ODW Guideline OPERATIONAL GUIDELINES FOR MONITORING AND REPORTING. PUBLIC and SEMI-PUBLIC WATER SYSTEMS

Transcription

1 ODW Guideline OPERATIONAL GUIDELINES FOR MONITORING AND REPORTING PUBLIC and SEMI-PUBLIC WATER SYSTEMS June 2007

2 INTRODUCTION Operational Guidelines for Monitoring and Reporting Public and Semi-Public Water Systems The Drinking Water Safety Act (DWSA) defines a Public Water System as a water system that has 15 or more service connections. A Semi-Public Water System is any water system that has greater than one service connection but less than 15, or a system with a single service connection to a public facility such as a hospital, restaurant, school or childcare facilities. There are two regulations developed under the DWSA that govern the operation of public and semi-public water systems in Manitoba: the Drinking Water Safety Regulation (MR 40/2007), and the Drinking Water Quality Standards Regulation (MR 41/2007). All water systems will be issued an operating licence pursuant to these regulations that will set out specific monitoring and reporting requirements. The purpose of this document is to outline operator responsibilities with regard to fulfilling the monitoring and reporting requirements of the Drinking Water Safety Regulation and Drinking Water Quality Standards Regulation. To acquire a complete understanding of the legislation associated with operating a public or semi-public water system in the Province of Manitoba, Operators are encouraged to review and familiarize themselves with all aspects of the regulations which are available on the Office of Drinking Water website: DISINFECTION A. Disinfection Requirements All public water supplies must be disinfected (17.1 MR 40/2007). Semi-public water systems using surface water or groundwater under the direct influence of surface water (GUDI) are also required to disinfect (18.1 MR 40/2007). Semi-public water systems using well water that is not GUDI may be required to disinfect depending on various factors such as the types of facilities served, the condition of the well and its history of bacteriological contamination (18.2 MR 40/2007). Decisions on the need for such semi-public water systems to disinfect will be made on a site-specific basis by the Office of Drinking Water. The following forms of disinfection are considered acceptable pursuant to MR 40/2007: (a) Chlorine disinfection (b) Chloramine disinfection only for groundwater extracted from an aquifer that is free of bacteria at the point the water is extracted from the well (c) An alternative method (e.g., ultraviolet [UV] light disinfection), or combination of methods of disinfection approved by the Office of Drinking Water. 1

3 B. Disinfectant Residual Concentrations, Testing, Recording and Reporting Adequate disinfectant concentrations must be maintained in water entering the water distribution system (i.e., leaving the water treatment facility treated water storage reservoir or tank) and throughout the water distribution system. To that end disinfectant residuals must be tested at these locations at specified intervals. Further, the tests must be recorded and reports submitted to the Office of Drinking Water for compliance monitoring purposes. Disinfectant Residual Concentrations The minimum disinfectant residual required entering a water distribution system (leaving a water treatment facility following at least 20 minutes of contact time under peak water demand conditions) is as follows (21.1 MR 40/2007): (a) 0.5 mg/l of free chlorine for water systems using chlorine as their disinfectant (b) 1.0 mg/l of monochloramine for water systems approved to use chloramines as their disinfectant The minimum disinfectant residual required to be maintained in a water distribution system is as follows (22 MR 40/2007): (a) 0.1 mg/l of free chlorine for water systems using chlorine as their secondary disinfectant (b) 0.3 mg/l of monochloramine for water systems approved to use chloramines as their disinfectant It is extremely important to maintain acceptable disinfectant concentrations throughout the distribution system. To accomplish this, disinfectant residuals leaving the water treatment facility may have to be much higher than the minimum values specified above depending on several factors such as the quality of the treated water, the size and lay-out of the distribution system, and the amount of water being consumed. Disinfectant Residual Testing Frequency Testing for disinfectant residuals must be done on a specified basis (23 MR 40/2007). The frequency of testing will vary depending on the nature of the water system and the size of the population being served. Minimum disinfectant residual testing frequencies are outlined in Appendix A as per Schedule A MR 40/2007. Daily disinfectant residual testing is required at the water treatment facility where water enters the distribution system (e.g., water leaving the treated water reservoir). In addition, periodic testing is required in the distribution system. At a minimum, distribution system disinfectant residual testing is required at the same time and location as bacteriological samples are collected from the distribution system. 2

4 Disinfectant Residual Testing Equipment Disinfectant residual testing can be done using a hand held colour wheel, a digital colorimeter, or an on-line continuous chlorine analyzer. By 2012, or sooner if indicated in an operating licence, continuous monitoring (including Supervisory Control And Data Acquisition [SCADA], Programmable Logic Controller (PLC), and alarm capabilities) will be required for public water systems serving a population of 5000 or more (Schedule A MR 40/2007). Facilities using on-line analyzers must also maintain a portable instrument as a back up unit for treated water monitoring and for monitoring distribution system disinfectant residuals. All instruments used for disinfectant residual monitoring must be U.S. Environmental Protection Agency (EPA) approved and maintained in accordance with the manufacturer s instructions. Operators must maintain a record of instrument maintenance including calibration dates. Disinfectant Residual Recording and Reporting Operators must record and report the results of their disinfectant monitoring at the water treatment facility (25 MR 40/2007) on Monthly Disinfection Report forms provided by the Office of Drinking Water. Sample forms for disinfection along with instructions on their use are attached in Appendix B. Water system information, disinfectant residuals and compliance calculations must be entered on the form in the proper locations. Forms are available from your regional Drinking Water Officer or the Office of Drinking Water website: At the end of every month the original disinfection report must be forwarded to your regional Drinking Water Officer. This must be done within seven days of the month s end. A copy of the report must also be kept at the water treatment facility for at least 24 months (31.2 MR 40/2007). Operators must record and report disinfectant residual monitoring in the distribution system on the bacteriological laboratory sample submission form as noted in the instructions provided in Appendix C. In instances where monitoring indicates that adequate chlorine residuals are not being maintained, operators must complete a Corrective Action Report form identifying the actions taken to rectify the matter. These forms must be submitted to your regional Drinking Water Officer along with the Monthly Disinfection Report form. Corrective Action Report forms will be discussed in more detail in the Corrective Actions Reporting section of this document. The operator must immediately notify the Office of Drinking Water on recognizing a serious issue with the disinfection system, including but not limited to: Where no residual is detected in the treated water leaving the water treatment facility due to a mechanical failure or operational issue Where corrective actions have failed to resolve a low residual issue in the treated water leaving the water treatment facility (three consecutive low readings) 3

5 Where no residual is detected in the distribution system at the time of bacteriological sampling and the testing resulted in a positive total coliform count C. Disinfection Equipment Maintenance & Spare Parts Due to the importance of the disinfection process, water suppliers required to disinfect shall ensure that (19 MR 40/2007): (a) all equipment and machinery used for disinfection is maintained in effective working order; and (b) spare parts as may be necessary to ensure continuous disinfection in case of equipment or machinery failure are kept available for immediate use, including, if necessary, a spare chlorinator or disinfection unit. BACTERIOLOGICAL SAMPLING, SUBMISSION, AND INTERPRETATION Sampling of the treated and distributed water is required to confirm the absence of potential disease-causing bacteria. Provincial bacteriological standards are consistent with Health Canada s Guidelines for Canadian Drinking Water Quality (GCDWQ) as are the number and frequency of samples required to demonstrate compliance. A. Bacteriological Sampling Frequency and Locations Water suppliers must collect samples for bacteriological analysis by a certified laboratory (26.1 MR 40/2007). The number of samples required and the frequency of sampling depend on the size of the population being served as per Schedule A MR 40/2007. This information is summarized in Appendix A. For example, public water systems serving less than 5000 people are required to take one raw sample, one treated sample at the water treatment facility and one treated sample from the water distribution system (distribution sample) every two weeks. For Seasonal water systems, population is based on your average summer day. Your regional Drinking Water Officer will advise you on the frequency and number of samples required. Consistent with Schedule A MR 40/2007 (Appendix A) for the population being served, samples must be taken from the following locations (26.3 MR 40/2007): 1. Raw Water Sample: taken from the water source before any treatment or disinfection. A raw water sample tap must be provided at the water treatment facility. 2. Treated Water Sample: taken immediately after any required treatment, disinfection and contact time. A treated water sample tap must be provided at the water treatment facility or pumphouse that draws water from the treated water reservoir. 3. Distribution System Sample: taken from the required number of representative points, at random locations in the water distribution system. B. Bacteriological Sample Collection, Identification and Submission Bacteriological Sample Collection 4

6 Samples should be collected early in the week so there is enough time for transport and analysis. Bacteriological samples must be analyzed within 24 hours of collection for the results to be reliable. Bus express, air express, courier delivery or personal delivery should be used to reduce transport time. Regular mail service should not be used unless absolutely necessary. Bacteriological samples should be kept cool and insulated to preserve freshness and prevent freezing. Coordination of the sampling day and time with the transport schedule will minimize the standing time of samples and maximize the reliability of the results. Bacteriological Sample Identification To ensure proper reporting and compliance with regulatory requirements, a specific sample identification name must be used. The sample name must be entered on the sample bottle label. The sample name must include the common name of the water system followed by the sample number, a dash, and sample location, as shown in the example below: Summerland 1 Raw Summerland 2 Treated Summerland 3 Distribution *123 First Street *Clearly identify the location of the distribution system sample. Bacteriological Sample Submission The laboratory sample submission form (chain of custody) supplied by the laboratory must be used to submit bacteriological samples. Existing water systems will receive pre-printed forms from the laboratory accompanying shipments of sample bottles. The sample submission form will have much of the required information filled in already. New water systems will have to enter the information on the form until pre-printed forms are developed. Forms are available from your regional Drinking Water Officer or the Office of Drinking Water website: The public water system code (previously called the community code) or semi-public water system code must be entered on the laboratory submission form for data handling and billing purposes. If you are not sure of your code, contact your regional Drinking Water Officer. Samples must be analyzed by an accredited laboratory. The province contracts with an accredited laboratory for the provision of bacteriological analytical services and subsidizes the bacteriological analysis costs for public and semi-public water systems. The province does not subsidize bacteriological analytical services provided by other laboratories. To ensure that notification and reporting can be handled in an efficient and effective manner and to receive the subsidy pricing for analysis, all public and semi-public water systems must submit their routine bacterial water samples to the contract laboratory. Appendix C contains a sample laboratory submission (chain of custody) form for Manitoba s bacteriological contract laboratory and sampling procedures for collecting bacteriological samples. 5

7 C. Bacteriological Standards and Compliance Requirements Bacteriological Standards Consistent with Health Canada s GCDWQ, Manitoba s public and semi-public water systems are required to test for Total Coliform (TC) and E. coli (EC) bacteria. The maximum acceptable concentration is no coliforms detectable per 100 ml. All public and semi-public water systems must ensure that all treated and distributed water meets the following bacteriological standards (3.1 MR 41/2007): (a) less than one E. coli detectable per 100 ml; and (b) less than one total coliform detectable per 100 ml. Bacteriological Compliance Requirements Bacterial compliance requirements are described in full in Schedule A of MR 41/2007. Operators are encouraged to familiarize themselves with that information. Because total coliform bacteria (TC) are not uniformly distributed in water and are not a direct indicator of disease-causing organisms, there is some allowance for the presence of total coliforms in treated and distributed water samples when a routine monitoring program is in place. These factors are reflected in the non-compliance conditions identified below for treated water samples including distribution system samples: (a) if any treated water sample contains EC (b) if any treated water sample contains more than 10 TC per 100 ml (c) if consecutive treated water samples from the same sampling location test positive for TC (d) if the number of samples taken in a four week period or in a month: (i) is 10 or more, and the analyses show that more than 10% of these samples tested positive for TC or; (ii) is fewer than 10, and the analyses show that two or more of these samples tested positive for TC Upon being notified of or identifying any of the above noted conditions, the operator must immediately notify the Office of Drinking Water. Where a sample is found to have a total coliform (TC) reading of 1 to 10 per 100 ml and the above noted conditions do not exist, the operator must undertake the following corrective actions to remain in compliance with the bacteriological standard (Sections 2 and 3, Schedule A MR 41/2007): Verify that the required disinfectant residual is present, if not, increase as necessary Retest at the same sample point(s) as initial positive(s) 6

8 *Continue testing at that site(s) until you receive two consecutive negative samples (minimum of 24 hours between samples). Depending on the results of the re-samples, consideration should be given to sampling upstream and downstream of the affected location as well as at the water treatment facility to identify the problem area. If the TC levels found in any resample do not meet the TC standard, but no EC, high readings, or multiple positive samples have been detected notify your regional Drinking Water Officer as soon as the result is received. By undertaking this action you will remain in compliance. Then, unless otherwise directed by the Drinking Water Officer undertake one or more of the following actions, whichever are most appropriate for your water system: a. flush water lines b. clean impacted reservoirs and tanks c. evaluate treatment processes and distribution system to identify problem areas d. implement treatment changes to correct problem e. continue testing as per * above Complete a Corrective Action Report form (see Appendix D). Attach a copy of the both the initial and resample Laboratory Analysis Reports to the Corrective Action Report form and send these along with the Monthly Disinfection Report form to the Drinking Water Officer. Corrective Action Forms are discussed in more detail in the final section of this document, the Corrective Actions Reporting section. TURBIDITY MONITORING All public water systems that use surface water or GUDI as their water source must ensure that all treated water meets specified turbidity standards (6.1 MR 41/2007) and that appropriate monitoring and reporting programs are in place to demonstrate compliance with the standard. As with disinfectant residuals, turbidity levels must be tested at specified intervals and the test results recorded and reported. Turbidity is to be measured in Nephelometric Turbidity Units (NTU) consistent with the Guidelines for Canadian Drinking Water Quality. A. Turbidity Standards The following turbidity standards must be met in water entering the treated water reservoir or leaving each particulate filter. Turbidity standards are related to the filtration technology used for turbidity control. Please note that operators should always attempt to maintain turbidity levels as low as possible despite the turbidity standard being applied to their filtration system. (a) For water treatment facilities using chemically assisted rapid gravity filtration (i.e. the use of coagulants or polymers upstream of the filters), turbidity levels must: i) be less than or equal to 0.3 NTU in at least 95% of the measurements made in a month where measurements are taken using a portable or bench-top turbidimeter, or 7

9 ii) be less than or equal to 0.3 NTU at least 95% of the time in a month where measurements are taken using an on-line continuous turbidimeter; and iii) not exceed 0.3 NTU in any two consecutive measurements where measurements are taken using a portable or bench-top turbidimeter, or iv) not exceed 0.3 NTU for more than 12 continuous hours where measurements are taken using an on-line continuous turbidimeter; and v) not exceed 1.0 NTU at any time (b) For water treatment facilities using membrane filtration, turbidity levels must: i) be less than or equal to 0.1 NTU in at least 99% of the measurements made in a month where measurements are taken using a portable or bench-top turbidimeter, or ii) be less than or equal to 0.1 NTU at least 99% of the time in a month where measurements are taken using an on-line continuous turbidimeter; and iii) not exceed 0.3 NTU at any time (c) For water treatment facilities using slow sand filtration, turbidity levels must: i) be less than or equal to 1.0 NTU in at least 95% of the measurements made in a month where measurements are taken using a portable or bench-top turbidimeter, or ii) be less than or equal to 1.0 NTU at least 95% of the time in a month where measurements are taken using an on-line continuous turbidimeter; and iii) not exceed 1.0 NTU in any two consecutive measurements where measurements are taken using a portable or bench-top turbidimeter, or iv) not exceed 1.0 NTU for more than 12 continuous hours where measurements are taken using an on-line continuous turbidimeter; and v) not exceed 3.0 NTU at any time (d) Turbidity standards associated with filtration technologies other than those described above will be determined by the Office of Drinking Water. (e) Turbidity standards for semi-public water systems will be specified in the operating licence for the water system. 8

10 B. Turbidity Monitoring Equipment Turbidity monitoring can be undertaken using portable, bench-top or on-line turbidimeters. By 2012 continuous monitoring (including SCADA/PLC, and alarm capabilities) will be required for public water systems serving a population of more than 5,000 (27.1 MR 40/2007). Facilities using on-line turbidimeters must also maintain a portable or bench top turbidimeter as a back up unit for treated water monitoring and for monitoring distribution system turbidities. All instruments used for turbidity monitoring must be U.S. Environmental Protection Agency (EPA) approved and maintained in accordance with the manufacturer s instructions. Operators must maintain a record of instrument maintenance including calibration dates. C. Turbidity Recording and Reporting Operators must record and report the results of their turbidity monitoring program on Monthly Turbidity Monitoring Report forms provided by the Office of Drinking Water. Sample forms for portable/bench-top and on-line turbidimeters along with instructions on their use are attached in Appendix E. Water system information, turbidity measurements and compliance calculations must be entered on the form in the proper locations. Forms are available from your regional Drinking Water Officer or the Office of Drinking Water website: At the end of each month the Monthly Turbidity Monitoring Report form must be forwarded to the regional Drinking Water Officer. This must be done within seven days of the month s end. A copy of the form must also be kept at the water treatment facility for at least 24 months. In instances where monitoring indicates that the turbidity standard is exceeded, operators must complete a Corrective Action Report form. These forms must be submitted to the regional Drinking Water Officer along with the monthly turbidity monitoring report. Corrective action forms are discussed in more detail in the last section of this document, the Corrective Actions Reporting section. The operator must immediately notify the Office of Drinking Water on recognizing a serious issue with the turbidity control (filtration) system, including but not limited to: Where turbidity exceeding the not to exceed standard for the water system is detected in the treated water leaving the filters or the water treatment facility due to a mechanical failure or operational issue Where corrective actions have failed to resolve a minor turbidity exceedence in the treated water leaving the filter(s) or the water treatment facility Where a high turbidity (above 5 NTU) is detected in the distribution system at the time of bacteriological sampling and the testing resulted in a positive total coliform count 9

11 CORRECTIVE ACTIONS REPORTING Operators are required to complete a Corrective Action Report form (Appendix D) whenever there is a routine variation from normal operations. For example, if the chlorine residual at the water treatment facility was measured as 0.3 mg/l, the operator would fill out a Corrective Action Report form indicating that they increased the chlorine feed and subsequent readings confirmed that the chlorine concentration had increased. The purpose of completing the Corrective Action Report form is to document the incident, the corrective actions taken, and the results of the corrective actions. Completing the Corrective Action Report form serves the following purposes: Provides the Office of Drinking Water with a record of corrective actions taken by a water system so that compliance can be established Demonstrates due diligence on behalf of the operator Increases public confidence in the water system if it can be demonstrated that timely and effective actions were taken when a problem occurred Serves as a record of issues related to a particular water system so that longer term remedial actions can be put in place where required Provides justification when funding requests are made to remediate a recurring problem. Corrective Action Report forms are required for all deviations from the bacteriological and turbidity standards and the minimum required chlorine residuals stipulated in the regulations or in a water system s operating licence. However, given the wide variance in raw water quality and treatment capabilities associated with the province s public and semi-public water systems, the regional Drinking Water Officer has the discretion to stipulate the conditions for which Corrective Action Report forms will be required for a particular water system. Corrective Action Report forms are available from your regional Drinking Water Officer or the Office of Drinking Water website: The forms must be submitted at the end of each month along with the Monthly Disinfection or Turbidity Report forms (where applicable). A copy of the form must also be kept at the water treatment facility for at least 24 months. 10

12 EMERGENCY REPORTING While monthly reports provide a summary of water system performance, there are circumstances for which the operator must immediately notify the Office of Drinking Water. These conditions include but not limited to: If no disinfectant residual is detected in the treated water leaving the water treatment facility due to a mechanical failure or operational issue If corrective actions have failed to resolve a low disinfectant residual issue in the treated water leaving the water treatment facility (three consecutive low readings) If no disinfectant residual or high turbidity (greater than 5 NTU) is detected in the water distribution system at the time of bacteriological sampling and the testing resulted in a positive total coliform If any treated (or distribution system) water sample contains EC If any treated (or distribution system) water sample contains more than 10 TC per 100 ml If consecutive samples from the treated water sample tap or the same distributed water sampling location test positive for TC If the number of samples taken in a four week period or in a month: (a) is 10 or more, and the analyses show that more than 10% of these samples tested positive for TC or; (b) is fewer than 10, and the analyses show that two or more of these samples tested positive for TC If turbidity exceeds the not to exceed value associated with your treatment facility (e.g., 1.0 NTU for chemically assisted filtration, 0.3 NTU for membrane filtration, and 3.0 NTU for slow sand filtration) If corrective actions have failed to resolve a minor turbidity exceedence in water leaving the filters or the water treatment facility (e.g., 0.3 NTU for chemically assisted filtration, 0.1 NTU for membrane filtration, and 1.0 NTU for slow sand filtration) If lengthy shut-downs or repairs, or equipment failure (e.g., distribution pump failure) are expected to result in the inability to supply water or depressurization of the water distribution system. Lengthy disruptions in the water supply can pose a significant health concern. Such a condition leaves the public without water for hygienic and consumption use, and leaves the water system vulnerable to contamination from backflow because of a loss of pressure. 11

13 Appendix A (Schedule A - MR 40/2007) 12

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16 Appendix B (Disinfection Reports) 15

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18 Monthly Chlorination Report Portable Instruments This document is intended to provide guidance for completing the attached Monthly Chlorination Report for portable instruments. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. The explanation for each numbered item is as follows: Water System Information Area 1. Water System; refers to the common name of the water system, co-operative, campground, etc. 2. Water System Code; refers to the community code assigned to the water system by the Office of Drinking Water. 3. Month; circle the month the measurements were taken in. 4. Year; complete the year i.e Operator-in-Charge; refers to the senior/supervising operator or one who has been designated as such. 6. Type of Measurement Device (check box); check the box that applies to the type of instrument you are using to measure the chlorine residual; Colorwheel or Electronic. Chlorine Residuals Recording Area Date; for your convenience, this column has been entered by default. 7. Time; the time the measurement was taken. 8. Operator Initials; initials of the operator who took the measurement. 9. Chlorine Residual in mg/l; record the Free chlorine residual and Total chlorine residual measurements in the appropriate column. 10. Comments; this area can be used for recording chlorine mixing dates or dosage changes, noting that a Corrective Action Report form will be submitted, or making other comments related to the disinfection system for your use or for your regional Drinking Water Officer. Summary Area 11. Total Number of Measurements, A; refers to the total number of measurements taken in the respective month. Minimum Free Chlorine Standard; (entered by default) as per regulations, all systems must ensure a minimum free chlorine residual of 0.5 mg/l leaving the water treatment facility to 17

19 ensure adequate disinfection of the water that will result in a measurable free chlorine residual at the furthest point in the distribution system. 12. Number (of Measurements) Meeting Standard, B; refers to the total number of measurements taken in the respective month that are greater than or equal to the free chlorine standard. 13. Compliance, C=B/A x 100%; refers to the percent compliance with the free chlorine standard, i.e., what percentage of measurements taken met the free chlorine standard. 14. Total number of Days in this Month, D; refers to the number of days in the respective month. 15. Compliance with Monitoring Frequency, E = A/D x 100%; refers to the percent compliance with regard to monitoring frequency. 16. Submitted by (Print); refers to the printed name of the operator who completed and submitted the form to the regional Drinking Water Officer. 17. Signature; refers to the signature of the operator who completed and submitted the form to the regional Drinking Water Officer. Distribution of Form Once the summary has been completed, make a photocopy of the completed form for your records and submit the original copy to your regional Drinking Water Officer. The reports must be received by the Drinking Water Officer no later than 7 days after the end of each month. You are required to keep these reports on-site for 24 months and may be asked to produce the reports during inspections. 18

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21 Monthly Chlorination Report On-line Instrument This document is intended to provide guidance for completing the attached Monthly Chlorination Report Form for on-line instruments. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. The explanation for each numbered item is provided below. Online monitoring systems can vary greatly in their analytical capabilities depending on the sophistication of the Supervisory Control and Automated Data Acquisition (SCADA) and Programmable Logic Controller (PLC) systems that are in place. The Regional Drinking Water Officer can advise you on the appropriate columns and data to fill in. Water System Information Area 1. Water System; refers to the common name of the water system, co-operative, campground, etc. 2. Water System Code; refers to the community code assigned to the water system by the Office of Drinking Water. 3. Month; circle the month the measurements were taken in. 4. Year; complete the year i.e Operator-in-Charge; refers to the senior/supervising operator or one who has been designated as such. Chlorine Measurements Recording Area Note: If the on-line instrument(s) malfunction or are taken off-line for an extended period of time, revert to measurements taken using a portable instrument at the same location as the on-line instrument. Portable (hand-held) measurements should be placed in the Avg. column (Column 8). Place a P in the Min. column (Column 9) to indicate that a portable measurement was taken. Date; for your convenience, this column has been entered by default. 6. Operator Initials; initials of the operator who took the measurement. 7. Confirmatory Results in mg/l; the confirmatory measurement taken by a portable (hand-held) instrument at a frequency specified by the regional Drinking Water Officer. 8. Average Readings of Free Chlorine in mg/l; the calculated average of all of the measurements taken by the analyzer that day. 9. Minimum Readings of Free Chlorine in mg/l; the calculated minimum of all of the measurements taken by the analyzer that day. 20

22 How and where chlorine residual measurements are recorded depends on the capabilities of your SCADA and PLC systems: If your SCADA/PLC system is fully programmed to carry out analysis of the data, record the average free chlorine and minimum free chlorine measurement taken each day in Columns 8 and 9. E.g., if the analyzer took 288 measurements on May 1 (one every 5 minutes for 24 hours that day), the SCADA/PLC should calculate and record the average and the minimum of these 288 measurements. If your SCADA/PLC system allows only graphing or plotting of the data, record the estimated average in Column 8 and the estimated minimum value in Column 9 from examining the plot or graph. If your control system does not have data analysis or plotting capabilities, record the observed daily free chlorine residual from the analyzer display in Column 8. If your control system is programmed to produce an alarm on a low reading and an alarm occurs on a particular day, note this in Column 9 by indicating the alarm set-point level followed by Alarm (e.g., 0.5 mg/l[alarm]). Summary Area 10. Total Number of Measurements, A; refers to the total number of measurements recorded in the respective month. If your SCADA/PLC system is fully programmed to carry out analysis of the data, record the total number of measurements taken by the analyzer that month in Column 8 and 9 (e.g., 12 measurements per hour (one every 5 minutes) 24 hours per day 31 days in the month = 8928 measurements). If your SCADA/PLC system allows only graphing or plotting of the data, record the total number of values in Column 8 (total number of days readings were recorded) and then in Column 9 (total number of days readings were recorded); (e.g., 31 and 31). If your control system does not have SCADA/PLC data analysis or plotting capabilities, record the total number of values in Column 8 and count and record the number of days the alarm set point level was reached in Column 9 (e.g., 31, 1). Minimum Free Chlorine Standard; (entered by default) as per regulations, all systems must ensure a minimum free chlorine residual of 0.5 mg/l leaving the water treatment facility to ensure adequate disinfection of the water that will result in a measurable free chlorine residual at the furthest point in the distribution system. 11. Number of Measurements Meeting Standard, B; refers to the total number of measurements taken in the respective month that are greater than or equal to the free chlorine standard. 21

23 If your SCADA/PLC system is fully programmed to carry out analysis of the data, record the total number of measurements taken by the analyzer that month that met the standard (e.g., 8800 of the 8928 measurements were greater than or equal to 0.5 mg/l). If your SCADA/PLC system allows only graphing or plotting of the data, record the number of values listed in Column 8 and in Column 9 that met the standard (e.g., 31 and 31). If your control system does not have SCADA/PLC data analysis or plotting capabilities, record the total number of values listed in Column 8 that met the standard (e.g., 31). If your system alarms on a low residual, record the total number of days on which an alarm did not occur in Column 9 (e.g., if there was an alarm on May 1, record 30). 12. Compliance, C=B/A x 100%; refers to the percent compliance with the free chlorine standard in the respective month, i.e., what percentage of measurements taken met the free chlorine standard (e.g., 8800/ % = 98.6% or 30/31 100% = 96.8%). 13. Submitted by (Print); refers to the printed name of the operator who completed and submitted the form to the regional Drinking Water Officer. 14. Signature; refers to the signature of the operator who completed and submitted the form to the regional Drinking Water Officer. Distribution of Form Once the summary has been completed, make a photocopy of the completed form for your records and submit the original copy to your regional Drinking Water Officer. The reports must be received by the Drinking Water Officer no later than 7 days after the end of each month. You are required to keep these reports on-site for 24 months and may be asked to produce the reports during inspections. 22

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25 Monthly Chloramination Report Portable Instruments This document is intended to provide guidance for completing the attached Monthly Chloramination Report for portable instruments. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. The explanation for each numbered item is as follows: Water System Information 1. Water System; refers to the common name of the water system, co-operative, campground, etc. 2. Water System Code; refers to the community code assigned to the water system by the Office of Drinking Water. 3. Month; circle the month the measurements were taken in. 4. Year; complete the year i.e Operator-in-Charge; refers to the senior/supervising operator or one who has been designated as such. 6. Type of Measurement Device (check box); check the box that applies to the type of instrument you are using to measure the Monochloramine residual; Colorwheel or Electronic. Monochloramine Residuals Recording Area Date; for your convenience, this column has been entered by default. 7. Time; the time the measurement was taken. 8. Operator Initials; initials of the operator who took the measurement. 9. Disinfectant Residual in mg/l; record the daily Monochloramine measurement (as monochloramine (NH 2 CL)) in the appropriate column. On a weekly basis, measure and record the Free and Total chlorine residuals. This information can be used to establish the type of chloramines being produced. Summary 10. Total Number of Measurements, A; refers to the total number of measurements taken in the respective month. Minimum Monochloramine Standard; (entered by default) as per regulations, all systems must ensure a minimum monochloramine residual of 1.0mg/L NH 2 CL leaving the water treatment facility to ensure adequate disinfection of the water that will result in a measurable residual at the furthest point in the distribution system. 24

26 11. Number (of Measurements) Meeting Standard, B; refers to the total number of measurements taken in the respective month that are greater than or equal to the Monochloramine standard. 12. Compliance, C=B/A x 100%; refers to the percent compliance with the Monochloramine standard, i.e., what percentage of measurements taken met the Monochloramine standard. 13. Number of Days in this Month, D; refers to the number of days in the recording month. 14. Compliance, E = A/D x 100%; refers to the percent compliance with regard to monitoring frequency. 15. Submitted by (Print); refers to the printed name of the operator who completed and submitted the form to the regional Drinking Water Officer. 16. Signature; refers to the signature of the operator who completed and submitted the form to the regional Drinking Water Officer. Distribution Once the summary has been completed, make a photocopy of the completed form for your records and submit the original copy to your regional Drinking Water Officer. The reports must be received by the Drinking Water Officer no later than 7 days after the end of each month. You are required to keep these reports on-site for 24 months and may be asked to produce the reports during inspections. 25

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28 Monthly Chloramination Report Online Instrument This document is intended to provide guidance for completing the attached Monthly Chloramination Report for online instruments. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. The explanation for each numbered item is provided below. Online monitoring systems can vary greatly in their analytical capabilities depending on the sophistication of the Supervisory Control and Data Acquisition (SCADA) and Programmable Logic Controller (PLC) systems that are in place. The Regional Drinking Water Officer can advise you on the appropriate columns and data to fill in. Water System Information Area 1. Water System; refers to the common name of the water system, co-operative, campground, etc. 2. Water System Code; refers to the community code assigned to the water system by the Office of Drinking Water. 3. Month; circle the month the measurements were taken in. 4. Year; complete the year i.e Operator-in-Charge; refers to the senior/supervising operator or one who has been designated as such. Chloramination Measurements Recording Area Note: If the on-line instrument(s) malfunction or are taken off-line for an extended period of time, revert to measurements taken using a portable instrument at the same location as the on-line instrument. Portable (hand-held) measurements should be placed in the Avg. column (Column 9). Place a P in the Min. column (Column 10) to indicate that a portable measurement was taken. Date; for your convenience, this column has been entered by default. 6. Operator Initials; initials of the operator who took the measurement. On a weekly basis, measure and record the Free and Total chlorine residuals. This information can be used to establish the type of chloramines being produced. 7. Free Chlorine Residual mg/l; the free chlorine residual measurement. 8. Total Chlorine Residual mg/l; the total chlorine residual measurement. 27

29 9. Average Monochloramine mg/l; the calculated average of all of the measurements taken by the analyzer that day. 10. Minimum Monochloramine mg/l; the calculated minimum of all of the measurements taken by the analyzer that day. How and where chloramine residual measurements are recorded depends on the capabilities of your SCADA and PLC systems: If your SCADA/PLC system is fully programmed to carry out analysis of the data, record the average monochloramine and minimum monochloramine measurement taken each day in Columns 9 and 10. E.g., if the analyzer took 288 measurements on May 1 (one every 5 minutes for 24 hours that day), the SCADA/PLC should calculate and record the average and the minimum of these 288 measurements. If your SCADA/PLC system allows only graphing or plotting of the data, record the estimated average in Column 9 and the estimated minimum value in Column 10 from examining the plot or graph. If your control system does not have data analysis or plotting capabilities, record the observed daily monochloramine residual from the analyzer display in Column 9. If your control system is programmed to produce an alarm on a low reading and an alarm occurs on a particular day, note this in Column 10 by indicating the alarm set-point level (e.g., 1.0 mg/l[alarm]). 11. Monochloramine Confirmatory Results mg/l; the confirmatory measurement taken by a portable (hand-held) instrument at a frequency specified by the regional Drinking Water Officer. Summary Area 12. Total Number of Measurements, A; refers to the total number of measurements recorded in the respective month. If your SCADA/PLC system is fully programmed to carry out analysis of the data, record the total number of measurements taken by the analyzer that month in Column 9 and 10 (e.g., 12 measurements per hour (one every 5 minutes) 24 hours per day 31 days in the month = 8928 measurements). If your SCADA/PLC system allows only graphing or plotting of the data, record the total number of values in Column 9 (total number of days readings were recorded) and then in Column 10 (total number of days readings were recorded); (e.g., 31 and 31). If your control system does not have SCADA/PLC data analysis or plotting capabilities, record the total number of values in Column 9 and count and record the number of days the alarm set point level was reached in Column 10 (e.g., 31, 1). Minimum Monochloramine Standard; (entered by default) as per regulations, all systems must ensure a minimum monochloramine residual of 1.0 mg/l NH 2 CL leaving the water 28

30 treatment facility to ensure adequate disinfection of the water that will result in a measurable residual at the furthest point in the distribution system. 13. Number (of Measurements) Meeting Standard, B; refers to the total number of measurements taken in the respective month that are greater than or equal to the monochloramine standard. If your SCADA/PLC system is fully programmed to carry out analysis of the data, record the total number of measurements taken by the analyzer that month that met the standard (e.g., 8800 of the 8928 measurements were greater than or equal to 1.0 mg/l). If your SCADA/PLC system allows only graphing or plotting of the data, record the number of values listed in Column 9 and in Column 10 that met the standard (e.g., 31 and 31). If your control system does not have SCADA/PLC data analysis or plotting capabilities, record the total number of values listed in Column 9 that met the standard (e.g., 31). If your system alarms on a low residual, record the total number of days on which an alarm did not occur in Column 10 (e.g., if there was an alarm on May 1, record 30). 14. Compliance, C=B/A x 100%; refers to the percent compliance with the monochloramine standard in the respective month, i.e., what percentage of measurements taken met the monochloramine standard (e.g., 8800/ % = 98.6% or 30/31 100% = 96.8%). 15. Submitted by (Print); refers to the printed name of the operator who completed and submitted the form to the regional Drinking Water Officer. 16. Signature; refers to the signature of the operator who completed and submitted the form to the regional Drinking Water Officer. Distribution of Form Once the summary has been completed, make a photocopy of the completed form for your records and submit the original copy to your regional Drinking Water Officer. The reports must be received by the Drinking Water Officer no later than 7 days after the end of each month. You are required to keep these reports on-site for 24 months and may be asked to produce the reports during inspections. 29

31 Appendix C (Bacteriological Submission Form) 30

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33 Submission Form for Water Systems Bacteria Sampling Only This document is intended to provide guidance for completing the attached ALS Laboratory Group Water System Bacteria Sampling Only sample submission form. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. The explanation for each numbered item is as follows: Required Information The information indicated by an asterisk * should be entered by default on the form for your specific water system. If any of the information is not complete or is incorrect, provide the correct information in the area provided on the form (# 18) and the laboratory will make the necessary changes: 1. * ODW Code; refers to the community/establishment code assigned to the water system by the Office of Drinking Water 2. Date Sampled; refers to the date that the samples were taken. 3. Time Sampled; refers to the time the samples were taken, please indicate AM or PM if not referencing the 24 hour clock or military time. 4. Is the system under a boil water advisory YES/NO; Circle YES if the water system was under a boil water advisory at the time of sampling. 5. Emergency Contact Name phone number; refers to the name and after hours or cell phone number(s) of the emergency contact person(s). There are two areas where emergency contact person(s) should be identified. 6. Sampler s Signature; refers to the person who took the water samples. 7. Is this a re-sample? YES/NO; Circle only if the samples submitted are re-samples, i.e. in case of confirmatory samples. Water System Information 8. * Water Supply Name; refers to the common name of the water system, co-operative, campground, etc. 9. * Contact Name; refers to the operator-in-charge; i.e. the person receiving the report and the person who is deemed the primary contact in the event of a positive result. 10. * Phone; refers to the water system contact s phone number 32

34 11. * addresses; refers to the address of the primary contact as well as any other individuals that you wish to receive a copy of the bacterial report. For example, shift operators should receive a copy of all results. 12. * Street Address/ City/Town /Postal Code; refers to the water system s mailing address. 13. * FAX; refers to the water system s fax number. 14. * Customer Number; refers to the unique ALS client number WP### Office of Drinking Water Information 15. * Regional Drinking Water Officer; refers to the Drinking Water Officer designated for your water system. 16. * MB Approval ID; refers to a unique approval number issued to water systems by the Office of Drinking Water. 17. * Phone; refers to the regional Drinking Water Officer s phone number 18. Additional Notes (e.g. any information incorrect on form); complete this area when the pre-printed information is incorrect, or if you require additional bottles or submission forms. Sample Identification Area Faction; For laboratory use only. 19. * Sample Identification; To ensure proper reporting and compliance with regulatory requirements, a specific sample identification names have been developed. The sample name must be written on the sample bottle label. The sample name must include the common name of the water system followed by the sample number, a dash, and sample location, as shown in the example below: Summerland 1 Raw Summerland 2 Treated Summerland 3 Distribution 123 First Street 20. Free and Total Chlorine; periodic testing of disinfection residuals within the distribution system is a regulatory requirement. Residual measurements are to be taken and recorded at the same time and location(s) as bacteriological sampling. 21. * Analysis; Provincial Bacteriological Subsidy Program analysis is TC, EC-QT151-WP. Other bacterial analysis can be indicated, i.e. Heterotrophic Plate Count (HPC). 33

35 Distribution of Form Once the samples have been taken, please review the form to ensure that the information provided on the form is correct. If using the pre-printed submission forms, retain the top copy for your records. The additional copies must accompany the water samples to the laboratory. If submission form is obtained from the Office of Drinking Water web site, please review the form to ensure the information is correct and make a photocopy of the form for your records. Submit water samples and the original copy of the form to ALS Laboratory Group. The samples must be received by ALS within 24 hours of the time of sampling. 34

36 Appendix D (Corrective Action Report) 35

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38 Corrective Action Report This document is intended to provide guidance for completing the attached Corrective Action Report form. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. In some instances the applicable regulatory sections have been identified (e.g., 21(1) MR 40/2007 refers to the section 21(1) of the Drinking Water Safety Regulation that deals with disinfection residuals). The explanation for each numbered item is as follows: Water System Information 1. Water System; refers to the common name of the water system, co-operative, etc. 2. Water System Code; refers to the community code assigned to the water system by the Office of Drinking Water. 3. Location of Non-Compliance Incident (ex. Water Plant); refers to the site where the non-compliance incident recorded on the form occurred, i.e. Joe s Diner, 123 Main St. 4. Operator; name of the operator who is reporting the incident. 5. Signature; refers to the signature of the operator who is reporting the incident. Non-Compliance Reporting Area 6. Type of Non-Compliance Incident; check the type of non-compliance incident being reported. Types of non-compliant incidents are: a. Low disinfectant residual leaving the treated water reservoir, 21(1) MR 40/2007 (e.g., less than 0.5 mg/l free chlorine residual) b. Low disinfectant residual in the distribution system, 22 MR 40/2007 (e.g., less than 0.1 mg/l free chlorine residual) c. Filtered water turbidity exceeding the operational turbidity standard, 6(1) MR 41/2007 (e.g., 0.3 NTU for chemically assisted filtration). d. Low positive total coliform (< 10 per 100mL), 3(1) MR 41/2007 e. Other please specify 7. Initial Test Results; refers to the initial test results that caused the non-compliance incident. If it is a bacterial positive incident, write attached and attach a copy of the initial laboratory analysis results to the report. 8. Date; refers to the date that the non-compliance incident occurred. The date of the non-compliant incident should be the same date the report is prepared. 37

39 9. Description of Corrective Actions Taken; a detailed account of the corrective action(s) taken to address the non-compliance incident. Attach additional sheets if required. Where the non-compliance issue is related to a bacteriological result, the actions should be consistent with Schedule A, Corrective Action for Failure to Comply with a Bacteriological Standard of MR 41/ Test Results after Corrective Actions; refers to the re-test results after the corrective action was undertaken If bacterial, write attached and attach a copy of the re-sample test results to the report. 11. Date; refers to the date that the corrective action was undertaken, or the date the re-samples were received. Distribution Once the form has been reviewed and is complete, make a photocopy of the completed form and attached test results (if applicable) for your records. The original form and attachments (if applicable) must be forwarded to your regional Drinking Water Officer with your Monthly Disinfection or Turbidity Monitoring Report(s). The reports must be received by the Drinking Water Officer no later than 7 days after the end of each month. You are required to keep these reports on-site for 24 months and may be asked to produce the reports during inspections. The Operator-In-Charge must review and initial the form prior to it being submitted. 38

40 Appendix E (Turbidity Reports) 39

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42 Monthly Turbidity Monitoring Report Portable Instrument This document is intended to provide guidance for completing the attached Monthly Turbidity Monitoring Report for portable instruments. A copy of the form is attached for reference purposes. Note that each item on the form has been numbered. The explanation for each numbered item is provided below. Water System Information Area 1. Water System; refers to the common name of the water system, co-operative, campground, etc. 2. Water System Code; refers to the community code assigned to the water system by the Office of Drinking Water. 3. Month; circle the month the measurements were taken in. 4. Year; complete the year i.e Operator-in-Charge; refers to the senior/supervising operator or one who has been designated as such. Turbidity Measurements Recording Area Date; for your convenience, this column has been entered by default. 6. Time; the time the measurement was taken. 7. Operator Initials; initials of the operator who took the measurement. 8-11; Items 8 through 11 relate to the locations where turbidity measurements are taken for compliance purposes. These locations may vary between facilities depending on treatment and piping configurations. As a result, you may not be required to measure turbidity at each of the locations identified on the form. Your Drinking Water Officer can direct you in that regard. 8. Raw Water; the turbidity measurement of the raw water. 9. Filter #1; the turbidity measurement taken after filter 1 prior to additional treatment, disinfection or combining with other filter effluent. 10. Filter #2; the turbidity measurement taken after filter 2 prior to additional treatment, disinfection or combining with other filter effluent. If your water system has more than 2 filters, attach an additional form. 11. Entering Reservoir; the turbidity measurement of the water entering the reservoir. This measurement could be of the combined filter effluent. 41

43 12. Leaving Reservoir; the turbidity measurement of the water leaving the reservoir or entering the distribution system. This value can be used for indicating when the reservoir requires cleaning. It is not a compliance measurement and would not normally be required to be undertaken daily. Monthly measurements would suffice in most cases. Summary Area 13. Total Number of Measurements Taken, A; refers to the number of measurements taken that month for each treated water column (Columns 9 through 11). 14. Turbidity Standard for Monitoring Location (NTU), refers to the water system s specific turbidity standard (e.g., 0.3 NTU for chemically assisted filtration, 0.1 NTU for membrane filtration, and 1.0 NTU for slow sand filtration or as specified by the Office of Drinking Water). 15. Number of Measurements Meeting Standard, B; refers to the number of samples within a specific treated water column (Columns 9 through 11) taken during the recording month that are less than or equal to the specific turbidity standard. 16. Compliance with Turbidity Standard, C=B/A x 100%; refers to the percent compliance with the turbidity standard, i.e., the percentage of measurements taken that met the turbidity standard. For most filtration systems, the turbidity standard must be met in at least 95% of the measurements taken; for membrane filtration, the standard must be met in at least 99% of the measurements taken. 17. Total Number of Days in this Month, D; refers to the number of days in the recording month. 18. Compliance with Monitoring Frequency, E = A/D x 100%; refers to the percent compliance with regard to monitoring frequency. 19. Submitted by (Print); refers to the printed name of the operator who completed and submitted the form to the regional Drinking Water Officer. 20. Signature; refers to the signature of the operator who completed and submitted the form to the regional Drinking Water Officer. Distribution of Form Once the summary has been completed, make a photocopy of the completed form for your records and submit the original copy to your regional Drinking Water Officer. The reports must be received by the Drinking Water Officer no later than 7 days after the end of each month. You are required to keep these reports on-site for 24 months and may be asked to produce the reports during inspections. 42

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