump station located at 10 Twelfth Avenue, and the wellhead is located approximately 3 m to the west of the pump station. Raw water is pre-chlorinated and pumped directly to the water treatment plant via 150 mm PVC transmission main that is common to Wells 1 and 3.




Well 3 is double-case constructed, drilled 151 m into a limestone/bedrock formation. The well is equipped with a submersible pump with a rated capacity of 9.0 L/s, a magnetic flow meter and a sodium hypochlorite disinfection system. Pump controls and other associated equipment are contained within a pump station located at 35 Sixth Street, and the wellhead is located approximately 2.5 m to the west of the pump station. Pre-chlorinated raw water is pumped directly to the water treatment plant via 150 mm PVC transmission main that is common to Wells 1 and 3. Well 4 is also double-case constructed, drilled to a depth of 185.9 m into limestone/bedrock. It is equipped with a submersible pump with a rated capacity of 3.0 L/s. The well head is located within the fenced enclosure adjacent to the west side of the treatment plant building. Raw water is pumped directly to the water treatment plant via 150 mm PVC transmission line. The treatment system contains chemically assisted filtration consisting of ferric sulphate coagulation, twin upflow clarifiers and gravity filtration units. Filter backwashes include scour and filter-to-waste capability. Sodium hypochlorite is used for primary and secondary disinfection. The system has the option of pre and post treatment injection points. Treated water is sent into twin in-ground reservoirs, each having a capacity of 559 m3. Water is sent into the distribution system via three submersible high lift pumps. One vertical turbine fire system pump is also available for emergency situations. Residue management system is in place for the separation of water from sludge. The wastewater is decanted to the storm sewer system and the sludge is hauled and disposed of in the township’s wastewater lagoon. The water treatment process is controlled by a dedicated PLC and monitored through the SCADA computer system. Operators review certain parameters within 72 hours. Standby power is available from the 150 kW diesel engine generator with transfer switch assembly. The distribution system services a population of approximately 832 people through an estimated 340 residential service connections. In 2011, Airport Road Subdivision was built which provides service connections on 23 lots. Based on the number of service connections the system is classified as a Large Municipal Residential Drinking Water System. The core of the distribution system was originally installed in 1975. Currently there is approximately 10 km of plastic (PVC) water main ranging in size from 100 mm to 150 mm in diameter. A review of distribution system drawings indicated that there are approximately 42 fire hydrants. This distribution system was designed to service a future population of 1400. There are no water storage facilities in the distribution system, as storage is incorporated within the treatment plant.




Figure 1 - Process Flow Chart




Figure 2 - Distribution System Map




Figure 3 – Airport Road Subdivision Map




Source Water General Characteristics

The well supply obtains its water from a confined aquifer found below the limestone/bedrock formation. The chemistry of the groundwater indicates a highly suitable source for drinking water. The water temperature is constant, the pH is considered normal for ground water systems and the turbidity is low and shows very little variation. Bacteriological analysis of the raw water also indicates a source of good quality. The following tables summarize the raw water characteristics of each well is 2009:

Table A - Well No. 1 Raw Water Characteristics (based on 2009 data) Characteristic Minimum Maximum Annual AverageTurbidity (NTU) 0.14 0.32 0.21 Temperature (oC) 7 7 7 pH 7.5 7.5 7.5 E. coli (CFU/100 mL) 0 0 0 Total Coliforms (CFU/100 mL) 0 1 0

Table B - Well No. 3 Raw Water Characteristics (based on 2009 data) Characteristic Minimum Maximum Annual AverageTurbidity (NTU) 0.13 0.34 0.20 Temperature (oC) 7 7 7 pH 7.5 7.5 7.5 E. coli (CFU/100 mL) 0 0 0 Total Coliforms (CFU/100 mL) 0 0 0

Table C - Well No. 4 Raw Water Characteristics (based on 2009 data) Characteristic Minimum Maximum Annual AverageTurbidity (NTU) 0.12 0.34 0.195 Temperature (oC) 7 7 7 pH 7.5 7.5 7.5 E. coli (CFU/100 mL) 0 0 0 Total Coliforms (CFU/100 mL) 0 4 0.08

Common Fluctuations

Data available for the past five years indicates that the water source is stable and consistent.

Threats

A potential threat to the raw water source is the proximity of the wells to the TransCanada Highway 11 and the ONR railway tracks. A fuel or chemical spill from a tanker truck or railcar could contaminate the aquifer. However, the grade of the land from the highway to the wells along with the bedrock protecting them makes this threat unlikely.




Operators

Clerk Assistants Clerk/Treasurer/

Administrator

Mayor and Council

Utilities Chief Operator

Utilities Superintendent

OCWA*/ORO

Clerk Assistants

Operational Challenges

No major operational challenges have been encountered with this source water.

7 Risk Assessment Refer to Appendix B for QMS Procedure QP-02 Risk Assessment and Risk Assessment Outcomes.

8 Risk Assessment Outcomes Refer to Appendix B for Summary of Risk Assessment Outcomes.

9 Organizational Structure, Roles, Responsibilities and Authorities Owner and Operating Authority The Owner of the Earlton Drinking Water System is the Corporation of the Township of Armstrong, as represented by the Mayor and Clerk/Treasurer/Administrator. The Operating Authority is the Corporation of the Township of Armstrong as represented by the Clerk/Treasurer/Administrator and Village of Earlton Utilities Department. Organizational Structure of the Operating Authority The organization flowchart below presents the structure of the Operating Authority. The chart, QMS Organizational Structure for the Earlton Drinking Water System, reflects the lines of responsibility and authority for the Township of Armstrong.

*See Appendix C for the Organizational Structure for the Ontario Clean Water Agency.




QMS Roles, Responsibilities and Authorities Responsibilities and authorities for implementing and maintaining individual elements of the facility’s QMS are outlined in the QMS Procedures referenced throughout this Operational Plan. Specific QMS-related roles, responsibilities and authorities of Operations personnel for the facility are summarized in the table below. Additional duties of employees are described in their job specifications. Table D - QMS Roles, Responsibilities and Authorities

Position QMS Roles, Responsibilities and Authorities

Owner

Mayor and Council Meet and discuss with the Clerk/Treasurer/Administrator

regarding all QMS-related functions Provide approval when required Endorse DWQMS

Owner Clerk/Treasurer/Administrator

Reports to Mayor and Council Performs all statutory, operational and advisory functions

according to legislation and enabling by-laws Develops, implements and maintains the municipal

emergency management program Works closely with OCWA in the operation of the Township’s

water and wastewater treatment facilities and administers contractual matters

Has the responsibilities of Top Management and QMS Representative

Has the responsibility to undertake the Management Review

Owner/Operating Authority Superintendent (QMS Representative)

Reports to the Clerk/Treasurer/Administrator Ensure the Earlton Drinking Water System is running

accordingly Authority to manage the Water Treatment and Distribution

System operations Provides advice and guidance to Council on the development

of plans, priorities and policies Plans, organizes and assigns work of crews and discusses

plans and priorities with crew members Manages inventory of equipment, supplies and materials

required for maintenance and construction programs

Owner/Operating Authority

Utilities Chief Operator (QMS Representative)

Reports to Utilities Superintendent Manages inventory of equipment, supplies and materials

required for maintenance and construction programs Manager of Village of Earlton Utilities operators for water

treatment and distribution system Manages Village of Earlton’s Utilities Department within

approved budgets Has the responsibility of Operator-In-Charge (OIC) Perform day-to-day activities to maintain the integrity of the

Drinking Water System




Position QMS Roles, Responsibilities and Authorities

Owner/Operating Authority Water Treatment and Distribution Operators

Perform day-to-day activities to maintain the integrity of the Drinking Water System

Overall Responsible Operator Ontario Clean Water Agency

Has the responsibility of Overall Responsible Operator (ORO) Performs calibrations Supports maintenance system and schedules

10 Competencies Under SDWA, 2002 Ontario Regulation 128/04 outlines the requirement for the certification of Water Treatment and Water Distribution Operators. The competencies required for personnel whose work directly affects drinking water quality are presented below: Table E – Competencies

Position Required Competencies

Utilities Chief Operator

Minimum Class II Water Treatment and Class I Water

Distribution certification Experience in water treatment operations, maintenance as

well as facility financial planning and administration Advanced knowledge of relevant legislation, regulations,

codes, policies, guidelines and procedures Knowledge and awareness of the DWQMS Advanced technical knowledge of principles, practices,

technologies and methodologies for water treatment Familiarity with complex mechanical equipment and electronic

controls Analytical, evaluating and problem-solving skills Project management, work planning and scheduling skills Good oral and written communication skills Proficiency in office and operational computerized systems Management/supervisory experience Valid Class G Driver’s Licence

Operator(s) Minimum Class I Water Treatment and Distribution certification

Good knowledge of water treatment processes to operate the facility

Experience and knowledge of the maintenance and repair of a variety of equipment and structures

Good working knowledge of legislation, regulations, codes, policies, guidelines and procedures related to operations and




Position Required Competencies

maintenance Knowledge and awareness of the DWQMS Basic mathematics and chemistry Familiarity with computers, monitoring and operating systems Knowledge to use and understand operating and maintenance

manuals, blueprints and other technical specifications Planning, scheduling and problem-solving skills to regularly

inspect and monitor the facility, processes and equipment and perform routine preventative maintenance

Good oral and written communication skills Ability to work in a team and take initiative when required. Valid Class G Driver’s Licence

Overall Responsible Operator Minimum Class II Water Treatment and Class I Water Distribution certification

Extensive knowledge and experience of water treatment processes to operate the facility

Experience and knowledge of the maintenance and repair of a variety of equipment and structures

Good working knowledge of legislation, regulations, codes, policies, guidelines and procedures related to operations and maintenance

Knowledge and awareness of the DWQMS Basic mathematics and chemistry Good knowledge of computers, monitoring and operating

systems Good knowledge to use and understand operating and

maintenance manuals, blueprints and other technical specifications

Planning and organizational skills to lead projects and provide technical direction to staff

Demonstrated leadership and decision making skills required to direct an operational team

Problem solving and evaluative skills to provide technical guidance and resolve operational issues

Good oral and written communication skills Ability to work in a team and take initiative when required. Valid Class G drivers license

Activities to develop and maintain these competencies The Village of Earlton Utilities Superintendent is responsible for ensuring each operator has a current Class I Certification. In addition, certification expiry dates are monitored by the Utilities Chief Operator. The Utilities Superintendent establishes the training needs for personnel to maintain certification. A training program is established and documented. Record of all training and Continuing Education Units (CEU) are kept by the Utilities Chief Operator.




Activities to ensure personnel are aware of the relevance of their duties In addition to the on-going training, day-to-day and on-call duties on the Drinking Water System provide operators with hands-on experience of the relevance of their duties. All new staff members are provided orientation. 11 Personnel Coverage Refer to Appendix D for QMS Procedure QP-03 Personnel Coverage. 12 Communications Refer to Appendix E for QMS Procedure QP-04 Communications.

13 Essential Supplies and Services Refer to Appendix F for QMS Procedure QP-05 Essential Supplies and Services.

14 Review and Provision of Infrastructure Refer to Appendix G for QMS Procedure QP-06 Review and Provision of Infrastructure. 15 Infrastructure Maintenance, Rehabilitation and Renewal OCWA, under contract with the owner, maintains a program of scheduled inspection and maintenance of infrastructure for which it is operationally responsible. Specific requirements related to the general operation and routine maintenance of the drinking water system are contained within the contractual agreement with the owner. Records of these activities are maintained as per QMS Procedure QP-01 Document and Records Control. The two critical elements of OCWA’s approach to infrastructure maintenance, rehabilitation and renewal are:

1) A computerized Work Management System (WMS) that allows users to

Enter detailed asset information, Generate and process work orders, Access maintenance and inspection procedures, Plan, schedule and document all asset related tasks and activities, and Access maintenance records and asset histories.




2) Development of a list of capital works required for the water system and regular consultation with the owner to set priorities (see Review and Provision of Infrastructure).

Maintenance plans are developed according to the manufacturer’s instructions, regulatory requirements, industry standards, and/or client service requirements. Equipment Operation and Maintenance (O&M) manuals are accessible to staff at the locations specified in QMS Procedure QP-01 Document and Records Control. 16 Sampling, Testing and Monitoring Refer to Appendix H for QMS Procedure QP-07 Sampling, Testing and Monitoring. 17 Measurement and Recording Equipment Calibration and

Maintenance Refer to Appendix I for QMS Procedure QP-08 Measurement and Recording Equipment Calibration and Maintenance. 18 Emergency Management Refer to Appendix J for QMS Procedure QP-09 Emergency Management. 19 Internal QMS Audits Refer to Appendix K for QMS Procedure QP-10 Internal QMS Audits.

20 Management Review Refer to Appendix L for QMS Procedure QP-11 Management Review. 21 Continual Improvement In conjunction with the internal QMS audit and Management Review processes documented above, the Township of Armstrong uses action plans to continually improve its QMS. Through these processes, areas of concern as well as opportunities for improvement are identified at the drinking water system operated and maintained by the Township of Armstrong.


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix A

Appendix A QP-01 Document and Records Control

QMS Procedure

Proc.: Issued: Rev.#: Pages:

QP-01 2013-11-21 3 1 of 4

Reviewed by: Guy Laurin Approved by: Donald Antler

QMS

DOCUMENT and RECORDS CONTROL

1.0 Purpose

To describe how the Township of Armstrong’s QMS documents are kept current and how QMS documents and records are kept legible, readily identifiable, retrievable, stored, protected, retained and disposed of.

2.0 Scope

Applies to all QMS Documents and QMS Records pertaining to the Earlton Drinking Water System, as identified in this procedure.

3.0 Responsibility

Utilities Superintendent Utilities Chief Operator

4.0 Definitions

Controlled – managed as per the conditions of this procedure

Document – includes a sound recording, video tape, film, photograph, chart, graph, map, plan, survey, book of account, and information recorded or stored by means of any device

QMS Document – any document required by the Township of Armstrong’s QMS as identified in this procedure

QMS Record – any record required by the Township of Armstrong’s QMS as identified in this procedure

Record – a document stating results achieved or providing proof of activities performed

Retention Period – length of time that a document or record must be kept; starts from the date of issue for QMS records or from the point of time when a QMS document is replaced by a new or amended document

5.0 Procedure 5.1 Documents and records required by the Township of Armstrong’s QMS are listed in

Table 1.

5.2 Internally developed QMS documents and QMS records (whenever possible) are generated electronically for legibility and are identified through a header/title and issue date. Handwritten records must be legible and permanently rendered in ink or non-erasable marker.

5.3 Additional controls for QMS Procedures within the Operational Plan are used for review and approval. These include the use of authorized approval, alpha-numeric procedure code, issue date, revision number and revision history.

Authorized personnel for review and approval of QMS Procedures for the Earlton Drinking Water System are:

Review Guy Laurin, Utilities Chief Operator Approval Donald Antler, Utilities Superintendent


QMS Procedure: Document and Records Control

Proc.: QP-01 Rev.: 3 Issued: 2013-11-21 Page 2 of 4

5.4 Current QMS documents and records are readily accessible to Operations personnel and

to internal and external auditors/inspectors at document control locations established by the QMS Representative. The designated document control location(s) for identified QMS documents and records are defined in Table 1.

Document and records control locations are established in areas to provide adequate protection to prevent unauthorized use/access, damage, deterioration or loss of QMS documents and records. Copies of QMS documents and records located outside of designated control locations are considered uncontrolled.

5.5 Access to the Township of Armstrong’s computer infrastructure is restricted through use of usernames and passwords. Electronic documents are protected and backed-up within this computer infrastructure.

Access to facility QMS documents and records contained within internal electronic databases and applications (e.g., WMS) requires the permission of the Utilities Superintendent and is restricted through use of usernames and passwords.

SCADA records are maintained and accessible to staff when required.

5.6 Any employee of the drinking water system may request, in writing, a revision to improve an existing internal QMS document or the preparation of a new document. Written requests should indicate the reason for the requested change. The need for new or updated documents may also be identified through the Management Review or system audits.

The QMS Representative communicates any changes made to QMS documents to relevant facility personnel and coordinates related training (as required).

5.7 When a QMS document is superseded, the hardcopy of the document is promptly removed from its location and forwarded to the QMS Representative or designate for disposal or retention (as appropriate). Electronic copies are re-located to an obsolete folder and marked “superseded”.

5.8 The authorized method for disposal of documents and records after the specified retention requirements have been met is shredding.

5.9 QMS documents and records are retained in accordance with applicable regulations and legal instruments. Relevant legislated and internal retention periods are listed in Table 2.

5.10 QMS documents and records are reviewed for evidence of control during each internal system audit as per QMS Procedure QP-10 Internal QMS Audits.

6.0 Related Documents QP-10 Internal QMS Audits 7.0 Revision History Date Revision # Reason for Revision

2010-05-01 0 Procedure issued 2011-04-08 1 Identify how records and documents are protected as per CAR 1018.

Change name from Earlton Well Supply to Earlton Drinking Water System as per DWS update.

2012-04-25 2 Replaced Certificate of Approval with Municipal Drinking Water Licence and Drinking Water Works Permit

2013-11-21 3 Added Guy Laurin as Utilities Chief Operator and additional document references in Table 1 – ORO letter, Public Binder, Logbooks and CT SOP




Table 1: Designated location for documents and records required by the Township of Armstrong’s QMS.

Type of Document or Record Designated Document or Record

Control Location

(HC = Hard Copy/EC = Electronic Copy)

Internal QMS Documents

Operational Plan (includes QMS Procedures) EC – Water Wastewater Office computer

EC – www.armstrongtownship.com

HC – DWQMS filing cabinet

HC – Township of Armstrong Main Office

QMS Policy HC – Township of Armstrong Main Office

Daily Rounds Sheets EC – Water Wastewater Office computer


Laboratory Chain of Custody Forms EC – Water Wastewater Office computer

HC – Water Wastewater Office

Township of Armstrong’s Emergency Plan

Emergency Contact lists

Essential Supplies and Services List

Site Specific Emergency Response Procedures

Standard Operating Procedures (referenced in Operational Plan and QMS Procedures)

Sample Schedule

CT SOP

EC – Water Wastewater Office computer


Emergency Plan Reporting Forms

Community Complaint

Environmental Incident

MDWL Exceedance

Loss of Pressure Incident

EC – Water Wastewater Office computer


On-Call Schedule HC – Water Wastewater Office

Vacation Schedule HC – Water Wastewater Office

External QMS Documents

Applicable Federal and Provincial Legislation Online at www.e-laws.gov.on.ca

Drinking Water Works Permit HC – DWQMS filing cabinet

Engineering schematics/plans/drawings HC – Water Wastewater Office

Municipal Drinking Water Licence HC – DWQMS filing cabinet

Operator certificates HC – Water Wastewater Office

Operations Manual HC – Water Wastewater Office

ORO Letter HC – Water Wastewater Office

Original Equipment Manuals (OEM) HC – Water Wastewater Office

Permit to Take Water HC – DWQMS filing cabinet

Public Binder HC – Township of Armstrong Main Office

QMS Records

Daily Rounds Sheets HC – Water Wastewater Office

Operator Training Records HC – Water Wastewater Office

Maintenance Records EC - Workplace Management System (Hansen)


www.armstrongtownship.com




Type of Document or Record Designated Document or Record

Control Location

(HC = Hard Copy/EC = Electronic Copy)

Instrumentation Calibration/Maintenance Record EC - Workplace Management System (Hansen)


Laboratory Analytical Reports EC - Microsoft Outlook e-mail


SCADA Records EC – Water Wastewater Office computer

Internal QMS Audit Reports HC – DWQMS filing cabinet

External Audit Reports HC – DWQMS filing cabinet

MOE Inspection Reports HC – Water Wastewater Office

Annual Compliance/Summary Reports EC – Water Wastewater Office computer


Management Review Documentation EC – Water Wastewater Office computer


Internal QMS Communications EC - Microsoft Outlook e-mail

External QMS Communications EC - Microsoft Outlook e-mail

Infrastructure Review (Annual Budget) EC – Water Wastewater Office computer

HC – Township of Armstrong office

Emergency Plan Reports

Community Complaint Record

Environmental Incident Record

MDWL Exceedance Record

Loss of Pressure Incident Record


Logbooks HC – Water Wastewater Office

Table 2: Relevant legislated and corporate retention periods

Type of Document/Record Minimum Retention Time Requirement Reference

DWQMS Operational Plan 10 years Director’s Direction under SDWA

Internal QMS Audit Results 10 years Internal Requirement

External QMS Audit Results 10 years Internal Requirement

Management Review Minutes 10 years Internal Requirement

Documents and records required to demonstrate conformance with the DWQMS

3 years Internal Requirement

Documents and records required to demonstrate compliance with Ontario legislation

As per applicable regulations SDWA O. Reg. 170/03, O. Reg. 128/04


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix B

Appendix B QP-02 Risk Assessment and Risk Assessment Outcomes

QMS Procedure Proc.: Issued: Rev.#: Pages:

QP-02 2012-04-25 1 1 of 4

Reviewed by: Aurel Courchesne Approved by: Donald Antler

QMS

RISK ASSESSMENT and RISK ASSESSMENT OUTCOMES

1.0 Purpose

To define the process for conducting a drinking water risk assessment and for documenting and reviewing the results of the assessment at the facility level.

2.0 Scope

Applies to the Earlton Drinking Water System and is limited to the assessment of potential drinking water health hazards. Township of Armstrong approach to addressing other potential hazards is set out in QMS Procedure QP-09 Emergency Management.

3.0 Responsibility

Utilities Chief Operator Risk Assessment Personnel

4.0 Definitions

Drinking Water Health Hazard – means, in respect of a drinking water system, a) a condition of the system or a condition associated with the system’s waters, including any thing found in the waters,

i. that adversely affects, or is likely to adversely affect, the health of the users of the system, ii. that deters or hinders, or is likely to deter or hinder, the prevention or suppression of disease, or iii. that endangers or is likely to endanger public health,

b) a prescribed condition of the drinking water system, or c) a prescribed condition associated with the system’s waters or the presence of a prescribed thing in the waters Critical Control Point (CCP) – An essential step or point in the subject system at which control can be applied by the Operating Authority to prevent or eliminate a drinking water health hazard or reduce it to an acceptable level Hazardous Event – an incident or situation that can lead to the presence of a hazard Hazard – a biological, chemical, physical or radiological agent that has the potential to cause harm Control Measure – includes any processes, physical steps or other practices that have been put in place at a drinking water system to prevent or reduce a hazard before it occurs Likelihood – the probability of a hazard or hazardous event occurring Consequence – the potential impact to public health and/or operation of the drinking water system if a hazard/hazardous event is not controlled


QMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: QP-02 Rev.: 1 Issued: 2012-04-25 Page 2 of 4

Environmental Emergency Procedure (EEP) – site specific procedures developed for emergency situations

5.0 Procedure

5.1 The QMS Representative assigns trained personnel to conduct the risk assessment.

5.2 Using the system’s process diagram, identify hazardous events and associated hazards (possible outcomes) that could impact the system’s ability to deliver safe drinking water in Table 11 for each activity/process step.

5.3 For each of the hazardous events, specify control measures currently in place at the facility that eliminate the hazard or prevent it from becoming a threat to public health.

Note: Some hazards/hazardous events may have step-by-step contingency plans associated with them. These contingency plans are developed as per the Township of Armstrong’s Emergency Management Program and are further described in QMS Procedure QP-09 Emergency Management.

5.4 To ensure that potential drinking water health hazards are addressed and minimum treatment requirements as regulated by SDWA O. Reg. 170/03 and the Procedure for Disinfection of Drinking Water in Ontario are met, the Township of Armstrong has established mandatory Critical Control Points (CCPs).

As a minimum, the following must be included as CCPs at the Earlton Drinking Water System (as applicable):

Processes necessary to achieve the required log removal or inactivation of pathogens (i.e., chemical and/or UV disinfection system, filtration process2 for surface water and GUDI systems)

Processes necessary for maintaining a disinfectant residual in the distribution system (includes re-chlorination points)

Identify the above processes (as they apply) as mandatory CCPs in the ‘CCP’ column in Table 1.

5.5 To determine if there are any additional CCPs for the system, evaluate and rank the hazardous events (as set out below in steps 5.6 and 5.7) for the remaining activities/process steps (i.e., those not included as minimum CCPs).

5.6 Taking into consideration existing control measures (including the reliability and redundancy of equipment), assign each hazardous event a value for the likelihood and a value for the consequence of that event occurring based on the following criteria:

1 Tables referred to in this procedure are contained within the facility-specific Summary of Risk Assessment Outcomes 2 Filtration process includes related processes (e.g., chemical coagulation, rapid mixing, flocculation, sedimentation)



Value Likelihood of Hazardous Event Occurring

1 Rare – Estimated to occur every 50 years or more (usually no documented occurrence at site)

2 Unlikely – Estimated to occur in the range of 10 – 49 years

3 Possible – Estimated to occur in the range of 1 – 9 years

4 Likely – Occurs monthly to annually

5 Certain – Occurs monthly or more frequently

Value Consequence of Hazardous Event Occurring

1 Insignificant – Little or no disruption to normal operations, no impact on public health

2 Minor – Significant modification to normal operations but manageable, no impact on public health

3 Moderate – Potentially reportable, corrective action required, potential public health impact, disruption to operations is manageable

4 Major – Reportable, system significantly compromised and abnormal operations if at all, high level of monitoring and corrective action required, threat to public health

5 Catastrophic – Complete failure of system, water unsuitable for consumption

Multiply the likelihood and consequence values to determine the risk value (ranking) of each hazardous event and record all values in Table 1. Hazardous events with a ranking of 12 or greater are considered high risk.

5.7 Review the hazardous events and rankings documented in Table 1 and identify any activity/process step as an additional CCP if all of the following criteria are met:

The associated hazardous event has a ranking of 12 or greater The associated hazardous event is reduced to an acceptable level through

control measure(s) Operation of the control measures can be monitored and corrective actions can

be applied in a timely fashion Specific control limits can be established for the control measure(s) Failure of the control measures would lead to immediate notification of Medical

Officer of Health (MOH) or Ministry of the Environment (MOE) or both.

5.8 List identified CCPs (required minimum and any additional CCPs established by the risk assessment) in Table 2. Set related critical control limits (e.g., limits for turbidity, chlorine residual, temperature, pH) for each CCP as appropriate.

5.9 Ensure procedures have been developed and implemented at the facility to:

Monitor the critical control limits Respond to, report and record deviations from the critical control limits.

List these procedures in Table 2.

5.10 The information recorded in the Summary of Risk Assessment Outcomes is maintained at the facility level on an ongoing basis and is reviewed at least annually as part of the Management Review process.

5.11 A risk assessment is conducted and documented at least once every thirty-six months.



6.0 Related Documents Summary of Risk Assessment Outcomes 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System

Summary of Risk Assessment Outcomes Corporation of the Township of Armstrong

Earlton Drinking Water System

Revised: Rev. #: Pages:

2012-04-25 1 1 of 7

Table 1: Risk Assessment Table

Note: Processes referred to in section 5.4 of QP-02 Risk Assessment and Risk Assessment Outcomes must be identified as mandatory Critical Control Points (CCPs). Mandatory CCPs are not required to be ranked.

QMS

Activity/ Process Step

Description of Hazardous Event

Possible Outcome (Hazards)

Existing Control Measures

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CCP?

Raw Water/Well

Well casing collapse Loss of raw water Contamination of aquifer

Redundancy (3 wells and well pumps) Turbidity meter at plant Operator checks

2 2 4 Yes – Mandatory CCP

Yes – Additional CCP identified for facility

No Well pump failure Loss of raw water Redundancy (3 wells and well pumps) Well pump(s) failure alarm Well flow meter Environmental Emergency Procedure (EEP) for Well Pump Failure

2 2 4

Fuel/Chemical Spill (ONR Railway and TransCanada Highway)

Contamination of aquifer Monitor and sample EEP for Off-site Chemical/Fuel Spill EEP for Contaminated Raw Water

2 4 8

Chemical feed pump failure at well head (Sodium Hypochlorite)

Increase of pathogens in raw water entering treatment system

Redundancy (chemical pump on each of the 3 wells) Chemical pump fault alarm

2 3 6

Sodium Hypochlorite System (Primary disinfection)

Chemical feed pump failure

Loss of disinfection Low chlorine residual Inadequate inactivation of pathogens Potential for AWQI

On-line monitoring with alarms In-house residual testing and dosage calculations Redundancy: back-up pump Scheduled maintenance activities EEP for Chlorine Pump Failure Standard Operating Procedure (SOP) for Chlorine Contact Time (CT) EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in Large Municipal Residential Systems (LMRS)

Yes – Mandatory CCP


No


Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 2 of 7





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CCP?

Analyzer failure Unknown chlorine residual levels Potential for AWQI

Low level alarm In-house residual testing Scheduled maintenance activities Spare analyzer SOP for Chlorine CT EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS

Low supply of Sodium Hypochlorite

Inadequate disinfection, Potential for AWQI

Low chlorine residual alarms Operator checks Chemical available within surrounding municipalities SOP for Chlorine CT EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS SOP for Chemical Sources

Ferric System (Coagulation process)

Chemical pump failure Increased iron content Redundancy (2 chemical pumps) Pump fault alarm



No

Filtration Process (Duel media, conventional filtration)

Filter breakthrough Increased turbidity levels Potential for AWQI

On-line turbidity monitoring Regular backwashes Operator checks Scheduled maintenance activities EEP for Reporting and Responding to High Turbidity in LMRS



No

Backwash System Pump failure Increased turbidity levels Potential for AWQI

Two domestic high lift pumps can replace backwash pump (manual change)








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CCP?

Spare pump Operator checks High turbidity alarm EEP for Reporting and Responding to High Turbidity in LMRS


No

Blower failure Increased turbidity levels Accumulation of biofilm

Spare blower Blower failure alarm, call out Operator checks

4 2 8

Clearwells

Low level Inadequate contact time for primary disinfection Inadequate treated water supply

Low level alarm Schedule maintenance and inspection activities Town ordered water conservation or ban EEP for Water Supply Shortage



No

Clearwell out of service for repair Maintenance

Inadequate contact time for primary disinfection

Redundancy (2 clearwells) Isolation valve between clearwells Increase chlorine dosage into clearwell Scheduled maintenance activities

2 3 6

Compromised integrity Loss of volume Infiltration Potential AWQI

Low level alarm Residual monitoring Operator checks Township ordered water conservation or ban

1 3 3

High Lift High lift pump failures Loss of water supply

Redundancy (3 pumps, 1 fire pump and 1 backwash pump) Spare pump Scheduled maintenance activities Operational control Low level alarm and lockout alarm Pump fault alarm EEP for High Lift Pump Failure



No







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CCP?

Low/loss of pressure Infiltration Backflow pressure Potential for AWQI

Redundancy (3 pumps, 1 fire pump and 1 backwash pump) Low pressure alarm Operator checks Township ordered water conservation or ban EEP for Low Pressure

2 3 6

Water Treatment System

Power failure Loss of treated water supply

Back-up diesel generator at WTP Scheduled maintenance activities Operator checks (fuel level) EEP for Power Failure of Long Duration EEP for Standby Power Failure



No

Generator failure Loss of treated water supply

Scheduled maintenance activities Operator checks (fuel level) EEP for Power Failure of Long Duration EEP for Standby Power Failure

2 5 10

Vandalism/terrorism Contamination of the water supply Damage to critical equipment

Locked (water plant , well house, hatches) Fencing around each well with pad lock Signage Intrusion alarms (WTP and well house) Daily rounds EEP for Vandalism or Suspected Unauthorized Entry

2 4 8

Secondary Disinfection

Loss of free chlorine residual in distribution

Failure to control biofilm and pathogens (long-term) Potential for AWQI

Continuous on-line monitoring of chlorine residual into the distribution system System-wide residual testing as per O. Reg. 170/03 Low chlorine alarm Regularly scheduled maintenance (Performed by Township) EEP for Reporting and Responding to

Yes – Mandatory CCP


No







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CCP?

Adverse Chlorine Residuals in LMRS

Watermains Watermain structural failure/breaks

Contamination Loss of pressure Loss of supply

Notification/complaints from customers Operator checks Alarms (low pressure, low clearwell) EEP for Water Line Breaks EEP for Water Supply Shortage



No Does not meet all CCP criteria (i.e. control measurers cannot be monitored)

All (watermains, connections, valves, construction, etc.)

Accident Vandalism

Contamination Loss of water supply Loss of pressure

Notification/complaints from customers Operator checks Alarms (low pressure, low clearwell) Site specific EEP for Water Supply Shortage



No

Service connections Cross Connection Contamination EEP for Reporting and Responding to Adverse Bacteriological Results in Large Municipal Residential Systems



No

Structural failure/breaks Contamination Loss of pressure

Customer notification/complaints Alarms (low pressure)

4 2 8

Valves Failure Loss of control Line breaks and/or contamination Loss of pressure Loss of water supply

Maintenance program Alarms (low pressure) EEP for Water Supply Shortage



No

Flushing Failure to flush Not following proper procedure

Loss of chlorine residual Potential AWQI Contamination Lower pressure

Maintenance program, Customer complaints/notifications EEP for Reporting and Responding to Adverse Chorine Residuals in Large Municipal Residential Systems



No

New construction Sub-standard construction and /or

Contamination Loss of pressure

AWWA guidelines Testing


Yes – Additional CCP







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CCP?

commissioning Provincial Standard Inspection identified for facility

No

Sampling (watermain breaks)

Failure to sample (equipment/human error)

Contamination AWWA guidelines Operator Certification



No

Distribution System Adverse Water Quality Result as described in O. Reg. 170/03

Potential for unsafe drinking water

Site specific SOP Sampling Schedule EEP for Reporting and Responding to Adverse Results in Large Municipal Residential Systems (several EEPs)



No

Table 2: Identified Critical Control Points (CCPs)

CCP Critical Control Limits Monitoring Procedures Response, Reporting and Recording

Procedures

Primary Disinfection

Free Chlorine Residual Alarms Low set point = 0.30 mg/L

SCADA (continuous online analyzers) Regular operator checks via remote monitoring system On-site checks Trend review and sign-off as per O. Reg. 170/03

SOP for Chlorine CT EEP for Chlorine Pump Failure EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS

Pressure in Distribution System

Pump Failure Alarm Alarms during a pump failure Low Pressure Alarm Alarm at WTP for low pressure =< 30 psi for 10 minutes

SCADA (continuous online analyzers) On-site checks

EEP for High Lift Pump Failure EEP for Low Pressure Events in the Distribution System

Secondary Disinfection

Free Chlorine Residual - Distribution Low = 0.05 mg/L High = 4.0 mg/L

Distribution chlorine residuals monitored as per O. Reg. 170/03

EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS



Table 3: Record of Annual Review/36-Month Risk Assessment The Drinking Water Quality Management Standard (DWQMS) requires that the currency of the information and the validity of the assumptions used in the risk assessment be verified at least once a year. In addition, the risk assessment must be conducted at least once every thirty-six months. Refer to steps 5.10 and 5.11 of QP-02.

Date of Activity Type of Activity Participants Summary of Results

2010-03-24 Risk Assessment Amanda Dubuc (OCWA), Aurel Courchesne (Utilities Chief Operator), Don Antler (Utilities Superintendent), Guy Laurin (Operator)

Conducted initial risk assessment.

2010-05-01 Review Amanda Dubuc (PCT) Desktop review prior to submission of Partial Accreditation application. No changes.

2010-11-18 Review Amanda Dubuc (OCWA), Aurel Courchesne (Utilities Chief Operator), Claude Mongrain (ORO), Don Antler (Utilities Superintendent), Guy Laurin (Operator), Martin Lavictoire (Operator)

Review during Internal Audit. No changes.

2011-12-15 Review Amanda Dubuc (OCWA), Aurel Courchesne (Utilities Chief Operator), Claude Mongrain (ORO), Don Antler (Utilities Superintendent), Guy Laurin (Operator), Jonathon Schenk (Operator)

Review during Internal Audit. No changes.

2012-02-22 Risk Assessment Aurel Courchesne (Utilities Chief Operator), Claude Mongrain (ORO), Don Antler (Utilities Superintendent), Guy Laurin (Operator), Jonathon Schenk (Operator)

Conducted risk assessment. Identified generator failure as a hazardous event and reranked power failure.

Revision History Date Revision # Reason for Revision 2010-03-24 0 Initial risk assessment conducted 2012-04-25 1 Template revised to include ‘Record of Annual Review/36-Month Risk Assessment’ (Table 3) and updated Critical Control Limit set points, changed facility name to Earlton Drinking Water System, added generator failure as a hazardous event and reranked power failure


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix C

Appendix C QMS Organizational Structure for the Ontario Clean Water Agency

Ontario Clean Water Agency

QEMS Organizational Structure for the Ontario Clean Water Agency

Revision 2: 2013-11-21 Page 1 of 1

Reports To Supervises/Directs Endorsement & Approval of the Facility’s QEMS & Operational Plan

Owner The Corporation of the Township of Armstrong – Earlton Drinking Water System

Overall Responsible Operator Ontario Clean Water Agency – Northeastern Ontario Hub

Facility Staff Operator ORO/OIC

Facility QEMS

Regional Manager Northern Region

VP – Operations Director - Risk, Compliance & Training

President & CEO

Board of Directors*

Operations Manager

(Facility Level Top Management &

QEMS Rep) Instrumentation Technicians

Senior Operations Manager

Northeastern Ontario

(Facility Level Top Management,

QEMS Rep. & Media

Spokesperson)

Corporate Level Top Management

Overall Leadership & Support for OCWA’s QEMS

* Represents the highest level of OCWA’s Top Management

Delineates Corporate & Facility Level Functions

Overall Responsible

Operator

Process & Compliance Technician

(QEMS Rep)


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix D

Appendix D QP-03 Personnel Coverage

QMS Procedure


QP-03 2013-11-21 1 1 of 2

Reviewed by: Guy Laurin Approved by: Donald Antler

QMS

PERSONNEL COVERAGE

1.0 Purpose

To describe the procedure for ensuring that sufficient and competent personnel are available for duties that directly affect drinking water quality.

2.0 Scope

Applies to operations personnel at the Earlton Drinking Water System. 3.0 Responsibility

Utilities Superintendent 4.0 Definitions

Competency – an integrated set of requisite skills and knowledge that enables an individual

to effectively perform the activities of a given occupation Essential Services – services that are necessary to enable the employer to prevent,

(a) danger to life, health or safety, (b) the destruction or serious deterioration of machinery, equipment or premises, (c) serious environmental damage, or (d) disruption of the administration of the courts or of legislative drafting.

Manned Facilities – a facility where operational staff report to.

5.0 Procedure 5.1 The Utilities Superintendent or designate ensures that personnel meeting the

competencies identified in the Operational Plan are available for duties that directly affect drinking water quality.

5.2 The Earlton Drinking Water System is considered an unmanned facility. Operations personnel are remotely available 24 hours a day, 7 days a week by alarming systems. The sites are visited daily between the hours of 07:30 to 16:00. The facility is also checked twice per day by the on-call operator outside the normal operating hours.

5.3 Ontario Clean Water Agency (OCWA) personnel are assigned to act as and fulfill the duties of Overall Responsible Operator (ORO) in accordance with SDWA O. Reg. 128/04.

When the ORO is unavailable, the OCWA Operations Manager is designated as the ORO and is recorded as such in the facility logbook.

The designated OIC for each facility visit is recorded in the facility logbook.

5.4 The Utilities Superintendent assigns an on-call operator for the time outside of 07:30 and 16:00 (i.e., evenings, weekends and Statutory Holidays). The on-call shift rotates every

Based on the 2005 National Occupational Guidelines for Canadian Water and Wastewater Operators and International Board of

Standards for Training, Performance and Instruction


QMS Procedure: Personnel Coverage


Friday morning at 10:30. The on-call schedule is maintained by the Utilities Superintendent or designate and is posted in the Earlton Drinking Water System.

5.5 The on-call person is responsible for responding to the alarm monitoring service within a reasonable time frame.

5.6 The Utilities Superintendent or designate is responsible for approving vacation time for staff in a manner which ensures sufficient personnel are available for the performance of normal operating duties.

6.0 Related Documents QP-01 Document and Records Control On-Call Schedule Vacation Schedule 7.0 Revision History

Date Revision # Reason for Revision

2010-05-01 0 Procedure issued 2012-04-25 1 Updated facility name to Earlton Drinking Water System, included the two additional visits to the facility by the on-call operator in procedure 5.2, changed the on-call rotation time from 11:30 to 10:30 in procedure 5.4 2013-11-21 2 Updated management title from Cluster to Operations Manager


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix E

Appendix E QP-04 Communications


QP-04 2012-04-25 1 1 of 2


QMS

COMMUNICATIONS

1.0 Purpose

To describe the procedures for QMS-related communications between the facility’s Top Management and operations personnel, the owner, suppliers and the public.

2.0 Scope Applies to facility level internal and external communications regarding the Quality Management System (QMS) implemented at the Earlton Drinking Water System.

3.0 Responsibility Clerk/Treasurer/Administrator Utilities Superintendent Utilities Chief Operator

4.0 Definitions

None

5.0 Procedure 5.1 The Clerk/Treasurer/Administrator and Utilities Superintendent are responsible for

identifying and coordinating any site-specific communications in relation to the status/development of the facility’s QMS.

5.2 The QMS Representative or designate ensures facility personnel receive site-specific training on the Operational Plan, QMS Procedures and other related operating instructions and procedures.

5.3 The continuing suitability, adequacy and effectiveness of the Township of Armstrong’s QMS are communicated to the owner as part of the Management Review process (refer to QMS Procedure QP-11 Management Review).

5.4 Communication requirements for ensuring suppliers and contractors understand the relevant QMS policies, procedures and expectations are described in QMS Procedure QP-05 Essential Supplies and Services.

5.5 Media enquiries must be directed to the facility’s designated media spokesperson. The Township of Armstrong’s Mayor and Clerk/Treasurer/Administrator are the media spokespersons for the Earlton Drinking Water System. The Media Spokesperson coordinates with facility and Township personnel as appropriate.

5.6 The Township of Armstrong’s QMS and QMS Policy are communicated to the public through their Annual Report. The QMS policy is also posted at the Township of Armstrong main office.

Facility tours of interested parties must be approved in advance by the Utilities Superintendent.

Complaints, which can be received by all staff, whether received from the consumer, the community or other interested parties, are documented on the Community


QEMS Procedure: Communications Proc.: QP-04 Rev.: 1 Issued: 2012-04-25 Page 2 of 2

Complaints form. Consumer feedback that is captured will be included for discussion at the Management Review.

5.7 Internal and external communication responsibilities and reporting requirements for emergency situations are set out under the Township of Armstrong’s Emergency Response Plan. Refer to QMS Procedure QP-09 Emergency Management.

6.0 Related Documents QP-01 Document and Records Control QP-05 Essential Supplies and Services QP-09 Emergency Management QP-11 Management Review Community Complaint Form Community Complaint Report Township of Armstrong’s Emergency Response Plan 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System, added the Mayor as one of the media spokespersons in procedure 5.5


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix F

Appendix F QP-05 Essential Supplies and Services

QMS Procedure


QP-05 2012-04-25 1 1 of 2


QMS

ESSENTIAL SUPPLIES and SERVICES 1.0 Purpose

To describe Township of Armstrong’s procedures for procurement and for ensuring the quality of essential supplies and services.

2.0 Scope

Applies to essential supplies and services pertaining to the Earlton Drinking Water System, as identified in this procedure.

3.0 Responsibility

Clerk/Treasurer/Administrator Utilities Superintendent

4.0 Definitions

Essential Supplies and Services – supplies and services deemed to be critical to the delivery of safe drinking water

5.0 Procedure 5.1 Essential supplies and services for the Earlton Drinking Water System are listed in the

Township of Armstrong’s Emergency Plan. The list is reviewed and updated as required by the QMS Representative or designate.

5.2 Purchasing is conducted in accordance with the Municipal Procurement and Administration policies, procedures and guidelines. Purchases of capital equipment are subject to formal approval by council.

5.3 Contractors are selected based on their qualifications and ability to meet the facility’s needs without compromising operational performance and compliance with applicable legislation and regulations.

Contracted personnel including suppliers may be requested or required to participate in additional relevant training/orientation activities to confirm conformance with facility procedures to become familiar with the Township of Armstrong’s workplaces.

If necessary, appropriate control measures are implemented while contracted work is being carried out and communicated to all relevant parties to minimize the risk to the integrity of drinking water system and the environment.

5.4 All third-party drinking water testing services are provided by accredited and licensed laboratories.

5.5 Calibration services are provided by qualified personnel.

5.6 Chemicals purchased for use in the drinking water treatment process must meet AWWA Standards and be ANSI/NSF certified.

The facility orders and receives ongoing deliveries of chemicals to satisfy current short-term needs based on processing volumes and storage capacities.


QEMS Procedure: Essential Supplies and Services Proc.: QP-05 Rev.: 1 Issued: 2012-04-25 Page 2 of 2

5.7 Process components/equipment are verified with the supplier that they meet applicable

regulatory requirements and industry standards for use in drinking water systems prior to their installation.

6.0 Related Documents Township of Armstrong’s Emergency Plan 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix G

Appendix G QP-06 Review and Provision of Infrastructure


QP-06 2012-04-25 1 1 of 1


QMS

REVIEW and PROVISION of INFRASTRUCTURE

1.0 Purpose

To describe the Township of Armstrong’s procedure for reviewing the adequacy of infrastructure necessary to operate and maintain a drinking water system.

2.0 Scope

Applies to the Earlton Drinking Water System. 3.0 Responsibility

Clerk/Treasurer/Administrator Utilities Chief Operator

4.0 Definitions

Infrastructure – the set of interconnected structural elements that provide the framework for supporting the operation of the drinking water system, including buildings, workspace, process equipment, hardware, software and supporting services, such as transport or communication.

5.0 Procedure 5.1 On an annual basis, the Utilities Chief Operator conducts a review of the drinking water

system’s infrastructure to assess its adequacy for the operation and maintenance of the system.

5.2 The output of the review is a summary of capital works recommendations that is submitted to council for review and comment. Together with council, timelines and responsibilities for implementation of priority items are determined and documented within the annual budget.

6.0 Related Documents QP-01 Document and Records Control Council Meeting Minutes Minutes of Management Review 7.0 Revision History

Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix H

Appendix H QP-07 Sampling, Testing and Monitoring

QMS Procedure


QP-07 2013-11-21 2 1 of 2


QMS

SAMPLING, TESTING and MONITORING 1.0 Purpose

To describe the procedure for sampling, testing and monitoring for process control and finished drinking water quality.

2.0 Scope Applies to sampling, testing and monitoring at the Earlton Drinking Water System.

3.0 Responsibility

Utilities Superintendent Utilities Chief Operator Operators Overall Responsible Operator/Mechanic (OCWA)

4.0 Definitions

Challenging Conditions – any existing characteristic of the water source or event-driven fluctuations that impact the operational process as identified and listed under the Drinking Water System section in the facility’s Operational Plan

5.0 Procedure 5.1 All sampling, monitoring and testing is conducted at a minimum in accordance with

regulatory requirements. Adverse water quality incidents are responded to and reported as per Environmental Emergency Procedures (EEPs) pertaining to adverse results found in the Township of Armstrong’s Emergency Plan binder.

5.2 Samples are submitted to an accredited and licensed laboratory according to the facility’s sampling schedule. The sampling schedule is maintained by the Utilities Chief operator and is updated as required.

Analytical results from laboratory reports are kept in the Water Wastewater Office. Hardcopy reports are maintained as per QP-01 Document and Records Control.

5.3 Continuous monitoring equipment is used to collect and record information on the following parameters related to process control and finished drinking water quality.

Earlton Drinking Water System

Free chlorine residual – treated water

Flow rates – raw and treated water

Turbidity – filter 1 & 2

Results from continuous monitoring equipment are recorded by the SCADA system and stored electronically. A Standard Operating Procedure for the Continuous Monitoring of Operational Parameters for Drinking Water Systems is available in the Township of Armstrong’s Emergency Plan Binder.

5.4 In-house process control activities are conducted once per visit by the certified operator(s) on duty. The results of these activities are recorded on the daily rounds sheets.


QMS Procedure: Sampling, Testing and Monitoring


5.5 Sampling, testing and monitoring activities related to the facility’s most challenging

conditions are captured within the existing in-house program described above. There are no relevant upstream sampling, testing, and monitoring activities.

5.6 As a minimum, the Township of Armstrong is provided with regulatory reports and the results of the Management Review process as outlined in QP-11 Management Review.

In addition, updates regarding sampling, testing and monitoring activities are provided during council meetings.

6.0 Related Documents QP-01 Document and Records Control QP-11 Management Review Continuous Monitoring of Operational Parameters for Drinking Water Systems SOP (Township of Armstrong’s Emergency Plan Binder) Daily Rounds Sheet Laboratory Analysis Reports Laboratory Chain of Custody Forms Reporting and Responding to Adverse Results EEPs Sampling Schedule 7.0 Revision History

Date Revision # Reason for Revision

2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System 2013-11-21 2 Updated location reference of the office from Utilities Office to Water Wastewater Office


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix I

Appendix I QP-08 Measurement and Recording Equipment Calibration and Maintenance


QP-08 2012-04-25 1 1 of 2


QMS

MEASUREMENT and RECORDING EQUIPMENT CALIBRATION and MAINTENANCE

1.0 Purpose

To describe the procedure for the calibration and maintenance of measurement and recording equipment.

2.0 Scope Applies to the measurement and recording equipment at the Earlton Drinking Water System.

3.0 Responsibility

Utilities Superintendent Utilities Chief Operator Operators Overall Responsible Operator/Mechanic (OCWA) Instrumentation Technicians (OCWA)

4.0 Definitions

None

5.0 Procedure 5.1 All measurement and recording equipment calibration and maintenance activities must

be performed by appropriately trained and qualified personnel or by a qualified third-party calibration service provider (refer to QP-05 Essential Supplies and Services).

5.2 The Utilities Chief Operator and/or Instrumentation Technician establishes and maintains a list of all measurement and recording devices and associated calibration schedules using the automated Work Management System (WMS).

5.3 Calibration and maintenance activities are carried out in accordance with procedures specified in the original equipment manuals and or instructions specified in WMS.

5.4 Any measurement device which does not meet its specified performance requirements during calibration must be removed from service (if practical) until repaired or replaced. The failure must be reported to the Utilities Superintendent as soon as possible so that immediate measures can be taken to ensure that drinking water quality has not been compromised by the malfunctioning device. Any actions taken as a result of the failure are recorded and any notifications required by applicable legislation are completed and documented within the specified time period.

5.5 Calibration and maintenance records and original equipment manuals are maintained as per QP-01 Document and Records Control.

6.0 Related Documents QP-01 Document and Records Control QP-05 Essential Supplies and Services Instrumentation Calibration/Maintenance Reports Workplace Management System (Hansen) Records


QMS Procedure: Measurement and Recording Equipment Calibration and Maintenance Proc.: QP-08 Rev.: 1 Issued: 2012-04-25 Page 2 of 2

7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix J

Appendix J QP-09 Emergency Management


QP-09 2012-04-25 1 1 of 2


QMS

EMERGENCY MANAGEMENT

1.0 Purpose

To describe the procedure for maintaining a state of emergency preparedness at the facility level under the Township of Armstrong’s Emergency Management Program.

2.0 Scope Applies to potential operations emergency situations or service interruptions identified for the Earlton Drinking Water System.

3.0 Responsibility Utilities Superintendent Utilities Chief Operator Operator

4.0 Definitions

Emergency Plan – a facility level plan for preparedness for operations emergencies that can be managed by plant staff and local resources

5.0 Procedure

5.1 A list of mandatory contingencies for potential emergency situations or service interruptions. These are:

Potential or actual unsafe water Catastrophic equipment failure that impacts the ability to provide service Power failure that impacts the ability to provide service Accidental release that could impact the environment Critical injury Critical shortage of staff

There were no additional contingencies identified for the Earlton Drinking Water System at this time.

The contingency plans are contained within the Township of Armstrong’s Emergency Plan.

5.2 Each contingency plan must be reviewed at a minimum annually and at least one plan must have a full test each year.

5.3 Roles and responsibilities for emergency management at the Earlton Drinking Water System are set out in the Township of Armstrong’s Emergency Plan under the “Roles and Responsibilities” section. Specific roles and responsibilities related to a particular emergency situation or service interruption are set out in the relevant contingency plan.

5.4 An emergency contact list and essential supplies and services list are contained within the Township of Armstrong’s Emergency Plan and is updated at least annually. Protocols for communication during emergency situations or service interruptions are set out in the individual contingency plans.


QMS Procedure: Emergency Management Proc.: QP-09 Rev.: 1 Issued: 2012-04-25 Page 2 of 2

6.0 Related Documents QP-01 Document and Records Control Emergency Contact List Essential Supplies and Services List Township of Armstrong’s Emergency Plan 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix K

Appendix K QP-10 Internal QMS Audits


QP-10 2012-04-25 1 1 of 2


QMS

INTERNAL QMS AUDITS

1.0 Purpose

To describe the procedure for conducting internal audits at the facility level that evaluate the conformance of the Township of Armstrong’s Quality Management System (QMS) to the requirements of the Drinking Water Quality Management Standard (DWQMS).

2.0 Scope

Applies to all activities within the scope of the QMS implemented at the Earlton Drinking Water System as documented in the Operational Plan.

3.0 Responsibility

Utilities Superintendent Utilities Chief Operator

4.0 Definitions

Internal QEMS Audit – a systematic and documented internal verification process that involves objectively obtaining and evaluating documents and processes to determine whether a quality management system conforms to the requirements of the DWQMS

Internal Auditor – person with skills, training and/or experience to conduct an internal audit

Nonconformity – non-fulfillment of a requirement

5.0 Procedure

5.1 The Utilities Superintendent ensures that an internal QMS audit is conducted for the facility on an annual basis, as a minimum, by personnel with adequate skills, training and/or experience.

5.2 Protocol questions are designed to encompass all of the requirements of the DWQMS. Additional information is included in the protocol to provide clarification on the purpose and application of the requirement. The protocol is reviewed annually and updated as necessary.

5.3 The auditor(s) reviews the facility’s approved policies and procedures, the results of previous internal and external QMS audits, the status of corrective and preventive actions and other QMS-related documentation prior to the audit.

5.4 The auditor(s) follows the audit protocol and engages in activities that may include asking questions, observing operations and reviewing documents and records. Non-conformities with reference to specific documents and details are recorded on the audit protocol along with any additional comments and suggestions.

5.5 Upon completion of the final audit report, the auditor(s) reviews the results and identified nonconformities with the Utilities Superintendent. The audit report and supporting documentation is filed by the QMS Representative and retained as per QP-01 Document and Records Control.


QMS Procedure: Internal Audits Proc.: QP-10 Rev.: 1 Issued: 2012-04-25 Page 2 of 2

5.6 When nonconformity is identified through the internal audit process, an action plan to

rectify the issue is developed by the Utilities Chief Operator or designate, specifying responsibility and a target date for resolution. The Utilities Superintendent or designate monitors progress of the action plan related to the identified nonconformity until it is fully resolved.

The QMS Representative ensures that any necessary revisions to QMS procedures and policies are completed and communicated to relevant facility personnel.

5.7 The QMS Representative ensures that results of the audit are included as input to the Management Review process.

6.0 Related Documents QP-01 Document and Records Control Action Plans Audit Reports 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix L

Appendix L QP-11 Management Review


QP-11 2012-04-25 1 1 of 2


QMS

MANAGEMENT REVIEW

1.0 Purpose

To describe the procedure for conducting a Management Review of the Quality Management System (QMS) at the facility level.

2.0 Scope

Applies to the review of the QMS implemented at the Earlton Drinking Water System. 3.0 Responsibility Top Management

Clerk/Treasurer/Administrator Utilities Superintendent Utilities Chief Operator

4.0 Definitions

Management Review – a formal (documented) meeting conducted at least once every 12 months by Top Management to evaluate the continuing suitability, adequacy and effectiveness of the Quality Management System (QMS)

5.0 Procedure 5.1 The Superintendent determines a suitable frequency for Management Review

meetings for the drinking water system. As a minimum, reviews must be conducted at least once every 12 months.

5.2 The standing agenda for Management Review meetings is as follows:

a) Incidents of regulatory non-compliance, b) Incidents of adverse drinking water tests, c) Deviations from critical control limits and response actions, d) The efficacy of the risk assessment process, e) Internal and third-party audit results, f) Results of emergency response testing, g) Operational performance, h) Raw water supply and drinking water quality trends, i) Follow-up on action items from previous Management Reviews, j) The status of management action items identified between reviews, k) Changes that could affect the QMS, l) Consumer feedback, m) The resources needed to maintain the QMS, n) The results of the infrastructure review, o) Operational Plan currency, content and updates, and p) Staff suggestions.

The QMS Representative coordinates the Management Review and distributes the agenda with identified responsibilities to all participants in advance of the Management Review meeting along with any related reference materials.


QMS Procedure: Management Review Proc.: QP-11 Rev.: 1 Issued: 2012-04-25 Page 2 of 2

5.3 The Management Review participants review the data presented and make

recommendations and/or initiate action plans to address identified deficiencies as appropriate.

5.4 The QMS Representative ensures that minutes of and action plans resulting from the Management Review meeting are prepared and distributed to appropriate management and personnel.

5.5 The Utilities Superintendent monitors the progress and documents the completion of action plans resulting from the Management Review.

6.0 Related Documents QP-01 Document and Records Control Minutes and action plans resulting from the Management Review 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System


DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix M

Appendix M Subject System Description Form (Schedule C)

Director’s Directions for Operational Plans – July 2007 Rev: 1 Issued: 2012-04-25

Schedule “C”

Subject System Description Form

Municipal Residential Drinking-Water System Owner of Municipal Residential Drinking-Water System:1 The Corporation of the Township of Armstrong Name of Municipal Residential Drinking-Water System:2 Earlton Drinking Water System

Subject Systems

Name of Operational Subsystems

(if applicable)3

Name of Operating Authority5

DWSNumber(s)6

Check here if the Municipal Residential Drinking-Water System is operated by one operating authority. Enter the name of the operating authority in adjacent column4

Operational Subsystem 1: Treatment & Distribution System

Township of Armstrong 220003662

Operational Subsystem 2:

Operational Subsystem 3:

Add attachments if there are additional ‘Operational Subsystems’

Contact Information7 Name Title Phone No(s). Email Address

Primary Aurel Courchesne Utilities Chief Operator Office: (705) 563-2152 Cell: (705) 648-3201

[email protected]

Alternate Claude Mongrain Overall Responsible Operator Office: (705) 672-5549 Cell: (705) 647-2541

[email protected]

Alternate Office: Cell:

Director’s Directions for Operational Plans – July 2007 Rev: 1 Issued: 2012-04-25

Subject System Description Form Notes:

1. The legal name of the owner should be used for this entry. 2. The name of the municipal residential drinking-water system should be the name most commonly used to describe the entire

system. If information or records have been submitted to the ministry respecting this system, using an identifier name (e.g. for DWS), that identifier name should be used.

3. The identification of each operational subsystem will be necessary in cases where the municipal residential drinking-water system

is being operated by more than one operating authority. For example, if a municipality owns a treatment and distribution system but contracts the operation of the treatment system to a separate entity there will be two ‘operational subsystems’, treatment and distribution. The name used to identify these operational subsystems should be one that is commonly used or describes the component. For example, the Everytown Treatment System and the Everytown Distribution System as separate operational subsystems of the same municipal residential drinking-water system.

4. If there is only one operating authority for the municipal residential drinking-water system, the box should be checked as such. In

this case the subject system is the municipal residential drinking-water system and there will be no operational subsystem. The operating authority will need to be identified in the adjacent box.

5. The legal or corporate name of the operating authority should be used for this entry.

6. The DWS number is the number, or numbers, assigned to the drinking-water system by the Ministry of the Environment in

response to the owner submitting a written notice containing information about the system further to section 10.1 of O. Reg. 170/03. In some cases multiple DWS numbers may exist for components of a municipal residential drinking-water system. In these cases enter all DWS numbers. Conversely, if one DWS number exists for multiple subject systems, enter the number opposite each operational subsystem.

7. The contact entry should identify a person who may be contacted for clarification of information contained in the form. An

alternate person may also be identified.