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Home My WebLink AboutINS-13-008 - Drinking Water Quality Mgmt Standard 2012 REPORT TO: Community & Infrastructure Services Committee DATE OF MEETING: March 18, 2013 SUBMITTED BY: Wally Malcolm, Director of Utilities, 4538 PREPARED BY: Angela Mick / Matt Ryan, Utilities Water Engineer, 4408 WARD(S) INVOLVED: All DATE OF REPORT: March 12, 2013 REPORT NO.:INS 13-008 SUBJECT:Drinking Water Quality Management Standard (DWQMS)– Management Review Summary for 2012 RECOMMENDATION: For information BACKGROUND: One of recommendations from Justice O’Connor’s Part Two Report of the Walkerton Inquiry was that “The Ministry of the Environment should require the owners of municipal water systems to obtain an owner’s licence for the operation of their waterworks”. Justice O’Connor also recommended that the Owners and Operating Authorities of these systems implement a quality management approach to operations and management. As a result of these recommendations a Drinking Water Quality Management Standard (DWQMS) under the Safe Drinking Water Act, 2002 was released in October 2006. The Safe Drinking Water Act, 2002 andRegulation 188/07, requires the City of Kitchener to be licensed to operate and maintain Kitchener’s Water Distribution System. Some of the licensing requirements include the development and management of a Quality Management System (QMS) and Operational Plan as well as communication to the Owner. The City of Kitchener became licensed in August, 2009 with a Financial Plan submitted in July, 2010. Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on persons who oversee the municipal drinking water system: “…every person who, on behalf of the municipality, oversees the accredited operating authority of the system or exercises decision- making authority over the system.” This standard of care includes Council since they have decision-making authority. Part of the standard of care includes requiring system owners to undertake financial planning and implement a QMS. REPORT: This report represents the fourth annual Management Review Summary prepared in accordance with the DWQMS (summary of 2012). The DWQMS requires Top Management to “report the results of the management review, the identified deficiencies, decisions and action items to the Owner”. 7 - 1 Top Management is defined as “a person, persons or group of people at the highest management level within an Operating Authority that makes decisions respecting the QMS and recommendations to the Owner respecting the subject system or subjects systems”. The Owner of the water utility is the Corporation of the City of Kitchener, represented by City Council. A Management Review was completed by Wally Malcolm and Tammer Gaber (Top Management) along with Angela Mick, Matt Ryan and Parmi Takk on March 8, 2013 in accordance with the Standard. The following is a high-level summary of the minutes (a copy of the Management Report is attached): Accomplishments During 2012 Working with CityWorks team for direct data correction/entry for assets (hydrants previously completed in early 2012 and water valves are now complete as well). Relevant collected data entered by admin staff so follow-up work orders for repairs can be completed Working with GIS and Engineering to refine As-built process to allow for easier updating of new/replacement infrastructure Continuing data corrections in GIS have resulted in better data in the field and better data for replacing infrastructure. To date over 900 record changes as well as numerous attribute changes from field staff and engineering have been made. The data integrity of the water system has improved as staff continues to use the data in the field and as data is reviewed through a quality process. All DWQMS related documents for the past five years have been organized in colour coded binders A temporary tool crib person has been hired for equipment control. Summary • CityWorks does not have all the inspection and data entry functionality required to support the DWQMS maintenance programs; progress has been made with the manual entry of hydrant inspection and valve turning data. Infrastructure information is not able to be pulled out of the new version of CityWorks (team is working on this). • Data entry relating to CityWorks and data integrity is a concern. The ability to correct infrastructure data is essential. See end of the report for further details • A bulk water fill location to replace 83 Elmsdale is required. A preliminary site (Battler Yard) has been selected and will be part of a larger project to re-develop the site • On-going high pressure issues are a concern. Regional Master Plan should address these areas • Backflow Prevention – In addition to administrative support, an additional full-time Cross Connection Specialist is required to move the backflow prevention program forward. We are currently only making very small gains in the properties with premise isolation. Continuing with only one cross connection specialist will never allow us to ensure all identified risks have proper premise isolation. • Light Rapid Transit requirements may affect the Capital Forecast due to watermain replacement requirements 7 - 2 ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: This reports relates to the community priority of “Being accountable for the work of creating the best future for our city and its residents”. FINANCIAL IMPLICATIONS: N/A COMMUNITY ENGAGEMENT: Drinking Water Quality Management Policy is available on Kitchener Utilities Website. ACKNOWLEDGED BY: Jim Witmer, Interim Deputy CAO, Infrastructure Services 7 - 3 Kitchener Utilities 2012 Management Review Title: Management Review Control Number: 44 Revision: 5.0 Effective Date: March 8, 2013 DATE: March 8, 2013 TIME: 2:30pm Ï 4:00pm LOCATION: RM B120 IN ATTENDANCE: Wally Malcolm, Tammer Gaber, Angela Mick, Matt Ryan, Parmi Takk Accomplishments During 2012 ¤ Working with CityWorks team for direct data correction/entry f previously completed in early 2012 and water valves are now comp Relevant collected data entered by admin staff so follow-up work can be completed Working with GIS and Engineering to refine As-b allow for easier updating of new/replacement infrastructure ¤ Continuing data corrections in GIS have resulted in better dat data for replacing infrastructure. To date over 900 record chang numerous attribute changes from field staff and engineering have data integrity of the water system has improved as staff continu the field and as data is reviewed through a quality process. ¤ All DWQMS related documents for the past five years have been coded binders. ¤ A temporary tool crib person has been hired for equipment cont Summary ¤ CityWorks does not have all the inspection and data entry func support the QMS maintenance programs; progress has been made wit entry of hydrant inspection and valve turning data. Infrastruct able to be pulled out of the new version of CityWorks (team is w (See back of report for a list of outstanding items). ¤ Data entry relating to CityWorks and data integrity is a conce correct infrastructure data is essential. See end of the report ¤ A bulk water fill location to replace 83 Elmsdale is required. (Battler Yard) has been selected and will be part of a larger project to re-develop the site ¤ On-going high pressure issues are a concern. Regional Master these areas ¤ Backflow Prevention Ï In addition to administrative support, an additional full-time Cross Connection Specialist is required to move the backflow pre forward. We are currently only making very small gains in the p premise isolation. Continuing with only one cross connection specialist will never allow us to ensure all identified risks have proper premise isol Page 1 of 21 7 - 4 ¤ Light Rapid Transit requirements may affect the Capital Foreca replacement requirements Item Item Discussed Action ByTiming # 1. Incidents of Regulatory Non-Compliance On January 31, 2013 the City of Kitchener received a MOE Inspect Report of the water distribution system for the period of Septem 1, 2011 to December 31, 2012. There were two incidents of Regulatory Non-Compliance stated in Inspection Report. They wer The first non-compliance was in regards to a delay in reporting chlorine residual due to confusion in regards to the ownership o watermain by our Construction & Maintenance staff. The required notification was provided to the MOE once the low chlorine adver was identified to the Utilities Engineering staff. Subsequently refresher training was provided to all water operators with resp notification requirements for adverse water quality incidents. refresher training was provided, the MOE indicated that no furth No Further action was required at this time. Action The second non-conformance was in regards to the lead sampling Required Ï program not being properly reported to the MOE. Within 30 days Information of the end of each lead sampling period an ÑEnd of Period ReportÒ Only summary is to be submitted to the MOE. Conversely, we had been submitting the ÑCommunity Lead Testing Sampling and Action LogÒ which is a more in depth report. Once this omission was noted, ÑEnd of Period ReportsÒ were submitted and a new Drinking Water Quality Management System (DWQMS) Work Instruction was created to ensure that all requirements of the community Lead sampling program are complied with in the future. As the End of Period Reports were submitted and the DWQMS Work Instruction was created, the MOE indicated that no further action was requir at this time. 2. Incidents of Adverse Drinking Water Tests There were 25 Adverse Water Quality Incidents (AWQI) during 2012 the majority of which were low chlorine. Other noted AWQIÔs wer No Further due to the presence of Total Coliforms and Lead exceedances. Action Required Ï There were 5 lead exceedances in the plumbing system, 3 in the Information distribution system in 2012. Therefore, we can continue to comp Only a reduced lead sampling program in 2013. Graphs have been provided at the end of the report 7 - 5 Item Item Discussed Action ByTiming # 3. Deviations from Critical Control Points Limits and Response Acti There have been 59 watermain breaks between January 1, 2012 and December 31, 2012. Incident debriefs are completed for watermai breaks. Watermain break information is available in GIS and is No Further updated at least annually. This information will help to determi Action priorities for replacement (see graphs at end of report Ï yearly Required Ï comparison of breaks by pipe material as well as monthly Information comparison of breaks) Only Watermain break costs for 2012 will not be fully processed until fall after the restoration is complete. 2011 costs for 107 wate breaks was $875,000, with an average cost of $8,700/break. The Average cost is comparable to 2010 values. 4. Efficacy of the Risk Assessment Process A risk assessment was completed on June 18, 2012 with two supervisors, temporary crew leader, QMS rep, Cross-Connection Specialist, QMS Specialist and Wilmot rep in attendance. See att updated risk assessment table. The following is a summary of changes made to the risk assessmen table in 2012: The risk associated with inaccurate records or no access to o records has decreased due to ArcReader now being available on laptops and the record change procedure. Changes to Key Customer List to be conveyed to Dispatch by o No Further QMS Specialist Action New Risk Ï only one watermain feed to Sportsworld/Deer o Required Ï Ridge subdivision area Ï not a Critical Control Point, but a Information new WI was prepared to address a watermain break to this Only area. Township of Wilmot in the process of obtaining a backflow o by-law, this is now in place. New construction work in Mannheim/Shingletown not o always communicated to KU. Wilmot rep. to look into this. Summary of Cross Connection Program (includes the Bulk Water Fil as of December 31, 2012: 1451 services that are protected by Backflow Prevention (BFP) devices (premise isolation) and a tota 2100 devices (includes internal devices). Approximately 4190 properties require premise isolation (see graph at end of Report The Bulk Water Fill station that is currently located at Elmsdal to be relocated Ï Battler Yards is most cost effective option an currently undergoing a re-development design that would incorporate the new Bulk Water Fill Station. 7 - 6 Item Item Discussed Action ByTiming # 5. Results of DWQMS Internal and External Audits An External Audit was not completed in 2012. Going forward, MOE is using an external contractor to conduct these audits; KU has selected SAI Global to complete this work. It is anticipate that the external audit will be completed in the summer of 2013 Elements of the standard are internally audited monthly from Jul to March. Currently three elements remain to be audited for this cycle. To date there have been 11 minor non-conformances and 1 No Further major non-conformances. The major non-conformance was Action related to the Training Matrix which was found to be out of date Required Ï and with errors and omissions. The entire matrix was cross- Information checked with all the training records in the personnel files and Only been updated and corrected by Admin staff. Looking forward, i is anticipated that the training of C&M personnel will be manage through the PeopleSoft record management system. 6. Results of Emergency Response Training/Testing An Emergency Training program was developed and staff are to be trained every two years. The last training was completed in On Going October/November 2011 and renewal training is scheduled for this Training Ï Fall Information Testing on watermain breaks are actual events and debriefs are Only completed for each event. Training for Top Management and replacement Water Engineer completed on January 27, 2012 Training for new Operations Manager completed on Dec 14, 2012 7. Operational Performance There needs to be an action plan regarding how we address pressu that are >80psi and <100psi in the City e.g. individual Pressure Reducing Valves (PRVs), Regional PRVs. This is an issue causing Regional Spring damage and an action plan for affected residents is required. There is Master Plan 2013 a Regional Master Plan where this issue has been brought forward The Master Plan was expected to be complete in July 2012; howeve it has been delayed until Spring 2013. Static pressures continue to be mapped in GIS 7 - 7 Item Item Discussed Action ByTiming # 8. Follow-up Action Items from Previous Management Reviews There needs to be an action plan regarding how we address pressu Regional Spring that are >80psi and <100psi in the City e.g. individual Pressure Master Plan 2013 Reducing Valves (PRVs), Regional PRVs. New areas are captured b individual PRVs. This is an issue causing damages. Ongoing Data entry/inspection development continues. Ongoing Corporate Unknown Implementati Additional technological resources are required to support the Q on Significant resources have been spent to digitize records, howev will only be a snapshot in time unless itÔs maintained. Laptops Mobile Unknown been provided to staff, however additional requirements need to Strategic Plan developed to increase functionality of the laptop. (e.g. Direct of field data) 7 - 8 Item Item Discussed Action ByTiming # 9. Status of Action Items Identified Between Management Reviews Corporate Unknown Data entry from maintenance programs. Currently only hydrant Implementati inspections (spring and fall) and water valve maintenance have d on entry requirements. The issue is that the inspection data needs entered in a short enough timeframe so that follow-up work can b identified and completed. This is not currently occurring. For example for fall dips, a list of second dips cannot be generated because the information from the first dips has not been entered Data entry in the field would resolve this issue (see below). Inspection/maintenance screen development continues in CityWorks Corporate Unknown Implementati City Works Asset Inspection Strategy Development draft report wa on completed in November 15, 2011. The report summarized inspectio requirements for water as well as options for implementation. T was a significant gap between the current state and the future s (end goal of mobile digital entry). Various software solutions e however they will still need to be customized. The CityWorks pro will require Corporate implementation Data integrity - the ability to correct data directly in CityWor CityWorks Unknown currently available. This will improve the data integrity since Team/AM in the data can be corrected easily. Corporate Assets has been decommissioned. Although the intent of Corporate Assets was to b able to modify the data, it did not work properly and the functionality did not exist. On-going meeting with the Region to discuss Operational Issues a All Ongoing keep communication channels open The As-built/digital submission process for drawings was rolled GIS/ Complete for new subdivisions in 2011 and anticipated for reconstruction Engineering projects in 2012. The process/requirements were revised over 20 and were communicated in early 2012. This will allow for better information in the field as well as less time for GIS to process built drawings AM Spring Backflow Prevention Ï a memo was provided in 2011 outlining data 2013 entry requirements relating to the BFP program. Part time administrative support has been allocated to maintain the administrative side of the program. The By-Law is in the proce being updated. Top Backflow Prevention Ï In addition to the required administrative Management Unknown requirement, an additional full-time Cross Connection Specialist required to move the backflow prevention program forward. We are currently only making very small gains in the properties wit premise isolation. Continuing with only one cross connection specialist will never allow us to ensure all identified risks ha premise isolation. 7 - 9 Item Item Discussed Action ByTiming # 10. Regulatory Changes No Further Anticipated Backflow Prevention Regulation has still not materia Action however, it is still expected to be forthcoming. Changes to our Required Ï current by-law are required and are currently in progress. The Information changes will need to go to council for approval Only 11. Changes that May Affect DWQMS CityWorks Ï the functionality is still not available to provide maintenance activities however the new version is supposed to as No Further with thisÏ please see Resources Needed to Maintain the QMS Action RegionÔs Water Distribution Master Plan Required Ï Corporate Asset Management Project Information MOE looking into making changes to DWQMS Program. Staff are Only attending a two-day training session and will be provided an opportunity to become aware and comment on the proposed changes. 12. Consumer Feedback No Further Action A process has been developed in CityWorks to capture customer Required Ï complaints (see chart at back of report). This consists of Probl Information Cause and Remedy and is working well Only 13. Resources Needed to Maintain the QMS Data entry for CityWorks is also required to provide proof of wo completed, particularly for maintenance. This is currently not Information done in a timely manner where it can be done and for most Only maintenance activities there is not a place to enter data. For e data entry needs to be in real time so that follow-up work order be generated in a timely manner (follow-up hydrant work must occ before the winter). Alternatively a mobile solution would be bet 7 - 10 Item Item Discussed Action ByTiming # 14. Results of Infrastructure Review Held meetings to finalize the 2013 reconstruction projects Planning a Trenchless Watermain Program in 2013 to structurally problem watermains who are not candidates for triple funded projects. Kitchener Zone 2 and 4 Optimization Study identifies the Regiona trunk watermains for the newly developing area in southern Kitchener. On-going meetings with the Region and CityÔs Development group to ensure these recommendations are incorporated in the development (both Regional and Municipal watermain requirements) Light Rapid Transit (LRT) Ï this project may impact the 10 year capital forecast due to required watermain replacement/relocatio Upsizing may also be needed since the route is anticipated to fu development in the area. Resources may be an issue No Further Action Region has commenced an Environmental Assessment to install a Required Ï 750mm trunk zone 4 watermain from Mannheim Water Treatment Information Plant to Strasburg Road. The main was recommended through the Only Pressure Zone 2 and 4 Optimization Study to provide another much needed source into Zone 4. They plan to have the study filed in Summer 2013. The Development Charges study will be updated in 2014 Ï report includes identification of any major watermains required for development. Corporate Asset Management Project Ï unknown how this will impact the way projects are prioritized for replacement in the c forecast RegionÔs Water Supply and Distribution Operations Master Plan ma impact infrastructure requirements Mannheim/Shingletown There are no plans for new/replacement infrastructure in Mannheim/Shingletown. There needs to be an agreement in place for future replacement requirements of the infrastructure (see O 7 - 11 Item Item Discussed Action ByTiming # 15. Summary of Maintenance Corporate Unknown CityWorks does not have the functionality to determine operation Implementati performance. As of December, the only maintenance programs on developed with supplemental sheets and data entry was the spring and fall hydrant inspections and valves. Supplemental sheets an data entry need to be developed for the remaining maintenance programs Hydrant maintenance - spring and fall for all hydrants (includes Mannheim/Shingletown) Hydrant painting (includes Mannheim/Shingletown within rotation) Dead end main flushing (includes Mannheim/Shingletown). Valve turning (1/2 the city) (includes Mannheim/Shingletown ever years) Leak detection survey Ï 1/3 of city completed each year (include Mannheim/Shingletown every 3 years). Follow-up is completed with any identified leaks (in 2012, 373km of mains were surveyed resulting in the identification of 1 service leak as well as thi confirmed hydrant leaks) Watermain cleaning was not completed in 2012. In the past there had been routine watermain cleaning in response to numerous discoloured water calls. There have been minimal discolured wat calls in the last few years. Anodes are installed on the existing watermain whenever it is exposed (e.g. watermain breaks, valve repairs, hydrant repairs) 16. Effectiveness of Maintenance The effectiveness of the maintenance program is determined by th following factors (see graphs at end of report): Number of Adverse Water Quality Incidents Water quality complaints No Further Number of watermain breaks Action Water purchases/water sales are presented in a graph at the end Required Ï the report. The target is to have a water loss of less than 10%. Information water loss values is approximately 8.5% (includes other water us Only that are accounted for but not billed Ï see graph at end of repo Mannheim/Shingletown There was one watermain break in Shingletown in 2012 on a Regional watermain. Kitchener is not responsible for reporting AWQIs 17. Operational Plan There were no significant changes to the Operational Plan, howev No Further there have been new work instructions and forms developed as par Action of the continuous improvement, watermain ownership has been Required Ï Information summarized in the Operational Plan Only There were no significant changes to the Mannheim/Shingletown Operational Plan, however responsibilities were clarified. 7 - 12 Item Item Discussed Action ByTiming # 18. Staff Suggestions New position 2013 Refresher of water quality related information as well as genera will review information Ï 2 new refresher training programs have been developed and will been incorporated as part of the training program QMS Changes to the DWQMS are communicated quarterly to the staff and Specialist Ongoing these are posted on the screen for reference New position Paperwork Training Ï CityWorks new forms are being developed and will review 2013 revised. Training cannot be completed until this is complete (s CityWorks Inspection Strategy). Training has been complete on o paperwork such as record changes. 19. Other Top Mgt 2013 Mannheim Agreement Ï discussion of agreement to operate the Mannheim/Shingletown system Ï An operational level agreement was developed in October 2011, however there need to be higher level discussions - ongoing Top Mgt 2013 Regional Agreement Ï discussion of agreement to operate the Regional watermains Ï ongoing Top Mgt 2013 Discussion of alternative of City-owned data loggers in 2013 A copy of this Management Review is to be provided to the Angela Mick March Township of Wilmot via Gary Charbonneau. 2013 20. Summary of Infrastructure (end of 2012) 4068 hydrants Ï 4023 Kitchener owned, 45 Mannheim/Shingletown 884 km of watermain Ï 734km Kitchener owned, 28km Dual No Further owned, 114km Regional owned (22 km is supply), 6km Action Mannheim/Shingletown owned Required Ï 7225 valves Ï 6571 Kitchener owned, 145 Dual and 450 Regional Information and 58 Mannheim/Shingletown owned. Only 61388 service connections - 61120 Kitchener and 268 for Mannheim/Shingletown. A breakdown of watermain infrastructure by age and material are included at the back of the report. 21. Next Meeting Tammer March Council date for Summary of Management Review Ï March 18, 2013 Gaber & 2013 Quarterly Management Review Ï June 12, 2013 Angela Mick Please report any errors or omissions. Report prepared by: Angela Mick, Matt Ryan & Parmi Takk 7 - 13 CityWorks Ï Data Entry Requirements Asset Requirement Complete Outstanding Comments Hydrants Add hydrant X statics Ability to X Current generate method follow-up requires data work orders entry and is based on labour inspection intensive and (spring and time sensitive. fall) Increased risk of a missed follow-up Valves Add number X Ïnot yet Back log of of turns entered turns requiring entry Ability to X generate follow-up work orders based on inspections Watermains Ability to X Currently a directly alter work around asset attributes with GIS (data correction) Water Quality Method to X Working Well Complaints record problem, cause and remedy 7 - 14 7 - 15 7 - 16 7 - 17 7 - 18 7 - 19 7 - 20 7 - 21 7 - 22 7 - 23 7 - 24