HomeMy WebLinkAboutINS-2022-038 - DWQMS Management Review Summary for 2021
Infrastructure Services Department www.kitchener.ca
REPORT TO: Community and Infrastructure Services Committee
DATE OF MEETING: April 4, 2022
SUBMITTED BY: Greg St. Louis, Director, Gas & Water Utilities, 519-741-2600 ext. 4538
PREPARED BY: Angela Mick, Manager, Quality Management and Water Programs,
519-741-2600 ext. 4408
WARD(S) INVOLVED: All Ward(s)
DATE OF REPORT: March 9, 2022
REPORT NO.: INS-2022-038
SUBJECT: Drinking Water Quality Management Standard (DWQMS): Management
Review Summary for 2021
RECOMMENDATION:
That the City of Kitchener Drinking Water Quality Management Standard (DWQMS):
Management Review Summary for 2021 Report be received for information.
REPORT HIGHLIGHTS:
The purpose of this report to inform the decision-making authority about the status of the
drinking water system
The key finding of this report is that the Kitchener distribution system meets the requirements
under the Safe Drinking Water Act.
There are no financial implications of this report
This report supports the delivery of core services.
BACKGROUND:
The Safe Drinking Water Act, 2002 and Regulation 188/07, requires the City of Kitchener to be
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. The licence was
renewed in 2019.
Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on persons who
oversees the accredited operating authority of the system or exercises decision-making authority
. 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 the Drinking Water Quality Management System (DWQMS).
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
REPORT:
The purpose of this report is to inform Council as the decision-making authority about the status
of the drinking water system on an annual basis. The Kitchener water distribution system meets
the requirements under the Safe Drinking Water Act. There are specific areas that must be
reported per regulatory requirements, which include; but are not limited to consumer feedback,
results of infrastructure review, results of audits and summary of maintenance.
ults of the management review, the
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
The Owner of the water utility is the
Corporation of the City of Kitchener, represented by City Council.
The 2021 Management Review was completed with Top Management: Denise McGoldrick,
General Manager, Infrastructure Services, Greg St. Louis, Director, Gas & Water Utilities, and
Tammer Gaber, Manager, Operations (Gas & Water) as well as Matt Ryan, Manager, Training
and Programs, Angela Mick, Manager, Quality Management and Water Programs and Dean
Chapman, Quality Management System Specialist. The Management Review report is attached.
Highlights of the report are:
The Summary Water Report-2021 (INS-2022-039) confirmed that the drinking water
system was in compliance with regulatory water sampling requirements during 2021. The
DWQMS Management Review confirms the continuing adequacy and effectiveness of
the quality management system which includes compliance, customer feedback,
operational performance, audit information etc. as outlined in this report.
COVID restrictions resulted in some slightly changed processes for example, start times
and vehicle occupancy as well as delayed/modified training, however construction and
maintenance activities were completed. Hands-on training was difficult to schedule but
was completed throughout 2021 and will continue in early 2022.
Year Four Water Infrastructure Program (WIP) maintenance end of year achievements
(specific areas of improvement identified by WIP):
o Cleaned approximately 184km of watermain.
o Discoloured water complaints decreased significantly below 2019 numbers prior
to pumping station upgrades (39 complaints for 2021, which is comparable to 2020
ng station was off-
line for the majority of 2021. The station was upgraded with iron and manganese
filters and was returned to service in late 2021.
o 37 broken valves and/or failing valves were either replaced (32) or removed (5)
which allows for quicker isolation for water emergencies. Broken valves are
tracked in real time and the majority are addressed within weeks (except for
winter). At the end of 2021 there were 8 broken valves remaining, 6 of which will
be replaced as part of reconstruction work.
o Approximately 1,800 valves were proactively operated (23%); the majority were
within the watermain cleaning area and the 2021 reconstruction areas. Operating
valves ensures that they will work when they are needed in an emergency or for
construction activities.
o Completed spring and fall maintenance of fire hydrants.
o Underground utility locates continued to meet regulatory requirements with a
combination of in-house and contract staff (14,917 locates completed). Two
additional Locators started on March 8, 2021.
o Approximately 2,350 services are protected by Backflow Prevention (BFP) the
focus is on high risk use.
o Regulatory reliefs were provided by the Ministry to decrease the number of monthly
samples and to limit the fall lead testing programs (customer premises) to hydrants
only due to COVID restrictions. A relief has also been granted for the spring 2022
lead testing program (hydrants only).
An inspection of approximately 130 air relief valves in chambers was completed. One air
relief valve was replaced in 2021; another four replacements have been identified for
2022.
There were 78 watermain breaks in 2021, which is less than the 5-year average of 81.
The 5-year average is starting to smooth out after no longer including a very cold 2015 in
the 5 year average.
Approximately 5,550 aging/problem water meters were replaced. It is anticipated that
another 5,000 will be replaced in 2022.
Hydrant painting program for corrosion protection was re-started with 400 hydrants
painted, painting will continue in 2022. Hydrants are also stencilled with the watermain
diameter for the Fire Department.
Unaccounted for water was 9.7% (below the 10% industry target). The unaccounted for
water generally fluctuates around 10% (9-12%, with 10% being the 10 year average).
Pressure reducing valve maintenance was completed.
DWQMS Awareness, Disinfection and Construction and Response training occurred in
2021.
Efforts to address the non-compliance received in early 2020 for new watermains not
being mapped within 12 months of replacement continues see additional information
under Incidence of Regulatory Non-Compliance. An additional resource was secured as
part of the budget process by the Engineering division, anticipated to be filled in early-mid
2022.
Revised the Site Plan mapping process to map new infrastructure closer to when it
becomes live/removed.
Implemented the MECP Revised Disinfection procedure on February 1, 2021.
Replaced watermains as outlined in the 2021 City of Kitchener Engineering & Water Utility
Capital Forecast.
Hired five additional operational staff to address operations and maintenance growth
needs.
Continuing Areas of Focus are:
Proceed with improvements to the As-built process in conjunction with Engineering,
specifically hiring the additional resource approved through the budget process.
Development and roll out AMANDA solution for better tracking of Backflow
Prevention/Cross Connection program.
Development of a water disruption communication tool. The existing Watermain Break
App provides for updates to the website and email for emergency watermain breaks but
there is no notification for planned water outages or emergency outages associated with
other infrastructure (valves, services).
Check valves along the LRT. The valves are largely new but aredeemed to be critical
due to potential impacts to the LRT.
Commence background tasks associated with the next WIP review.
COVID has further highlighted opportunities for mobile maintenance inspections.
Modelling on the success of the mobile valve inspection, a mobile solution for water
hydrant field inspection is anticipated to be rolled out in spring 2022. It is anticipated that
the solution will provide efficiencies by minimizing data entry and provide faster deficiency
follow-up.
The 2021 Water Utility Asset Management Plan is underway and will capture watermains,
valves, hydrants, and meters. Asset Management Plans are required for all core and non-
core asset classes (roads, storm, parks, facilities etc.), prepared in accordance with
Ontario Regulation 588/17 Asset Management Planning for Municipal Infrastructure. As
per the regulation, the Water AMP will present information on asset condition, valuation,
current levels of service, lifecycle management activities (operations, maintenance, etc.),
and financing.
An additional technical position was identified to support activities related to new
development and replacement works, water meter replacement program, regulatory
changes, and maintenance/operational work. Information will be brought forward as part
of the 2023 budget process.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The recommendation has no impact on the Capital or Operating Budgets.
COMMUNITY ENGAGEMENT:
INFORM This report
council / committee meeting. The Drinking Water Quality Management Policy is available on the
Kitchener Utilities website.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter; however the summary reports
are provided on an annual basis with the last report being INS-2021-2.
APPROVED BY: Denise McGoldrick, General Manager, Infrastructure Services
ATTACHMENTS:
Attachment A Drinking Water Quality Management Standard Review - 2021
Kitchener Utilities
City of Kitchener Drinking Water Distribution
System
Drinking Water Quality Management
Standard
Management Review 2021
The contents of this document are the intellectual property of Kitchener Utilities and cannot be reproduced
and/or distributed to any individual or organisation without the written authorization of Kitchener Utilities.
City of Kitchener Water Distribution
DWQMS Management Review
TABLE OF CONTENTS
Part A - Introduction ............................................................................................................................... 3
Purpose .............................................................................................................................................. 3
Executive Summary ........................................................................................................................... 3
Background ........................................................................................................................................ 5
Other Related Water Quality Reports ................................................................................................. 6
Quality Management System Policy ................................................................................................... 7
Part B Management Review ............................................................................................................... 8
System Description ............................................................................................................................ 8
Water Infrastructure Program ............................................................................................................. 8
COVID Impacts ................................................................................................................................ 89
Incidents of Regulatory Non Compliance ............................................................................................ 9
Incidences of Adverse Drinking Water .............................................................................................. 10
Deviations from Critical Control Points Limits and Response ........................................................... 12
Effectiveness of the Risk Assessment Process ................................................................................ 15
Results of External and Internal Audits ............................................................................................. 16
-Conformances, Non-Compliances by Year ..................................................................... 17
Operational Performance ................................................................................................................. 18
Raw Water Supply and Drinking Water Quality Trends..................................................................... 18
Follow-up on Action Items from Previous Management Reviews ...................................................... 18
Status of Management Action Items Identified Between Reviews ..................................................... 18
Changes that could Affect the Quality Management System ............................................................ 19
Consumer Feedback ........................................................................................................................ 19
Resources Needed to Maintain the Quality Management System .................................................... 20
Results of the Infrastructure Review ................................................................................................. 21
Summary of Maintenance ................................................................................................................. 21
Effectiveness of Maintenance ........................................................................................................... 26
Operational Plan Currency, Content and Updates ............................................................................ 27
Staff Suggestions ............................................................................................................................. 27
Other ................................................................................................................................................ 27
Appendix.............................................................................................................................................. 30
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PART A - INTRODUCTION
Purpose
The purpose of this report is to inform the decision-making authority about the status of the
drinking water system. The Drinking Water Quality Management Standard (DWQMS) under
the Ministry of Environment, Conservation and Parks (MECP) requires management to review
and evaluate the continuing suitability, adequacy, and effectiveness of the Quality
Management System at least once a calendar year and that the results of the management
review, identified deficiencies, decisions and action items are provided to Council as the
Ownerm.
Executive Summary
Highlights of the report are:
The Summary Water Report-2021 (INS-2022-039) confirmed that the drinking water
system was in compliance with regulatory water sampling requirements during 2021.
The DWQMS Management Review confirms the continuing adequacy and effectiveness
of the quality management system which includes compliance, customer feedback,
operational performance, audit information etc. as outlined in this report.
COVID restrictions resulted in some slightly changed processes for example, start times
and vehicle occupancy as well as delayed/modified training, however construction and
maintenance activities were completed. Hands-on training was difficult to schedule but
was completed throughout 2021 and will continue in early 2022.
Year Four Water Infrastructure Program (WIP) maintenance end of year achievements
(specific areas of improvement identified by WIP):
o Cleaned approximately 184km of watermain.
o Discoloured water complaints decreased significantly below 2019 numbers prior
to pumping station upgrades (39 complaints for 2021, which is comparable to
2020 values). Strange Street Water Pumping station
was off-line for the majority of 2021. The station was upgraded with iron and
manganese filters and was returned to service in late 2021.
o 37 broken valves and/or failing valves were either replaced (32) or removed (5)
which allows for quicker isolation for water emergencies. Broken valves are
tracked in real time and the majority are addressed within weeks (except for
winter). At the end of 2021 there were 8 broken valves remaining, 6 of which will
be replaced as part of reconstruction work.
o Approximately 1,800 valves were proactively operated (23%); the majority were
within the watermain cleaning area and the 2021 reconstruction areas. Operating
valves ensures that they will work when they are needed in an emergency or for
construction activities.
o Completed spring and fall maintenance of fire hydrants.
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o Underground utility locates continued to meet regulatory requirements with a
combination of in-house and contract staff (14,917 locates completed). Two
additional Locators started on March 8, 2021.
o Approximately 2,350 services are protected by Backflow Prevention (BFP) the
focus is on high risk use.
o Regulatory reliefs were provided by the Ministry to decrease the number of
monthly samples and to limit the fall lead testing programs (customer premises)
to hydrants only due to COVID restrictions. A relief has also been granted for the
spring 2022 lead testing program (hydrants only).
An inspection of approximately 130 air relief valves in chambers was completed. One
air relief valve was replaced in 2021; another four replacements have been identified for
2022.
There were 78 watermain breaks in 2021, which is less than the 5-year average of 81.
The 5-year average is starting to smooth out after no longer including a very cold 2015
in the 5 year average.
Approximately 5,550 aging/problem water meters were replaced. It is anticipated that
another 5,000 will be replaced in 2022.
Hydrant painting program for corrosion protection was re-started with 400 hydrants
painted, painting will continue in 2022. Hydrants are also stencilled with the watermain
diameter for the Fire Department.
Unaccounted for water was 9.7% (below the 10% industry target). The unaccounted for
water generally fluctuates around 10% (9-12%, with 10% being the 10 year average).
Pressure reducing valve maintenance was completed.
DWQMS Awareness, Disinfection and Construction and Response training occurred in
2021.
Efforts to address the non-compliance received in early 2020 for new watermains not
being mapped within 12 months of replacement continues see additional information
under Incidence of Regulatory Non-Compliance. An additional resource was secured as
part of the budget process by the Engineering division, anticipated to be filled in early-
mid 2022.
Revised the Site Plan mapping process to map new infrastructure closer to when it
becomes live/removed.
Implemented the MECP Revised Disinfection procedure on February 1, 2021.
Replaced watermains as outlined in the 2021 City of Kitchener Engineering & Water
Utility Capital Forecast.
Hired five additional operational staff to address operations and maintenance growth
needs.
Continuing Areas of Focus are:
Proceed with improvements to the As-built process in conjunction with Engineering,
specifically hiring the additional resource approved through the budget process.
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Development and roll out AMANDA solution for better tracking of Backflow
Prevention/Cross Connection program.
Development of a water disruption communication tool. The existing Watermain Break
App provides for updates to the website and email for emergency watermain breaks but
there is no notification for planned water outages or emergency outages associated with
other infrastructure (valves, services).
Check valves along the LRT. The valves are largely new but are deemed to be critical
due to potential impacts to the LRT.
Commence background tasks associated with the next WIP review.
COVID has further highlighted opportunities for mobile maintenance inspections.
Modelling on the success of the mobile valve inspection, a mobile solution for water
hydrant field inspection is anticipated to be rolled out in spring 2022. It is anticipated
that the solution will provide efficiencies by minimizing data entry and provide faster
deficiency follow-up.
The 2021 Water Utility Asset Management Plan is underway and will capture
watermains, valves, hydrants, and meters. Asset Management Plans are required for all
core and non-core asset classes (roads, storm, parks, facilities etc.), prepared in
accordance with Ontario Regulation 588/17 Asset Management Planning for
Municipal Infrastructure. As per the regulation, the Water AMP will present information
on asset condition, valuation, current levels of service, lifecycle management activities
(operations, maintenance, etc.), and financing.
An additional technical position is required to support activities related to new
development and replacement works, water meter replacement program, regulatory
changes, and maintenance/operational work. Information will be brought forward as part
of the 2023 budget process.
Background
One of o Report of the Walkerton Inquiry
was Environment should require the owners of municipal water systems to
obtain an owence for the operation of their onnor 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 and Regulation 188/07, requires the City of Kitchener to be
licensed to operate and maintain Kitcheer 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 originally submitted in July 2010.
Renewals of the Licence and Financial Plan were complete and brought forward to Council in
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2014 and 2018. and every 4-5 years thereafter prior to each Drinking Water System License
renewal.
Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on persons
who oversee the municipal drinking water system: y person who, on behalf of the
municipality, oversees the accredited operating authority of the system or exercises decision-
making authority ovre includes Council since they have
decision-making authority of the system. Part of the standard of care includes
requiring system owners to undertake financial planning and implement a QMS.
Other Related Water Quality Reports
The City of Kitchener Summary Water Report for 2021 is a regulatory report provided to
Council, which provides a summary of drinking water including adverse water quality
incidences and water volume.
The Kitchener Distribution System prepares an annual summary of the number of tests taken
within the distribution system as well as the range of the results. A copy of this report is
available on the Kitchener Utilities website.
The Kitchener Distribution System is part of an Integrated Urban System, meaning the
Regional Municipality of Waterloo is responsible for water treatment and the development and
operation of a trunk water network to distribute treated water to Kitchener, Cambridge,
Waterloo, Woolwich, and Wilmot. There is a variety of groundwater supply wells (80%),
treatment facilities as well as a Grand River (20%) source. The Region of er
infrastructure system is complex, consisting of numerous supply sources, pressure zones,
reservoirs, and pumping stations. Ensuring sufficient pressure and quantities to meet current
and planned growth requires a long-term, co-ordinated strategy. The Region provides annual
summaries for each supply and the information is available on their website with a link
available at the Kitchener Utilities website.
A portion of Kitchener (River Ridge area) is supplied by the City of Waterloo. Kitchener
supplies water to a small section of Waterloo (Ira Needles area) and water travels through the
Kitchener distribution system to Breslau (Woolwich). The City of Waty report
is available on their website.
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Quality Management System Policy
Kitchener Utilities owns, maintains, and operates the City of Kitchener Water
Distribution System. At Kitchener Utilities, we are committed to supplying the City with safe
drinking water. We work together as the City of Kitchener and the Region of Waterloo to keep
water matters top of mind. We are committed to these principles:
1. Quality
Kitchener water is safely treated and regularly tested according to government legislation and
regulations for the consistent delivery of safe, quality drinking water. We are committed to
maintaining and continually improving the Quality Management System and complying with
applicable legislation.
2. Trust
Trust us to look after your water needs by delivering quality water and reliable service.
3. Value
Tap water is the most economical choice.
4. Communication
We will communicate openly with the public concerning matters of drinking water quality.
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PART B MANAGEMENT REVIEW
System Description
The scope of the waterworks begins at the point where treated water enters the watermain
from the treatment facilities and ends at the property lines of the consumers. There is no
storage, chlorine boosting, secondary disinfection or pressure boosting within the control of the
waterworks.
At the end of 2021, the waterworks consists of approximately:
918.5 km of distribution watermain 783 km Kitchener owned, 23 km Dual owned (joint
ownership between Kitchener and Region) and 112 km Regional owned
69,714 water meters in service.
4,629 hydrants (not including private hydrants).
7,820 valves (not including service valves or hydrant valves) 7,240 Kitchener owned,
129 Dual and 451 Regional.
(See Appendix for a map at end of this document)
The waterworks system has the following permits and licences:
Municipal Drinking Water Licence
Drinking Water Works Permit
Financial Plan
Operational Plan
Water Infrastructure Program
The Water Infrastructure Program (WIP) was initiated in spring 2017. Targets for Year 4 of
maintenance-related work were achieved, included:
Watermain cleaning program - cleaned 184km of the City.
Valve maintenance and replacement programs operated approximately 1,788 valves
and replaced 36 broken or failing valves.
Hydrant operation and maintenance completed as required.
Underground utility locates continued to meet regulatory requirements with a
combination of in-house and contract staff (14,917 locates completed).
Approximately 2,350 services are protected by Backflow Prevention (BFP),
approximately 2,400 still require protection. The exact number of devices will not be
reportable until the new system is fully operational, anticipated in 2022.
COVID Impacts
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COVID created some compounding factors that resulted in the next WIP Report being
delayed by 1-year. Work on the report has commenced and it is anticipated that a
Council Presentation for the new WIP program (2024-2028) will be available in mid-
2023.
In-person training was affected and pivoted to virtual training at various periods
throughout the year accompanied with hands on one-on-one training.
Water meter service order work was deemed non-essential and as a result of needing
to enter private residences was not completed during the spring. This resulted in a
backlog of open service orders for meter issues and fewer meter replacement. The
backlog was largely cleared by the end of 2021. There are some remaining customers
who will not allow access at this time due to COVID.
There were some difficulties with parts/supplies on back order and cost increases due
to COVID. There are indications that the cost increases will continue into 2022 and may
impact reconstruction project costs. Staff are monitoring trends closely to determine
appropriate mitigation actions.
Water consumption was almost the same as 2020.
Internal investigations for poor pressure and water quality were largely completed from
outside the home. If samples were required, they were taken from the hose bib.
Dispatch troubleshooted potential internal issues with customers to minimize staff visits.
Staff started to enter private residences for investigations in the fall of 2021.
Regulatory requirements for sampling temporary hose bib samples were used to meet
regulatory requirements during warmer months as community centres and other
businesses closed. A relief was provided from the Ministry to decrease the number of
samples per month from February 22 to April 30. A second relief request was provided
from May 19 to October 16 to decrease the number of samples.
A regulatory relief was provided for the spring and fall lead sampling program
hydrants were only sampled, no internal sampling. A request for relief from the spring
2022 program has been granted.
Incidents of Regulatory Non Compliance
A Ministry of Environment, Conservation and Parks (MECP) completed an announced
inspection on June 22, 2021, and covered June 30, 2021 to June 22, 2021. There were no
notices of non-compliance.
A previously identified Non-Compliance noted: The owner did not have up-to-date documents
describing the distribution components as required. Condition 3.5 in Schedule B of the DWWP
requires the City to update the map within 12 months of any additions, modifications,
replacements, or extensions to the distribution system. For further clarification, the 12-month
clock starts when a watermain is commissioned and the public is able to consume the water
from the respective watermain.
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The work plan was submitted in 2020 and work continues to map the infrastructure within 12
months. A number of meetings with internal staff, Regional staff and consultants were
undertaken to stress the importance of the timeliness of as-builts as well as to improve the
process as follows:
2021 Improvements
Storyboard to be posted on the Development website. The Storyboard is a self-guided
lesson/reference for consultants on how to fill out the as-built information, where the
most recent standards are located and how to minimize and correct errors prior to
submission to the city. This tool will guide users through the checking/correction
process, which is anticipated to result in fewer submissions and faster infrastructure
mapping.
Attribute template 2021 version will include removals for example anodes, hydrant
bends, storm and sanitary manhole cover, storm pipe depth, bedding info will be
removed to streamline data collection. Individual utilities have reviewed their data
requests and removed some non-essential items.
Topology fixer GIS will complete the topology changes and not send these errors back
to the consultants.
Attribute checker there will be an app where consultants can check their data first
without providing it to GIS to run the checker.
Red-lined reconstruction drawings are entered into GIS as drawings (not mapped) as a
resource for locators and construction and maintenance staff.
Interim as-recorded drawings are mapped at end of construction season for multi-year
reconstruction projects.
Engineering Graphics Technologist vacancy was filled in 2021 (reconstruction as-builts)
2022 Proposed Improvements
An additional resource was approved in the Engineering division as part of the 2021
budget process and is anticipated to be fill in early to mid-2022. A dedicated AutoCAD
resource will be able to complete as-recorded drawings/submissions for internal
projects as well as process those completed by consultants on City reconstruction
projects to meet the Ministrys 12-month mapping requirement.
Incidences of Adverse Drinking Water
There were 21 Adverse Water Quality Incidences (AWQI) during the year. No self-imposed
Boil Water Advisories (BWA) were initiated in 2021. The volume of AWQIs decreased from
2020, the majority of which were related to temporary watermains used during construction.
Temporary watermains are particularly sensitive as they are above ground systems influenced
by the water heating up in warmer temperatures. This may increase the potential for
bacteriological growth. Warmer weather seems to increase the incidences of Total Coliform.
The additional challenge with temporary watermains is the sample port is located outside and
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subject to unsanitary conditions. Many contractors remove the sampling ports when not in use
because they are subject to vandalism/theft. These ports need to be maintained in a sanitary
condition between uses. The general nature of reconstruction projects often leads tse
positives, where the results received are more reflective of what is on the sampling tap, rather
than what is in the water. Every positive result is reportable, and resampling must occur in
accordance with regulations. When the resamples are clear, it is an indication that the issue
was with the sampling port, not in the water. Additional communications efforts to contractors
regarding the importance of maintain the sampling ports in a sanitary manner was made over
the 2021 construction season. These communication efforts will continue for 2022 and beyond.
Low chlorine AWQIs (4 total)
o One was in areas of new subdivisions with no houses yet built. Along with dead
ends, KU proactively flushes new areas until there are homes built and water is
being used.
Total coliform AWQIs (17 total)
o 8 were at temporary main sampling locations.
o 8 were at commissioning of new hydrants
o 1 was at a distribution sampling location
Lead:
o No lead adverses were reported in 2021. Due to COVID, the spring and fall lead
program was reduced to sampling for lead at hydrants (relief was granted by the
Ministry). No exceedances were reported.
The Summary Water Report for 2021 discusses water quality compliance further.
Action: No further action required for information only
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Deviations from Critical Control Points Limits and Response
There were 78 watermain breaks in 2021, which is slightly below than the 5-year
average of 81. Of the 78, 7 were deemed to be Category 2. Category 2 watermain
breaks require bacteriological sampling upon completion. The 5-year average increased
slightly due to an increase in watermain breaks in 2021 over 2020. We have been
investing in watermain replacements which have reduced the number of watermain
breaks. Watermain breaks are also heavily weather dependent due to the frost
movement with colder winters resulting in more breaks (2021 was a bit colder than
2020). Incident debriefs are completed for watermain breaks. This information helps to
determine priorities for replacement due to condition.
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Unaccounted for water for was 9.7%; the MECP target is 10%. Water loss includes
water used for construction watermain commissioning (e.g., new mains and
replacement mains), water for temporary main supply during reconstruction, and water
use for reactive flushing (e.g., discoloured water). The 10-year average for Kitchener is
10%, although the percentage fluctuates.
Action: No further action required for information only
Effectiveness of the Risk Assessment Process
A risk assessment was completed on November 17, 2021. The purpose of the risk
assessment was to brainstorm potential risks and identify counter measures, where
appropriate. The following is a summary:
o Reviewed all risks to ensure all information and assumptions are current and
valid. Also discussed the following new potential risks:
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Risk of water services removed/added in ArcReader(GIS) prior to work
being completed.
Risk of working around the LRT/ION (C&M planned and unplanned).
Risk of challenged resources and maintenance resources and impacts on
service delivery during the pandemic.
o Preventive or Control measures updated for several existing risks and added for
the three new risks above.
o There were three risks that were addressed and removed.
Action: For Information Only
Results of External and Internal Audits
The DWQMS Standard is divided into Plan, Do, Check, and Improve sections. Audits are
completed to analyze processes to confirm that what is stated in the procedures and work
instructions is what is being done. External Audits are completed by a third party while Internal
Audits are completed by accredited staff.
External:
An external audit (12 month surveillance audit) was completed by a certified external
auditor (SAI Global) on September 30, 2021. No non-conformances were found. One
opportunity for improvement was identified:
o Consider reviewing all deficiencies identified during the management review to
determine if action items, timelines and responsibility should be assigned (i.e.,
communication with contractors about maintaining sampling ports on temporary
watermains). This item will be included as part of annual top management review
in 2021.
Internal
:
5 Field audits were conducted in 2021:
o Water Valve Operating Checks
o Hydrant Operating Checks
o Hydrant Operation Checks - Contractor
rd
o Cut and Cap 3 Party Responsibilities
o Watermain Cleaning
4 Element audits were conducted in 2021There were 31 opportunities for improvement
were identified from internal audits in 2021. As of December 2, 2021,
o 15 (48%) of these opportunities have been acted upon and implemented;
o 3 (10%) of these opportunities could not be implemented; and
o 13 (42%) of these opportunities are still being investigated.
Zero nonconformances and zero non-compliances were found during the internal
audits.
Two nonconformances were found outside of the internal audits.
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Continuous Improvement
Continual Improvement is a key element of all quality management systems and we are
regulated to have a process to identify and implement preventative actions to eliminate the
occurrences of potential non-conformities. Opportunities for improvement can come from many
sources, such as external audits, staff suggestions, public concerns, management reviews,
debriefs, or the risk assessment meeting. In total for 2021, excluding the results from internal
audits, there were:
99 opportunities for improvement, of which:
o 35 (35%) were acted upon and implemented;
o 6 (6%) could not be implemented; and
o 58 (59%) are still being investigated.
OFIs, Non-Conformances, Non-Compliances by Year
Action: The Continual Improvement Log is updated monthly to discuss new items, track
process and circle back to determine the effectiveness of implementation. The log will be
reviewed annually with Top Management as part of the Management Review.
Results of the Emergency Response Training/Testing
On-Call Management Staff took the IMS-100 Introduction to the Incident Management
System (IMS) for Ontario training and participated in scenario training in late 2021
Water Emergency Management training was provided to supervisors and
management over fall 2021/January 2022.
Remaining staff received emergency training in early 2021 (training is every 3 years).
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Debriefs are also completed for selected events. For example, debriefs after Boil Water
and Drinking Water Advisories are completed to improve our processes.
Action: No further action required for information only
Operational Performance
Ongoing work with the Region for the Zone 2 and 4 Optimization this will improve
water pressures and supply in the southeastern end of the city. The majority of the work
is Regional; however, there is coordination work with the City. This work is dependent
on timing of development in the areas and as development proceeds, additional
sections of the main are installed. One major section still requires connection
(Bleams/Fischer- Hallman areas). Valves and temporary bypasses are installed to keep
water circulation in sections of the Regional main.
The 4 Trunk Watermain project includes the installation of 750mm
concrete pressure pipe watermain from the Mannheim Water Treatment plant across
the southern portion of the City. Work commenced in 2017 and is ongoing. A section of
the newly installed watermain between the Mannheim Water Treatment Plant and
Bleams Road is temporarily being used as a Zone 5 watermain while the Ottawa St
watermains are out of service for construction.
Action: No further action required for information only
Raw Water Supply and Drinking Water Quality Trends
There are known seasonal issues with the water supply:
Fall - Grand River temperature changes may cause odour challenges in the source
water, which may increase flushing requirements.
Winter temperature extremes may cause more watermain breaks in the system.
Action: No further action required for information only
Follow-up on Action Items from Previous Management Reviews
Action items were completed as part of the revised report and associated council report.
Action: No further action required for information only
Status of Management Action Items Identified Between Reviews
There were no items identified between the management reviews.
Action: No further action required for information only
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Changes that could Affect the Quality Management System
The Federal government has a manganese limit, however the current provincial
regulations, which Kitchener is required to follow only has an aesthetic limit. It is
anticipated that the Province will follow the federal guidelines and implement a
maximum allowable concentration. The Strange Street upgrades were complete in
anticipation of this regulatory change.
There are indications that the lead maximum allowable concentration will be reduced,
which will likely increase the number of lead tests that exceed the regulatory limits.
Customers are not required to complete any corrective actions when elevated lead
exists. The City is required to flush and resample if there is a lead adverse in the
distribution system. The City tracks streets with lead or suspected lead and includes
them as part of the considerations for replacement. It is most cost effective to replace a
number of lead services as part of a road reconstruction project, rather than individual
services.
In compliance with O.Reg. 406/19 On-Site Excess Soils Management the city has
implemented sampling and soil management procedures. This includes hiring a
Qualified Professional to develop an Excess Soil and Material Management Plan for the
All excess soils
Waste Transfer Facility and characterized as per the standards set in the regulation.
The based on the results an average of 8,200 tonnes of excess soils from Utilities work
within the right of way is sent for reuse as fill. An additional annual average of 850
tonnes is trucked to an MECP licensed facility.
Action: No further action required for information only
Consumer Feedback
The number of customer water complaints has decreased from 2019. Due to COVID,
staff were not entering homes until late 2021 however, water samples were taken at
hydrants or outside hose bibs, when appropriate. Dispatch staff guide customers
through a number of questions to determine whether the problem is suspected to be
internal or external. The majority of pressure issues are related to water softeners or
other internal issues.
KU tracks the problem, cause and remedy for each complaint. The percentage of
discoloured water complaints has been decreasing since the watermain cleaning
program began in 2016.
Discoloured water complaints are often the result of changes in flow in the system. This
can be due to reconstruction, watermain cleaning, watermain breaks, valve replacement
and other construction. The number of discoloured water complaints decreased
significantly once Strange St pumping station was taken offline
Low pressure complaints are largely internal issues (softeners, internal plumbing).
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Other complaints include water hardness, no water, odour/taste, air in lines (white
water), customer sample requests. We are seeing more residents moving into Kitchener
who may not be familiar with water hardness and education is a component of resolving
the concerns.
In general, a number of customer complaints can be resolved by educating the
customer (water hardness), flushing/sampling (discoloured water) or confirming private
side issue (water softener, pressure reducing valve, drain issues)
Action: Continue with proposed watermain cleaning area in 2022.
Resources Needed to Maintain the Quality Management System
A mobile solution for inspection data entry would decrease administrative burden. A
mobile water valve program was delivered in 2020 and there are a number of programs
that could be mobile. Anticipated that a mobile application for hydrant inspections will be
rolled-out in 2022.
In addition to other duties, the Manager Quality Management and Water Programs
(previously Utilities Water Engineer) provides support for new and replacement capital,
water meter replacement program and maintenance work for several groups including
Development Services Engineering Design and Approvals, Engineering Construction,
Development Engineering, Planning, Building and internal Operations. The volume of
work has increased significantly over the years in several areas - new construction of
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water infrastructure to support development activity, capital (reconstruction), operating,
maintenance and regulatory requirements. It is anticipated that the P
investment to help unlock and build housing supply will increase the volume of
subdivision and site plan review and processing. There is a need to provide an
additional position to support the existing work, and to provide back-up support for this
role. An Issue Paper will be submitted for the 2023 budget, requesting a technical
position to address the growing demand on the water utility.
Action: An Issue Paper will be brought forward as part of the 2023 budget process.
Results of the Infrastructure Review
Individual project selection is based on a number of factors including condition
(watermain break history), material, criticality, watermain size, presence of lead
services, shallow mains, and other infrastructure needs (storm, sanitary, road).
2021 reconstruction projects were largely completed as per the 2021
Engineering/Storm/Sanitary/Water Capital Forecast
The Region replaces some Kitchener infrastructure as part of their projects (Kitchener
funded).
2022 projects were finalized; however, it should be noted that there were a number of
Regional projects moved out to future years in the Regional capital program.
Meetings were held with Asset Management and Engineering staff at both the City and
the Region to determine future project needs.
Issue papers are brought forward as part of the budget process, additional funding
requests related to maintenance and water-only capital projects. The majority of water-
only projects are included as part of Regional roadwork to minimize disruptions to
citizens and be cost effective.
Action: No further action required for information only
Summary of Maintenance
Watermain cleaning Approximately 184kms of watermain was cleaned in 2021. The
2021 watermain cleaning area map is shown below. The next map shows the proposed
2022 area in light green. The purpose of watermain cleaning is to remove iron and
manganese build up in the watermains. The iron and manganese cause discolouration
in the water. Although iron and manganese are naturally occurring and not health
related, discoloured water causes a public perception of issues with the drinking water.
Provincial health related regulations are anticipated for iron and manganese.
Completed 2021 Watermain Cleaning Area (light green)
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Proposed 2022 Watermain Cleaning Area
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Hydrant maintenance spring maintenance was completed on all hydrants and
hydrants were dipped in the fall, as required.
Hydrants are flushed to maintain chlorine residuals was completed in spring and fall.
New development areas are flushed until the subdivision is built-up.
A valve turning/exercising program was completed for 1,800 valves the majority of
valves were operated in the watermain cleaning area with additional valve operation in
areas of reconstruction.
There were 37 broken or failing water valves 32 were replaced and 5 were spooled. At
the end of the year there were 8 broken valves remaining in the system. Of the 8, 3 will
be replaced as part of Regional reconstruction projects (Lancaster St) and another 3 will
be replaced in coordination with Regional road work (Westmount/Ottawa St). The
Water Incidents dashboard provides a real time indication of valves that are closed in
the system for example they may be closed for emergencies (shown as a Water Valve
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Warning) and broken valves (see below Water Incidents Dashboard). The dashboard is
also used to show current and historic watermain breaks.
A new dashboard was developed to track the age at which valves break as well as the
number of valves replaced and breakdown of valve age. Previous assumptions had
been that valves last approximately 40 years, but the data is trending at 53 years.
400 hydrants were painted
Leak detection survey 1/3 of city completed each year. Follow-up is completed on
potential leaks. Approximately 300km of mains were surveyed resulting in 15 possible
hydrant leaks the majority of which were repaired by tightening the nuts of the
hydrants
Staff continue to inspect new connections and cut and caps for reconstruction and new
development. Staff complete all new service tappings for development as well as
witness old service abandonment. This work requires 48 hours to schedule and is
driven by new development and watermain replacement work.
Dechlorination procedures for hydrant flushing were developed and rolled- out to staff.
Anodes are installed on existing watermains whenever they are exposed (e.g.,
watermain breaks, valve repairs, hydrant repairs).
Pressure Reducing Valves (PRVs) were inspected.
An auto flusher was installed on Morrison Road to maintain water quality until future
pressure zone changes can be made.
Chamber inspections/pump outs for chambers containing air relief valves
approximately 130. Air reliefs are a potential risk to the system if they become
submerged and there is a watermain break or incident in the distribution system. One
chamber was replaced with a boulevard configuration in 2021 with another four
scheduled for 2022, eliminating the chambers.
Staff continue to use the watermain break app for reporting breaks, which improves
customer communication for breaks
Action: No further action required for information only
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Effectiveness of Maintenance
Completion of numerous maintenance programs associated with the water and the
infrastructure are essential for the delivery of safe drinking water, although not all maintenance
programs have been identified. The effectiveness of the maintenance program is determined
by the following key factors:
Number of Adverse Water Quality Incidents
Water loss/unaccounted for water
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Water quality complaints
Number of watermain breaks
The system performance has demonstrated effectiveness by achieving:
There were 21 AWQIs (downward trend and an indication of water quality).
Water loss/unaccounted for water was 9.7% (below the target of 10%).
The number of quality complaints was at 148, 26% of which were related to discoloured
water and 40% pressure (largely internal issues). The remainders included complaints
relating to hard water (new residents are not always familiar with hard water), and
general safety concerns. The watermain cleaning program has decreased the number
of complaints.
There were 78 watermain breaks in 2021, which is lower than the 5-year average of 81
breaks/year.
Action: No further action required for information only
Operational Plan Currency, Content and Updates
The Operational Plan is updated annually.
Action: No further action required for information only
Staff Suggestions
Staff suggestions are included under the new Continual Improvement section of the report.
Other
Water Meter Replacement 5,537 aging water meters were replaced. There are 69,714
meters in the system with a backlog of approximately 8,368 meters to be replaced
(replacement is targeted at 15 years for residential meters).
Water Meter Shop digitized the new meter request process and in October moved
appointment setting in-house for water meter issues (approximately 1200 service
orders/year).
Development growth is anticipated to continue with both new subdivision, site plans and
redevelopment, which creates technical demands for Drinking Water Works Permit
approvals, commissioning plan approvals and on-demand inspection requirements for
final connections, tappings and cut and caps.
Water Consumption Trends water consumption has increased in 2019 as it was
projected to do in Regional modelling (population demand outpaces water conservation
measures). The trend may fluctuate a bit due to COVID impacts and weather,
continuing until population growth demands outpace water conservation measures.
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Locates - Kitchener Utilities and their Locate Service Provider physically locate gas and
water infrastructure for contractors prior to construction and excavation work.
Approximately 14,917 locates were completed in 2021, which is comparable to 2020
levels. Locate volumes are driven by customer requests and construction. Two
additional locating FTEs were hired in March 2021 to decrease risk to water and gas
infrastructure.
Action: No further action required for information only
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Appendix
Water Distribution System Map
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