The Corporation of the Township of Armstrong
OPERATIONAL PLAN for the Earlton Drinking Water System
Revision 1, April 25, 2012
OPERATIONAL PLANRevision 1, 2012-04-25
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 1 of 18
Earlton Drinking Water System Owned and operated by the Corporation of the Township of Armstrong This Operational Plan defines and documents the Quality Management System (QMS) for the Earlton Drinking Water System owned and operated by the Corporation of the Township of Armstrong. It sets out the Township of Armstrong’s policies and procedures with respect to quality and environmental management in accordance with the requirements of the Province of Ontario’s Drinking Water Quality Management Standard (DWQMS).
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 2 of 19
OPERATIONAL PLAN REVISION HISTORY Date Revision Description of Revision 2010-05-01 0 Operational Plan issued 2012-04-25 1 Revised QMS Policy section; replaced “continuous improvement” with “continual improvement to be more consistent with language in the Standard; updated Village of Earlton population as surveyed by the Public Works Department on February 16, 2012; added description for the Airport Road Subdivision in section 6; revised competencies table to reflect skills and knowledge required as per standard job descriptions in section 10; added list of tables, list of figures and list of acronyms & abbreviations
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 3 of 19
TABLE OF CONTENTS 1 Quality Management System (QMS) ............................................................................................... 6
2 Quality Management System (QMS) Policy ..................................................................................... 6
3 Commitment & Endorsement of QMS & Operational Plan ................................................................ 7
4 Quality Management System Representative .................................................................................. 8
5 Document and Records Control....................................................................................................... 8
6 Drinking Water System .................................................................................................................... 8
7 Risk Assessment ........................................................................................................................... 14
8 Risk Assessment Outcomes .......................................................................................................... 14
9 Organizational Structure, Roles, Responsibilities and Authorities ................................................... 14
10 Competencies ............................................................................................................................... 16
11 Personnel Coverage...................................................................................................................... 18
12 Communications ........................................................................................................................... 18
13 Essential Supplies and Services .................................................................................................... 18
14 Review and Provision of Infrastructure........................................................................................... 18
15 Infrastructure Maintenance, Rehabilitation and Renewal ................................................................ 18
16 Sampling, Testing and Monitoring ................................................................................................. 19
17 Measurement and Recording Equipment Calibration and Maintenance .......................................... 19
18 Emergency Management .............................................................................................................. 19
19 Internal QMS Audits ...................................................................................................................... 19
20 Management Review ..................................................................................................................... 19
21 Continual Improvement ................................................................................................................. 19
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 4 of 19
LIST OF APPENDICES Appendix A – QP-01 Document and Records Control
Appendix B – QP-02 Risk Assessment and Risk Assessment Outcomes
Appendix C – QMS Organizational Structure for the Earlton Drinking Water System
Appendix D – QP-03 Personnel Coverage
Appendix E – QP-04 Communications
Appendix F – QP-05 Essential Supplies and Services
Appendix G – QP-06 Review and Provision of Infrastructure
Appendix H – QP-07 Sampling, Testing and Monitoring
Appendix I – QP-08 Measurement and Recording Equipment Calibration and Maintenance
Appendix J – QP-09 Emergency Management
Appendix K – QP-10 Internal QMS Audits
Appendix L – QP-11 Management Review
Appendix M – Subject System Description Form (Schedule C) LIST OF TABLES Table A – Well No. 1 Raw Water Characteristics (based on 2009 data)
Table B – Well No. 3 Raw Water Characteristics (based on 2009 data)
Table C – Well No. 4 Raw Water Characteristics (based on 2009 data)
Table D – QMS Roles, Responsibilities and Authorities
Table E – Competencies LIST OF FIGURES
Figure 1 – Process Flow Chart
Figure 2 – Distribution System Map
Figure 3 – Airport Road Subdivision Map
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 5 of 19
LIST OF ACRONYMS AND ABBREVIATIONS ANSI American National Standards Institute
AWQI Adverse Water Quality Indicator
AWWA American Water Works Association
CAR Corrective Action Report
CCP Critical Control Point
CEU Continuing Education Units
CFU Coliform Forming Units
CT Concentration of disinfectant residual x Contact Time
DWQMS Drinking Water Quality Management Standard
DWWP Drinking Water Works Permit
DWS Drinking-Water System
EC Electronic Copy
EEP Environmental Emergency Procedure
GUDI Groundwater Under the Direct Influence of Surface Water
HC Hard Copy
HLP High Lift Pump
LMRS Large Municipal Residential System
MDWL Municipal Drinking Water Licence
MOE Ministry of Environment
MOH Ministry of Health
MOIR Monthly Operations Report
NEO Northeastern Ontario
No. Number
NSF National Sanitation Foundation
NTU Nephelometric Turbidity Units
O. Reg. Ontario Regulation
OCWA Ontario Clean Water Agency
OIC Operator-In-Charge
OIT Operator-In-Training
ORO Overall Responsible Operator
PLC Progammable Logic Controller
PVC Polyaluminimum chloride
QMS Quality Management System
QP Quality Procedure
Rep Representative
SCADA Supervisory Control and Data Acquisition
SDWA Safe Drinking Water Act
SOP Standard Operating Procedure
WHMIS Workplace Hazardous Materials Information System
WMS Work Management System
WTP Water Treatment Plant
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 6 of 19
1 Quality Management System The Township of Armstrong’s Quality Management System (QMS) is structured and documented with the purpose of:
1. Establishing policy and objectives with respect to the effective management and operation of the drinking water system;
2. Understanding and controlling the risks associated with the drinking water systems activities and processes; and
3. Achieving continual improvement of the QMS and performance of the drinking water
system.
2 Quality Management System Policy The Quality Management System (QMS) Policy applies to all staff involved with the operation of the Earlton Drinking Water System. This includes staff at the Township of Armstrong Office, the Village of Earlton’s Utilities Department and the Ontario Clean Water Agency. The staff involved with the operation of the Earlton Drinking Water System shall:
Provide consumers with a supply of safe drinking water. Maintain and continually improve upon its Quality Management System. Operate and maintain the drinking water system to meet or surpass applicable
legislation and regulations. Communicate the Policy to the owner, public and staff.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 8 of 19
4 Quality Management System Representative The QMS Representatives for the Earlton Drinking Water System are the Village of Earlton Utilities Superintendent and Utilities Chief Operator. The QMS Representatives are responsible for:
Reporting on QMS performance and identifying opportunities for improvement, Ensuring that current versions of documents related to the QMS are in use, and Ensuring personnel are aware of all applicable legislative and regulatory
requirements that pertain to their operational duties. All personnel involved with the operation of the Earlton Drinking Water System have roles and associated responsibilities within the Township of Armstrong’s QMS. 5 Document and Records Control Refer to Appendix A for QMS Procedure QP-01 Document and Records Control. 6 Drinking Water System
Description of the Corporation of the Township of Armstrong - Earlton Drinking Water System The Earlton Drinking Water System is owned by the Corporation of the Township of Armstrong and supplies drinking water to the Village of Earlton. The Village of Earlton is owned, managed and located within the Township of Armstrong. The Drinking Water Treatment and Distribution Systems are operated by the Village of Earlton’s Utilities Department. The Ontario Clean Water Agency (OCWA) is contracted to provide overall responsible operator services, complete instrumentation calibrations, support maintenance system scheduling and completion, and provide additional services as requested. This subject system is not interconnected to any other drinking-water systems owned by different owners. There are no critical upstream or downstream processes relied upon to ensure the provision of safe drinking water.
The following details pertain to the Earlton Drinking Water System and are based on information provided in Drinking Water Works Permit No. 269-201 (dated May 31, 2011), the “First Engineer’s Report for Village of Earlton Water Works” (dated November 2000) and the Water Well Record. The Earlton Water Treatment Plant, built in 1993, draws raw water for the municipal system from three separate drilled wells. Well 1 is the original well, drilled 178 m into limestone/bedrock formation. The well is double-cased, equipped with a submersible pump rated at 3.0 L/s, a magnetic flow meter and a sodium hypochlorite disinfection system. Pump controls and other associated equipment are contained within a pump station located at 10 Twelfth Avenue, and the wellhead is located approximately 3 m to the west of the pump station. Raw water is pre-chlorinated and pumped directly to the water treatment plant via 150 mm PVC transmission main that is common to Wells 1 and 3.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 9 of 19
Well 3 is double-case constructed, drilled 151 m into a limestone/bedrock formation. The well is equipped with a submersible pump with a rated capacity of 9.0 L/s, a magnetic flow meter and a sodium hypochlorite disinfection system. Pump controls and other associated equipment are contained within a pump station located at 35 Sixth Street, and the wellhead is located approximately 2.5 m to the west of the pump station. Pre-chlorinated raw water is pumped directly to the water treatment plant via 150 mm PVC transmission main that is common to Wells 1 and 3. Well 4 is also double-case constructed, drilled to a depth of 185.9 m into limestone/bedrock. It is equipped with a submersible pump with a rated capacity of 3.0 L/s. The well head is located within the fenced enclosure adjacent to the west side of the treatment plant building. Raw water is pumped directly to the water treatment plant via 150 mm PVC transmission line. The treatment system contains chemically assisted filtration consisting of ferric sulphate coagulation, twin upflow clarifiers and gravity filtration units. Filter backwashes include scour and filter-to-waste capability. Sodium hypochlorite is used for primary and secondary disinfection. The system has the option of pre and post treatment injection points. Treated water is sent into twin in-ground reservoirs, each having a capacity of 559 m3. Water is sent into the distribution system via three submersible high lift pumps. One vertical turbine fire system pump is also available for emergency situations. Residue management system is in place for the separation of water from sludge. The wastewater is decanted to the storm sewer system and the sludge is hauled and disposed of in the township’s wastewater lagoon. The water treatment process is controlled by a dedicated PLC and monitored through the SCADA computer system. Operators review certain parameters within 72 hours. Standby power is available from the 150 kW diesel engine generator with transfer switch assembly. The distribution system services a population of approximately 832 people through an estimated 340 residential service connections. In 2011, Airport Road Subdivision was built which provides service connections on 23 lots. Based on the number of service connections the system is classified as a Large Municipal Residential Drinking Water System. The core of the distribution system was originally installed in 1975. Currently there is approximately 10 km of plastic (PVC) water main ranging in size from 100 mm to 150 mm in diameter. A review of distribution system drawings indicated that there are approximately 42 fire hydrants. This distribution system was designed to service a future population of 1400. There are no water storage facilities in the distribution system, as storage is incorporated within the treatment plant.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 10 of 18
Figure 1 - Process Flow Chart
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 11 of 19
Figure 2 - Distribution System Map
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 12 of 19
Figure 3 – Airport Road Subdivision Map
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 13 of 18
Source Water General Characteristics
The well supply obtains its water from a confined aquifer found below the limestone/bedrock formation. The chemistry of the groundwater indicates a highly suitable source for drinking water. The water temperature is constant, the pH is considered normal for ground water systems and the turbidity is low and shows very little variation. Bacteriological analysis of the raw water also indicates a source of good quality. The following tables summarize the raw water characteristics of each well is 2009:
Table A - Well No. 1 Raw Water Characteristics (based on 2009 data) Characteristic Minimum Maximum Annual AverageTurbidity (NTU) 0.14 0.32 0.21 Temperature (oC) 7 7 7 pH 7.5 7.5 7.5 E. coli (CFU/100 mL) 0 0 0 Total Coliforms (CFU/100 mL) 0 1 0
Table B - Well No. 3 Raw Water Characteristics (based on 2009 data) Characteristic Minimum Maximum Annual AverageTurbidity (NTU) 0.13 0.34 0.20 Temperature (oC) 7 7 7 pH 7.5 7.5 7.5 E. coli (CFU/100 mL) 0 0 0 Total Coliforms (CFU/100 mL) 0 0 0
Table C - Well No. 4 Raw Water Characteristics (based on 2009 data) Characteristic Minimum Maximum Annual AverageTurbidity (NTU) 0.12 0.34 0.195 Temperature (oC) 7 7 7 pH 7.5 7.5 7.5 E. coli (CFU/100 mL) 0 0 0 Total Coliforms (CFU/100 mL) 0 4 0.08
Common Fluctuations
Data available for the past five years indicates that the water source is stable and consistent.
Threats
A potential threat to the raw water source is the proximity of the wells to the TransCanada Highway 11 and the ONR railway tracks. A fuel or chemical spill from a tanker truck or railcar could contaminate the aquifer. However, the grade of the land from the highway to the wells along with the bedrock protecting them makes this threat unlikely.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 14 of 19
Operators
Clerk Assistants Clerk/Treasurer/
Administrator
Mayor and Council
Utilities Chief Operator
Utilities Superintendent
OCWA*/ORO
Clerk Assistants
Operational Challenges
No major operational challenges have been encountered with this source water.
7 Risk Assessment Refer to Appendix B for QMS Procedure QP-02 Risk Assessment and Risk Assessment Outcomes.
8 Risk Assessment Outcomes Refer to Appendix B for Summary of Risk Assessment Outcomes.
9 Organizational Structure, Roles, Responsibilities and Authorities Owner and Operating Authority The Owner of the Earlton Drinking Water System is the Corporation of the Township of Armstrong, as represented by the Mayor and Clerk/Treasurer/Administrator. The Operating Authority is the Corporation of the Township of Armstrong as represented by the Clerk/Treasurer/Administrator and Village of Earlton Utilities Department. Organizational Structure of the Operating Authority The organization flowchart below presents the structure of the Operating Authority. The chart, QMS Organizational Structure for the Earlton Drinking Water System, reflects the lines of responsibility and authority for the Township of Armstrong.
*See Appendix C for the Organizational Structure for the Ontario Clean Water Agency.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 15 of 19
QMS Roles, Responsibilities and Authorities Responsibilities and authorities for implementing and maintaining individual elements of the facility’s QMS are outlined in the QMS Procedures referenced throughout this Operational Plan. Specific QMS-related roles, responsibilities and authorities of Operations personnel for the facility are summarized in the table below. Additional duties of employees are described in their job specifications. Table D - QMS Roles, Responsibilities and Authorities
Position QMS Roles, Responsibilities and Authorities
Owner
Mayor and Council Meet and discuss with the Clerk/Treasurer/Administrator
regarding all QMS-related functions Provide approval when required Endorse DWQMS
Owner Clerk/Treasurer/Administrator
Reports to Mayor and Council Performs all statutory, operational and advisory functions
according to legislation and enabling by-laws Develops, implements and maintains the municipal
emergency management program Works closely with OCWA in the operation of the Township’s
water and wastewater treatment facilities and administers contractual matters
Has the responsibilities of Top Management and QMS Representative
Has the responsibility to undertake the Management Review
Owner/Operating Authority Superintendent (QMS Representative)
Reports to the Clerk/Treasurer/Administrator Ensure the Earlton Drinking Water System is running
accordingly Authority to manage the Water Treatment and Distribution
System operations Provides advice and guidance to Council on the development
of plans, priorities and policies Plans, organizes and assigns work of crews and discusses
plans and priorities with crew members Manages inventory of equipment, supplies and materials
required for maintenance and construction programs
Owner/Operating Authority
Utilities Chief Operator (QMS Representative)
Reports to Utilities Superintendent Manages inventory of equipment, supplies and materials
required for maintenance and construction programs Manager of Village of Earlton Utilities operators for water
treatment and distribution system Manages Village of Earlton’s Utilities Department within
approved budgets Has the responsibility of Operator-In-Charge (OIC) Perform day-to-day activities to maintain the integrity of the
Drinking Water System
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 16 of 19
Position QMS Roles, Responsibilities and Authorities
Owner/Operating Authority Water Treatment and Distribution Operators
Perform day-to-day activities to maintain the integrity of the Drinking Water System
Overall Responsible Operator Ontario Clean Water Agency
Has the responsibility of Overall Responsible Operator (ORO) Performs calibrations Supports maintenance system and schedules
10 Competencies Under SDWA, 2002 Ontario Regulation 128/04 outlines the requirement for the certification of Water Treatment and Water Distribution Operators. The competencies required for personnel whose work directly affects drinking water quality are presented below: Table E – Competencies
Position Required Competencies
Utilities Chief Operator
Minimum Class II Water Treatment and Class I Water
Distribution certification Experience in water treatment operations, maintenance as
well as facility financial planning and administration Advanced knowledge of relevant legislation, regulations,
codes, policies, guidelines and procedures Knowledge and awareness of the DWQMS Advanced technical knowledge of principles, practices,
technologies and methodologies for water treatment Familiarity with complex mechanical equipment and electronic
controls Analytical, evaluating and problem-solving skills Project management, work planning and scheduling skills Good oral and written communication skills Proficiency in office and operational computerized systems Management/supervisory experience Valid Class G Driver’s Licence
Operator(s) Minimum Class I Water Treatment and Distribution certification
Good knowledge of water treatment processes to operate the facility
Experience and knowledge of the maintenance and repair of a variety of equipment and structures
Good working knowledge of legislation, regulations, codes, policies, guidelines and procedures related to operations and
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 17 of 19
Position Required Competencies
maintenance Knowledge and awareness of the DWQMS Basic mathematics and chemistry Familiarity with computers, monitoring and operating systems Knowledge to use and understand operating and maintenance
manuals, blueprints and other technical specifications Planning, scheduling and problem-solving skills to regularly
inspect and monitor the facility, processes and equipment and perform routine preventative maintenance
Good oral and written communication skills Ability to work in a team and take initiative when required. Valid Class G Driver’s Licence
Overall Responsible Operator Minimum Class II Water Treatment and Class I Water Distribution certification
Extensive knowledge and experience of water treatment processes to operate the facility
Experience and knowledge of the maintenance and repair of a variety of equipment and structures
Good working knowledge of legislation, regulations, codes, policies, guidelines and procedures related to operations and maintenance
Knowledge and awareness of the DWQMS Basic mathematics and chemistry Good knowledge of computers, monitoring and operating
systems Good knowledge to use and understand operating and
maintenance manuals, blueprints and other technical specifications
Planning and organizational skills to lead projects and provide technical direction to staff
Demonstrated leadership and decision making skills required to direct an operational team
Problem solving and evaluative skills to provide technical guidance and resolve operational issues
Good oral and written communication skills Ability to work in a team and take initiative when required. Valid Class G drivers license
Activities to develop and maintain these competencies The Village of Earlton Utilities Superintendent is responsible for ensuring each operator has a current Class I Certification. In addition, certification expiry dates are monitored by the Utilities Chief Operator. The Utilities Superintendent establishes the training needs for personnel to maintain certification. A training program is established and documented. Record of all training and Continuing Education Units (CEU) are kept by the Utilities Chief Operator.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 18 of 19
Activities to ensure personnel are aware of the relevance of their duties In addition to the on-going training, day-to-day and on-call duties on the Drinking Water System provide operators with hands-on experience of the relevance of their duties. All new staff members are provided orientation. 11 Personnel Coverage Refer to Appendix D for QMS Procedure QP-03 Personnel Coverage. 12 Communications Refer to Appendix E for QMS Procedure QP-04 Communications.
13 Essential Supplies and Services Refer to Appendix F for QMS Procedure QP-05 Essential Supplies and Services.
14 Review and Provision of Infrastructure Refer to Appendix G for QMS Procedure QP-06 Review and Provision of Infrastructure. 15 Infrastructure Maintenance, Rehabilitation and Renewal OCWA, under contract with the owner, maintains a program of scheduled inspection and maintenance of infrastructure for which it is operationally responsible. Specific requirements related to the general operation and routine maintenance of the drinking water system are contained within the contractual agreement with the owner. Records of these activities are maintained as per QMS Procedure QP-01 Document and Records Control. The two critical elements of OCWA’s approach to infrastructure maintenance, rehabilitation and renewal are:
1) A computerized Work Management System (WMS) that allows users to
Enter detailed asset information, Generate and process work orders, Access maintenance and inspection procedures, Plan, schedule and document all asset related tasks and activities, and Access maintenance records and asset histories.
Corporation of the Township of Armstrong – Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Page 19 of 19
2) Development of a list of capital works required for the water system and regular consultation with the owner to set priorities (see Review and Provision of Infrastructure).
Maintenance plans are developed according to the manufacturer’s instructions, regulatory requirements, industry standards, and/or client service requirements. Equipment Operation and Maintenance (O&M) manuals are accessible to staff at the locations specified in QMS Procedure QP-01 Document and Records Control. 16 Sampling, Testing and Monitoring Refer to Appendix H for QMS Procedure QP-07 Sampling, Testing and Monitoring. 17 Measurement and Recording Equipment Calibration and
Maintenance Refer to Appendix I for QMS Procedure QP-08 Measurement and Recording Equipment Calibration and Maintenance. 18 Emergency Management Refer to Appendix J for QMS Procedure QP-09 Emergency Management. 19 Internal QMS Audits Refer to Appendix K for QMS Procedure QP-10 Internal QMS Audits.
20 Management Review Refer to Appendix L for QMS Procedure QP-11 Management Review. 21 Continual Improvement In conjunction with the internal QMS audit and Management Review processes documented above, the Township of Armstrong uses action plans to continually improve its QMS. Through these processes, areas of concern as well as opportunities for improvement are identified at the drinking water system operated and maintained by the Township of Armstrong.
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix A
Appendix A QP-01 Document and Records Control
QMS Procedure
Proc.: Issued: Rev.#: Pages:
QP-01 2013-11-21 3 1 of 4
Reviewed by: Guy Laurin Approved by: Donald Antler
QMS
DOCUMENT and RECORDS CONTROL
1.0 Purpose
To describe how the Township of Armstrong’s QMS documents are kept current and how QMS documents and records are kept legible, readily identifiable, retrievable, stored, protected, retained and disposed of.
2.0 Scope
Applies to all QMS Documents and QMS Records pertaining to the Earlton Drinking Water System, as identified in this procedure.
3.0 Responsibility
Utilities Superintendent Utilities Chief Operator
4.0 Definitions
Controlled – managed as per the conditions of this procedure
Document – includes a sound recording, video tape, film, photograph, chart, graph, map, plan, survey, book of account, and information recorded or stored by means of any device
QMS Document – any document required by the Township of Armstrong’s QMS as identified in this procedure
QMS Record – any record required by the Township of Armstrong’s QMS as identified in this procedure
Record – a document stating results achieved or providing proof of activities performed
Retention Period – length of time that a document or record must be kept; starts from the date of issue for QMS records or from the point of time when a QMS document is replaced by a new or amended document
5.0 Procedure 5.1 Documents and records required by the Township of Armstrong’s QMS are listed in
Table 1.
5.2 Internally developed QMS documents and QMS records (whenever possible) are generated electronically for legibility and are identified through a header/title and issue date. Handwritten records must be legible and permanently rendered in ink or non-erasable marker.
5.3 Additional controls for QMS Procedures within the Operational Plan are used for review and approval. These include the use of authorized approval, alpha-numeric procedure code, issue date, revision number and revision history.
Authorized personnel for review and approval of QMS Procedures for the Earlton Drinking Water System are:
Review Guy Laurin, Utilities Chief Operator Approval Donald Antler, Utilities Superintendent
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Document and Records Control
Proc.: QP-01 Rev.: 3 Issued: 2013-11-21 Page 2 of 4
5.4 Current QMS documents and records are readily accessible to Operations personnel and
to internal and external auditors/inspectors at document control locations established by the QMS Representative. The designated document control location(s) for identified QMS documents and records are defined in Table 1.
Document and records control locations are established in areas to provide adequate protection to prevent unauthorized use/access, damage, deterioration or loss of QMS documents and records. Copies of QMS documents and records located outside of designated control locations are considered uncontrolled.
5.5 Access to the Township of Armstrong’s computer infrastructure is restricted through use of usernames and passwords. Electronic documents are protected and backed-up within this computer infrastructure.
Access to facility QMS documents and records contained within internal electronic databases and applications (e.g., WMS) requires the permission of the Utilities Superintendent and is restricted through use of usernames and passwords.
SCADA records are maintained and accessible to staff when required.
5.6 Any employee of the drinking water system may request, in writing, a revision to improve an existing internal QMS document or the preparation of a new document. Written requests should indicate the reason for the requested change. The need for new or updated documents may also be identified through the Management Review or system audits.
The QMS Representative communicates any changes made to QMS documents to relevant facility personnel and coordinates related training (as required).
5.7 When a QMS document is superseded, the hardcopy of the document is promptly removed from its location and forwarded to the QMS Representative or designate for disposal or retention (as appropriate). Electronic copies are re-located to an obsolete folder and marked “superseded”.
5.8 The authorized method for disposal of documents and records after the specified retention requirements have been met is shredding.
5.9 QMS documents and records are retained in accordance with applicable regulations and legal instruments. Relevant legislated and internal retention periods are listed in Table 2.
5.10 QMS documents and records are reviewed for evidence of control during each internal system audit as per QMS Procedure QP-10 Internal QMS Audits.
6.0 Related Documents QP-10 Internal QMS Audits 7.0 Revision History Date Revision # Reason for Revision
2010-05-01 0 Procedure issued 2011-04-08 1 Identify how records and documents are protected as per CAR 1018.
Change name from Earlton Well Supply to Earlton Drinking Water System as per DWS update.
2012-04-25 2 Replaced Certificate of Approval with Municipal Drinking Water Licence and Drinking Water Works Permit
2013-11-21 3 Added Guy Laurin as Utilities Chief Operator and additional document references in Table 1 – ORO letter, Public Binder, Logbooks and CT SOP
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Document and Records Control
Proc.: QP-01 Rev.: 3 Issued: 2013-11-21 Page 3 of 4
Table 1: Designated location for documents and records required by the Township of Armstrong’s QMS.
Type of Document or Record Designated Document or Record
Control Location
(HC = Hard Copy/EC = Electronic Copy)
Internal QMS Documents
Operational Plan (includes QMS Procedures) EC – Water Wastewater Office computer
EC – www.armstrongtownship.com
HC – DWQMS filing cabinet
HC – Township of Armstrong Main Office
QMS Policy HC – Township of Armstrong Main Office
Daily Rounds Sheets EC – Water Wastewater Office computer
HC – DWQMS filing cabinet
Laboratory Chain of Custody Forms EC – Water Wastewater Office computer
HC – Water Wastewater Office
Township of Armstrong’s Emergency Plan
Emergency Contact lists
Essential Supplies and Services List
Site Specific Emergency Response Procedures
Standard Operating Procedures (referenced in Operational Plan and QMS Procedures)
Sample Schedule
CT SOP
EC – Water Wastewater Office computer
HC – DWQMS filing cabinet
Emergency Plan Reporting Forms
Community Complaint
Environmental Incident
MDWL Exceedance
Loss of Pressure Incident
EC – Water Wastewater Office computer
HC – DWQMS filing cabinet
On-Call Schedule HC – Water Wastewater Office
Vacation Schedule HC – Water Wastewater Office
External QMS Documents
Applicable Federal and Provincial Legislation Online at www.e-laws.gov.on.ca
Drinking Water Works Permit HC – DWQMS filing cabinet
Engineering schematics/plans/drawings HC – Water Wastewater Office
Municipal Drinking Water Licence HC – DWQMS filing cabinet
Operator certificates HC – Water Wastewater Office
Operations Manual HC – Water Wastewater Office
ORO Letter HC – Water Wastewater Office
Original Equipment Manuals (OEM) HC – Water Wastewater Office
Permit to Take Water HC – DWQMS filing cabinet
Public Binder HC – Township of Armstrong Main Office
QMS Records
Daily Rounds Sheets HC – Water Wastewater Office
Operator Training Records HC – Water Wastewater Office
Maintenance Records EC - Workplace Management System (Hansen)
HC – Water Wastewater Office
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Document and Records Control
Proc.: QP-01 Rev.: 3 Issued: 2013-11-21 Page 4 of 4
Type of Document or Record Designated Document or Record
Control Location
(HC = Hard Copy/EC = Electronic Copy)
Instrumentation Calibration/Maintenance Record EC - Workplace Management System (Hansen)
HC – Water Wastewater Office
Laboratory Analytical Reports EC - Microsoft Outlook e-mail
HC – Water Wastewater Office
SCADA Records EC – Water Wastewater Office computer
Internal QMS Audit Reports HC – DWQMS filing cabinet
External Audit Reports HC – DWQMS filing cabinet
MOE Inspection Reports HC – Water Wastewater Office
Annual Compliance/Summary Reports EC – Water Wastewater Office computer
HC – Water Wastewater Office
Management Review Documentation EC – Water Wastewater Office computer
HC – DWQMS filing cabinet
Internal QMS Communications EC - Microsoft Outlook e-mail
External QMS Communications EC - Microsoft Outlook e-mail
Infrastructure Review (Annual Budget) EC – Water Wastewater Office computer
HC – Township of Armstrong office
Emergency Plan Reports
Community Complaint Record
Environmental Incident Record
MDWL Exceedance Record
Loss of Pressure Incident Record
HC – DWQMS filing cabinet
Logbooks HC – Water Wastewater Office
Table 2: Relevant legislated and corporate retention periods
Type of Document/Record Minimum Retention Time Requirement Reference
DWQMS Operational Plan 10 years Director’s Direction under SDWA
Internal QMS Audit Results 10 years Internal Requirement
External QMS Audit Results 10 years Internal Requirement
Management Review Minutes 10 years Internal Requirement
Documents and records required to demonstrate conformance with the DWQMS
3 years Internal Requirement
Documents and records required to demonstrate compliance with Ontario legislation
As per applicable regulations SDWA O. Reg. 170/03, O. Reg. 128/04
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix B
Appendix B QP-02 Risk Assessment and Risk Assessment Outcomes
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-02 2012-04-25 1 1 of 4
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
RISK ASSESSMENT and RISK ASSESSMENT OUTCOMES
1.0 Purpose
To define the process for conducting a drinking water risk assessment and for documenting and reviewing the results of the assessment at the facility level.
2.0 Scope
Applies to the Earlton Drinking Water System and is limited to the assessment of potential drinking water health hazards. Township of Armstrong approach to addressing other potential hazards is set out in QMS Procedure QP-09 Emergency Management.
3.0 Responsibility
Utilities Chief Operator Risk Assessment Personnel
4.0 Definitions
Drinking Water Health Hazard – means, in respect of a drinking water system, a) a condition of the system or a condition associated with the system’s waters, including any thing found in the waters,
i. that adversely affects, or is likely to adversely affect, the health of the users of the system, ii. that deters or hinders, or is likely to deter or hinder, the prevention or suppression of disease, or iii. that endangers or is likely to endanger public health,
b) a prescribed condition of the drinking water system, or c) a prescribed condition associated with the system’s waters or the presence of a prescribed thing in the waters Critical Control Point (CCP) – An essential step or point in the subject system at which control can be applied by the Operating Authority to prevent or eliminate a drinking water health hazard or reduce it to an acceptable level Hazardous Event – an incident or situation that can lead to the presence of a hazard Hazard – a biological, chemical, physical or radiological agent that has the potential to cause harm Control Measure – includes any processes, physical steps or other practices that have been put in place at a drinking water system to prevent or reduce a hazard before it occurs Likelihood – the probability of a hazard or hazardous event occurring Consequence – the potential impact to public health and/or operation of the drinking water system if a hazard/hazardous event is not controlled
Corporation of the Township of Armstrong
QMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: QP-02 Rev.: 1 Issued: 2012-04-25 Page 2 of 4
Environmental Emergency Procedure (EEP) – site specific procedures developed for emergency situations
5.0 Procedure
5.1 The QMS Representative assigns trained personnel to conduct the risk assessment.
5.2 Using the system’s process diagram, identify hazardous events and associated hazards (possible outcomes) that could impact the system’s ability to deliver safe drinking water in Table 11 for each activity/process step.
5.3 For each of the hazardous events, specify control measures currently in place at the facility that eliminate the hazard or prevent it from becoming a threat to public health.
Note: Some hazards/hazardous events may have step-by-step contingency plans associated with them. These contingency plans are developed as per the Township of Armstrong’s Emergency Management Program and are further described in QMS Procedure QP-09 Emergency Management.
5.4 To ensure that potential drinking water health hazards are addressed and minimum treatment requirements as regulated by SDWA O. Reg. 170/03 and the Procedure for Disinfection of Drinking Water in Ontario are met, the Township of Armstrong has established mandatory Critical Control Points (CCPs).
As a minimum, the following must be included as CCPs at the Earlton Drinking Water System (as applicable):
Processes necessary to achieve the required log removal or inactivation of pathogens (i.e., chemical and/or UV disinfection system, filtration process2 for surface water and GUDI systems)
Processes necessary for maintaining a disinfectant residual in the distribution system (includes re-chlorination points)
Identify the above processes (as they apply) as mandatory CCPs in the ‘CCP’ column in Table 1.
5.5 To determine if there are any additional CCPs for the system, evaluate and rank the hazardous events (as set out below in steps 5.6 and 5.7) for the remaining activities/process steps (i.e., those not included as minimum CCPs).
5.6 Taking into consideration existing control measures (including the reliability and redundancy of equipment), assign each hazardous event a value for the likelihood and a value for the consequence of that event occurring based on the following criteria:
1 Tables referred to in this procedure are contained within the facility-specific Summary of Risk Assessment Outcomes 2 Filtration process includes related processes (e.g., chemical coagulation, rapid mixing, flocculation, sedimentation)
Corporation of the Township of Armstrong
QMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: QP-02 Rev.: 1 Issued: 2012-04-25 Page 3 of 4
Value Likelihood of Hazardous Event Occurring
1 Rare – Estimated to occur every 50 years or more (usually no documented occurrence at site)
2 Unlikely – Estimated to occur in the range of 10 – 49 years
3 Possible – Estimated to occur in the range of 1 – 9 years
4 Likely – Occurs monthly to annually
5 Certain – Occurs monthly or more frequently
Value Consequence of Hazardous Event Occurring
1 Insignificant – Little or no disruption to normal operations, no impact on public health
2 Minor – Significant modification to normal operations but manageable, no impact on public health
3 Moderate – Potentially reportable, corrective action required, potential public health impact, disruption to operations is manageable
4 Major – Reportable, system significantly compromised and abnormal operations if at all, high level of monitoring and corrective action required, threat to public health
5 Catastrophic – Complete failure of system, water unsuitable for consumption
Multiply the likelihood and consequence values to determine the risk value (ranking) of each hazardous event and record all values in Table 1. Hazardous events with a ranking of 12 or greater are considered high risk.
5.7 Review the hazardous events and rankings documented in Table 1 and identify any activity/process step as an additional CCP if all of the following criteria are met:
The associated hazardous event has a ranking of 12 or greater The associated hazardous event is reduced to an acceptable level through
control measure(s) Operation of the control measures can be monitored and corrective actions can
be applied in a timely fashion Specific control limits can be established for the control measure(s) Failure of the control measures would lead to immediate notification of Medical
Officer of Health (MOH) or Ministry of the Environment (MOE) or both.
5.8 List identified CCPs (required minimum and any additional CCPs established by the risk assessment) in Table 2. Set related critical control limits (e.g., limits for turbidity, chlorine residual, temperature, pH) for each CCP as appropriate.
5.9 Ensure procedures have been developed and implemented at the facility to:
Monitor the critical control limits Respond to, report and record deviations from the critical control limits.
List these procedures in Table 2.
5.10 The information recorded in the Summary of Risk Assessment Outcomes is maintained at the facility level on an ongoing basis and is reviewed at least annually as part of the Management Review process.
5.11 A risk assessment is conducted and documented at least once every thirty-six months.
Corporation of the Township of Armstrong
QMS Procedure: Risk Assessment and Risk Assessment Outcomes Proc.: QP-02 Rev.: 1 Issued: 2012-04-25 Page 4 of 4
6.0 Related Documents Summary of Risk Assessment Outcomes 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Summary of Risk Assessment Outcomes Corporation of the Township of Armstrong
Earlton Drinking Water System
Revised: Rev. #: Pages:
2012-04-25 1 1 of 7
Table 1: Risk Assessment Table
Note: Processes referred to in section 5.4 of QP-02 Risk Assessment and Risk Assessment Outcomes must be identified as mandatory Critical Control Points (CCPs). Mandatory CCPs are not required to be ranked.
QMS
Activity/ Process Step
Description of Hazardous Event
Possible Outcome (Hazards)
Existing Control Measures
Lik
elih
oo
d
Co
ns
equ
enc
e
Ris
k V
alu
e
CCP?
Raw Water/Well
Well casing collapse Loss of raw water Contamination of aquifer
Redundancy (3 wells and well pumps) Turbidity meter at plant Operator checks
2 2 4 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No Well pump failure Loss of raw water Redundancy (3 wells and well pumps) Well pump(s) failure alarm Well flow meter Environmental Emergency Procedure (EEP) for Well Pump Failure
2 2 4
Fuel/Chemical Spill (ONR Railway and TransCanada Highway)
Contamination of aquifer Monitor and sample EEP for Off-site Chemical/Fuel Spill EEP for Contaminated Raw Water
2 4 8
Chemical feed pump failure at well head (Sodium Hypochlorite)
Increase of pathogens in raw water entering treatment system
Redundancy (chemical pump on each of the 3 wells) Chemical pump fault alarm
2 3 6
Sodium Hypochlorite System (Primary disinfection)
Chemical feed pump failure
Loss of disinfection Low chlorine residual Inadequate inactivation of pathogens Potential for AWQI
On-line monitoring with alarms In-house residual testing and dosage calculations Redundancy: back-up pump Scheduled maintenance activities EEP for Chlorine Pump Failure Standard Operating Procedure (SOP) for Chlorine Contact Time (CT) EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in Large Municipal Residential Systems (LMRS)
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Corporation of the Township of Armstrong – Earlton Drinking Water System
Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 2 of 7
Activity/ Process Step
Description of Hazardous Event
Possible Outcome (Hazards)
Existing Control Measures
Lik
elih
oo
d
Co
ns
equ
enc
e
Ris
k V
alu
e
CCP?
Analyzer failure Unknown chlorine residual levels Potential for AWQI
Low level alarm In-house residual testing Scheduled maintenance activities Spare analyzer SOP for Chlorine CT EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS
Low supply of Sodium Hypochlorite
Inadequate disinfection, Potential for AWQI
Low chlorine residual alarms Operator checks Chemical available within surrounding municipalities SOP for Chlorine CT EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS SOP for Chemical Sources
Ferric System (Coagulation process)
Chemical pump failure Increased iron content Redundancy (2 chemical pumps) Pump fault alarm
2 2 4 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Filtration Process (Duel media, conventional filtration)
Filter breakthrough Increased turbidity levels Potential for AWQI
On-line turbidity monitoring Regular backwashes Operator checks Scheduled maintenance activities EEP for Reporting and Responding to High Turbidity in LMRS
2 2 4 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Backwash System Pump failure Increased turbidity levels Potential for AWQI
Two domestic high lift pumps can replace backwash pump (manual change)
2 2 4 Yes – Mandatory CCP
Corporation of the Township of Armstrong – Earlton Drinking Water System
Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 3 of 7
Activity/ Process Step
Description of Hazardous Event
Possible Outcome (Hazards)
Existing Control Measures
Lik
elih
oo
d
Co
ns
equ
enc
e
Ris
k V
alu
e
CCP?
Spare pump Operator checks High turbidity alarm EEP for Reporting and Responding to High Turbidity in LMRS
Yes – Additional CCP identified for facility
No
Blower failure Increased turbidity levels Accumulation of biofilm
Spare blower Blower failure alarm, call out Operator checks
4 2 8
Clearwells
Low level Inadequate contact time for primary disinfection Inadequate treated water supply
Low level alarm Schedule maintenance and inspection activities Town ordered water conservation or ban EEP for Water Supply Shortage
2 3 6 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Clearwell out of service for repair Maintenance
Inadequate contact time for primary disinfection
Redundancy (2 clearwells) Isolation valve between clearwells Increase chlorine dosage into clearwell Scheduled maintenance activities
2 3 6
Compromised integrity Loss of volume Infiltration Potential AWQI
Low level alarm Residual monitoring Operator checks Township ordered water conservation or ban
1 3 3
High Lift High lift pump failures Loss of water supply
Redundancy (3 pumps, 1 fire pump and 1 backwash pump) Spare pump Scheduled maintenance activities Operational control Low level alarm and lockout alarm Pump fault alarm EEP for High Lift Pump Failure
3 3 9 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Corporation of the Township of Armstrong – Earlton Drinking Water System
Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 4 of 7
Activity/ Process Step
Description of Hazardous Event
Possible Outcome (Hazards)
Existing Control Measures
Lik
elih
oo
d
Co
ns
equ
enc
e
Ris
k V
alu
e
CCP?
Low/loss of pressure Infiltration Backflow pressure Potential for AWQI
Redundancy (3 pumps, 1 fire pump and 1 backwash pump) Low pressure alarm Operator checks Township ordered water conservation or ban EEP for Low Pressure
2 3 6
Water Treatment System
Power failure Loss of treated water supply
Back-up diesel generator at WTP Scheduled maintenance activities Operator checks (fuel level) EEP for Power Failure of Long Duration EEP for Standby Power Failure
4 2 8 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Generator failure Loss of treated water supply
Scheduled maintenance activities Operator checks (fuel level) EEP for Power Failure of Long Duration EEP for Standby Power Failure
2 5 10
Vandalism/terrorism Contamination of the water supply Damage to critical equipment
Locked (water plant , well house, hatches) Fencing around each well with pad lock Signage Intrusion alarms (WTP and well house) Daily rounds EEP for Vandalism or Suspected Unauthorized Entry
2 4 8
Secondary Disinfection
Loss of free chlorine residual in distribution
Failure to control biofilm and pathogens (long-term) Potential for AWQI
Continuous on-line monitoring of chlorine residual into the distribution system System-wide residual testing as per O. Reg. 170/03 Low chlorine alarm Regularly scheduled maintenance (Performed by Township) EEP for Reporting and Responding to
Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Corporation of the Township of Armstrong – Earlton Drinking Water System
Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 5 of 7
Activity/ Process Step
Description of Hazardous Event
Possible Outcome (Hazards)
Existing Control Measures
Lik
elih
oo
d
Co
ns
equ
enc
e
Ris
k V
alu
e
CCP?
Adverse Chlorine Residuals in LMRS
Watermains Watermain structural failure/breaks
Contamination Loss of pressure Loss of supply
Notification/complaints from customers Operator checks Alarms (low pressure, low clearwell) EEP for Water Line Breaks EEP for Water Supply Shortage
4 3 12 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No Does not meet all CCP criteria (i.e. control measurers cannot be monitored)
All (watermains, connections, valves, construction, etc.)
Accident Vandalism
Contamination Loss of water supply Loss of pressure
Notification/complaints from customers Operator checks Alarms (low pressure, low clearwell) Site specific EEP for Water Supply Shortage
3 3 9 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Service connections Cross Connection Contamination EEP for Reporting and Responding to Adverse Bacteriological Results in Large Municipal Residential Systems
3 3 9 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Structural failure/breaks Contamination Loss of pressure
Customer notification/complaints Alarms (low pressure)
4 2 8
Valves Failure Loss of control Line breaks and/or contamination Loss of pressure Loss of water supply
Maintenance program Alarms (low pressure) EEP for Water Supply Shortage
2 2 4 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Flushing Failure to flush Not following proper procedure
Loss of chlorine residual Potential AWQI Contamination Lower pressure
Maintenance program, Customer complaints/notifications EEP for Reporting and Responding to Adverse Chorine Residuals in Large Municipal Residential Systems
2 3 6 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
New construction Sub-standard construction and /or
Contamination Loss of pressure
AWWA guidelines Testing
2 3 6 Yes – Mandatory CCP
Yes – Additional CCP
Corporation of the Township of Armstrong – Earlton Drinking Water System
Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 6 of 7
Activity/ Process Step
Description of Hazardous Event
Possible Outcome (Hazards)
Existing Control Measures
Lik
elih
oo
d
Co
ns
equ
enc
e
Ris
k V
alu
e
CCP?
commissioning Provincial Standard Inspection identified for facility
No
Sampling (watermain breaks)
Failure to sample (equipment/human error)
Contamination AWWA guidelines Operator Certification
3 2 6 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Distribution System Adverse Water Quality Result as described in O. Reg. 170/03
Potential for unsafe drinking water
Site specific SOP Sampling Schedule EEP for Reporting and Responding to Adverse Results in Large Municipal Residential Systems (several EEPs)
3 3 9 Yes – Mandatory CCP
Yes – Additional CCP identified for facility
No
Table 2: Identified Critical Control Points (CCPs)
CCP Critical Control Limits Monitoring Procedures Response, Reporting and Recording
Procedures
Primary Disinfection
Free Chlorine Residual Alarms Low set point = 0.30 mg/L
SCADA (continuous online analyzers) Regular operator checks via remote monitoring system On-site checks Trend review and sign-off as per O. Reg. 170/03
SOP for Chlorine CT EEP for Chlorine Pump Failure EEP for Low or High Chlorine Residual in Treated Water EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS
Pressure in Distribution System
Pump Failure Alarm Alarms during a pump failure Low Pressure Alarm Alarm at WTP for low pressure =< 30 psi for 10 minutes
SCADA (continuous online analyzers) On-site checks
EEP for High Lift Pump Failure EEP for Low Pressure Events in the Distribution System
Secondary Disinfection
Free Chlorine Residual - Distribution Low = 0.05 mg/L High = 4.0 mg/L
Distribution chlorine residuals monitored as per O. Reg. 170/03
EEP for Reporting and Responding to Adverse Chlorine Residuals in LMRS
Corporation of the Township of Armstrong – Earlton Drinking Water System
Summary of Risk Assessment Outcomes Rev.: 1 Revised: 2012-04-25 Page 7 of 7
Table 3: Record of Annual Review/36-Month Risk Assessment The Drinking Water Quality Management Standard (DWQMS) requires that the currency of the information and the validity of the assumptions used in the risk assessment be verified at least once a year. In addition, the risk assessment must be conducted at least once every thirty-six months. Refer to steps 5.10 and 5.11 of QP-02.
Date of Activity Type of Activity Participants Summary of Results
2010-03-24 Risk Assessment Amanda Dubuc (OCWA), Aurel Courchesne (Utilities Chief Operator), Don Antler (Utilities Superintendent), Guy Laurin (Operator)
Conducted initial risk assessment.
2010-05-01 Review Amanda Dubuc (PCT) Desktop review prior to submission of Partial Accreditation application. No changes.
2010-11-18 Review Amanda Dubuc (OCWA), Aurel Courchesne (Utilities Chief Operator), Claude Mongrain (ORO), Don Antler (Utilities Superintendent), Guy Laurin (Operator), Martin Lavictoire (Operator)
Review during Internal Audit. No changes.
2011-12-15 Review Amanda Dubuc (OCWA), Aurel Courchesne (Utilities Chief Operator), Claude Mongrain (ORO), Don Antler (Utilities Superintendent), Guy Laurin (Operator), Jonathon Schenk (Operator)
Review during Internal Audit. No changes.
2012-02-22 Risk Assessment Aurel Courchesne (Utilities Chief Operator), Claude Mongrain (ORO), Don Antler (Utilities Superintendent), Guy Laurin (Operator), Jonathon Schenk (Operator)
Conducted risk assessment. Identified generator failure as a hazardous event and reranked power failure.
Revision History Date Revision # Reason for Revision 2010-03-24 0 Initial risk assessment conducted 2012-04-25 1 Template revised to include ‘Record of Annual Review/36-Month Risk Assessment’ (Table 3) and updated Critical Control Limit set points, changed facility name to Earlton Drinking Water System, added generator failure as a hazardous event and reranked power failure
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix C
Appendix C QMS Organizational Structure for the Ontario Clean Water Agency
Ontario Clean Water Agency
QEMS Organizational Structure for the Ontario Clean Water Agency
Revision 2: 2013-11-21 Page 1 of 1
Reports To Supervises/Directs Endorsement & Approval of the Facility’s QEMS & Operational Plan
Owner The Corporation of the Township of Armstrong – Earlton Drinking Water System
Overall Responsible Operator Ontario Clean Water Agency – Northeastern Ontario Hub
Facility Staff Operator ORO/OIC
Facility QEMS
Regional Manager Northern Region
VP – Operations Director - Risk, Compliance & Training
President & CEO
Board of Directors*
Operations Manager
(Facility Level Top Management &
QEMS Rep) Instrumentation Technicians
Senior Operations Manager
Northeastern Ontario
(Facility Level Top Management,
QEMS Rep. & Media
Spokesperson)
Corporate Level Top Management
Overall Leadership & Support for OCWA’s QEMS
* Represents the highest level of OCWA’s Top Management
Delineates Corporate & Facility Level Functions
Overall Responsible
Operator
Process & Compliance Technician
(QEMS Rep)
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix D
Appendix D QP-03 Personnel Coverage
QMS Procedure
Proc.: Issued: Rev.#: Pages:
QP-03 2013-11-21 1 1 of 2
Reviewed by: Guy Laurin Approved by: Donald Antler
QMS
PERSONNEL COVERAGE
1.0 Purpose
To describe the procedure for ensuring that sufficient and competent personnel are available for duties that directly affect drinking water quality.
2.0 Scope
Applies to operations personnel at the Earlton Drinking Water System. 3.0 Responsibility
Utilities Superintendent 4.0 Definitions
Competency – an integrated set of requisite skills and knowledge that enables an individual
to effectively perform the activities of a given occupation Essential Services – services that are necessary to enable the employer to prevent,
(a) danger to life, health or safety, (b) the destruction or serious deterioration of machinery, equipment or premises, (c) serious environmental damage, or (d) disruption of the administration of the courts or of legislative drafting.
Manned Facilities – a facility where operational staff report to.
5.0 Procedure 5.1 The Utilities Superintendent or designate ensures that personnel meeting the
competencies identified in the Operational Plan are available for duties that directly affect drinking water quality.
5.2 The Earlton Drinking Water System is considered an unmanned facility. Operations personnel are remotely available 24 hours a day, 7 days a week by alarming systems. The sites are visited daily between the hours of 07:30 to 16:00. The facility is also checked twice per day by the on-call operator outside the normal operating hours.
5.3 Ontario Clean Water Agency (OCWA) personnel are assigned to act as and fulfill the duties of Overall Responsible Operator (ORO) in accordance with SDWA O. Reg. 128/04.
When the ORO is unavailable, the OCWA Operations Manager is designated as the ORO and is recorded as such in the facility logbook.
The designated OIC for each facility visit is recorded in the facility logbook.
5.4 The Utilities Superintendent assigns an on-call operator for the time outside of 07:30 and 16:00 (i.e., evenings, weekends and Statutory Holidays). The on-call shift rotates every
Based on the 2005 National Occupational Guidelines for Canadian Water and Wastewater Operators and International Board of
Standards for Training, Performance and Instruction
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Personnel Coverage
Proc.: QP-03 Rev.: 2 Issued: 2013-11-21 Page 2 of 2
Friday morning at 10:30. The on-call schedule is maintained by the Utilities Superintendent or designate and is posted in the Earlton Drinking Water System.
5.5 The on-call person is responsible for responding to the alarm monitoring service within a reasonable time frame.
5.6 The Utilities Superintendent or designate is responsible for approving vacation time for staff in a manner which ensures sufficient personnel are available for the performance of normal operating duties.
6.0 Related Documents QP-01 Document and Records Control On-Call Schedule Vacation Schedule 7.0 Revision History
Date Revision # Reason for Revision
2010-05-01 0 Procedure issued 2012-04-25 1 Updated facility name to Earlton Drinking Water System, included the two additional visits to the facility by the on-call operator in procedure 5.2, changed the on-call rotation time from 11:30 to 10:30 in procedure 5.4 2013-11-21 2 Updated management title from Cluster to Operations Manager
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix E
Appendix E QP-04 Communications
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-04 2012-04-25 1 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
COMMUNICATIONS
1.0 Purpose
To describe the procedures for QMS-related communications between the facility’s Top Management and operations personnel, the owner, suppliers and the public.
2.0 Scope Applies to facility level internal and external communications regarding the Quality Management System (QMS) implemented at the Earlton Drinking Water System.
3.0 Responsibility Clerk/Treasurer/Administrator Utilities Superintendent Utilities Chief Operator
4.0 Definitions
None
5.0 Procedure 5.1 The Clerk/Treasurer/Administrator and Utilities Superintendent are responsible for
identifying and coordinating any site-specific communications in relation to the status/development of the facility’s QMS.
5.2 The QMS Representative or designate ensures facility personnel receive site-specific training on the Operational Plan, QMS Procedures and other related operating instructions and procedures.
5.3 The continuing suitability, adequacy and effectiveness of the Township of Armstrong’s QMS are communicated to the owner as part of the Management Review process (refer to QMS Procedure QP-11 Management Review).
5.4 Communication requirements for ensuring suppliers and contractors understand the relevant QMS policies, procedures and expectations are described in QMS Procedure QP-05 Essential Supplies and Services.
5.5 Media enquiries must be directed to the facility’s designated media spokesperson. The Township of Armstrong’s Mayor and Clerk/Treasurer/Administrator are the media spokespersons for the Earlton Drinking Water System. The Media Spokesperson coordinates with facility and Township personnel as appropriate.
5.6 The Township of Armstrong’s QMS and QMS Policy are communicated to the public through their Annual Report. The QMS policy is also posted at the Township of Armstrong main office.
Facility tours of interested parties must be approved in advance by the Utilities Superintendent.
Complaints, which can be received by all staff, whether received from the consumer, the community or other interested parties, are documented on the Community
Corporation of the Township of Armstrong – Earlton Drinking Water System
QEMS Procedure: Communications Proc.: QP-04 Rev.: 1 Issued: 2012-04-25 Page 2 of 2
Complaints form. Consumer feedback that is captured will be included for discussion at the Management Review.
5.7 Internal and external communication responsibilities and reporting requirements for emergency situations are set out under the Township of Armstrong’s Emergency Response Plan. Refer to QMS Procedure QP-09 Emergency Management.
6.0 Related Documents QP-01 Document and Records Control QP-05 Essential Supplies and Services QP-09 Emergency Management QP-11 Management Review Community Complaint Form Community Complaint Report Township of Armstrong’s Emergency Response Plan 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System, added the Mayor as one of the media spokespersons in procedure 5.5
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix F
Appendix F QP-05 Essential Supplies and Services
QMS Procedure
Proc.: Issued: Rev.#: Pages:
QP-05 2012-04-25 1 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
ESSENTIAL SUPPLIES and SERVICES 1.0 Purpose
To describe Township of Armstrong’s procedures for procurement and for ensuring the quality of essential supplies and services.
2.0 Scope
Applies to essential supplies and services pertaining to the Earlton Drinking Water System, as identified in this procedure.
3.0 Responsibility
Clerk/Treasurer/Administrator Utilities Superintendent
4.0 Definitions
Essential Supplies and Services – supplies and services deemed to be critical to the delivery of safe drinking water
5.0 Procedure 5.1 Essential supplies and services for the Earlton Drinking Water System are listed in the
Township of Armstrong’s Emergency Plan. The list is reviewed and updated as required by the QMS Representative or designate.
5.2 Purchasing is conducted in accordance with the Municipal Procurement and Administration policies, procedures and guidelines. Purchases of capital equipment are subject to formal approval by council.
5.3 Contractors are selected based on their qualifications and ability to meet the facility’s needs without compromising operational performance and compliance with applicable legislation and regulations.
Contracted personnel including suppliers may be requested or required to participate in additional relevant training/orientation activities to confirm conformance with facility procedures to become familiar with the Township of Armstrong’s workplaces.
If necessary, appropriate control measures are implemented while contracted work is being carried out and communicated to all relevant parties to minimize the risk to the integrity of drinking water system and the environment.
5.4 All third-party drinking water testing services are provided by accredited and licensed laboratories.
5.5 Calibration services are provided by qualified personnel.
5.6 Chemicals purchased for use in the drinking water treatment process must meet AWWA Standards and be ANSI/NSF certified.
The facility orders and receives ongoing deliveries of chemicals to satisfy current short-term needs based on processing volumes and storage capacities.
Corporation of the Township of Armstrong – Earlton Drinking Water System
QEMS Procedure: Essential Supplies and Services Proc.: QP-05 Rev.: 1 Issued: 2012-04-25 Page 2 of 2
5.7 Process components/equipment are verified with the supplier that they meet applicable
regulatory requirements and industry standards for use in drinking water systems prior to their installation.
6.0 Related Documents Township of Armstrong’s Emergency Plan 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix G
Appendix G QP-06 Review and Provision of Infrastructure
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-06 2012-04-25 1 1 of 1
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
REVIEW and PROVISION of INFRASTRUCTURE
1.0 Purpose
To describe the Township of Armstrong’s procedure for reviewing the adequacy of infrastructure necessary to operate and maintain a drinking water system.
2.0 Scope
Applies to the Earlton Drinking Water System. 3.0 Responsibility
Clerk/Treasurer/Administrator Utilities Chief Operator
4.0 Definitions
Infrastructure – the set of interconnected structural elements that provide the framework for supporting the operation of the drinking water system, including buildings, workspace, process equipment, hardware, software and supporting services, such as transport or communication.
5.0 Procedure 5.1 On an annual basis, the Utilities Chief Operator conducts a review of the drinking water
system’s infrastructure to assess its adequacy for the operation and maintenance of the system.
5.2 The output of the review is a summary of capital works recommendations that is submitted to council for review and comment. Together with council, timelines and responsibilities for implementation of priority items are determined and documented within the annual budget.
6.0 Related Documents QP-01 Document and Records Control Council Meeting Minutes Minutes of Management Review 7.0 Revision History
Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix H
Appendix H QP-07 Sampling, Testing and Monitoring
QMS Procedure
Proc.: Issued: Rev.#: Pages:
QP-07 2013-11-21 2 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
SAMPLING, TESTING and MONITORING 1.0 Purpose
To describe the procedure for sampling, testing and monitoring for process control and finished drinking water quality.
2.0 Scope Applies to sampling, testing and monitoring at the Earlton Drinking Water System.
3.0 Responsibility
Utilities Superintendent Utilities Chief Operator Operators Overall Responsible Operator/Mechanic (OCWA)
4.0 Definitions
Challenging Conditions – any existing characteristic of the water source or event-driven fluctuations that impact the operational process as identified and listed under the Drinking Water System section in the facility’s Operational Plan
5.0 Procedure 5.1 All sampling, monitoring and testing is conducted at a minimum in accordance with
regulatory requirements. Adverse water quality incidents are responded to and reported as per Environmental Emergency Procedures (EEPs) pertaining to adverse results found in the Township of Armstrong’s Emergency Plan binder.
5.2 Samples are submitted to an accredited and licensed laboratory according to the facility’s sampling schedule. The sampling schedule is maintained by the Utilities Chief operator and is updated as required.
Analytical results from laboratory reports are kept in the Water Wastewater Office. Hardcopy reports are maintained as per QP-01 Document and Records Control.
5.3 Continuous monitoring equipment is used to collect and record information on the following parameters related to process control and finished drinking water quality.
Earlton Drinking Water System
Free chlorine residual – treated water
Flow rates – raw and treated water
Turbidity – filter 1 & 2
Results from continuous monitoring equipment are recorded by the SCADA system and stored electronically. A Standard Operating Procedure for the Continuous Monitoring of Operational Parameters for Drinking Water Systems is available in the Township of Armstrong’s Emergency Plan Binder.
5.4 In-house process control activities are conducted once per visit by the certified operator(s) on duty. The results of these activities are recorded on the daily rounds sheets.
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Sampling, Testing and Monitoring
Proc.: QP-07 Rev.: 2 Issued: 2013-11-21 Page 2 of 2
5.5 Sampling, testing and monitoring activities related to the facility’s most challenging
conditions are captured within the existing in-house program described above. There are no relevant upstream sampling, testing, and monitoring activities.
5.6 As a minimum, the Township of Armstrong is provided with regulatory reports and the results of the Management Review process as outlined in QP-11 Management Review.
In addition, updates regarding sampling, testing and monitoring activities are provided during council meetings.
6.0 Related Documents QP-01 Document and Records Control QP-11 Management Review Continuous Monitoring of Operational Parameters for Drinking Water Systems SOP (Township of Armstrong’s Emergency Plan Binder) Daily Rounds Sheet Laboratory Analysis Reports Laboratory Chain of Custody Forms Reporting and Responding to Adverse Results EEPs Sampling Schedule 7.0 Revision History
Date Revision # Reason for Revision
2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System 2013-11-21 2 Updated location reference of the office from Utilities Office to Water Wastewater Office
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix I
Appendix I QP-08 Measurement and Recording Equipment Calibration and Maintenance
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-08 2012-04-25 1 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
MEASUREMENT and RECORDING EQUIPMENT CALIBRATION and MAINTENANCE
1.0 Purpose
To describe the procedure for the calibration and maintenance of measurement and recording equipment.
2.0 Scope Applies to the measurement and recording equipment at the Earlton Drinking Water System.
3.0 Responsibility
Utilities Superintendent Utilities Chief Operator Operators Overall Responsible Operator/Mechanic (OCWA) Instrumentation Technicians (OCWA)
4.0 Definitions
None
5.0 Procedure 5.1 All measurement and recording equipment calibration and maintenance activities must
be performed by appropriately trained and qualified personnel or by a qualified third-party calibration service provider (refer to QP-05 Essential Supplies and Services).
5.2 The Utilities Chief Operator and/or Instrumentation Technician establishes and maintains a list of all measurement and recording devices and associated calibration schedules using the automated Work Management System (WMS).
5.3 Calibration and maintenance activities are carried out in accordance with procedures specified in the original equipment manuals and or instructions specified in WMS.
5.4 Any measurement device which does not meet its specified performance requirements during calibration must be removed from service (if practical) until repaired or replaced. The failure must be reported to the Utilities Superintendent as soon as possible so that immediate measures can be taken to ensure that drinking water quality has not been compromised by the malfunctioning device. Any actions taken as a result of the failure are recorded and any notifications required by applicable legislation are completed and documented within the specified time period.
5.5 Calibration and maintenance records and original equipment manuals are maintained as per QP-01 Document and Records Control.
6.0 Related Documents QP-01 Document and Records Control QP-05 Essential Supplies and Services Instrumentation Calibration/Maintenance Reports Workplace Management System (Hansen) Records
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Measurement and Recording Equipment Calibration and Maintenance Proc.: QP-08 Rev.: 1 Issued: 2012-04-25 Page 2 of 2
7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix J
Appendix J QP-09 Emergency Management
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-09 2012-04-25 1 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
EMERGENCY MANAGEMENT
1.0 Purpose
To describe the procedure for maintaining a state of emergency preparedness at the facility level under the Township of Armstrong’s Emergency Management Program.
2.0 Scope Applies to potential operations emergency situations or service interruptions identified for the Earlton Drinking Water System.
3.0 Responsibility Utilities Superintendent Utilities Chief Operator Operator
4.0 Definitions
Emergency Plan – a facility level plan for preparedness for operations emergencies that can be managed by plant staff and local resources
5.0 Procedure
5.1 A list of mandatory contingencies for potential emergency situations or service interruptions. These are:
Potential or actual unsafe water Catastrophic equipment failure that impacts the ability to provide service Power failure that impacts the ability to provide service Accidental release that could impact the environment Critical injury Critical shortage of staff
There were no additional contingencies identified for the Earlton Drinking Water System at this time.
The contingency plans are contained within the Township of Armstrong’s Emergency Plan.
5.2 Each contingency plan must be reviewed at a minimum annually and at least one plan must have a full test each year.
5.3 Roles and responsibilities for emergency management at the Earlton Drinking Water System are set out in the Township of Armstrong’s Emergency Plan under the “Roles and Responsibilities” section. Specific roles and responsibilities related to a particular emergency situation or service interruption are set out in the relevant contingency plan.
5.4 An emergency contact list and essential supplies and services list are contained within the Township of Armstrong’s Emergency Plan and is updated at least annually. Protocols for communication during emergency situations or service interruptions are set out in the individual contingency plans.
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Emergency Management Proc.: QP-09 Rev.: 1 Issued: 2012-04-25 Page 2 of 2
6.0 Related Documents QP-01 Document and Records Control Emergency Contact List Essential Supplies and Services List Township of Armstrong’s Emergency Plan 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix K
Appendix K QP-10 Internal QMS Audits
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-10 2012-04-25 1 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
INTERNAL QMS AUDITS
1.0 Purpose
To describe the procedure for conducting internal audits at the facility level that evaluate the conformance of the Township of Armstrong’s Quality Management System (QMS) to the requirements of the Drinking Water Quality Management Standard (DWQMS).
2.0 Scope
Applies to all activities within the scope of the QMS implemented at the Earlton Drinking Water System as documented in the Operational Plan.
3.0 Responsibility
Utilities Superintendent Utilities Chief Operator
4.0 Definitions
Internal QEMS Audit – a systematic and documented internal verification process that involves objectively obtaining and evaluating documents and processes to determine whether a quality management system conforms to the requirements of the DWQMS
Internal Auditor – person with skills, training and/or experience to conduct an internal audit
Nonconformity – non-fulfillment of a requirement
5.0 Procedure
5.1 The Utilities Superintendent ensures that an internal QMS audit is conducted for the facility on an annual basis, as a minimum, by personnel with adequate skills, training and/or experience.
5.2 Protocol questions are designed to encompass all of the requirements of the DWQMS. Additional information is included in the protocol to provide clarification on the purpose and application of the requirement. The protocol is reviewed annually and updated as necessary.
5.3 The auditor(s) reviews the facility’s approved policies and procedures, the results of previous internal and external QMS audits, the status of corrective and preventive actions and other QMS-related documentation prior to the audit.
5.4 The auditor(s) follows the audit protocol and engages in activities that may include asking questions, observing operations and reviewing documents and records. Non-conformities with reference to specific documents and details are recorded on the audit protocol along with any additional comments and suggestions.
5.5 Upon completion of the final audit report, the auditor(s) reviews the results and identified nonconformities with the Utilities Superintendent. The audit report and supporting documentation is filed by the QMS Representative and retained as per QP-01 Document and Records Control.
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Internal Audits Proc.: QP-10 Rev.: 1 Issued: 2012-04-25 Page 2 of 2
5.6 When nonconformity is identified through the internal audit process, an action plan to
rectify the issue is developed by the Utilities Chief Operator or designate, specifying responsibility and a target date for resolution. The Utilities Superintendent or designate monitors progress of the action plan related to the identified nonconformity until it is fully resolved.
The QMS Representative ensures that any necessary revisions to QMS procedures and policies are completed and communicated to relevant facility personnel.
5.7 The QMS Representative ensures that results of the audit are included as input to the Management Review process.
6.0 Related Documents QP-01 Document and Records Control Action Plans Audit Reports 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix L
Appendix L QP-11 Management Review
QMS Procedure Proc.: Issued: Rev.#: Pages:
QP-11 2012-04-25 1 1 of 2
Reviewed by: Aurel Courchesne Approved by: Donald Antler
QMS
MANAGEMENT REVIEW
1.0 Purpose
To describe the procedure for conducting a Management Review of the Quality Management System (QMS) at the facility level.
2.0 Scope
Applies to the review of the QMS implemented at the Earlton Drinking Water System. 3.0 Responsibility Top Management
Clerk/Treasurer/Administrator Utilities Superintendent Utilities Chief Operator
4.0 Definitions
Management Review – a formal (documented) meeting conducted at least once every 12 months by Top Management to evaluate the continuing suitability, adequacy and effectiveness of the Quality Management System (QMS)
5.0 Procedure 5.1 The Superintendent determines a suitable frequency for Management Review
meetings for the drinking water system. As a minimum, reviews must be conducted at least once every 12 months.
5.2 The standing agenda for Management Review meetings is as follows:
a) Incidents of regulatory non-compliance, b) Incidents of adverse drinking water tests, c) Deviations from critical control limits and response actions, d) The efficacy of the risk assessment process, e) Internal and third-party audit results, f) Results of emergency response testing, g) Operational performance, h) Raw water supply and drinking water quality trends, i) Follow-up on action items from previous Management Reviews, j) The status of management action items identified between reviews, k) Changes that could affect the QMS, l) Consumer feedback, m) The resources needed to maintain the QMS, n) The results of the infrastructure review, o) Operational Plan currency, content and updates, and p) Staff suggestions.
The QMS Representative coordinates the Management Review and distributes the agenda with identified responsibilities to all participants in advance of the Management Review meeting along with any related reference materials.
Corporation of the Township of Armstrong – Earlton Drinking Water System
QMS Procedure: Management Review Proc.: QP-11 Rev.: 1 Issued: 2012-04-25 Page 2 of 2
5.3 The Management Review participants review the data presented and make
recommendations and/or initiate action plans to address identified deficiencies as appropriate.
5.4 The QMS Representative ensures that minutes of and action plans resulting from the Management Review meeting are prepared and distributed to appropriate management and personnel.
5.5 The Utilities Superintendent monitors the progress and documents the completion of action plans resulting from the Management Review.
6.0 Related Documents QP-01 Document and Records Control Minutes and action plans resulting from the Management Review 7.0 Revision History Date Revision # Reason for Revision 2010-05-01 0 Procedure issued 2012-04-25 1 Updated name of facility to Earlton Drinking Water System
Corporation of the Township of Armstrong
DWQMS Operational Plan – Revision 1, 2012-04-25 Appendix M
Appendix M Subject System Description Form (Schedule C)
Director’s Directions for Operational Plans – July 2007 Rev: 1 Issued: 2012-04-25
Schedule “C”
Subject System Description Form
Municipal Residential Drinking-Water System Owner of Municipal Residential Drinking-Water System:1 The Corporation of the Township of Armstrong Name of Municipal Residential Drinking-Water System:2 Earlton Drinking Water System
Subject Systems
Name of Operational Subsystems
(if applicable)3
Name of Operating Authority5
DWSNumber(s)6
Check here if the Municipal Residential Drinking-Water System is operated by one operating authority. Enter the name of the operating authority in adjacent column4
Operational Subsystem 1: Treatment & Distribution System
Township of Armstrong 220003662
Operational Subsystem 2:
Operational Subsystem 3:
Add attachments if there are additional ‘Operational Subsystems’
Contact Information7 Name Title Phone No(s). Email Address
Primary Aurel Courchesne Utilities Chief Operator Office: (705) 563-2152 Cell: (705) 648-3201
Alternate Claude Mongrain Overall Responsible Operator Office: (705) 672-5549 Cell: (705) 647-2541
Alternate Office: Cell:
Director’s Directions for Operational Plans – July 2007 Rev: 1 Issued: 2012-04-25
Subject System Description Form Notes:
1. The legal name of the owner should be used for this entry. 2. The name of the municipal residential drinking-water system should be the name most commonly used to describe the entire
system. If information or records have been submitted to the ministry respecting this system, using an identifier name (e.g. for DWS), that identifier name should be used.
3. The identification of each operational subsystem will be necessary in cases where the municipal residential drinking-water system
is being operated by more than one operating authority. For example, if a municipality owns a treatment and distribution system but contracts the operation of the treatment system to a separate entity there will be two ‘operational subsystems’, treatment and distribution. The name used to identify these operational subsystems should be one that is commonly used or describes the component. For example, the Everytown Treatment System and the Everytown Distribution System as separate operational subsystems of the same municipal residential drinking-water system.
4. If there is only one operating authority for the municipal residential drinking-water system, the box should be checked as such. In
this case the subject system is the municipal residential drinking-water system and there will be no operational subsystem. The operating authority will need to be identified in the adjacent box.
5. The legal or corporate name of the operating authority should be used for this entry.
6. The DWS number is the number, or numbers, assigned to the drinking-water system by the Ministry of the Environment in
response to the owner submitting a written notice containing information about the system further to section 10.1 of O. Reg. 170/03. In some cases multiple DWS numbers may exist for components of a municipal residential drinking-water system. In these cases enter all DWS numbers. Conversely, if one DWS number exists for multiple subject systems, enter the number opposite each operational subsystem.
7. The contact entry should identify a person who may be contacted for clarification of information contained in the form. An
alternate person may also be identified.