HomeMy WebLinkAboutFIN-08-133 - Drinking Water Quality Management Operational PlanI L REPORT 74
Report To: Finance and Corporate Services Committee
Date of Meeting: November 17, 2008
Submitted By: Dan Chapman, General Manager Financial Services
Prepared By: Angela Mick, Utilities Water Engineer
Ward(s) Involved: All
Date of Report: November 4, 2008
Report No.: FIN-08-133
Subject: DRINKING WATER QUALITY MANAGEMENT STANDARD
RECOMMENDATION:
That the Drinking Water Quality Management Standards Operational Plan, attached to report
FIN -08 -133, be endorsed in accordance with the Safe Drinking Water Act, 2002 and Regulation
188107.
The Drinking Water Quality Management Standard (DWQMS), under the Safe Drinking Water
Act., 2002 and Regulation 188107, requires the City of Kitchener to become licensed to operate
and maintain Kitchener's Water Distribution System. One of the licensing requirements is the
preparation of a Quality Management System (QMS) and Operational Plan.
Section 19 of the Safe Drinking Water Act imposes a statutory standard of care on persons who
oversee the municipal drinking water system, which includes council since they have authority
over decision-making.
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 recommended that the Owners (City of Kitchener) and Operating Authorities
(Kitchener Utilities) of these systems implement a quality management approach to operations
and management. The Walkerton Inquiry stated that "The purpose of the quality management
approach in the context of drinking water is to protect public health by achieving consistent good
practice in managing and operating a water system." As a result of these recommendations a
Drinking Water Quality Management Standard under the Safe Drinking Water Act., 2002 was
released in October 2006. Development of the DWQMS was based on the following foundation
standards: ISO 9001:2000, ISO 14001:2004 and the Hazard Analysis and Critical Control Points
(HACCP) developed and implemented by the food industry.
In order to obtain a Licence, the following elements must be in place:
• A Drinking Water Works Permit (would replace the Certificate of Approval for treatment
and distribution)
• Permit to Take Water
• A Financial Plan (required by July 1, 2010)
• An Accredited Operational Authority with an audited Operational Plan (-- QMS
Submission of an Operational Plan is the first step towards obtaining a municipal drinking-water
licence.
An endorsed Operational Plan must be submitted to the Ministry of the Environment by
February 1, 2009.
�014
The Operational Plan documents the QMS, essentially outlining how regulatory requirements
are met. The Operational Plan consists of 21 elements including: risk assessment, review and
provision of infrastructure, emergency management and audits. A series of Standard Operating
Procedures (SOPs) have been developed as part of the QMS. The SOPs are generally high
level documents which describe the "who, what and when". The SOPs refer to Work Instructions
which explains the "how." Internal and external audits will be completed to evaluate the
conformity of the QMS to confirm that "we say what we do and do what we say."
The Operational Plan is a living document and the Operating Authority shall strive to continually
improve the effectiveness of its Quality Management System. On an annual basis, Council will
be informed of results of the management review which may include changes that could affect
the Quality Management System and Operational Plan.
FINANCIAL IMPLICATIONS:
The Ministry has not yet determined licensing fees or external auditing fees.
A QMS policy is included in the Operational Plan and will be communicated internally and to the
public.
Under Drinking Water Act, 2002 and Regulation 188107, a Quality Management System (QMS)
and endorsed Operational Plan are required by February 1, 2009 to continue to operate and
maintain the water distribution system.
Angela Mick, P.Eng.
Utilities Water Engineer
Wally Malcolm, P.Eng.
Director, Utilities
Dan Chapman
General Manager of Financial Services
Kitchener Utilities
City of Kitchener Drinking Water Distribution
System
�Opera ional Plan
D VVQhIS t
Revision #0
November 3, 20OZ
Arey';X11
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
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TABLE OF CONTENTS
PartA - Introduction .............................................................................................................................. 3
Purpose...............................................................................................................................................
3
Scope..................................................................................................................................................
3
References...........................................................................................................................................
3
Definitionsand Acronyms ...................................................................................................................
3
PartB - Operational Plan ........................................................................................................................
5
QualityManagement System ...............................................................................................................
5
QualityManagement System Policy ....................................................................................................
5
Commitmentand Endorsement ..........................................................................................................
5
QMSRepresentative ...........................................................................................................................
6
Documentand Record Control ...........................................................................................................
6
Risk Assessment Procedures and Outcomes .........................................................................................
10
Organizational Structure, Roles, Responsibilities and Authorities .........................................................
11
Competencies....................................................................................................................................
13
Personnel Coverage
Communications................................................................................................................................
14
Essential Supplies and Services ............................................................................................................
14
Infrastructure Review and Provision ...................................................................................................
14
Infrastructure Maintenance, Rehabilitation and Renewal ....................................................................
14
Sampling, Testing, and Monitoring .....................................................................................................
16
Calibration.........................................................................................................................................
16
EmergencyManagement ....................................................................................................................
16
InternalAudits ...................................................................................................................................
16
ManagementReview .........................................................................................................................
17
ContinualImprovement .....................................................................................................................
17
Historyof Changes ............................................................................................................................
17
APPENDIX............................................................................................................................................
18
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PART A - INTRODUCTION
Purpose
The purpose of this Operational Plan is to describe the comprehensive Drinking Water Quality
Management System (DWQMS) developed and implemented by Kitchener Utilities for the
operation and maintenance of its water distribution system.
This DWQMS Operational Plan includes references to all components of the DWQMS.
S
This Operational Plan covers the activities and personnel associated with all operational aspects
of the drinking water distribution system for Kitchener Utilities, identified by waterworks
number 260001458.
This Operational Plan, the procedures, work instructions and other DWQMS documentation
that are referenced herein are complementary to the legislated requirements for safe drinking
water in the Province of Ontario.
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.
Rafarionrioc
• Drinking Water Quality Management Standard, October 2006
• Applicable Ontario Safe Drinking Water Legislation
Definitions and Acronyms
• QMS Quality Management System
• DWQMS Drinking Water Quality Management Standard
• Distribution watermains and related items (i.e. Hydrants, valves)
• ML Megalitre
• MOE Ontario Ministry of the Environment
• ORO Overall Responsible Operator
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DWQMS Operational Plan
• RMOW Regional Municipality of Waterloo
• Waterworks Kitchener Utilities Drinking Water Distribution System
• WTP Water Treatment Plant
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PART B - OPERATIONAL PLAN
Quality Management System
This Operational Plan describes the QMS which covers the drinking water distribution system
that is owned and operated by Kitchener Utilities.
Kitchener Utilities receives treated water from the Regional Municipality of Waterloo (RMOW).
Quality Management System Policy
Kitchener Utilities owns, maintains and operates the City of Kitchener's Drinking Water
Distribution System. At Kitchener Utilities, we are committed to supplying you with safe
drinking water. We work together with 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.
Commitment and Endorsement
The Owner (Mayor and Council) and Top Management endorsement of the Operational Plan
shall be demonstrated by a copy of the council meeting minutes where the Operational Plan is
accepted and endorsed (see Appendix).
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QMS Representative
The Utility Water Engineer is appointed by Top Management to the role of QMS
Representative for the Kitchener drinking water distribution system QMS.
The QMS Representative has the responsibilities and authorities listed in the section of this
Operational Plan called 'Organizational Structure, Roles, Responsibilities and Authorities'.
The appointment is documented and filed with the QMS Representative.
Document and Record Control
Procedures are in place for Document Control and Record Control (attached in the Appendix).
These procedures describe how QMS documents and procedures are controlled, including
instructions related to currency, legibility, retention, and storage. All QMS system
documentation is controlled. Methods of control are defined in the referenced procedures.
Records are maintained as objective evidence of conformance to the DWQMS and compliance
with all applicable Safe Drinking Water Regulations.
The Master List of Documents is a complete list of all system components. The most current
version of the Master List of Documents is also available.
Drinking Water Distribution System
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.
The waterworks consists of approximately:
• 850 km of distribution watermain
• 56,000 water connections
• 3,800 hydrants (not including private hydrants)
• 6,600 valves (not including service valves or hydrant valves)
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DWQMS Operational Plan
Process Flow Chart
INCOMING
WATER
from RMOW
(various sources)
DISTRIBUTION SYSTEM
Owner — Kitchener Utilities
Operating Authority -Kitchener
Utilities
KITCHENER
DISTRIBUTION
SYSTEM
B RESLAU
DISTRIBUTION
SYSTEM, in
TOWNSHIP OF
WOOLWICH
--------------------------
A map of the distribution system is filed with the Utility Water Engineer.
General Description
INCOMING
WATER from
CITY OF
WATERLOO
DISTRIBUTION
SYSTEM
The supply system consists of multiple RMOW pumping stations, treatment systems and wells.
Not all systems are required to be in operation at the same time to deliver adequate water
supply.
The waterworks also provides distribution to the neighbourhood of River Ridge (commonly
referred to as Falconridge). The City of Waterloo Distribution System supplies water to this
community, but Kitchener Utilities owns, operates and maintains the distribution to River Ridge.
The waterworks has a direct connection feeding water to Breslau, including a meter chamber.
Breslau is a distribution system within the Township of Woolwich, which is owned and
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operated by the Township of Woolwich. The distribution system is not owned or operated by
Kitchener Utilities.
Some watermains are shared with the RMOW but are maintained by Kitchener Utilities. The
RMOW is back-charged for the maintenance activities performed by the waterworks. The
RMOW does not participate in watermain repair.
Description of Water Source
The water supplied by RMOW is controlled by the RMOW, who owns and operates the
treatment plants and equipment, pumps and SCADA system which controls the quality and
pressure of the supply.
RMOW supply water is partially from the Mannheim Reservoir, where treated water from the
Mannheim Water Treatment Plant is blended with water from the Mannheim wells and Grand
River. Other sources include treated water from the Greenbrook Water Treatment Plant, the
Strange Street Pumping Station, Parkway Pumping Station and various wells.
The Mannheim Water Treatment Plant receives the raw water from the Hidden Valley Low Lift
Station located at the Grand River. The raw water entering the WTP is treated with coagulation,
ozonation and filtration. Immediately after filtration, the water is disinfected prior to entering
the clearwells/reservoirs. There are two clearwells/reservoirs that have a combined total usable
volume of approximately 15 ML. Mannheim has artificial recharge facilities and treated water
from various wells. This facility has emergency standby power available.
The Greenbrook Well System is comprised of five ground water wells KIA, K2, K413, K5A and
K8. These wells pump directly into Greenbrook Treatment Plant and Pumping Station. Raw
water is chlorinated and it enters the raw water reservoir where contact time allows for primary
disinfection for virus kill. Water then enters three filters for the purpose of iron and manganese
removal. After filtration there is an advanced oxidation processes (AOP). This includes a
peroxide dosing system and high dose ultraviolet (UV) irradiation. After the AOP processes
there is a Granulated Activated Carbon (GAC) upflow contactor system followed by a GAC
fines removal system. After fines removal the water is rechlorinated with sodium hypochlorite
followed by addition of ammonium sulfate to convert the chlorinated water to chloraminated
water. There is no emergency standby power available on site.
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The Parkway Well System is comprised of three ground water wells, K31, K32 and K33. These
wells pump directly into the Parkway Reservoir and Pumping Station. The Parkway Reservoir
has a capacity of three million imperial gallons (14 ML). The water is disinfected prior to
entering the reservoir. This site has no emergency standby power available on site.
The Strange Street Well System is comprised of three ground water wells, KIOA, KII and K13.
These wells pump directly into the Strange Street Reservoir and Pumping Station. The Strange
Street Reservoir has a capacity of 940,000 imperial gallons (approx 4 ML). The water is
disinfected prior to entering the reservoir. Disinfection is achieved by the use of a sodium
hypochlorite system. Ammonium sulphate is added to the water at the discharge header of the
pumping station prior to the water leaving the station. The purpose of the ammonium
sulphate is to convert the free chlorine residual to a combined chlorine residual. There is no
emergency standby power available on site.
The Woolners Well Supply system is comprised of three wells: K80, K81, and K82. These wells
combine in a common header prior to entering the Ebydale UV Building. Continuous analyzers
monitor the levels of chlorine, turbidity and UV dosage prior to the water being discharged.
The analyzers are connected with the Mannheim Water Treatment Plant SCADA system which is
monitored by an operator 24 hours per day. There is no emergency standby power available at
this site. There is no emergency stand-by electrical power at this facility.
Well K34 consists of a vertical turbine pump, which discharges groundwater through three
pressure filters to remove any oxidized material and then directly into a 90,0001itre reservoir.
Primary disinfection is accomplished by the use of a metering pump delivering commercial 120/0
sodium hypochlorite solution. The solution is held in a storage tank, complete with secondary
spill containment. Prior to discharge to the distribution system, 20% ammonium sulphate is
injected; which converts free chlorine to a more stable combined chlorine.
Well K36 consists of a submersible pump, which discharges groundwater through three pressure
filters to remove any oxidized material and then directly into a 90,0001itre reservoir. Primary
disinfection is achieved through the use of an Ultra Violet (UV) unit. Secondary disinfection is
accomplished by the use of a metering pump delivering commercial 12% sodium hypochlorite
solution. The solution is held in a storage tank, complete with secondary spill containment.
Wells K18 and K19 consist of a submersible well pump each, which both discharge groundwater
directly into the Kitchener Distribution System through a common entry point. Primary and
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secondary disinfection is accomplished by two metering pumps delivering commercial 12%
sodium hypochlorite solution prior to discharge to the distribution system. The solution is held
in a storage tank, complete with secondary spill containment. There is no emergency stand-by
electrical power at this facility.
Continuous analyzers monitor the levels of chlorine and turbidity prior to the any water being
discharged from the control of RMOW into the City of Kitchener watermain. The analyzers are
connected with the Mannheim Water Treatment Plant SCADA system which is monitored by an
operator 24 hours per day.
Common Fluctuations
There are known seasonal issues with the water supply:
• Summer — increased water usage can result in pressure challenges in some areas of the system
• 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
Pressure challenges are currently being investigated by the RMOW, including the
implementation of a new pressure zone.
Risk Assessment Procedures and Outcomes
The Risk Assessment Procedure is provided in the Appendix.
The Risk Assessment Table shows the identified hazards and hazardous events, ranked risks,
control measures., and reference to monitoring and response procedures.
The Critical Control Points identified in the Risk Assessment are:
• Asset operation and maintenance:
• to reduce watermain break hazards
• to reduce backflow / siphonage hazards
• Contractor control — to avoid contractor-related hazards
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Organizational Structure, Roles, Responsibilities and Authorities
A basic overall organization chart is shown below. A detailed Organizational Chart that
includes all key waterworks staff is provided in the Appendix.
Key waterworks roles are listed below, with associated responsibilities and authorities. This
information is communicated to staff as per the Communication Procedure.
Role
Responsibilities
Authorities
City of
• Prescribe requirements and monitor operations of the
e Prescribe requirements and
Kitchener
waterworks
obligations for the operation of
Council and
e Provide resources and system infrastructure, as necessary
the waterworks
Mayor
9 Represent the waterworks to end users and the public
e Ensure a continual supply of
(Owner)
safe drinking water
• Provide resources and system
infrastructure, as necessary
• Designate responsibilities as
appropriate
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Role
Responsihilities
Authorities
Director of
• Overall responsibility for the operation of the
e Approval of hiring of all
Utilities (Top
waterworks
waterworks personnel
Management)
9 Compiling/Reporting waterworks performance and
e Allocation of provided
operations data to Council
resources
• Attend meetings with Council as required
e Administration of labour
• Represent the waterworks in communications with the
agreement(s)
RMOW
• Sign-off of expenditures above
• Ensure QMS is in place
$25,000
• Ensure Operating Authority staff are aware of applicable
e Designate responsibilities as
legislation
required
• Communicate QMS as per Communication Procedure
• Determine, obtain and provide resources required for
QMS
• Perform Management Review
Manager of
• Maintain regulatory compliance
e Direct supervisors and staff
Operations
9 Monitor water quality & demand
• Develop/improve departmental
(Top
• Supervise Utility Engineers and Supervisors
practices
Management)
• Schedule work assignments
e Ensure training of supervisors
• Training and development
and staff meets requirements
• Work safety program
9 Designate responsibilities as
• Report issues to the Director of Utilities as necessary
required
• ORO (when present during business hours)
• Hire waterworks personnel
• Ensure QMS is in place
• Ensure Operating Authority staff are aware of applicable
legislation
• Communicate QMS as per Communication Procedure
• Determine, obtain and provide resources required for
QMS
• Perform Management Review
Supervisor -
• Supervise day to day staff activities
• Direct staff in day-to-day
Utilities
• Reporting of deviation from critical limits to the Manger
operations and maintenance
of Operations, as appropriate
activities
• ORO when on-call unless Manager of Operations is also
9 Schedule construction activities
on-call
as they affect operations
e Recommend to the Manager of
Operations ways to improve
operational effectiveness
e Expenditures up to $5,000
without supervisor approval
e Designate responsibilities as
required
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Role
Responsihilities
Authorities
Utility Water
9 Perform specified duties as per training and/or direction
• Designate responsibilities as
Engineer
of superiors
appropriate
• Maintain operational parameters of the waterworks
• Expenditures up to $25,000
without supervisor approval
• Report of adverse water quality
incidences to Top Management
Utility
• Perform back-up to the Utility Water Engineer
• Same as Utility Water Engineer
Engineer
Utility Staff —
9 Perform specified duties as per training and/or direction
• Operate and maintain the
Construction
of superiors
waterworks under direction of
and
• Maintain operational parameters of the waterworks
superiors
Maintenance
e Maintain and repair equipment where qualified
Backflow
Enforce the Cross Connection Control/Backflow
• Determine hazards and
Prevention
Prevention By-law
appropriate device selection
Officer
• Commencement of
enforcement activities (e.g.
fines, water shut-off) in
consultation with superiors
QMS
•Develop, implement and maintain the QMS
e Dele,
,gate duties as necessary
Representative
• Report on the performance of the QMS to Top
Management
• Identify needs for improvement in the QMS
• Ensure that the current versions of documents required
by the QMS are in use at all times
• Ensure that all personnel are aware of all applicable
legislative requirements that are relevant to the operation
of the works
• Stay up to date on changes to relevant legislative and
regulatory requirements
• Promote the QMS throughout the Operating Authority
Competencies
The Competencies Procedure describes the process for identifying, developing and maintaining
required competencies for personnel performing duties directly affecting drinking water quality.
The procedure also describes activities to ensure personnel are aware of the relevance of their
duties.
Records show evidence of activities to meet and maintain the competencies described in the
procedure, and to ensure personnel awareness.
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Personnel Coverage
The Personnel Coverage Procedure describes the process for ensuring personnel are available for
duties. The Procedure is provided in the Appendix.
Communications
The Communications Procedure describes the process for ensuring relevant aspects of the QMS
are communicated between Top Management and the Owner, waterworks personnel, suppliers
and the public. The Procedure is provided in the Appendix.
Essential Supplies and Services
The Essential Supplies and Services Procedure describes the process for identifying essential
supplies and services, and ensuring quality requirements and procurement methods are
established and communicated. The Procedure is provided in the Appendix.
Infrastructure Review and Provision
The Infrastructure Review Procedure describes the process for the review of the infrastructure
adequacy. This Procedure is provided in the Appendix. The procedure also describes the
provision of infrastructure, and the communication of review findings to the Owner.
Infrastructure Maintenance, Rehabilitation and Renewal
The Manager of Operations maintains a scheduled program of inspection and maintenance for
waterworks equipment and distribution components for which it is operationally responsible.
Equipment maintenance is performed as per the manufacturer recommendations or waterworks
decisions, including calibrations.
Equipment manuals are retained in the Operations Centre to support maintenance activities by
the Tool Crib Person.
Planned maintenance is performed as allocated by the Supervisor, who prints planned work
orders daily and distributes to staff accordingly. Unplanned maintenance performed is also
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recorded on a work order. The completed work orders are submitted to the Utility Programs
Assistant. The Utility Programs Assistant enters the work orders into a data management system
that retains the data for analysis and historical purposes.
Assets, such as valves, pipes and hydrants that have been mapped, are inventoried in an
infrastructure management system. The City's three current management systems — IIMS
(infrastructure), FAMIS (financial), and Datamart (payroll) are to be replaced in early 2009. The
current Infrastructure Management System consists of two separate programs — a work
management system and an infrastructure management system. The infrastructure system
contains information on assets such as static residuals for hydrants. Information relating to
repairing watermain, turning water on/off, repairing leaks, responding to water quality
complaints, etc. is documented in the work management system via work orders. All
maintenance completed on the valves, pipes, and hydrants is recorded in this system and used
for future maintenance planning. The infrastructure related information used to feed the
management systems are currently found in the Engineering Database, which is updated
annually.
The new system, collectively known as Project Delta will provide an integrated approach to
infrastructure, work management and financial systems. There are three major systems:
CityWorks (infrastructure and work management systems), RIVA (asset accounting to meet
Public Sector Accounting Board requirements and asset management); and SAP (financial —
accounts receivable/payable, purchasing).
Mapping updates to the water distribution maps are currently completed annually, however a
project has recently been commenced to precision place the watermain system and digitize the
hard copy detailed maps. It is anticipated that this project will be completed June 2009. It is
also anticipated that once the system has been configured, it will be updated on a more
frequent basis.
The Infrastructure Asset Planning Manager has the responsibility and authority to decide on
rehabilitation or renewal of assets (sanitary, storm, water and road), with input from other City
departments including Kitchener Utilities. The Regional Municipality of Waterloo is also
involved in the process since the City has infrastructure on Regional roads and the Region has
infrastructure on City roads.
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Effectiveness of the maintenance program is periodically evaluated by the Utility Water Engineer
or the Manager of Operations, by evaluating the number of watermain breaks and locations.
The Utility Water Engineer may also compile and review information about the number of
watermain breaks per kilometre.
The Maintenance program is communicated to the Owner as part of the annual City of
Kitchener Summary Drinking Water Report.
Sampling, Testing, and Monitoring
The Sampling, Testing and Monitoring Procedure describes procedures for sampling, testing and
monitoring performed at the waterworks.
rn1ihrn+inn
The Calibration Procedure describes procedures for maintenance and calibration of
measurement and recording equipment.
Emergency Management
An emergency is considered to be a potential situation or service interruption that may result in
the loss of the ability to maintain a supply of safe drinking water to consumers.
The Emergency Management procedure describes the process of maintaining a state of
emergency preparedness at the waterworks. It refers to applicable emergency response
procedures.
The procedure is provided in Appendix.
Internal Audits
The Internal Audits Procedure describes the procedure for internal audits, including audit
criteria, frequency, scope, records, methodology and schedule. The Corrective Action
Procedure describes the process of initiating, investigating, performing and documenting
corrective actions. Both procedures are provided in the Appendix.
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Management Review
The Management Review Procedure describes the procedure for management review, including
review items, reviewers, outcomes, and documentation. The Procedure is provided in the
Appendix.
Continual Improvement
Kitchener Utilities strives to continually improve the effectiveness of its QMS through the use of
corrective actions, especially from the annual internal audits (as per the Internal Audit
Procedure), staff suggestions and management reviews (as per the Management Review
Procedure).
History of Changes
Revision
Date
Description
By
0
November 3, 2008
Initial Release
Angela Mick
I
I
I
I I
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DWQMS Operational Plan
APPENDIX
Appendix I Endorsement
Appendix 2 Document Control Procedure
Appendix 3 Record Control Procedure
Appendix 4 Risk Assessment Procedure and Risk Assessment Table
Appendix 5 Critical Control Point Procedure
Appendix 6 Organizational Chart
Appendix 7 Competencies Procedure
Appendix 8 Personnel Coverage Procedure
Appendix 9 Communications Procedure
Appendix 10 Essential Supplies and Services Procedure
Appendix 11 Infrastructure Review and Provision Procedure
Appendix 12 Sampling, Testing and Monitoring Procedure
Appendix 13 Emergency Management Procedure
Appendix 14 Maintenance and Calibration of Measuring & Recording Equipment Procedure
Appendix 15 Internal Audits Procedure
Appendix 16 Corrective Action Procedure
Appendix 17 Management Review Procedure
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Endorsement of Operational Plan
Top Management endorses the City of Kitchener Drinking Water Distribution
DWQMS Operational Plan.
Director of Utilities
Manager of Operations
Date
F A 0 0
�- T J�-j A -
Kitchener Utilities
W
Title: CONTROL OF DOCUMENTS
Control Number: I
Revision: 0
Effective Date: November 3, 2008
I Purpose
The purpose of this procedure is to define the method for Document Control
which includes the following:
• Document development
• Document review and approval
• Document issuance
• Changes to Documents
• Retention of obsolete documents
• Document Storage
200=
This procedure is applicable to all QMS documentation (as identified in the Master
List of Documents — except Records) and all personnel whose activities affect
drinking water quality. This procedure is applicable to all drinking water activities
for which Kitchener Utilities is responsible as Owner or Operating Authority,
including those in Mannheim and Shingletown, as applicable.
Document Categories subject to the scope of this procedure:
• Operational Plan
• Quality Policy
• Work Instructions
• Audit Checklists
• Blank Forms
• Equipment Manuals (documents of external origin)
• Training Materials
in both electronic (soft) and paper (hard) copy formats.
3 References
• DWQMS Element 5 Document and Records Control
Control of Documents Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 1 of 5
4 Definitions and Acronyms
• Document — Need a definition for Document
• DWQMS — Drinking Water Quality Management Standard
• Record — a document that states results achieved or provides proof of activities
that have been completed
• Document — a set of instructions or a blank form that once filled in becomes a
record
5 Procedure
5.1 The QMS Representative shall be responsible for ensuring documents are
updated, when changes occur that may affect a document.
Creating New or Updating Existing Documents
5.1 The Master List of Documents shows the documents that are currently
controlled under the QMS.
5.2 Any employee of the Kitchener Utilities may request the creation of a new
QMS document or a change to an existing one. The request shall be made in
writing or email via the 'DWQMS Change Request Form', and submitted to
the QMS Representative. The need for new or updated documents may also
be identified by audits or management review.
5.3 The request may include the following information:
• Reason for new or revised document
• Required by the DWQMS
• Enhances process control
• Eliminates risk
• Supports regulatory requirements
• May improve operational efficiency
5.4 The QMS Representative shall review the request for creating or revising
these documents.
5.5 If the request is approved by the QMS Representative., the requester shall
develop the new/changed document. The procedure template is available in
the QMS folder on the common network. The Template shall be "locked" so
that it cannot be changed.
Control of Documents Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 2 of 5
Document Review, Approval and Issuance
5.6 The document author shall submit the draft document to the QMS
Representative for review.
5.7 The QMS Representative shall review the document, and comment, make
edits, or accept the document.
5.8 Once acceptable, the QMS Representative shall:
• approve the new or revised document
• update the status of the Master List of Documents accordingly,
and
• add the electronic document to the QMS Document folder.
• assign a unique document # for procedures, work instructions
and forms
5.9 All Supervisors shall be advised by email that a new document has been
added to the QMS or that a document has been revised in the QMS.
5.10 The QMS Representative shall be responsible for ensuring that copies of the
new or changed document are distributed according to the Master List of
Documents.
Retention of Obsolete Documents
5.11 Minimum retention requirements for obsolete documents, as applicable, are
shown in the table below, not including records. Retention of documents
beyond the requirements listed in the table is at the discretion of the QMS
Representative.
Document
Minimum Retention
Operational Plan
At least one obsolete revision level, retained
indefinitely
Procedures
At least one obsolete revision level, retained
indefinitely
Template
No retention of obsolete templates required
Work Instruction
At least one obsolete revision level, retained
indefinitely
Blank Form
No retention of obsolete blank forms required
Document of External
Origin eg. Equipment
manuals
No retention
Training Manuals.,
At least one obsolete revision level, retained
Control of Documents Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 5
training matrix, DWQMS
indefinitely
awareness training
handout
DWQMS Policies
At least one obsolete revision level, retained
indefinitely
Other
At the discretion of the QMS Representative
5.12 Obsolete documents (due to changes) shall be collected and handled by the
QMS Representative.
5.13 Obsolete documents shall be clearly marked as being "Obsolete".
5.14 All obsolete documents shall be retained in the "Obsolete Documents
Folder" that is maintained by the QMS Representative. Access to this folder
shall be restricted to the QMS Representative and/or his/her designate, as
appropriate.
5.15 Obsolete documents not being retained shall be destroyed by the QMS
Representative.
5.16 The QMS Representative shall ensure that all obsolete documents shall be
removed from all point of issue not later than 4 weeks after the issuance of
an updated version, or, after having been identified during the course of an
internal or external audit.
Document Availability
5.17 All procedures, instructions, forms and checklists shall be retained in the
QMS folders or designated folders on the network, with restricted write
access as appropriate. Hard copies are retained in binders in the Operations
Facility and at the office of the Utilities Water Engineer.
5.18 Equipment manuals are retained at the Operations Facility. They are stored
by equipment type.
5.19 Any documents printed off of the s drive shall include the date of printing
and the note "Uncontrolled Copy" in plain view on every page.
Network Back-Up of QMS Folder
5.20 Tape backups of all servers shall be performed every weekday evening
(differential) a full back-up is completed every Friday.
5.21 Backup software shall be utilized.
5.22 Tapes shall be stored at an offsite location (Fire headquarters).
5.23 Data restored from tape shall be tested quarterly by IT personnel.
Control of Documents Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 4 of 5
6 Associated Documents
• QMS Folder — located on the s:drive
• Other folders
• 'Master List of Documents Form'— located on the s:drive
• QMS Procedure Template - located on the s:drive
• 'DWQMS Change Request Form'
7 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Original
1
Angela Mick
1
Control of Documents Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 5 of 5
Kitchener Utilities
W
Title: CONTROL OF RECORDS
Control Number: 11
Revision: 0
Effective Date: November 3, 2008
I Purpose
The purpose of this procedure is to define the method for Control of Records that
are required by the Quality Management System in accordance with legislative,
operational, legal and historical record keeping requirements.
2011=
This procedure is applicable to all records that are generated from processes and
activities that are described within the Operational Plan and/or its referenced Wls,
demonstrating conformance to the QMS requirements. This procedure is
applicable to all drinking water activities for which Kitchener Utilities is
responsible as Owner or Operating Authority, including those in Mannheim and
Shingletown.
3 References
• DWQMS Element 5 Document and Records Control
• Legislative references as outlined in Section 5.0
4 Definitions and Acronyms
DWQMS — Drinking Water Quality Management Standard
MOE — Ontario Ministry of the Environment
Record — a document that states results achieved or provides proof of activities
that have been completed.
WI —Work Instruction
Control of Records Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 1 of 4
5 Procedure
5.1 Records are maintained as objective evidence that the requirements of
applicable Ontario legislation and the DWQMS are being effectively
addressed.
5.2 The QMS Representative, Supervisors, Utility Water Engineer shall be
responsible for control of records within his/her group.
5.3 Records may be retained in hard copy or in electronic copy.
General Requirements
5.4 All records shall have title, which shall be clearly visible and legible.
5.5 Manual records shall be legible. Pencil or any other erasable marker shall not
be used to record process or product information or data.
5.6 All manual records shall show the name or initials of the recorder and the
date (and time if appropriate) the record was generated.
5.7 QMS records shall be stored and available at the Operations Facility.
5.8 QMS records shall be stored in a manner that protects them from damage or
deterioration, and in such a manner as to make them accessible. Care shall
be taken to ensure that no records, hard or soft copy, are exposed to
elements or conditions that may damage the integrity of the information
contained therein.
5.9 Records shall be retained in either hard or soft copy per the retention times
indicated in the Records Retention section listed below.
5.10 Records that have exceeded the minimum retention times, and are not
required to be retained for knowledge, legal or other purposes, shall be
archived or disposed of as stipulated by the Kitchener Corporate Services
Department — Corporate Records Management & Archives Services
Guidelines.
5.11 Where required by regulation, records shall be made available for public
viewing through the Freedom of Information Act, or by other practical
means.
5.12 All records shall be readily retrievable for the purposes of the utility owner,
internal and external auditors, municipal employees and inspectors.
Records Retention
5.13 All records required by Ontario legislation to demonstrate compliance shall
be maintained per the regulations, for the activities for which Kitchener
Utilities is responsible.
Control of Records Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 2 of 4
5.14 All records required to demonstrate conformance to the requirements of the
DWQMS shall be retained for the following minimum time periods unless
otherwise stipulated by the Kitchener Corporate Services Department —
Corporate Records Management & Archives Services Guidelines (as
applicable to Kitchener Utilities responsibilities):
5 Years
• DWQMS Corrective Action Requests
• Internal QMS Audit Results
• External QMS Audit Results
• Management Review Minutes
• Calibration Results
• Consumer Enquiries (Relating to Drinking Water Quality), as applicable
• Maintenance/Service Requests
- Emergency Plan Summaries
- Maintenance Records
• QMS Competencies Records
Network Back-Up of QMS Folder
5.15 The IT Manager shall ensure the network QMS folder is backed-up.
5.16 Tape backups of all servers shall be performed every weekday evening
(differential) a full back-up is completed every Friday.
5.17 Backup software shall be utilized.
5.18 Tapes shall be stored at an offsite location (Fire headquarters).
5.19 Data restored from tape shall be tested quarterly by IT personnel.
6 Associated Documents
• Kitchener Corporate Services Department — Corporate Records Management &
Archives Services:
• Record Creation Guidelines
• Record Keeping Guidelines for Electronic Records
• Record Keeping Guidelines for Paper Records
• Authorized Destruction of Records Guidelines & Procedures
• Records Inventory /Transfer Guidelines & Procedures
Control of Records Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 4
History of Changes
Revision
Date
Description
By
0
November 3,
2008
Initial
Angela Mick
Control of Records Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 4 of 4
Kitchener Utilities
W
Title: RISK ASSESSMENT
Control Number: 9
Revision: 0
Effective Date: November 3, 2008
I Purpose
The purpose of this procedure is to define the method used to assess and
rank risks to the drinking water system, and identify critical control points.
In general, the procedure describes how to:
• identify and rank potential hazards to the water distribution system
• identify control measures to address hazards
• identify Critical Control Points (CCPs) and associated work instructions
2001=
This procedure is applicable to all processes and activities within the control of the
distribution system. This procedure is applicable to all drinking water activities for
which Kitchener Utilities is responsible as Owner or Operating Authority, including
those in Mannheim and Shingletown.
3 References
• DWQMS Elements 7 & 8 Risk Assessment
4 Definitions and Acronyms
CCL — Critical Control Limit
CCP — Critical Control Point
DWQMS — Drinking Water Quality Management Standard
WI —Work Instruction
5 Procedure
5.1 The Risk Assessment Table shall be used to document this process.
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 1 of 4
Hazard /Hazardous Event Identification
5.2 The QMS Representative shall assemble a team to discuss and identify all
potential hazards to the water distribution system. The team members at a
minimum shall include the QMS Representative, Supervisor, Utilities and a
Utility Person.
5.3 Each of the process areas of the water distribution systems shall be reviewed
to identify potential hazards, and hazards shall be recorded in the table.
5.4 For each hazard, control measures in place to prevent the hazard or
hazardous event from occurring shall be identified, including reliability and
redundancy of equipment. Control measures are defined as measures to
eliminate or reduce the hazard to an acceptable level.
Ranking Risk
5.5 Each hazard identified shall be "ranked" by the team according to:
• Likelihood is the probability/likelihood of a hazard or hazardous event
occurring (see below)
• Severity is the potential impact to health or impact on operations if the
hazard or hazardous event occurs (see below)
• Detectability is a measure of the ability to detect the presence of the
hazard or hazardous event (see below)
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 2 of 4
LIKELIHOOD
Rahn
Rare
May occur only in exceptional circumstances
I
Unlikely
Could occur at some time; has occurred less than once every 5-
2
Minor
10 years
2
Possible
Might occur at some time/the event should occur at some time —
3
once or more per year
Likely
Will probably occur in most circumstances — occurs monthly to
4
quarterly
Almost
Is expected to occur in most circumstances — occurs more
5
Certain
frequently than monthly
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 2 of 4
SEVERITY
Rahn
Insignificant
Insignificant impact, little disruption to normal operation,
low increase in normal operations costs
Minor
Minor impact for small proportion of population, some
2
manageable operation disruption, some increase in
operating costs
Moderate
Minor impact for larger proportion of population,
3
significant modification to normal operation but
manageable, operation costs increased, increased
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 2 of 4
5.6 The reliability and redundancy of equipment shall be considered in this
ranking.
5.7 The control measures may be identified and considered when assigning
ratings to hazard and hazardous events.
5.8 The total risk shall be determined by adding the individual scores for
likelihood, severity, and cletectability, as defined by the tables above.
Critical Control Points
5.9 All hazards or hazardous events which have an overall risk rating of 9 or
higher shall be identified on the table. The process step associated with the
high risk shall be designated as a critical control point (CCP).
5.10 The team shall have the authority to add or remove CCPs at their discretion,
and shall note reasons for changes in the comments column. (E.g. If the
Operating Authority cannot apply measures to prevent or eliminate the
hazard, or reduce it to an acceptable level)
5.11 For each critical control point, the following information shall be recorded
into the Risk Assessment Table:
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 4
SEVERITY
Ratin
High
monitoring
I
Major
Major impact for small proportion of population, systems
4
Moderate
significantly compromised and abnormal operation if at all,
3
high level of monitoring required
Catastrophic
Major impact for large proportion of population, complete
5
Poor
failure of essential systems
4
5.6 The reliability and redundancy of equipment shall be considered in this
ranking.
5.7 The control measures may be identified and considered when assigning
ratings to hazard and hazardous events.
5.8 The total risk shall be determined by adding the individual scores for
likelihood, severity, and cletectability, as defined by the tables above.
Critical Control Points
5.9 All hazards or hazardous events which have an overall risk rating of 9 or
higher shall be identified on the table. The process step associated with the
high risk shall be designated as a critical control point (CCP).
5.10 The team shall have the authority to add or remove CCPs at their discretion,
and shall note reasons for changes in the comments column. (E.g. If the
Operating Authority cannot apply measures to prevent or eliminate the
hazard, or reduce it to an acceptable level)
5.11 For each critical control point, the following information shall be recorded
into the Risk Assessment Table:
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 4
DETECTABILITY
Rating_
High
Automatic response AND alarm
I
Good
Alarm/pager OR automatic response
2
Moderate
Visually detectable on operator's rounds. Regular
3
maintenance would discover problem. Customer
feedback.
Poor
Visually detectable, but not inspected on a regular
4
basis. Would not be detected before a problem was
evident. Lab tests are not done on a regular basis (e.g.
Quarterly). Sickness-related customer feedback
Undetectable
Cannot detect
5
5.6 The reliability and redundancy of equipment shall be considered in this
ranking.
5.7 The control measures may be identified and considered when assigning
ratings to hazard and hazardous events.
5.8 The total risk shall be determined by adding the individual scores for
likelihood, severity, and cletectability, as defined by the tables above.
Critical Control Points
5.9 All hazards or hazardous events which have an overall risk rating of 9 or
higher shall be identified on the table. The process step associated with the
high risk shall be designated as a critical control point (CCP).
5.10 The team shall have the authority to add or remove CCPs at their discretion,
and shall note reasons for changes in the comments column. (E.g. If the
Operating Authority cannot apply measures to prevent or eliminate the
hazard, or reduce it to an acceptable level)
5.11 For each critical control point, the following information shall be recorded
into the Risk Assessment Table:
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 4
• Reference to monitoring Procedures or Wls, to describe what is
monitored to indicate that the process step has gone out of specified
critical control limits
• Reference to response Wls, to describe the response to deviation from
critical control limits, including reporting and recording of information
5.12 If required, the QMS Representative shall create the monitoring, recording,
reporting and response work instructions for deviations from critical control
limits, as per the Control of Documents Procedure.
General
5.13 Supporting notes and comments, as needed, shall be recorded in the table.
5.14 The QMS representative shall ensure that relevant information is circulated
to all members of the Risk Assessment Team.
5.15 Every year, the QMS Representative shall review the risk assessment and
ensure that the information and assumptions remain current and valid. This
may be conducted prior to the QMS Management Review or more
frequently if a significant process change or upgrade has occurred.
5.16 Every 3 years, the QMS Representative shall ensure a new risk assessment is
conducted.
5.17 The RA will be circulated to the Manager, Operations.
6 Associated Documents
• Risk Assessment Table
• Work Instructions as referenced
7 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
Risk Assessment Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 4 of 4
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Kitchener Utilities
JTW
Title: CRITICAL CONTROL POINTS
Control Number: 18
Revision: 0
Effective Date: November
3, 2008
1. Purpose
This procedure describes the monitoring, response, recovery and recording tasks
related to Critical Control Points identified on the Risk Assessment Table.
0M 0=0
This procedure is applicable to the drinking water activities for which Kitchener
Utilities is responsible as Owner and Operating Authority.
3. References
DWQMS Element 8 -Risk Assessment Outcomes
4. Definitions and Acronyms
DWQMS — Drinking Water Quality Management Standard
DGSSMS — Region of Waterloo and Area Municipal Design Guidelines and
Supplemental Specifications for Municipal Services
CCP — Critical Control Point, an essential step or point in the system at which control
can be applied by the Operating Authority to prevent or eliminate a drinking water
health hazard or to reduce it to an acceptable level.
CCL — Critical Control Limits, the first point at which a Critical Control Point response
procedure is initiated.
5. Procedure
Critical Control Point Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 1 of 4
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Kitchener Utilities
JTW
Title: CRITICAL CONTROL POINTS
Control Number: 18
Revision: 0
Effective Date: November
3, 2008
6. Associated Documents and Records
• Emergency Work Instruction — Adverse Water Quality
• Emergency Work Instruction —Boil Water Advisory/Drinking Water
Advisory
• Emergency Work Instruction — Watermain Break
• Emergency Work Instruction — Watermain Break at Bridgeport
7. History of Changes
Revision
Date
Description
By
0
November 3,
2008
Initial
Angela Mick
Critical Control Point Procedure
Uncontrolled When Printed
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Page 4 of 4
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Title: COMPETENCIES Control Number: 3
Revision: 0 Effective Date: November 3, 2008
1.0 Purpose
The purpose of this procedure is to:
• define the competencies required for personnel performing duties that
directly affect drinking water quality
• describe activities to develop and maintain those competencies
• describe how personnel are made and kept aware of the relevance of their
duties and how they affect safe drinking water
This procedure covers all activities that affect the hiring, training, and certification
(to O. Reg. 128/04) of all personnel performing duties that directly affect drinking
water quality. This procedure is applicable to all drinking water activities for
which Kitchener Utilities is responsible as Owner or Operating Authority, including
those in Mannheim and Shingletown.
3.0 References
DWQMS Element 10 Competencies
4.0 Definitions and Acronyms
WI — Work Instruction
5.0 Procedure
Identifying Competencies
Competencies Procedure
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Page 1 of 4
5.1 Competencies for personnel directly affecting drinking water shall be
defined in the table below.
Meeting Competencies
5.2 The Supervisor-Training and Support shall be responsible for
developing and maintaining competencies for staff directly affecting
drinking water quality (except for the Utilities Water Engineer and
Competencies Procedure
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Page 2 of 4
Required Competency
-Role
Manager Operations
- Distribution Class 2 certification
- Training in Emergency Management and Response Work
Instructions
- At least 10 years related experience
Utilities Water Engineer
- Training in Emergency Management and Response Work
Instructions
- P. Eng designation
- At least 4 years related experience
Utilities Engineer
- Training in Emergency Management and Response Work
Instructions
- P. Eng. Designation
- At least 4 years related experience
Supervisor - Utilities
- Distribution Class 2 certification
- Confined spaces training
- Valid drivers license
- Training in Emergency Management and Response Work
Instructions
Distribution Operator
- Distribution Class I certification
- Confined Space training
- Valid drivers license
- Training in Emergency Management and Response Work
Instructions
Operator-in-Training
- OIT certification
- Valid drivers license
- Training in Emergency Management and Response Work
Instructions
Backflow Prevention
- Certificate of Qualification as a licensed Plumber
J10
Officer"
- Certified backflow prevention device tester/inspector,
recognized by the American Water Works Association
'the Backflow Prevention Officer is for Kitchener only since the Kitchener by-law does not extend
outside of the City of Kitchener
Meeting Competencies
5.2 The Supervisor-Training and Support shall be responsible for
developing and maintaining competencies for staff directly affecting
drinking water quality (except for the Utilities Water Engineer and
Competencies Procedure
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Page 2 of 4
Utilities Engineer). Training records for the Engineers shall be
maintained by the Corporate PeopleSoft system.
5.3 All training needs shall be planned by job role and identified on the
Training Matrix. The training matrix shall be prepared and
maintained by the Supervisor - Training and Support. The
Supervisor - Training and Support shall ensure that the Training
Matrix incorporates competencies identified in the table above.
5.4 Kitchener Utilities shall maintain a Training Manual which includes
updated procedures for Water Distribution and is used for in-house
training. The Training Manual includes "A Level Water Training"
and "B Level Water Training". Training is accredited and personnel
completing the training receive CEU's.
5.5 When hiring new operators, Kitchener Utilities may give preference
to candidates with basic certification. New employees may be
required to provide supporting documentation for certification, as
well as hiring references.
5.6 As changes to technology, software, legal requirements and
departmental processes occur, the training matrix shall be updated
and updated training provided to all necessary employees.
5.7 Training may be provided on or off site by qualified employees or
contracted subject matter experts.
5.8 Certification Renewal dates shall be incorporated into the Training
Matrix.
Measuring Effectiveness
5.9 The Manager of Operations shall be responsible for ensuring that all
identified training is completed.
5.10 Training effectiveness shall be evaluated when appropriate through
testing, or a demonstration of knowledge gained.
Record Keeping
5.11 Records of competencies, training records and Operator
Certifications shall be maintained by the Supervisor - Training and
Support.
Relevance of Duties
5.12 Relevance of all drinking water-related staff duties and how they
affect safe drinking water shall be discussed at Awareness Meetings.,
Competencies Procedure
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Page 3 of 4
using the DWQMS Awareness Training handout. The handout
covers discussion of roles named in section 5.1 of this procedure, and
also additional roles related to drinking water.
5.13 Awareness meetings shall be held for all Water Distribution Staff
annually by the Manager of Operations and the QMS
Representative.
5.14 Meetings may also cover other DWQMS issues, including Emergency
Management and Response.
5.15 Minutes of the awareness meetings shall be held by the QMS
Representative.
5.16 Changes to the distribution system or to the QMS shall be
communicated as needed to all personnel by the Manager of
Operations and the QMS Representative, respectively.
6.0 Associated Documents
• City of Kitchener Training Manual c/w "A Level Water Index ", "B Level
Water Index"
• Training Matrix
• Awareness DWQMS Handout
7.0 Records
• Water Distribution Training Matrix
• Employee Records
• Employee Certifications
8.0 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
Competencies Procedure
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Page 4 of 4
Kitchener Utilities
W
Title: PERSONNEL COVERAGE
Control Number: 8
Revision: 0
Effective Date: November 3, 2008
I Purpose
This procedure describes the personnel coverage provided for Kitchener Utilities
waterworks.
200=
This procedure is applicable to all drinking water activities for which Kitchener
Utilities is responsible as Owner or Operating Authority, including those in
Mannheim and Shingletown.
3 References
DWQMS Element 11 - Personnel Coverage
4 Definitions and Acronyms
DWQMS — Drinking Water Quality Management Standard
ORO - Overall Responsible Operator
WI —Work Instruction
5 Procedure
5.1 Coverage shall be governed by Ontario Regulation., and the Collective
Agreements between the unionized employees and the employer.
5.2 The waterworks shall be staffed from Monday to Friday from 8:00 am until
4:00 pm.
Personnel Coverage Procedure
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Page 1 of 3
5.3 As per the Collective Agreements, any shift person whose relief person does
not report for duty at the regular time must remain at their post until a
substitute relief person is arranged for.
5.4 An on-call licensed Crew-Leader shall be assigned during off-hours as per the
Call Schedule. The assigned on-call licensed Supervisor, Utilities is the acting
Overall Responsible Operator (ORO) after hours or when the Manager of
Operations is not present.
5.5 The Call Schedule shall be set by the Manager of Operations, based on input
from the unions and legislated working hours.
5.6 The Call Schedule shall be posted in the Operations Centre by the Manager
of Operations.
Emergencies
5.7 A listing of all critical contacts and contact information for waterworks staff
is provided on the On-call list. Other critical information is included in the
Kitchener Utilities Operations Water Emergency Procedures Manual.
5.8 Off hours emergencies shall be initially addressed by the designated On-call
Crew Leader.
5.9 In the event of an emergency within the Kitchener distribution system, the
Corporate Contact Centre will contact the On-call Crew Leader. The Crew
Leader may have the Corporate Contact Centre contact On-call Construction
and Maintenance Staff, On-call Supervisor and/or On-call Manager, as
appropriate. In the event that additional staff who are not on-call are
required, the Corporate Contact Centre shall call the Telephone Crew List
until sufficient staff are available. In the event that additional staff are not
available, and the work needs to be completed, an outside contractor may
be called. The outside contractor is listed on the Contractor List located in
the Kitchener Emergency Water Manual. Neighbouring municipalities or
outside contractors may be contacted to provide qualified personnel off-
hours in the event of an emergency.
5.10 In the event of an emergency within the Mannheim or Shingletown systems,
initial contact may be with the Township of Wilmot. During off-hours, a
voice mail message shall be in place so that the caller is directed to the on-
call phone number for Kitchener Utilities.
5.11 All emergency calls shall have responses within the timeframe designated in
the appropriate collective agreement.
Strikes and/or Lockouts
Personnel Coverage Procedure
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5.12 Strikes and lock-outs shall be handled as per requirements in the appropriate
Collective Agreement.
6 Associated Documents and Records
• Call Schedule
• Collective Agreement — IBEW Local 636
• Collective Agreement — CUPE Local 791
• Kitchener Utilities Operations Water Emergency Procedures Manual
7 History of Changes
Revision
Date
Description
By
0
November 3,
2008
Initial
Angela Mick
Personnel Coverage Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 3
Title: COMMUNICATIONS Control Number: 2
Revision: 0 Effective Date: November 3, 2008
I Purpose
This procedure describes how relevant aspects of the Quality Management System
are communicated between Top Management and:
• the Owner
• Operating Authority personnel
• Suppliers and
• the Public.
Ulm=
All groups or individuals affected by the Drinking Water Quality Management
%..f
System. This procedure is applicable to all drinking water activities for which
Kitchener Utilities is responsible as Owner or Operating Authority, including those
in Mannheim and Shingletown.
3 References
DWQMS Element 12 - Communications
4 Definitions and Acronyms
DWQMS — Drinking Water Quality Management Standard
MSDS — Material Safety Data Sheet
5 Procedure
Communication Procedure
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Communication to the Owner
5.1 The QMS Representative shall ensure the applicable Owner is provided with
results from the Management Review., as per the Management Review
Procedure.
5.2 The Director of Utilities may communicate relevant aspects to the applicable
Owner as required.
5.3 Communication with the Owner may be documented in the Council
minutes.
5.4 Communication of the sampling, testing and monitoring results shall occur as
per the Sampling, Testing and Monitoring Procedure.
5.5 The results of the infrastructure review and the maintenance program are
communicated as per the Review and Provision of Infrastructure Procedure.
Communication with Operating Authority Personnel
5.6 A formal presentation of the Operational Plans shall be provided each year
to all waterworks staff, as per the Competencies Procedure.
5.7 New permanent or temporary waterworks employees shall be provided an
overview of the Operational Plans during orientation. Records of the
overview will be kept in the employee's files, as per the Competencies
Procedure.
5.8 When substantial revisions /additions are required, or if audits have been
conducted, a general waterworks staff meeting will be called to inform all
staff of changes or audit results.
5.9 Minor revisions to the QMS and associated procedures shall be
communicated to relevant staff at meetings on an as-needed basis.
5.10 Copies of the Operational Plans and supporting documents shall be available
to staff as a hard copy in the Utilities Water Engineer's Office .
5.11 Communication with staff may be documented in staff meeting minutes.
Communication with Suppliers
5.12 Communication with essential suppliers shall follow the Essential Supplies
and Services Procedure.
Communication with the Public
5.13 The QMS Policies shall be posted at City Hall and two locations at the
Utilities Operation Centre (before June 2009) and Consolidated
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Maintenance Facility (moving date is anticipated June 2009), and shall also
be available on the internal website.
5.14 Annual Reports, required by 0. Reg. 170/03, shall be made available as
required.
5.15 Consumer water complaints for Kitchener Utilities shall be handled through
the Corporate Contact Centre. Complaints for Mannheim and Shingletown
are forwarded to the Township of Wilmot, who shall notify Kitchener
Utilities as appropriate, or shall leave a voice message to inform the public of
the Corporate Contact Centre phone number.
6 Associated Documents and Records
• Competencies Procedure
• Management Review Procedure
• Review and Provision of Infrastructure
• Essential Supplies and Services Procedure
• Minutes of relevant Council meetings
• Minutes of relevant staff meetings
• Relevant Purchase Orders, relevant Purchase agreements and MSDSs
• Annual Reports (by O. Reg. 170/03)
• Kitchener Utilities website
8.0 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
Communications Procedure
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Page 3 of 3
Kitchener Utilities
Title: ESSENTIAL SUPPLIES AND SERVICES
Control Number: 15
Revision: 0
Effective Date: November 3, 2008
1.0 Purpose
The purpose of this procedure is to identify the supplies and services which are
deemed as essential to the delivery of safe drinking water and to describe how the
quality of these services is ensured.
2.0 Scope
This process covers all products and services that are deemed to be essential to the
delivery of safe drinking water. This procedure is applicable to all drinking water
activities for which Kitchener Utilities is responsible as Owner or Operating
Authority, including those in Mannheim and Shingletown.
3.0 References
DWQMS Element 13 Essential Supplies & Services
4.0 Definitions & Acronyms
• DGSSMS - Region of Waterloo and Area Municipalities Design Guidelines and
Supplemental Specifications for Municipal Services
• Essential - can directly affect the delivery of safe drinking water if not in place
when required
5.0 Procedure
5.1 This list shall be reviewed at least annually by the Utility Water Engineer to
ensure that it is current and up-to-date.
Essential Supply or Service (by general category)
Parts/Supplies
Chlorine Test kits, including gel packs
Dressers and Repair Clamps (various sizes)
Essential Supplies and Services Procedure
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Page 1 of 3
Chemicals
Chlorine liquid
Services
Laboratory Testing Services
Incoming Source Water
Regional Municipality of Waterloo
City of Waterloo, River Ridge
Procurement Quality Requirements for Essential Supplies and Services
5.2 Quality requirements for supplies and service shall be documented.
5.3 All purchases of supplies and services under contract (purchase order) with
Kitchener Utilities shall comply with:
• Kitchener Purchasing Guide
• Region of Waterloo DGSSMS, and
• Kitchener Water Specifications
5.4 All external laboratory testing shall be conducted at laboratories that are
accredited to conduct the tests. Proof of laboratory accreditation for the lab
that is analyzing samples shall be obtained and kept on file.
5.5 As per the Kitchener Purchasing Guide and the DGSSMS, all tender
documents shall provide a list of all relevant quality requirements, such as
AWWA and ANSI / NSF certification.
5.6 The Senior Stock Keeper shall be responsible for the maintenance of parts
inventories and ensuring that adequate supply is available. Parts inventories
shall also be determined by prior history and upcoming planned
maintenance. The Tool Crib Person shall be responsible for the maintenance
of testing equipment and chemicals as per the table above, and ensuring that
adequate supply is available.
5.7 Emergency field purchases shall be covered by instructions in the Kitchener
Purchasing Guide and the DGSSMS. The competence of the purchaser shall
ensure only quality purchases are made in emergency situations.
Communication of Quality Requirements
5.8 Vendors of essential supplies and services shall be notified of their quality
requirements through the purchasing documentation.
5.9 Kitchener Utilities may achieve oversight control over the activities of
vendors of essential supplies and services through tendered agreements.
Tendered Agreements shall be established as per the Purchasing Guide . and
the DGSSMS.
5.10 For all other purchases of essentials not covered by agreements, the
purchaser shall forward a completed requisition form to the Supervisor for
Essential Supplies and Services Procedure
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Page 2 of 3
approval prior to the purchase of goods and services. The requisition shall
include a list of all relevant quality requirements, such as AWWA, ANSI or
NSF certification.
5.11 Quality of incoming source water is covered by Ontario legislation.
Monitoring of Suppliers and Contractors
5.12 Essential supplies shall be verified against the order requisition when
received. Each shipment is inspected visually for damage, quantity, quality
and compliance to specifications by the Senior Stock Keeper or the Tool Crib
Person.
6.0 Associated Documents and Records
• Kitchener Purchasing Guide
• Region of Waterloo DGSSMS
• Kitchener Water Specifications
• Relevant Purchase Orders
• Relevant Purchase Agreements
7.0 History of Changes
Revision
Date
Description
By
0
November 3,
2008
Initial
Angela Mick
Essential Supplies and Services Procedure
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Page 3 of 3
Kitchener Utilities
Title: REVIEW & PROVISION OF
INFRASTRUCTURE
Control Number: 14
Revision:O
Effective Date: November 3, 2008
I Purpose
This procedure defines the process to review the adequacy of the infrastructure
and resources necessary to operate and maintain the waterworks.
200=
This procedure applies to the drinking water infrastructure owned, maintained or
operated by Kitchener Utilities.
3 References
• DWQMS Element 14 — Review and Provision of Infrastructure
4 Definitions and Acronyms
DWQMS — Drinking Water Quality Management Standard
5 Procedure
Kitchener Distribution System - 10 year Replacement Forecast
5.1 The Asset Planning Manager shall maintain a 10 year replacement forecast
that is used as a tool for planning the annual budget.
5.2 The Asset Planning Manager shall call a review meeting annually with the
Manager of Operations, and Utilities Water Engineer to review the forecast
and make repair/replace recommendations based on:
Infrastructure Review Procedure
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Page 1 of 3
• Work Management System (WMS) data
• Infrastructure Management System (IMS) data
• Planned maintenance on roads and sewer systems
• MOE Compliance Inspection Reports
• Water Department staff suggestions.,
• Water quality trends
• consumer complaints
5.3 The Development Engineering group shall identify requirements for new
watermains due to new growth as part of the new subdivision plans. For
new trunk watermains, meetings shall be held with the Region and
documented in the Development Charges document.
5.4 The Asset Planning Manager shall adjust the 10 year replacement forecast
and annual budget recommendation as required as an output of the review
meeting.
5.5 The Asset Planning Manager shall provide the Director of Utilities., Manager
of Operations, and Utilities Water Engineer with the revised 10 year
replacement forecast and annual budget recommendation.
5.6 The Asset Planning Manager shall provide the 10 year replacement forecast
and annual budget recommendation to City Council in time for creation of
the annual budget.
5.7 The 10 year replacement forecast and annual budget recommendation shall
be revisited and revised (if deemed necessary) by Council during the
preparation of the proposed annual budget.
Kitchener Distribution System — Annual Reports
5.8 Annual Reports, prepared each February by the Utility Water Engineer,
shall include all elements required by current legislation.
All Systems — Annual Budgeting
5.9 The Asset Planning Manager shall review the adequacy of the infrastructure
annually, based on the number of main breaks, the age of the watermains,
and the type of material, in order to prepare the proposed annual
operating and capital budget for the following year.
5.10 An annual report concerning the number of watermain breaks shall be
provided to the owner for the Mannheim and Shingletown systems.
5.11 With input from key staff, the Manager, Operations shall be responsible for
the preparation of the proposed annual budgets for operating and
maintaining the drinking water distribution systems.
Infrastructure Review Procedure
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Page 2 of 3
5.12 The proposed budget shall be reviewed by Council, as per the municipal
budgeting process.
6 Associated Documents
• Annual 10 Year Replacement Forecast
• MOE Compliance Inspection Reports
• Annual Budget Recommendations
• Annual Reports
7 History of Changes
Revision
Date
Description
By
0
November 3,
2008
Initial
Angela Mick
Infrastructure Review Procedure
Uncontrolled When Printed
Printed on: Nov. 12, 08
Page 3 of 3
Control SAMPLING, TESTING &MONITORING (-ontrol Number: 13
Revision: 0 Effective Date: November 3, 2008
1.0 Purpose
The purpose of this procedure is to define sampling, testing and monitoring
procedures for the Kitchener water distribution system.
NVININ 0=0
This procedure applies to the sampling and testing for the Kitchener water
distribution system. This procedure is applicable to the drinking water sampling,
testing and monitoring activities., including those required by Ontario Regulation
170/03, for which Kitchener Utilities is responsible as Owner or Operating
Authority. Kitchener Utilities is responsible for sampling costs, however Kitchener
Utilities is not responsible for sampling, testing & monitoring in Mannheim or
Shingletown.
3.0 References
DWQMS Element 16 Sampling, Testing, & Monitoring
4.0 Definitions and Acronyms
WI — Work Instruction
DGSSMS - Region of Waterloo and Area Municipalities Design Guidelines and
Supplemental Specifications for Municipal Services
5.0 Procedure
Routine Sampling
Sampling, Testing and Monitoring Procedure
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Page 1 of 6
5.1 Kitchener Utilities is not responsible for routine regulatory sampling in
Mannheim and Shingletown.
5.2 An Agreement between Kitchener Utilities and an accredited laboratory is
in place (in effect January 1, 2007), which stipulates the responsibilities of
laboratory personnel for collection of regulatory samples throughout the
distribution system. The City is responsible for weekly chlorine sampling
and analysis. The laboratory will also process samples for new watermains
as taken by contractors/consultants within the city.
Contractors/consultants are to be licensed and use the appropriate forms,
bottles, etc.
5.3 As per the Agreement, bacteriological, microbial, and chemical samples
shall be collected and taken to the accredited laboratory by trained
laboratory personnel, using laboratory-supplied sample bottles, and
following laboratory protocols. The laboratory shall take alternate
samples when there are mitigating circumstances.
5.4 The Utilities Water Engineer shall review and update sample locations on
the Kitchener Distribution Locations spreadsheet as required, and forward
any changes to the laboratory. On an annual basis, the Utilities Water
Engineer will review the current population, legislative requirements and
the number of samples being taken. Any changes will be forwarded to
the laboratory. The location shall also be shown on the Master Sample
Locations Map located in the Utilities Water Engineer's office.
5.5 Hard copy test results shall be provided by the lab to the Utilities Water
Engineer, who shall review the result against legislated requirements,
initial satisfactory results, and file.
5.6 Once per week, the laboratory shall issue a summary report of the
number of tests taken for that week — "Kitchener Bacti Checklist". The
Utility Water Engineer shall review this report to ensure sufficient a
number of samples are taken as required. The report is saved weekly
with the name of the week.
5.7 Utilities staff complete chlorine residuals twice per week. Instructions on
how to take chlorine residual samples are outlined in 'WI — Chlorine
Meters — Testing and Checks'. The Utilities Water Engineer, or designate
initials the 'Chlorine Residuals for Weekly Samples' form after the first day
and again after the second day to ensure results are satisfactory and that
time criteria is met. Once per week, the Utilities Water Engineer files the
completed forms.
Sampling, Testing and Monitoring Procedure
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Page 2 of 6
5.8 Once per year, the laboratory shall issue an electronic annual summary
report of test results for that year. The Utilities Water Engineer shall
review this report for trends, and file electronically.
5.9 Unsatisfactory results shall be communicated and investigated as per' `WI
— Addressing Adverse Water Quality Samples in the City of Kitchener
Distribution System
5.10Routine Lab test results are communicated to the Owner on an annual
basis as part of the "City of Kitchener Summary of Drinking Water
Report
In the absence of the Utilities Water Engineer, the Utilities Engineer or Manager,
Operations will fulfill these duties.
New Locations
5.11 Kitchener Utilities is not responsible for planning or sampling related to
new sampling locations in Mannheim and Shingletown.
5.12 The Utilities Water Engineer shall provide the laboratory with sampling
locations as required. The Utilities Water Engineer shall use the New
Sample Location Form to set up tests at new locations.
5.13 The required tests shall be performed by the accredited laboratory. The
form, test results., and map locator (as required) shall be signed off and
retained by the Utilities Water Engineer once testing is completed.
5.14 The Utilities Water Engineer shall mark the new sample location on the
Kitchener Distribution Locations Spreadsheet and forward to the
laboratory. The location shall also be shown on the Water Distribution
System map located in the Water Engineer's office. Changes to the map
shall be made in ink when the lab confirms the location and provides a
sampling ID. The map is updated in the electronic environment annually.
Sampling After Maintenance
5.15 Kitchener Utilities is responsible for sampling in the villages of Mannheim
and Shingletown after a watermain break.
5.16 When an existing watermain has been repaired, an Operator shall
thoroughly clean, disinfect and test for chlorine residual before returning
the main into service. Sampling and testing shall be performed as
described in 'Disinfection' section in the 'A Level' and '13 Level' Water
Training' book.
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5.17 The Operator shall follow the 'WI —Chlorine Meters — Testing and
Checks' to standardize, operate and calibrate the chlorine test kit.
Results of standardization and calibration shall be recorded by the
Operator on the 'Hach QC Check' Form.
5.18 The chlorine residuals are recorded on the supplementary form and filed
with work orders.
Sampling for New Watermains
5.19 Kitchener Utilities is not responsible for sampling on new watermains in
Mannheim and Shingletown, as this sampling is arranged by the Township
of Wilmot.
5.20 New watermains installed must follow the most recent version of the
DGSSMS for installation and commissioning new watermains. Samples
taken by qualified contractors/consultants or Utilities staff, are generally
processed at the Regional Lab, however they may use a qualified external
lab. Results are sent to the Utilities Water Engineer for review with
specifications. When testing specifications are met, the Utilities Water
Engineer will sign the form and file in the appropriate subdivision or
reconstruction folder. Temporary watermains must also follow
specifications for installation and commissioning.
5.21 Services 100mm and larger shall be disinfected and sampled as per the
DGSSMS. Testing for services installed by Kitchener Utilities shall be
completed as per 'Wl- New Connections and Bacteriological Sampling
The testing results for services installed by Kitchener Utilities will be
reviewed, signed off and filed by the Utilities Water Engineer. Results for
services installed by others are reviewed by the Municipal Building
Official who reviews the results and contacts Kitchener Utilities when the
water can be turned on.
Lead Sampling
5.22 Lead sampling completed by Kitchener Utilities shall follow the the 'WI —
Lead Testing'. For samples taken on the hydrants, staff shall fill out 4
Lead Field Testing Form — Hydrants' and for samples taken on plumbing
they shall fill out 'Lead Field Testing Form — Plumbing.'
Adverse Water Quality Readings
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5.23 The laboratory shall provide immediate oral notification to Kitchener
Utilities of any adverse readings defined by Schedule 16 of O. Reg.
170/03.
5.24 Waterworks staff shall follow the 'WI — Addressing Adverse Water
Quality Samples in the City of Kitchener Distribution System' for response
to adverse water quality occurrences.
5.25 For adverse water quality occurrences specific to the Mannheim or
Shingletown systems, Kitchener Utilities may be notified. Upon
notification, Waterworks staff shall follow the 'WI - For Addressing
Adverse Water Quality Samples in Mannheim Village distribution system
and the Shingletown Village distribution system' for response to adverse
water quality occurrences.
In the absence of the Utilities Water Engineer, the Utilities Engineer or Manager,
Operations will fulfill these duties.
Challenging Conditions
5.26 From the Operating Plan, the following challenges were identified:
• Increased water usage in summer causing pressure issues
• Odour issues in the Grand River in the Fall
*Extreme cold in winter causing main breaks
5.27 The sampling, testing and monitoring activities do not change due to the
above challenges
Upstream Sampling, Testing and Monitoring
5.28 A summary report of the sampling results is received annually from the
upstream water suppliers, the Regional Municipality of Waterloo and
The City of Waterloo.
5.29 If abnormal results occur upstream, the relevant water supplier contacts
the Utility Water Engineer immediately.
5.30 In Shingletown and Mannheim, the water supplier calls the Township of
Wilmot, accordingly, and may also contact the Utility Water Engineer.
The Township of Wilmot contacts the Utility Water Engineer.
6 Associated Documents and Records
• Agreement — between RMOW Lab and City of Kitchener
• Master Sample Location Map
• Kitchener Distribution Spreadsheet
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• Weekly Summary of Test Results - Laboratory
• Annual Summary of Test Results - Laboratory
• 'Chlorine Residuals for Weekly Samples' Form
• 'WI — Chlorine Meters — Testing and Checks
• A Level Water Training Book
• B Level Water Training Book
• 'WI —Emergency Response: Adverse Water'
• 'WI — Emergency Response: Adverse Water Quality Samples in Mannheim
Village Distribution system and the Shingletown Village Distribution system."
• 'New Sample Location Form'
• 'WI — New Connections and Bacteriological Samples'
• 'WI — Weekly Chlorine Residual Sampling'
• 'WI — Lead Testing'
• 'Lead Field Testing Form — Hydrants'
• 'Lead Field Testing Form — Plumbing'
8.0 History of Changes
Revision
Date
Description
By
0
November 3,
2008
Initial
Angela Mick
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Kitchener Utilities
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Title: EMERGENCY MANAGEMENT
Control Number: 16
Revision: 0
Effective Date: November 3, 2008
I Purpose
The purpose of this procedure is to identify all potential emergencies that can
occur within the Drinking Water Distribution system, and to describe the response
procedures and the testing and training processes related to these emergencies.
goo=
This procedure is applicable to the potential emergencies affecting the quality of
drinking water provided to consumers, related to drinking water activities for
which Kitchener Utilities is responsible as Operating Authority, including those in
Mannheim and Shingletown.
Should a waterworks-related emergency go beyond the scope of this procedure,
the City of Kitchener Emergency Plan and Procedures shall take precedence.
3 References
DWQMS Element 18 Emergency Management
4 Definitions and Acronyms
DWQMS — Drinking Water Quality Management Standard
5 Procedure
Identifying Potential Emergencies
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5.1 The Risk Assessment Table shall be used for identifying potential emergency
situations that may arise. Since the Risk Assessment is reviewed annually (as
per the Risk Assessment Procedure), if any additional emergencies are
identified they shall be added to the list shown below by the QMS
Representative.
5.2 Other sources of information for identifying potential emergencies include:
• Ministry of Environment inspections
• Corporate Audits
• Insurance company reviews
• Records of past emergencies
• News reports about emergencies in other systems
POTENTIAL EMERGENCIES
Description of Emergency
Response Work Instruction
Biological/Chemical
- Emergency Work Instruction — Adverse
contamination of incoming
Water Quality
water or within distribution
- Emergency Work Instruction — Adverse
Water Quality in Mannheim or
system
Shingletown
Watermain break in
Emergency Work Instruction — Watermain
Bridgeport area
Break at Bridgeport
Watermain break
Emergency Work Instruction — Watermain
Break
Terrorism
Emergency Work Instruction — Terrorism
Emergency Response and Recovery
5.3 Overall emergency response and recovery shall be the responsibility of the
Manager, Operations
5.4 Emergency Response Work Instructions shall cover the following
information:
• Assessing the situation
• Protecting consumers, employees, visitors, equipment, vital
records and other assets
• Communication methods with the community, personnel and
responders
• Addressing the emergency
• Shut down and start up of Operations
• Restoring of Operations
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Emergency Contacts
5.5 The Elmsdale Pagers and Important Numbers and Equipment List shall be
located in the Emergency Response Manual. It shall be the responsibility of
the Utilities Programs Assistant to maintain the Equipment List. It is the
Supervisor, Support Services' responsibility to maintain the Elmsdale Pagers
and Important Numbers List.
Emergency Response Training
5.6 All Kitchener Utilities personnel shall receive general emergency response
training at least once every two years, as managed, arranged and recorded
by the Supervisor - Training.
5.7 Kitchener Utilities personnel who are identified with specific response roles
shall receive additional training to cover their additional responsibilities.
5.8 This training shall include a review and discussion of emergencies that
occurred since the previous training (things 'gone right' and things 'gone to
be improved'), and a review of the response work instructions. Any
recommended edits to the response work instructions shall be
communicated to the QMS Representative, to be carried out.
Emergency Response Testing
5.9 Responders awareness of response instructions shall be tested by desktop
test every two years, at the end of the training session.
5.10 This testing shall be managed, arranged and recorded by the Supervisor —
Training.
5.11 The validity of the response work instructions shall be tested by discussion
of emergencies that have occurred since the previous training, which occurs
during training (see above).
Distribution of Procedures
5.12 Hard copies of the Emergency Response Manual shall be distributed to the
Manager- Operations, the Utility Water Engineer and a copy shall be kept
in the Supervisor-Utilities Office as required, as noted in the Control of
Documents Procedure.
5.13 Copies of the procedures shall be accessible at an off-site location or at
personnel homes as applicable.
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6 Associated Documents and Records
• City of Kitchener Emergency Plan
• Risk Assessment Procedure
• Elmsdale Pagers and Important Numbers
• Equipment List
• Emergency Response Work Instructions
7 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
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Kitchener Utilities
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Title: CALIBRATION & MAINTENANCE OF
Control Number: 12
MEASUREMENT & RECORDING
-EQUIPMENT
Revision: 0
Effective Date: November 3, 2008
1.0 Purpose
The purpose of this procedure is to define the process for the calibration and
maintenance of measurement and recording equipment.
This procedure is applicable to measuring and recording equipment used by
Kitchener Utilities for the measuring and recording of data related to drinking
water, as it relates to the distribution system. This procedure is applicable to all
drinking water activities for which Kitchener Utilities is responsible as Owner or
Operating Authority, including those in Mannheim and Shingletown.
This procedure does not cover equipment used in the testing of drinking water
quality prior to entering the Kitchener Utilities distribution system. Upstream
testing is completed by the Regional Municipality of Waterloo.
3.0 References
• DWQMS Element 17 Measurement and Recording Equipment Calibration and
Maintenance
4.0 Definitions and Acronyms
• WI — Work Instruction
5.0 Procedure
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Equipment Maintained Externally
5.1 It is the responsibility of the external service, such as leak detection services,
large pressure relief valve maintenance services, and laboratory services, to
maintain required test equipment.
Equipment Maintained Internally
5.2 The following equipment shall be covered by this procedure:
• Hach Pocket Colorimeters (chlorine test kits)
• pH meters
• Pressure gauges
Calibration and Maintenance Schedule
5.3 The Tool Crib Person shall be responsible for creating and maintaining the
calibration, accuracy check/verification and maintenance schedule.
5.4 Each type of equipment has an accuracy/verification schedule which
identifies the type of equipment, frequency of accuracy/verification checks
and the most recent accuracy /verification check
5.5 For the pocket colorimeters, the calibration is completed by the
manufacturer only if the unit cannot be brought back within the accuracy
limits. These procedures shall be stated in the WI "Chlorine Meters — Testing
and Checks
5.6 For the pH meter, the calibration is stated in the WI "pH Meters —Testing
and Checks"
5.7 For the pressure gauges., the unit is disposed of if it does not operate within
the acceptable ranges outlined in the WI "Pressure Gauges — Testing and
Checks"
5.8 The Tool Crib Person shall be responsible for ensuring calibration and
maintenance requirements for new measuring equipment is identified, and
added to the calibration schedule.
5.9 The frequency of calibration shall be at least that which is required by 0.
Reg. 170/03, or suggested by the manufacturer, whichever is most frequent.
5.10 If monitoring equipment is dropped or damaged, the equipment shall be
verified as accurate, prior to being put back into service.
Calibration and Maintenance Procedures
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5.11 Calibration and maintenance for the Hach Pocket Colorimeter shall be
performed according to the WI "Chlorine Meters — Testing and Checks".
5.12 Calibration and maintenance for the pH meter shall be performed according
to the WI 44 pH Meters — Testing and Checks"
5.13 Maintenance for the pressure meters shall be performed according to the
WI "Pressure Meter — Testing and Checks". There is no calibration procedure
— if the devices do not meet testing requirements., they are disposed of.
Records
5.14 All checks for chlorine kits shall be recorded in the QC Check —Hach Gel
Standards Form, maintained in the tool room.
5.15 The Tool Crib Person shall retain the Chlorine Log Sheet forms when
complete.
5.16 All checks for the pH meters shall be recorded in the pH Meter Log Sheet
5.17 All checks for the Pressure meters shall be recorded in the Pressure Meter Log
Sheet
6.0 Associated Documents
• Purchasing Guide
• DWQMS Essential Supplies and Services Procedure
• W1 " Chlorine Meters — Testing and Checks"
• W1 "pH Meters — Testing and Checks"
• WI "Pressure Meters — Testing and Checks"
• Instruction Manual for the Hach Pocket Colorimeters, Chlorine (C12)
• Instruction Manual for the pH meters
• QC Check —Hach Gel Standards Form
• pH Meter Log Sheet
• Pressure Meter Log Sheet
• Chlorine Log Sheet
7.0 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
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Kitchener Utilities
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Title: INTERNAL AUDITS
Control Number: 6
Revision: 0
Effective Date: November 3, 2008
I Purpose
This procedure describes the Internal Audit process., which is used to verify that:
• the QMS conforms to the requirements of the DWQMS, and
• the QMS has been effectively implemented and properly
maintained.
2011=
This procedure is applicable to all processes and activities within the control of the
distribution system. This procedure is applicable to all drinking water activities for
which Kitchener Utilities is responsible as Owner or Operating Authority, including
those in Mannheim and Shingletown.
3 References
DWQMS Element 19 — Internal Audits
4 Definitions and Acronyms
CAR — Corrective Action Report
DWQMS — Drinking Water Quality Management Standard
5 Procedure
Preparation
5.1 Internal audits shall only be conducted by persons approved by the QMS
Representative and having the following qualifications:
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• Internal employees who have completed internal audit training.,
or
• Employees of other operating authorities who have completed
internal audit training. Outside Auditors shall provide proof of
competency prior to conducting an audit.
5.2 Internal Audits shall be conducted on each element of the DWQMS at least
once a year.
5.3 Internal audits shall be scheduled. The schedule shall be maintained by the
QMS Representative, and shall include the element to be audited, the
month, and the assigned Auditor.
5.4 The audit checklist(s) shall be created and maintained by the QMS
Representative or Auditor. The checklist(s) shall be used by the internal
Auditor as a guideline, for record-keeping purposes, and for conducting the
interviews and document review during the audit.
Conducting the Audit
5.5 The Auditor shall observe activities, review records, review previous internal
and external audit results, and interview personnel as necessary to ensure
that the status of the audited element of the QMS has been effectively
covered.
5.6 Audits may be planned and conducted per the procedures of the auditing
municipality with the QMS Representatives permission.
Reporting the Results
5.7 The Auditor shall submit a completed report, including the DWQMS
checklist, to the QMS Representative and the Manager of Operations within
7 days of the internal audit.
5.8 The report shall include any corrective actions requests (CARS) required to
address discrepancies between the QMS and the DWQMS, or between the
QMS and how it is actually implemented, including a reference to the
applicable section of the Standard.
5.9 Responses to CARS shall be designated to the responsible individual by the
QMS Representative.
5.10 It shall be the responsibility of the QMS Representative to ensure that all
CARS are followed up and responses to the CARS are provided to the
internal Auditor within 45 days of the internal audit.
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5.11 Audit results provided by another municipality's internal Auditor may be
reported per the procedures of the auditing municipality, if the audit results
and any CARS are documented.
5.12 CARS shall be completed, addressed and filed as per the Corrective Action
Procedure.
5.13 The QMS Representative may communicate the results of the audit to the
Owner.
6 Associated Documents and Records
• Corrective Action Procedure
• Record of Auditor Training
• Internal Audit Schedule
• Completed Internal Audit Checklist
• Audit Report
• CARs
7 History of Changes
Revision
Date
Description
By
0
November 3,
2008
Inital
Angela Mick
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Title: CORRECTIVE ACTION Control Number: 5
Revision: 0 Effective Date: November 3, 2008
1.0 Purpose
The purpose of this procedure is to describe how Corrective Actions are initiated,
assigned, documented, implemented, and validated as being effective.
q Ell 0 1 N 0=0
This procedure is applicable to all detected non-conformities of the QMS with
respect to the requirements of the DWQMS, or any other undesirable situation.
This procedure is applicable to all drinking water activities for which Kitchener
Utilities is responsible as Owner or Operating Authority, including those in
Mannheim and Shingletown.
3.0 References
DWQMS Element 21 Continual Improvement
4.0 Definitions and Acronyms
CAR — Corrective Action Report
5.0 Procedure
Initiating a Corrective Action
5.1 Corrective Actions shall be initiated through the identification of
nonconformities within the Distribution system or the DWQMS.
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Nonconformities may be detected by any number of methods
including:
• Internal or External Audits
• End user complaints
• Management Reviews
• Operator feedback
5.2 Nonconformities shall be reported to the QMS Representative, who
shall determine if a Corrective Action is required.
Investigating and Completing a Corrective Action
5.3 The QMS Representative shall assign a Corrective Action to
appropriate staff when it is determined that a Corrective Action is
required. Each non conformance shall require a separate Corrective
Action.
5.4 The Corrective Action form shall be completed with the following
information:
• The date the Corrective Action was initiated. A description of
the root cause of the non-conformance
• A description of the corrective actions being taken.
• Responsibilities and timelines for corrective actions.
• A signoff by the responsible employee once the corrective
action(s) is complete.
5.5 The root cause shall be determined. The "5-why" technique may be
used, where the question 'why' is simply asked 5 times, and the root
cause is usually the answer. Other techniques that can be used
include a Fish- bone diagram and analysis where potential root
causes are listed and then ranked.
5.6 The Corrective Action Assignee shall report progress to the QMS
Representative based on established timelines.
5.7 Corrective Actions shall be closed out once validated by the QMS
Representative or their designate. The purpose of validation is to
ensure that the corrective root cause was identified and that the
solution was effective in eliminating the root cause.
5.8 Corrective actions related to Shingletown or Mannheim may be
copied to Township of Wilmot appropriate personnel.
Tracking of Corrective Actions
5.9 The QMS Representative shall maintain a listing of all Corrective
Actions which will include a date for validating that the
implemented solution was effective.
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5.10 The QMS Representative shall maintain originals of all completed
Corrective Actions.
6.0 Associated Documents and Records
• Corrective Action Form
• Completed Corrective Action Reports with back-up documentation
7.0 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
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Kitchener Utilities
W
Title: MANAGEMENT REVIEW
Control Number: 7
Revision: 0
Effective Date: November 3, 2008
I Purpose
This procedure defines the Management Review process used to evaluate the
continuing suitability, adequacy and effectiveness of the QMS.
2011=
This procedure applies to the Quality Management System, as defined in the
Operational Plan. This procedure is applicable to all drinking water activities for
which Kitchener Utilities is responsible as Owner or Operating Authority, including
those in Mannheim and Shingletown.
3 References
• DWQMS Element 20 — Management Review
4 Definitions and Acronyms
CAR — Corrective Action Report
DWQMS — Drinking Water Quality Management Standard
5 Procedure
Preparation
5.1 Management Reviews shall be conducted on an annual basis. Should timing
allow, output from the Management Review may be used as input to the
budgeting process.
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5.2 The Director of Utilities and Manager of Operations shall perform the
Management Review.
5.3 The QMS Representative shall schedule the Management Review meeting,
and arrange for attendees. A minimum of four hours shall be set aside by
the participants to ensure a thorough review of the QMS is conducted.
5.4 The QMS Representative shall prepare an agenda for the meeting.
5.5 The QMS Representative shall prepare summaries of the following
information, as it pertains to activities for which Kitchener Utilities is
responsible, prior to the meeting:
• incidents of regulatory non-compliance
• incidents of adverse drinking water tests
• deviations from critical control point limits and response
actions
• the efficacy of the risk assessment process
• results of internal and 3rd party audits
• results of relevant emergency response testing
• operational performance
• raw water supply and water quality trends
• follow-up on actions items from previous management
reviews
• status of management action items (if any) identified between
reviews
• changes in resource requirements, infrastructure, process,
personnel, the Drinking Water Quality Management Standard
or regulations that could affect the QMS
• consumer feedback
• the resources needed to maintain the QMS
• the results of the infrastructure review
• Operational Plan currency, content and updates, and
• staff suggestions
Review Process
5.6 Each input item shall be reviewed in order to identify:
• if, where and when improvements to the QMS and its
procedures are required
• Suitability of QMS- does it suit the culture and needs of the
works
• Adequacy — does it adequately meet DWQMS requirements
and documented requirements
• Effective — is it working
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5.7 The QMS Representative shall make note of any changes or action items
required during the course of the review.
Review output
5.8 The output from the Management Review shall include meeting minutes
prepared by the QMS Representative. These minutes shall include:
• The date and time of the Management Review and the
names of participants and attendees.
• Any identified deficiencies.
• A list of "action" items. All action items shall identify an
individual responsible and the proposed timelines for
implementation.
• Recommendation (s) for any resources needed for
maintenance or improvement of the QMS.
5.9 The QMS Representative shall summarize the meeting minutes and provide
to the appropriate Council.
5.10 The QMS Representative shall be responsible for communication and
implementation of the management review action items as per item QMS
Communication procedure.
6 Associated Documents
• Management Review Meeting Agenda
• Management Review Meeting Minutes
7 History of Changes
Revision
Date
Description
By
0
November 3,
12008
Initial
1
Angela Mick
1
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