HomeMy WebLinkAboutINS-17-002 - Drinking Water Quality Management Standard (DWQMS) Management Review Summary for 2016
REPORT TO: Community & Infrastructure Services
DATE OF MEETING: March 6, 2017
SUBMITTED BY: Cynthia Fletcher, Interim Executive Director (INS), 519-741-
2600 X4424
PREPARED BY: Angela Mick, Utilities Water Engineer, 519-741-2600X4408
WARD(S) INVOLVED: All
DATE OF REPORT: February 2, 2017
REPORT NO.: INS-17-002
SUBJECT:Drinking Water Quality Management Standard (DWQMS) –
Management Review Summary for 2016
___________________________________________________________________________
RECOMMENDATION: For Information.
EXECUTIVE SUMMARY:
The purpose of this report is to inform the decision-making authority about the status of
the drinking water system.Highlights of the report are:
During the 2016 reporting period, the Kitchener Distribution System met the
requirements of the Safe Drinking Water Act and received an Inspection
Summary Rating Record of 100%.
2016 was a light year with respect to watermain breaks and there weren’t any
frozen services
Operational improvements were made with looped watermains, increased valve
replacements, increased meter replacements and completion of a criticality
analysis (to assist with decisions regarding replacement of critical infrastructure)
Areas of improvement for 2017 are:
Move from reactive to more proactive distribution system maintenance (e.g. valve
turning and watermain cleaning)
Accelerate the backflow prevention program to increase the number of properties
protected.
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
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
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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. A renewal to the licence was made in February 2014, with
a revised Financial Plan.
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 annual Management Review Summary for 2016 prepared in
accordance with the DWQMS. The DWQMS requires Top Management to “report the
results of the management review, the identified deficiencies, decisions and action
items to the Owner”.
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 Jim Edmondson and Tammer Gaber (Top
Management) along with Angela Mick and Ras Sonthisay Takk on January 23, 2017 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 2016
Completion of a criticality analysis (in conjunction with the Region), analysis has
been incorporated into asset management analysis and the GIS
Increased the number of water valve replacements in an effort to repair known
broken valves
Implemented SAP in the water meter shop
Increased number of water meter exchanges to eliminate the backlog of aged
meters/technology over the next 4-5 years
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Participated in the National Water & Wastewater Benchmarking Initiative
(NWWBI)
Pilot program for mobile water hydrant inspections
Laptop purchased for Cross Connection Specialist (commenced conversion to
AMANDA system, anticipated completion in 2017)
Installation of looped watermains on Highland Road and Ottawa Street to
improve water quality and flow
A relatively mild winter resulted in fewer watermain breaks and no frozen services
Purchased replacement laptops with additional functionality, to be deployed in
2017
Commenced using LaserFische as a document management system in late 2016
Developed a water chamber inspection program in CityWorks. Chambers are
replaced with direct bury water valves whenever possible
Increased customer education on road closures and safety via “Tom’s Story” and
communication videos regarding rates
Summary
Ministry of Environment and Climate Change (MOECC) Inspection report
recommended that “The City of Kitchener should provide more resources to allow
proactive distribution system work in the future.”
Light Rapid Transit (ION) impacts - when staff are pulled away to address
emergencies or relatively unplanned work, any routine or scheduled work suffers.
Maintenance programs suffer since they are the most easily rescheduled. The
following maintenance programs were not completed in 2016:
Valve turning/exercising (proactive program)
Watermain cleaning
On-going items
Aging infrastructure – aging valves and watermains result in increased
maintenance costs
Backflow prevention – currently only making small gains in properties with
premise isolation, continuing with only one Cross Connection Specialist will not
allow us to ensure all identified risk have proper isolation. During events where
the water may flow in the reverse direction (e.g. watermain break) the water from
a building can enter the distribution system. The installation and maintenance of
backflow preventer devices can prevent water from entering the distribution
system from commercial/industrial/institutional or large multi-residential building.
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ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
The recommendation of this report supports the achievement of the city’s strategic
vision through the delivery of core service.
FINANCIAL IMPLICATIONS:
N/A.
COMMUNITY ENGAGEMENT:
INFORM – This report has been posted to the City’s website with the agenda in
advance of the council / committee meeting.Drinking Water Quality Management Policy
is available on Kitchener Utilities Website.
ACKNOWLEDGED BY: Cynthia Fletcher, Interim Executive Director, Infrastructure
Services Department
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Kitchener Utilities
Management Review Template
Control Number: 44
Title: Management Review
Revision: 2.0 Effective Date: July 16, 2009
DATE: January 25, 2017
TIME: 8:00am
LOCATION: Junior Schroeder Room
IN ATTENDANCE: Jim Edmondson, Ras Sonthisay, Tammer Gaber, Matt Ryan, Angela Mick
Accomplishments During 2016
Completion of a criticality analysis (in conjunction with the Region), analysis has been incorporated into
asset management analysis and the GIS
Increased the number of water valve replacements in an effort to repair known broken valves
Implemented SAP in the water meter shop
Increased number of water meter exchanges to eliminate the backlog of aged meters/technology over the
next 4-5 years
Participated in the National Water & Wastewater Benchmarking Initiative (NWWBI)
Pilot program for mobile water hydrant inspections
Laptop purchased for Cross Connection Specialist (commenced conversion to AMANDA system, anticipated
completion in 2017)
Installation of looped watermains on Highland Road and Ottawa Street to improve water quality and flow
A relatively mild winter resulted in fewer watermain breaks and no frozen services
Purchased replacement laptops with additional functionality, to be deployed in 2017
Commenced using LaserFische as a document management system in late 2016
Developed a water chamber inspection program in CityWorks. Chambers are replaced with direct bury
water valves whenever possible
Increased customer education on road closures and safety via ÑTomÔs StoryÒ and communication videos
regarding rates
Summary
Ministry of Environment and Climate Change (MOECC) Inspection report recommended that ÑThe City of
Kitchener should provide more resources to allow proactive distribution system work in the future.Ò
Light Rapid Transit (ION) impacts - when staff are pulled away to address emergencies or relatively
unplanned work, any routine or scheduled work suffers. Maintenance programs suffer since they are the
most easily rescheduled. The following maintenance programs were not completed in 2016:
Valve turning/exercising (proactive program)
Watermain cleaning
On-going items
Aging infrastructure Ï aging valves and watermains result in increased maintenance costs
Backflow prevention Ï currently only making small gains in properties with premise isolation, continuing
with only one Cross Connection Specialist will not allow us to ensure all identified risk have proper
isolation. During events where the water may flow in the reverse direction (e.g. watermain break) the
water from a building can enter the distribution system. The installation and maintenance of backflow
preventer devices can prevent water from entering the distribution system from
commercial/industrial/institutional or large multi-residential building.
Form #49 Rev. 0 Meeting Minutes page 1 of 24
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Item # Item Discussed Action By Timing
1.
Incidents of Regulatory Non-Compliance
The MOECC Inspection was conducted the week of January 9, 2017
and covers 2016. The report indicated that there were no instances
Plan for
of regulatory non-compliance, however the report provided the
Top Mgt Spring
following recommendation ÑThe City of Kitchener should provide
2017
more resources to allow proactive distribution system work in the
future.Ò
2. Incidents of Adverse Drinking Water Tests
There were 17 Adverse Water Quality Incidences (AWQI) during
2016. There was one precautionary Boil Water Advisory (BWA)
No Further
resulting from a contractor damaging a water service during a
Action
sanitary service repair
Required Ï
There were 8 locations with lead exceedances in the plumbing
Information
system and 2 in the distribution system in 2016. Since less than 10%
Only
of samples had lead exceedances, we can continue to complete a
reduced lead sampling program in 2017.
Graphs have been provided at the end of the report
3. Deviations from Critical Control Points Limits and Response
Actions
No Further
There were 68 watermain breaks in 2016. Incident debriefs are
Action
completed for watermain breaks. This information helps to
Required Ï
determine priorities for replacement due to condition (see graphs at
Information
end of report Ï yearly comparison of breaks and breaks by pipe
Only
material).
Water loss for 2016 was 10%; the MOECC target is 10%.
4. Efficacy of the Risk Assessment Process
A risk assessment was completed on July 28, 2016. The purpose of
the risk assessment was to brainstorm potential risks and identify
counter measures, where appropriate. The following is a summary
of changes made to the risk assessment in 2016:
o Reduced risk rating of a watermain break in southeastern
No Further
end of city due to Pressure Reducing Valve (PRV)
Action
installation at the end of 2015
Required Ï
o Increased ranking for backflow causing cross contamination
Information
(outstanding properties requiring backflow prevention)
Only
Summary of Cross Connection Program (includes the Bulk Water
Fill) as of end of 2016: 1,985 services are protected by Backflow
Prevention (BFP) devices (premise isolation) and a total of 2,765
devices (includes internal devices) are tracked. More premises
require isolation than those that are protected (over 2,500 are not
protected) (see graph at end of Report).
Form #49 Rev. 0 Meeting Minutes page 2 of 24
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5. Results of Internal and External Audits
An external audit was completed by an external contractor (SAI
No Further
Global) on June 9, 2016. No non-conformances were found related
Action
on-site/systems verification audit report
Required Ï
Process audits for dead end main flushing, subdivision inspections for
Information
new development and watermain breaks cover several audit
Only
elements
There havenÔt been any non-conformances to date for the 2016/17
inspection, however opportunities for improvement are identified
6. Results of Emergency Response Training/Testing
A new Emergency Training (Responder) program was developed
and staff are trained every three years. The last training was
On Going
completed in December 2014/January 2015. Training will be
Training Ï
completed again with staff in 2017.
Information
In addition, debriefs are also completed for selected events. For
Only
example, debriefs after Boil Water and Drinking Water Advisories
are completed to improve our processes.
7. Operational Performance
Ongoing work with the Region for the Zone 2 and 4 Optimization Ï
No Further
this will improve water pressures and supply in the south-eastern
Action
end of the city. The majority of the work is Regional however; the
Required Ï
City portion includes installation of PRVs, watermain installation
Information
and operational valve closures. This work is dependent on timing of
Only
development in the areas.
Future upgrades to Strange St Pumping station will include
additional treatment for manganese which will decrease
discoloured water issues in the surrounding area
8. National Water & Wastewater Benchmarking Initiative
(NWWBI) Ï 2015 Data (graphs are included at end of report).
No Further
Items to note include:
Action
Required Ï
Number of watermain breaks per 100km of main is high for
Information
Kitchener
Only
Kitchener is well below the number of valves that should be
cycled/turned
Kitchener has not completed watermain cleaning
Form #49 Rev. 0 Meeting Minutes page 3 of 24
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9. Follow-up Action Items from Previous Management Reviews
CityWorks
Mobile project with direct data entry Ï initial pilot project complete,
Spring
Team
second pilot with improvements scheduled for spring 2017
2017
A work plan was developed and approximately 75 broken water
valves were replaced. A work plan has been developed for
Region/
Ongoing
Regional water valve repairs (the majority are to be replaced as part
Engineer
of other capital projects)
Ongoing
Utilities staff
Joint Supervisor/Top Management Meetings to discuss changes Ï
ongoing
Engineer/
Backflow prevention Ï moving forward with the implementation of
2017
AMANDA
AMANDA as the backflow data repository. A vendor has been
team
retained.
No Further
10. Status of Action Items Identified Between Management Reviews
Action
There werenÔt any items identified between the management
Required Ï
reviews
Information
There have been changes in Top Management over 2016
Only
11. Regulatory Changes
Watermain Disinfection Procedure came into effect May 2016. Staff
No Further
have been trained on changes to the watermain break procedure
Action
and debrief form. Operator-in-Charge has to classify watermain
Required Ï
breaks
Information
O.Reg 170/03 Drinking Water Systems and O.Reg. 169/03 Ontario
Only
Drinking Water Quality Standards was updated with new sampling
requirements for haloacetic acids (HAAs) (a disinfection by-product)
12. Changes that May Affect DWQMS
Regulated Drinking Water Systems and the Building Code Act Ï
some discussion regarding condos and definitions of private water,
financial responsibilities with respect to maintenance of the water
service. It is anticipated that there will be some guidance on this in
Region is the
2017
lead on the
2017
An Overall Responsible Operator Agreement is required between
agreement
the City and the Region. The agreement formalizes the operating
relationship between the two municipalities with respect to dual
(shared ownership) watermains. The agreement will be brought
forward to council once complete
Form #49 Rev. 0 Meeting Minutes page 4 of 24
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13. Consumer Feedback
There is a process in CityWorks to capture customer complaints (see
chart at back of report). This consists of Problem, Cause and
Remedy. Although problem is routinely filled out, the cause and
QMS
remedy fields are not. There has been further staff education on the
Specialist/
importance of documenting this information. Engineer to
monitor
The number of discoloured water and low pressure calls increased
complaint
due to ION construction. The ION construction included the
reports for
replacement of a number of large diameter watermains. While these
completion
were out of service the water traveled other paths which caused
discoloured water. Having large diameter watermains out of service
also impacted pressure.
14. Resources Needed to Maintain the DWQMS
The QMS Specialist position (lead auditor) was vacant from June Ï
October 2016 which impacted quarterly roll-outs of new/revised
work instructions
A mobile solution for inspection data entry would decrease
Spring
Top Mgt
administrative assistance Ï working towards a second pilot project.
2017
Based on previous years it is expected that valve turning/exercising
and watermain cleaning will not be completed unless there are
further resources assigned
Proper completion of paperwork is an on-going struggle
15. Results of Infrastructure Review
2017 reconstruction projects were finalized as part of the AIRP.
Aging infrastructure is an issue. There is an issue with watermains in
the range of 25-49 years old. These mains are not reaching the 80
year expected life.
No Further
Action
Issue papers are brought forward as part of budget process,
Required Ï
additional funding requests for maintenance
Information
Approximately a third of the system has valves older than their
Only
expected life of 40 years (2000 valves). It is anticipated that 100
valves will be replaced in 2017.
Watermain replacement as part of ION was completed in 2016
Results of the criticality analysis will be included as part of the asset
management review for future projects (see map at back).
Form #49 Rev. 0 Meeting Minutes page 5 of 24
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16. Summary of Maintenance
Maintenance programs suffered due to staff resources required for
ION related work. A proactive valve exercising program was not
completed nor was watermain cleaning
Reactive flushing for an increase in the number of discoloured water
calls largely due the ION project and the lack of a watermain
cleaning program.
A valve turning/exercising program was not completed
Light Rapid Transit (ION) impacts. Utilities work relating to ION
resulted in other maintenance programs not being completed.
Streets included King, Duke, Charles, Ottawa, Courtland/Mill/Ardelt,
Balzer, Francis, Frederick, Victoria, Grenville and Hayward. Other
sections of King, Charles and Borden were completed in 2015. This
resulted in a number of turn on/offs, tappings, raising valve boxes,
isolation confirmation, problem solving/site meetings, unplanned
infrastructure relocations, broken valves, watermain breaks,
increased customer complaints, temporary watermain issues. The
impact is that when staff are pulled away to address emergencies or
relatively unplanned work, any routine or scheduled work suffers.
Maintenance programs suffer since they are the most easily
No Further
rescheduled.
Action
Hydrant maintenance - spring and fall for all hydrants was
Required Ï
completed - a contractor was hired to assist. Follow-up work based
Information
on 2016 inspections is ongoing.
Only
Dead end main flushing to maintain chlorine residuals was
completed in spring and fall 2016
A portion of hydrant painting was completed in 2016
The backlog of broken water valves was addressed in 2016
(approximately 75 valves were replaced)
Leak detection survey Ï 1/3 of city completed each year. Follow-up
is completed on potential leaks. In 2016, 303km of mains were
surveyed resulting in the identification of possible service leaks: 1
service leak, 6 hydrant leaks and 2 potential leaks near the curb
stop).
Anodes are installed on existing watermains whenever they are
exposed (e.g. watermain breaks, valve repairs, hydrant repairs)
PRV maintenance was completed in 2016. The developer owned
PRV for a small subdivision was not operating properly and
pressures were high, this was resolved.
Chamber inspections continued, chambers containing air relief valves
were pumped out. A data cleansing occurred to confirm which
valves are in chambers, some follow-up work is required. Where
valves are older than 40 years and should be replaced, they will be
replaced with direct bury
Form #49 Rev. 0 Meeting Minutes page 6 of 24
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17. Effectiveness of Maintenance
The effectiveness of the maintenance program is determined by the
following factors (see graphs at end of report):
Number of Adverse Water Quality Incidents,
Water loss,
Water quality complaints,
Number of watermain breaks,
The number of quality complaints increased in 2016 largely due to
No Further
the ION
Action
Data entry is required to create follow-up work orders and to be
Required Ï
able to confirm the amount of work completed. For example to
Information
confirm the number of valve operated
Only
As discussed above, relative to other municipalities (based on
organizations participating in the NWWBI), Kitchener has not
completed proactive valve turning program or watermain cleaning
in 2016. Approximately 10% of valves are operated as part of
watermain break response and pre-construction work.
A map showing the watermain breaks across the City is included in
the back (note: any watermain breaks on reconstructed streets are
removed once the GIS mapping has been completed for the new
assets)
No Further
18. Operational Plan
Action
There was one significant change to the Operational Plan Ï
Required Ï
designation of C&M crew lead or temporary crew lead as OIC to
Information
designate watermain breaks.
Only
19. Staff Suggestions
rd
Simplified 3 party water inspection forms so it is clear what needs
Complete
to be filled out
20. Other
Although water meters are not specifically included as part of the
No Further
DWQMS they do contribute towards water loss. There are
Action
approximately 18,500 meters which require exchange. Through a
Required Ï
combination of in-house and contractor the target is to replace
Information
5,200 meters/year until the backlog is cleared. In 2016, 4,790
Only
meters were replaced compared to 2,300 in 2015.
Water and Sewer Rate Study - an update will be provided to
council in February 2017
Form #49 Rev. 0 Meeting Minutes page 7 of 24
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21. Summary of Infrastructure (end of 2016)
Infrastructure summary is based on information mapped in GIS Ï
there is a lag between when infrastructure is in the ground and
when it is mapped (e.g. 2016 reconstruction projects will not be
mapped until 2017, similar with development).
4,293 hydrants.
No Further
890km of watermain Ï 758km Kitchener owned, 26km Dual
Action
owned, and 106km Regional owned (22km is supply).
Required Ï
Information
7,474 valves Ï 6,912 Kitchener owned, 138 Dual and 424 Regional
Only
owned.
64,851 water meters in service.
A breakdown of watermain infrastructure by age is included at the
back of the report.
Charts representing the growth of the system are included at the
back of the report.
22. Next Meeting
March
Angela Mick
2016
Council date for Summary of Management Review Ï March 6, 2017
Please report any errors or omissions.
Minutes prepared by: Angela Mick
List of Acronyms
AIRP Ï Accelerated Infrastructure Replacement Program
AWQI Ï Adverse Water Quality Incident
BFP Ï Backflow Prevention Program
BWA Ï Boil Water Advisory
C&M Ï Construction and Maintenance staff
DWQMS Ï Drinking Water Quality Management System
GIS Ï Geographical Information System
HAAs Ï Haloacetic Acids
ION Ï Name of Light Rapid Transit
MOECC Ï Ministry of the Environment and Climate Change
NWWBI Ï National Water & Wastewater Benchmarking Initiative
OIC Ï Operator In Charge
O&M Ï Operations and Maintenance costs
PRV Ï Pressure Regulating Valve / Pressure Relief Valve
WDT Ï Water Distribution Technician
Form #49 Rev. 0 Meeting Minutes page 8 of 24
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