DRINKING WATER QUALITY MANAGEMENT SYSTEM OPERATIONAL PLAN

Transcription

1 DRINKING WATER QUALITY MANAGEMENT SYSTEM OPERATIONAL PLAN Revision 14 January 4, 2016 Prepared by: Operating Authority The City of St. Thomas Environmental Services Department Owner: Township of Southwold Page 1 of 14

2 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes TABLE OF CONTENTS 1. Quality Management System Preface Ownership and Operation 2. Quality Management System Policy 3. Commitment and Endorsement 4. Quality Management System Representative 5. Document and Records Control 6. Drinking-Water System 7. Risk Assessment 8. Risk Assessment Outcomes 9. Organizational Structure, Roles, Responsibilities and Authorities 10. Competencies 11. Personnel Coverage 12. Communications 13. Essential Supplies and Services 14. Review and Provision of Infrastructure 15. Infrastructure Maintenance, Rehabilitation and Renewal 16. Sampling, Testing and Monitoring 17. Measurement and Recording Equipment Calibration and Maintenance 18. Emergency Management 19. Internal Audits 20. Management Review 21. Continual Improvement LIST OF APPENDICES Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Appendix J Quality Management System Policy Document Control Procedure Intranet Filing of Documents and Records Procedure Record Control Procedure Record Retrieval Form System Overview Schematics Process Flow Charts Mapping of the Distribution System Hazard Analysis and Critical Control Point Procedure Low Pressure Control Procedure Discolouration Prevention Procedure Disinfection Control For Repairs Procedure Backflow Prevention Control Procedure Hazard Analysis Spreadsheet Organizational Structure, Roles, Responsibilities and Authority Procedure Competencies Procedure Operator Competence Form Training Report Form Personnel Coverage Procedure Communications Procedure Essential Supplies and Services New Construction Sign-off Form Contractor and Supplier Sign-off Form Page 2 of 14

3 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes Appendix K Appendix L Appendix M Appendix N Appendix O Appendix P Appendix Q Infrastructure Maintenance, Rehabilitation and Renewal Procedure Sampling, Testing and Monitoring Procedure Measurement and Recording Equipment Calibration and Maintenance Procedure Emergency Management Procedure Internal Auditing Procedure Management Review Procedure Continual Improvement Procedure Corrective and Preventative Action Form 1. Quality Management System Preface This Operational Plan describes the content of the Drinking Water Quality Management System (DWQMS) in place for the Township of Southwold Water Distribution System (TSWDS) in the Lynhurst Area. The contents of this Operational Plan are based upon the requirements of the Drinking Water Quality Management Standard: a) To facilitate the Operating Authority s ability to consistently produce and/or deliver drinking water that meets applicable legislative, regulatory and Owner requirements and b) To enhance consumer protection through the effective application and continual improvement of the Quality Management System. Abbreviations DWQMS Drinking Water Quality Management System TSWDS Township of Southwold Water Distribution System Lynhurst Area QC Quality Coordinator, also known as the Manager Sewer & Water QMS Representative Quality Management System Representative OA Operating Authority, the current authority operating the Township of Southwold Water Distribution System Lynhurst Area Owner The Township of Southwold CCP Critical Control Point SOP Standard Operating Procedure Ownership and Operation The Township of Southwold is the Owner and provides governance for the Township of Southwold Water Distribution System. Page 3 of 14

4 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes The Township of Southwold currently utilizes the services of the City of St. Thomas Environmental Services Department as the Operating Authority, which operates and maintains the Township of Southwold Water Distribution System in the Lynhurst Area. Other areas in the Township of Southwold are operated under the Township of Southwold Operational Plan. Under the DWQMS, the Operating Authority is responsible for implementing and maintaining the DWQMS in partnership with the Township of Southwold. 2. Quality Management System Policy The Quality Management System Policy is posted at the main entrance of the Environmental Services Department at St. Thomas City Hall (545 Talbot Street) and at the entrance to the Public Works Service Centre (100 Burwell Road). A copy of the Quality Management System Policy can be found in Appendix A. The City of St. Thomas is committed to: Managing and operating the Township of Southwold Water Distribution System Lynhurst Area in a responsible manner in accordance with documented quality management policies and procedures and providing the customer with clean, safe drinking water Being a quality leader in the business sector in which we participate Promoting owner and consumer confidence in the safety of the drinking water supply by ensuring that the drinking water meets all MOECC regulations, verified by the water analysis and reporting the results to the Public via the City s website and public notices At a minimum, meeting all relevant legislative and other requirements and requiring our suppliers and contractors to similarly meet these obligations Promoting resource stewardship, including conservation The City of St. Thomas will periodically undertake appropriate reviews, evaluations and performance measurements of its operations to ensure compliance with the Quality Management System Policy. Page 4 of 14

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6 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes 4. Quality Management System Representative The Quality Management System (QMS) Representative is typically the Manager of Development and Compliance of the Environmental Services Department for the City of St. Thomas. As the QMS Representative, this person has both the responsibility and authority to: Administer the DWQMS by ensuring that the processes and procedures needed for the DWQMS are established and maintained, Ensure that the current versions of documents required by the Quality Management System are being used at all times, Ensure that all personnel are aware of all applicable legislative and regulatory requirements that pertain to their duties for the operations of the Township of Southwold Water Distribution System (TSWDS), Lynhurst Area. Promote the awareness of the Quality Management System throughout the Operating Authority, and Report to Senior Management: Owner Representative on the performance of the Drinking Water Quality Management System (DWQMS) and any need for improvement. The Director, Environmental Services and City Engineer of the City of St. Thomas appoints and authorizes the QMS Representative. 5. Document and Records Control Procedures are in place for Document Control and Record Control describing how documents and records are controlled. The Document Control Procedure describes the activities required to ensure that all documents are identifiable, kept current, legible, retrievable, stored, protected, retained and disposed of. Documents that are required by the DWQMS are in the scope of this procedure. The Record Control Procedure has been established and maintained to identify the controls needed for the identification, legible, retrievable, storage, protection, retention time and disposition of records. Records that are required by the DWQMS are in the scope of this procedure. The Document Control Procedure CD-ADMIN-100 and the Intranet Filing of Documents and Records Procedure CD-ADMIN-101can be found in Appendix Page 6 of 14

7 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes B. The Record Control Procedure CD-ADMIN 200 can be found in the Appendix C. 6. Drinking- Water System Description of the Township of Southwold Water Distribution System Lynhurst Area The Township of Southwold receives a portion of its water from the City of St. Thomas Water Distribution System supplied through a control valve. The water distribution system, consisting of approximately km of piping, is arranged predominantly in a looped, grid based system with all efforts being made to minimize dead ends. The main is mainly comprised of 150mm cast iron piping where some areas of the main are comprised of asbestos cement. The Township of Southwold Water Distribution System Lynhurst Area map can be found in Appendix D. Description of Water Source Treated water for the City of St. Thomas is mainly supplied from the Elgin Area Primary Water Supply System, which takes its source water from Lake Erie. The Elgin Area Primary Water Supply System is responsible to ensure that measures are in place to provide water quality to the City of St. Thomas that meets or exceeds Ministry of Environment requirements. Under emergency circumstances, water can be supplied from the City of London, which receives water from the Elgin Area Primary Water Supply System and the Lake Huron Primary Water Supply System. Lake Erie raw water can be treated effectively using conventional processes to produce water meeting Ontario Drinking-Water Quality Standards. Great Lakes water is considered to pose low risk for the formation of disinfection by-products (DBP s). The Elgin Area Primary Water Supply System analyzes treated water for Dissolved Organic Carbon, an indicator for DBPs and distribution water for Trihalomethanes (THMs), the most common DBP. Spikes may occur in turbidity as a result of pump start up, but do not pose any operational challenges as a result. Page 7 of 14

8 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes General Characteristics of Lake Erie Treated Water Supply can be viewed on the Elgin Area Primary Water System website at The Primary Water Supply System provides the City, as a member of the Elgin Area Primary Water System, quarterly reports on the operations of the Primary Water Supply System and water quality. Common Event-Driven Fluctuations: During winter, late spring and late fall when dramatic water and soil temperatures are occurring, there is typically a higher proportion than normal of water main breaks. Threats to Ongoing Water Quality: The main threats to ongoing water quality are: cross-contamination from industry back-flow, illegal connections or back siphonage from water main breaks. Building inspections, back-flow preventers and proper construction minimize the potential for accidental back-flow or other contaminants, which may impact the water quality. Challenges Examples: Low Chlorine Residual: During the summer, higher water temperatures increase microbial activity increasing chlorine demand. In addition, long, low flow pipelines and dead end sections increases the likelihood of low chlorine residual water sample, which may result in an adverse. Discolouration: Discolouration can occur due to the age of some of the City s pipes, as well as preventative maintenance driven flushing programs and occasional water main breaks. These events cause the water in the pipeline to change direction, thus causing a disturbance in the natural flow of the pipe and stirring up any sediment, which may be residing in the pipes. Page 8 of 14

9 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes System Overview Schematic System Overview Schematics (Process Flow Charts) depicting the overall distribution system can be found in Appendix D. 7. Risk Assessment A risk assessment procedure has been developed and implemented. The procedure identifies and ranks potential hazards to the distribution system. Control measures where they exist are defined. Procedures for critical control points (CCP s), including measures to monitor, respond to limit exceedences and to document exceedences. Control measures may include but are not limited to: Monitoring (electronic & visual) Grab sampling & testing Reliability and redundancy of equipment Specific procedures and/or instructions The Hazard Analysis and Critical Control Points Procedure CD-ADMIN-300 can be found in Appendix E. 8. Risk Assessment Outcomes The results of the Risk Assessment are documented in the Hazard Analysis spreadsheet. The spreadsheet identifies: General Areas or major features of the water distribution system Process steps or major operational activities Types of hazards Description of potential hazards Ranking calculations and risks Control Measures to address hazards Designated CCPs References to CCP Procedures (which describe procedures to monitor, respond to deviation, report deviation, and record deviation) The Hazard Analysis Spreadsheet, and the CCP procedures, designated by a CD-CCP in their title can be found in Appendix E. Page 9 of 14

10 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes 9. Organizational Structure, Roles, Responsibilities and Authorities The organizational structure, roles, responsibilities and authorities for the Operating Authority, Senior Management: Operating Authority, Senior Management: Owner is described in the Organizational Structure, Roles, Responsibilities and Authorities Procedure. This procedure identifies the management review structure, and Senior Management responsibilities. The Management Review Procedure also describes the Management Review process and structure. Owner: Mayor and Councilors of the Township of Southwold Owner Representative: Treasurer of the Township of Southwold Quality Management System Representative/Operating Authority: Manager of Development and Compliance, City of St. Thomas Quality Coordinator/Operating Authority: Manager Sewer & Water, City of St. Thomas The Organizational Structure, Roles, Responsibilities and Authorities Procedure, CD-ADMIN-400 can be found in Appendix F. 10. Competencies The Competencies Procedure describes the required and desired competencies required by the Operating Authority, whose duties directly affect drinking water quality. The Competencies Procedure, CD-ADMIN-500 can be found in Appendix G. 11. Personnel Coverage The Personnel Coverage Procedure describes how sufficient personnel meeting identified competencies are available for duties that directly affect drinking water quality. The Personnel Coverage Procedure, CD-ADMIN-600 can be found in Appendix H. 12. Communications The Communication Procedure describes how the DWQMS is communicated between Senior Management and the Owner, Operating Authority personnel, Suppliers, and the public. Page 10 of 14

11 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes The Communications Procedure, CD-ADMIN-700 can be found in Appendix I. 13. Essential Supplies and Services A list of all supplies and services deemed essential to the delivery of safe drinking water is provided in the Essential Supplies and Services Requirement Procedure CD-ADMIN-800. The list includes the means to ensure the procurement of critical supplies and services and that the Operating Authority ensures the quality of essential services and supplies. The Essential Supplies and Services Requirements CD-ADMIN-800 can be found in Appendix J Review and Provision of Infrastructure / Infrastructure Maintenance, Rehabilitation and Renewal Yearly review of the adequacy of the infrastructure is described in the Infrastructure Maintenance, Rehabilitation and Renewal Procedure and how the Operating Authority documents infrastructure maintenance, rehabilitation and renewal programs, communicates the findings to the Owner and monitors the effectiveness of the maintenance program. These two elements of the standard are tightly intertwined in this Operational Plan and were included under one heading covering two elements. The Infrastructure Maintenance, Rehabilitation and Renewal Procedure CD- ADMIN-900 can be found in Appendix K. 16. Sampling, Testing and Monitoring The Sampling, Testing and Monitoring Procedure describes the sampling, testing and monitoring in place for drinking water process control based on the most challenging conditions and how results are recorded and shared between the Operating Authority and the Owner. The Sampling, Testing and Monitoring Procedure, CD-ADMIN-1000 can found in Appendix L. Page 11 of 14

12 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes 17. Measurement and Recording Equipment Calibration and Maintenance The calibration and maintenance of measurement and recording equipment is described in the Measurement and Recording Equipment and Maintenance Procedure. The Measurement and Recording Equipment and Maintenance Procedure, CD- ADMIN-1100 can be found in Appendix M. 18. Emergency Management Emergency preparedness is achieved by following requirements described in the Emergency Management Plan. In the Emergency Management Plan, the table of contents lists response procedures for the potential emergency situations or service interruptions. The response procedures describe planned response for the identified potential emergencies, including Owner and Operating Authority responsibilities. A protocol for notification of customers and adjacent municipalities supplied by the system, initiates the necessary municipal emergency planning measure described in the Emergency Management Plan. A protocol for all emergency notification is also included, along with an up to date contact list. The Emergency Management Plan City of St. Thomas Water Distribution Contingency Plans (DCP-A to DCP-H) can be found in Appendix N, which includes the Township of Southwold and Central Elgin who receive water from the City of St. Thomas Water Distribution System. 19. Internal Audit The Internal Audit Procedure describes how conformity of the DWQMS is evaluated on an annual basis. The procedure describes how audit criteria, frequency, scope, methodology and records are identified, referencing previous internal and external audits. It also describes how corrective actions are initiated as a result of an internal audit, and provides references to the Corrective and Preventive Action Procedure The Internal Audit Procedure, CD-ADMIN-1200 can be found in Appendix O. 20. Management Review The Management Review Procedure describes the procedure for a minimum of annual management reviews, including instructions related to all of the required inputs to the meeting. The procedure also describes how Senior Management Page 12 of 14

13 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes considers results, identifies deficiencies, records and forwards results to the Owner and to other key personnel. The Management Review Procedure, CD-ADMIN-1300 can be found in Appendix P. 21. Continual Improvement The Operating Authority and the Owner of the Township of the Southwold Distribution System Lynhurst Area attempt to continually improve the Quality Management System through the use of the DWQMS Policy and procedures. The Corrective and Preventive Action Procedure describes how DWQMS corrective and preventive actions are documented, and how steps are followed when implementing corrective and preventive actions to ensure continual improvement. The Corrective and Preventive Action Procedure, CD-ADMIN-1400 can be found in Appendix Q. Page 13 of 14

14 Drinking Water Quality Management System Operational Plan EFFECTIVE DATE: January 4, 2016 REVISION: Revision #14 TO BE REVIEWED: Annually or when DWQMS Changes Table of Revisions Date April 1, 2009 July 31, 2009 November 30, 2009 June 1, 2010 May 20, 2011 July 15, 2011 July 15, 2012 October 10, 2012 January 28, 2013 June 14, 2013 January 2, 2014 June 12, 2014 June 29, 2015 January 4, 2016 Description of Revision Initial Issue of Document Required signature of new Manager of Operations and Compliance and changed formatting Change of staff at Southwold Added DWQMS job titles to Item #9, added City of St. Thomas to signee Added addresses for City Hall and PWSC under QMS Policy, corrected the Owner and Owner Representative positions, changed the Owner Representative from the CAO to the Treasurer for the Township of Southwold Added that under emergency conditions the City of St. Thomas can receive water from the City of London; under the QMS policy changed the wording from encouraging suppliers and contractors to require suppliers and contractors to meet obligations Added the forms to the Appendices table of contents Changed to clarify the role of the Elgin Area Primary Water System and their responsibility to ensure the quality of the water entering the St. Thomas distribution system, changed the name of the Manager of Operations and Compliance Required signature of new Manager of Operations and Compliance Annual review, no revisions Change in the Treasurer position for the Township of Southwold Formatting of procedure, added new procedure to Appendix B, Intranet Filing of Documents and Records Procedure and changed the number of kms for the Township of Southwold Change in Top Management, Water/Wastewater Supervisor has temporally assumed the role of Quality Management System Representative Change in QMS Representative and title Supervisor to Manager and removed reference to water/wastewater section Page 14 of 14

15 Township of Southwold Water Distribution System Drinking Water Quality Management System Operational Plan APPENDIX A Quality Management System Policy

16 Township of Southwold Water Distribution System Drinking Water Quality Management Policy EFFECTIVE DATE: January 4, 2016 REVISION: REVISION #13 TO BE REVIEWED: Annually or when a change occurs The Township of Southwold is the owner and provides governance for the Township of Southwold Water Distribution System. The Township of Southwold Water Distribution System is comprised of km of water main consisting of 150 mm ductile iron piping and associated appurtenances such as valves, hydrants and services. The City of St. Thomas provides management oversight for the Drinking Water Quality Management System (DWQMS), approves and monitors policy for continual improvement and also provides the necessary resource support for the successful implementation and ongoing viability of the DWQMS at all of its facilities. The City of St. Thomas currently utilizes the services of the Environmental Services Department as its operating authority to operate and maintain the distribution system for the Township of Southwold Water Distribution System on behalf of the Township of Southwwold. Under the DWQMS, the Environmental Services Department is responsible for implementing and maintaining the DWQMS in partnership with the Township of Southwold. City of St. Thomas is committed to: Managing and operating the Township of Southwold Water Distribution System Lynhurst Area in a responsible manner in accordance with documented quality management policies and procedures. Providing the customer with clean, safe drinking water. Being a quality leader in the business sector in which we participate. Promoting owner and consumer confidence in the safety of the drinking water supply by ensuring that the drinking water meets all MOECC regulations, verified by the water analysis and reporting the results to the Public via the City s website and public notices. At a minimum, meeting all relevant legislative and other requirements and requiring our suppliers and contractors to similarly meet these obligations. Promoting resource stewardship, including conservation. The City of St. Thomas will periodically undertake appropriate reviews, evaluations and performance measurements of its operations to ensure compliance with the Drinking Water Quality Management Policy. The City of St. Thomas will periodically undertake reviews of the Quality Management System and undertake a full review of the Quality Management System within a 12 month time frame. The City of St. Thomas strives to accomplish our goals through the dedication, support and participation of all employees and continual improvement of our Drinking Water Quality Management System. Page 1 of 2

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18 Township of Southwold Water Distribution System Drinking Water Quality Management System Operational Plan APPENDIX B Document Control Procedure Intranet Filing Procedure

19 Drinking Water Quality Management Operational Procedure PROCEDURE TITLE: DOCUMENT CONTROL PROCEDURE NO.: CD-ADMIN-100 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION: REVISION #8 TO BE REVIEWED: Annually or when DWQMS changes. APPROVED BY MANAGER OF DEVELOPMENT AND COMPLIANCE Procedure Description This procedure defines the actions and responsibilities that ensure control of all documents affecting the Drinking Water Quality Management System (DWQMS). Reason For Procedure Creating, revising, approving and releasing documents must be performed in a consistent manner, so that documents can be easily retrieved, stay current and accurate, and are available to the user. Document Control Procedure What The following DWQMS documents are controlled under this procedure: Internal DWQMS documents: DWQMS Operational Plan DWQMS procedures and policies Instructions Forms, (excluding work orders) Hazard Analysis and Critical Control Points Water Distribution Drawings External DWQMS documents: Applicable Drinking Water Legislation and Regulations Permits, licenses, certificates Applicable Industry Standards Equipment Manuals Who The Quality Coordinator (QC) ensures version controlled DWQMS documents and obsolete documents are maintained as per City of St. Thomas Retention of Records Bylaw Number located on the intranet under Environmental Services The Manager of Development and Compliance approves all newly created and edited DWQMS documents prior to their release Page 1 of 3

20 Drinking Water Quality Management Operational Procedure PROCEDURE TITLE: DOCUMENT CONTROL PROCEDURE NO.: CD-ADMIN-100 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION: REVISION #9 TO BE REVIEWED: Annually or when DWQMS changes. Format The format of the procedures shall cover the following: The who, what, and how Purpose and reason A DWQMS header, including document name, revision date, DWQMS reference and number Page number and total pages and signed approval by the Manager of Development and Compliance Document numbers are allocated as follows: CD - for City Distribution F Designates a FORM ADMIN or SOP - to define if the main function of the document is administrative or operational by nature Three or four digit number Format of forms shall include the document name, form number, revision date Reviewing/Approving At least once per year, or as noted on the document header, the QC reviews the DWQMS documents for any required updates or modifications The QC forwards edited documents to the Manager of Development and Compliance, for review and approval Upon approval, the Manager of Development and Compliance returns the document to the Compliance Coordinator for editing and distribution The Manager of Development and Compliance approves all newly created and edited DWQMS documents prior to their release by signing the title block of the document All internal DWQMS documents are electronically controlled, with only the IMS Technician, the MMS Technician and the Compliance Coordinator having access to the master documents Edits to the document are summarized on the revision block located within the body of the document Releasing All internal DWQMS documents are electronically controlled, with only the IMS Technician, the MMS Technician and the Compliance Coordinator having electronic access to modify them Page 2 of 3

21 Drinking Water Quality Management Operational Procedure PROCEDURE TITLE: DOCUMENT CONTROL PROCEDURE NO.: CD-ADMIN-100 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION: REVISION #9 TO BE REVIEWED: Annually or when DWQMS changes. All printed versions of DWQMS documents, except for the master copy located on the intranet Environmental Services Index Folder and the signed hard copy retained by the Compliance Coordinator are considered uncontrolled Updates to the operational plans are distributed by the Compliance Coordinator electronically and are posted on the intranet. Obsolete documents are immediately disposed of by the responsible holder of the document All external DWQMS documents are filed in the QC s office, the Plan Room or as designated by the QC Printed legislation is uncontrolled. When referring to legislation, the QC or Manager of Development and Compliance shall refer to the online legislation, rather than printed copies The signed Quality Management System Policy (QMS policy) posted in the Public Works Service Centre lobby and the entrance to Environmental Services is the most recent version of the policy document. The Owner is responsible for updating the QMS policy Protection of Documents Hard copies of documents are stored at the Public Works Service Centre in allocated file storage areas All electronic DWQMS documents reside on the central intranet network secured under the Environmental Services index folder Network is backed up by the City of St. Thomas IT Network Administrator Backup is performed daily, weekly, monthly for a six month period and at year end and the backups maintained for an indefinite period of time Table of Revisions Date April 1, 2009 July 31, 2009 November 9, 2009 June 1, 2010 October 14, 2010 April 4, 2011 January 28, 2013 June 29, 2015 January 4, 2016 Description of Revision Initial Issue of Document Required signature of new Manager of Development and Compliance and changed formatting Added QMS policy located at the entrance to Environmental Services and modified wording related to distribution of documents Changed by-law number and added location of by-law on intranet Added obsolete documents are immediately disposed of by the responsible holder of the document Added water distribution drawings to the internal DWQMS document list Required signature of new Manager of Development and Compliance Change in Top Management, removed reference to hard copy locations for operational plans Change in QMS Representative Page 3 of 3

22 PROCEDURE TITLE: INTRANET FILES PROCEDURE NO.: CD-ADMIN-101 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION: REVISION #2 TO BE REVIEWED: Annually or when DWQMS changes. APPROVED BY MANAGER OF DEVELOPMENT AND COMPLIANCE Procedure Description This procedure defines the actions and responsibilities to ensure that water files are stored and posted on the intranet to allow staff access to required files. Reason For Procedure To allow files to be easily retrieved, kept current and accurate, and available to City staff. Electronic Intranet Filing Procedure What The following documents/records should be stored and posted on the intranet: Internal DWQMS documents: DWQMS Operational Plan DWQMS procedures and policies Instructions Forms, (excluding work orders) Hazard Analysis and Critical Control Points Water Drawings Annual Reports DWQMS Management Meeting Minutes Corrective Action and Preventative Action Completed Forms Bylaws/amendments pertaining to water Standard Operating Procedures Current Operation and Maintenance Manuals for the water systems Forms #1,2,3 for the Drinking Water Works Permit including drawings and modeling External documents/records: Applicable Drinking Water Legislation and Regulations Permits, licenses, certificates Applicable Industry Standards Equipment Manuals MOECC inspections Annual Reports Page 1 of 2

23 PROCEDURE TITLE: INTRANET FILES PROCEDURE NO.: CD-ADMIN-101 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION: REVISION #2 TO BE REVIEWED: Annually or when DWQMS changes. Who The IMS and the MMS Technicians develop and maintain the intranet files for Environmental Services The Compliance Coordinator may update the DWQMS documents, standard operating procedures, O&M manuals directly on the intranet or send updates to the IMS and the MMS Technicians to be posted on the intranet, as required The Quality Coordinator (QC) may send the IMS and the MMS Technicians new documents and records to be posted on the intranet including MOECC inspections, operator forms, water analysis and records The Manager of Development and Compliance may send the IMS and MMS Technicians new documents and records to be posted on the intranet including, DWQMS Management Meeting Minutes, annual reports and records Format Files can be found under specific subjects located under the Environmental Services Water Section as a PDF document. Releasing All internal DWQMS documents are electronically controlled, with only the IMS Technician, the MMS Technician and the Compliance Coordinator having electronic access to modify them All printed versions of DWQMS documents, except for the master copy located on the intranet Environmental Services Index Folder and the signed hard copy retained by the Compliance Coordinator, are considered uncontrolled Protection of Documents Hard copies of documents are stored at the Public Works Service Centre in allocated file storage areas All electronic DWQMS documents reside on the central intranet network secured under the Environmental Services index folder Network is backed up by the City of St. Thomas IT Network Administrator Backup is performed daily, weekly, monthly for a six month period and at year end and the backups maintained for an indefinite period of time Table of Revisions Date May 26, 2014 June 29, 2015 January 4, 2016 Description of Revision Initial Issue of Document Change in Top Management, removed locations of printed copies and distribution of printed copies Change in QMS Representative Page 2 of 2

24 Township of Southwold Water Distribution System Drinking Water Quality Management System Operational Plan APPENDIX C Record Control Procedure Record Retrieval Form

25 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RECORD CONTROL PROCEDURE NO.: CD-ADMIN-200 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION : REVISION #7 TO BE REVIEWED: Annually or when DWQMS changes. APPROVED BY MANAGER OF DEVELOPMENT AND COMPLIANCE Procedure Description This procedure defines the mechanism for maintaining records generated by the Corporation of the City of St. Thomas, Environmental Services Department Drinking Water Quality Management System (DWQMS). Reason For Procedure Records are the best way to demonstrate: Conformance to the Drinking Water Quality Management Standard Compliance to legal and other requirements, and Suitability, adequacy and effectiveness of the DWQMS Thus, maintaining proper records is critical, and must be performed consistently. Records Procedure What A record is a snapshot of the conditions of the Township of Southwold-Lynhurst Area. DWQMS records include: External laboratory test results In-house laboratory test results Completed operator log books Completed checklists Water quality records Monitoring records Training records Meeting minutes Results of internal and external audits Results of management reviews Who Operators complete and submit records to the Foreman related to test results and inspections, and record unscheduled occurrences in various Log Books or operational forms Foreman approves records related to preventive and unscheduled maintenance, through the Maintenance Management System Page 1 of 3

26 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RECORD CONTROL PROCEDURE NO.: CD-ADMIN-200 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION : REVISION #7 TO BE REVISED: Annually or when DWQMS changes. Filing of Records Hard copies of DWQMS records, Operator s records, including log books, are submitted to the Foreman and filed at the Public Works Service Centre All DWQMS records maintained at City Hall are filed in the Environmental Services file system Records of government compliance reports are filed in the Environmental Services file system Records of Engineer s reports are filed in the Environmental Services file system Training records are filed at the Public Works Service Centre Relevant certificates are posted in the hallway at the Public Works Service Centre or in the Environmental Services Department Maintenance records are filed electronically and/or paper copies at the Public Works Service Centre Retention Of Records After approximately two years in storage, the QC will move records to a designated storage area for archiving All records are retained and disposed of as per the City of St. Thomas Retention of Record By-law Number or applicable legislation Electronic Records Electronic DWQMS records reside on the central network drive (T: Envservices) Electronic Maintenance records reside on the Maintenance Management System Network is automatically backed up by the City of St. Thomas IT Network Administrator Network backup is performed daily, weekly, monthly for a six month period and at year end and the backups are archived for an indefinite period SCADA Records The data collected through the SCADA system is backed up electronically The SCADA data is backed up through the Owner s server The electronic backup records are retained on the server for at least two years Page 2 of 3

27 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RECORD CONTROL PROCEDURE NO.: CD-ADMIN-200 EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 5 REVISION : REVISION #7 TO BE REVISED: Annually or when DWQMS changes. Hard Copy or Paper Records All paper copies are properly stored (clean, legible, dry, organized) in a designated area as outlined in the filing of records section of this procedure Retrieval of Original Records Anyone can make requests to the QC or the MMS Technician for the retrieval of records through a Record Retrieval Form CDF-ADMIN-200 QC and/or MMS Technician properly re-file all paper records retrieved Associated Documents Maintenance Management System Record Retrieval Form CDF-ADMIN-200 Table of Revisions Date Description of Revision April 1, 2009 Initial Issue of Document July 31, 2009 Required signature of new Manager of Operations and Compliance and changed formatting June 1, 2010 Changed that information should be stored on server for two years instead of one year March 7, 2011 Removed that DWQMS records are retained indefinitely and changed all records are retained and disposed of as the City of St. Thomas Retention of Records By-law Number or applicable legislation January 28, 2013 Required signature of new Manager of Operations and Compliance June 29, 2015 Change in Top Management January 4, 2016 Change in QMS Representative and removed reference to water/wastewater section Page 3 of 3

28 The City of St. Thomas Water Distribution System Municipality of Central Elgin Water Distribution System Township of Southwold Water Distribution System St. Thomas Area Secondary Water Supply System Drinking Water Quality Management System Operational Form FORM TITLE: Record Retrieval Form EFFECTIVE DATE: January 4, 2016 REVISION: REVISION #2 TO BE REVISED ANNUALLY OR WHEN CHANGE OCCURS Employee Requesting Record Retrieval: FORM NO.: CDF-ADMIN-200 NAME(print clearly): DATE: Record Requested: QC Received Form (Month dd/yyyy): QC Removed Record (Month dd/yyyy): Employee Received Record (Month dd/yyyy): Employee Returned Record (Month dd/yyyy): QC Re-Filed Record (Month dd/yyyy): Initials: Initials: Initials: Initials: Initials: LEAVE FORM IN PLACE OF RETRIEVED RECORD. ONCE COMPLETE QC IS TO FILE THIS FORM.

29 Township of Southwold Water Distribution System Drinking Water Quality Management System Operational Plan APPENDIX D System Overview Schematics-Process Flow Charts Mapping of the Township of Southwold Water Distribution System

30 Drinking Water Quality Management System Operational Plan PROCESS FLOW 1: OVERVIEW EFFECTIVE DATE: July 15, 2012 REVISION: Revision #2 TO BE REVISED: Annually or when DWQMS changes Ford Tower St. George Chamber Secondary Water Supply EMPS Reservoir Cells 1 & 2 West Chamber East Chamber Central Elgin - Old Lynhurst Area Township of Southwold Lynhurst Area Central Elgin - Old Lynhurst Area CITY OF ST. THOMAS Primary Water Supply Albert Roberts Booster Station

31 Drinking Water Quality Management System Operational Plan PROCESS FLOW 1: OVERVIEW EFFECTIVE DATE: April 1, 2009 REVISION: Revision #1 TO BE REVISED: Annually or when DWQMS changes CITY OF ST. THOMAS Hydrants Residential Services Water Mains Commercial/Industrial Services Limit of Water Mains

32 Township of Southwold Water Distribution System Drinking Water Quality Management System Operational Plan APPENDIX E Hazard Analysis and Critical Control Point Procedures Low Pressure Control Procedure Discolouration Prevention Procedure Disinfection Control For Repairs Procedure Backflow Prevention Control Procedure Hazard Analysis Spreadsheet

33 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RISK ASSESSMENT, HAZARD ANALYSIS & CRITICAL CONTROL POINTS EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 7, 8 REVISION: REVISION #8 TO BE REVIEWED: Annually or when DWQMS changes. PROCEDURE NO.: CD-ADMIN-300 APPROVED BY MANAGER OF DEVELOPMENT AND COMPLIANCE Procedure Description This procedure describes how to identify hazards for the Drinking Water Quality Management System (DWQMS) at the Township of Southwold Water Distribution System (TSWDS)-Lynhurst Area, how to conduct a risk assessment and how to identify Critical Control Points (CCPs). It is used whenever the current hazards and control points need to be reviewed or when a change in the system processes or operations occurs. The DWQMS requires that a risk assessment to be undertaken at least once every 36 months. Reason For Procedure The reason for identifying hazards at the TSWDS-Lynhurst Area is to identify those hazards and impacts that are CCPs. Knowing the significant hazards allows the facility to control them through procedures. Hazards have to be reviewed regularly and whenever there is a change to operations that could affect or create new hazards. Following this procedure will guide the hazard identification, risk assessment and CCP determination process. Hazard Identification Procedure Who When How The hazards are assessed by a group consisting of the Compliance Coordinator, Manager of Development and Compliance, QC, Foreman, and two Operators Hazard identification and risk assessment is regularly conducted by the QC, who has the necessary knowledge and familiarity of the system s operations to understand its potential process and activity hazards A risk assessment is to be undertaken a minimum once per year prior to the first management review Every time a significant change in operations occurs such as, but not limited to, change in type of the chemical used, change in equipment, change in maintenance procedures, etc. The group consisting of the Compliance Coordinator, Manager of Development and Compliance, QC, Foreman, and two Operators makes appropriate edits to hazards, risks, and CCPs The Compliance Coordinator records the nature of the changes and the date in the Table of Revisions as indicated at the bottom of the spreadsheet Page 1 of 5

34 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RISK ASSESSMENT, HAZARD ANALYSIS & CRITICALCONTROL POINTS EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 7, 8 REVISION: REVISION #8 TO BE REVIEWED: Annually or when DWQMS changes. PROCEDURE NO.: CD-ADMIN-300 The Compliance Coordinator forwards modified draft Hazard Analysis Spreadsheet and CCPs to the Manager of Development and Compliance for approval Manager of Development and Compliance reviews the edits, discusses changes with the QC if necessary and approves the Hazardous Analysis Spreadsheet if changes are satisfactory The QC releases the approved Hazardous Analysis Spreadsheet and communicates it to relevant employees Obsolete copies are not retained How To Review The Hazards The QC reviews the process steps, hazards, risk assessment, CCPs and makes appropriate edits Maintenance and/or services provided must be considered Hazards can be actual or potential. Actual hazards occur during normal operation or maintenance as well as potential hazards that may occur during non-standard operation (e.g. shutdown, layoff, emergencies) How To Complete The Hazard Analysis and CCP Spreadsheet Start by using the basic process flow diagrams that follow the distribution of clean drinking water from supplier to delivery to residential, commercial, industrial customers For each step in the process flow diagram, identify chemical, physical, biological and radiological hazards that may exist Hazards are assessed without the influence of controls. That is, downstream or backup controls may affect the risk of the hazard, but hazards are first assessed without those controls in place How To Determine The Level of Risk For Each Hazard Review hazards using the guiding criteria listed below to estimate the level of risk of each hazard Match categories on left and top of Hazard Matrix and follow into table If a hazard is deemed to be a CCP, it then requires control The QC may assign other hazards as a CCP even if they are in a lower risk category. This may be due to Owner or Operating Authority concerns, employee concerns and community concerns etc. A hazard may not be removed from being a CCP if it falls into the High or Very High Category Page 2 of 5

35 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RISK ASSESSMENT, HAZARD ANALYSIS & CRITICALCONTROL POINTS EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 7, 8 REVISION: REVISION #8 TO BE REVIEWED: Annually or when DWQMS changes. PROCEDURE NO.: CD-ADMIN-300 Criterion 1 Likelihood Level Descriptor Example Description 1 Rare May occur only in exceptional circumstances 2 Unlikely Could occur at some time 3 Possible Might occur at some time/the event should occur at some time 4 Likely Will probably occur in most circumstances 5 Almost certain Is expected to occur in most circumstances Criterion 2 Severity (consequences) Level Descriptor Example Description 1 Insignificant Insignificant impact, little disruption to normal operation, low increase in normal operations costs 2 Minor Minor impact for small population, some manageable operation disruption, some increase in operating costs 3 Moderate Minor impact for large population, significant modification to normal operation but manageable, operation costs increased, increased monitoring 4 Major Major impact for small population, systems significantly compromised and abnormal operation if at all, high level of monitoring required 5 Catastrophic Major impact for large population, complete failure of all systems Page 3 of 5

36 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RISK ASSESSMENT, HAZARD ANALYSIS & CRITICALCONTROL POINTS EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 7, 8 REVISION: REVISION #8 TO BE REVIEWED: Annually or when DWQMS changes. Criterion 3 Detectability PROCEDURE NO.: CD-ADMIN-300 Level Descriptor Example Description 1 Very Detectable Easy to detect, on-line monitoring through SCADA 2 Moderately Detectable Moderately detectable, alarm present but not in SCADA, may require operator to walk by and notice alarm; problem is indicated promptly by in-house lab test results 3 Normally Normally detectable, visually detectable on rounds or through Detectable 4 Poorly Detectable 5 Undetectable Cannot be detected Process of Ranking of Hazardous Events Rank = Likelihood + Consequence + Detectability regular maintenance Poorly detectable, visually detectable but not inspected on a regular basis; not normally detected before problem becomes evident; lab tests are not done on a regular basis (e.g. quarterly) Select a threshold number for high risk hazardous events Process steps associated with hazardous events ranked above the selected threshold are high risk High risk events require further investigation to assess whether they are CCP s Note: A threshold number for risk assessment is simply a subjective number to separate the high- risk versus the low-risk hazards. It is recommended that you select the threshold number after you calculate the risk number for the identified hazards. If the threshold number is too high, you may categorize important hazards as insignificant. If the threshold number is too low, you will have too many significant hazards. To Identify Critical Control Points Rank hazardous events Identify whether or not the hazardous event can be controlled, which becomes a critical point when yes can be answered to whether it is a hazardous event, that it can be controlled and if it is above the threshold number Identify the CCPs on the risk assessment Table Recommended minimum critical control points are those required by regulation to meet minimum treatment for primary and secondary disinfection Page 4 of 5

37 Drinking Water Quality Management System Operational Procedure PROCEDURE TITLE: RISK ASSESSMENT, HAZARD ANALYSIS & CRITICALCONTROL POINTS EFFECTIVE DATE: January 4, 2016 DWQMS REFERENCE: 7, 8 REVISION: REVISION #8 TO BE REVIEWED: Annually or when DWQMS changes. PROCEDURE NO.: CD-ADMIN-300 What to do with CCP s If a hazard is deemed to be a CCP, it then requires controlled conditions The controlled conditions are documented in procedures or work instructions Controlled conditions include: Critical limits and supporting information Work instructions Recovery procedures, where necessary Equipment reliability and redundancy Communication New or changed critical control points or procedures are discussed with employees Associated Documents Hazard Analysis and CCP spreadsheet Table of Revisions April 1, 2009 Initial Issue of Document July 31, 2009 Required signature of new Manager of Development and Compliance and changed formatting October 14, 2010 Added that a risk assessment must be undertaken once every 36 months, added risk assessment to title July 15, 2012 Changed past situation that the hazards were initially assessed by the Steering Committee to present situation the hazards are assessed by a group consisting of and removing the Director and the MMS Technician from the list January 28, 2013 Required signature of new Manager of Development and Compliance April 12, 2013 Added the DWQMS requires a risk assessment to be carried out every 36 months, that edits are carried out as group, the Compliance Coordinator records the edits, changed that the Foreman post a copy of the current CCPs instead of the QC June 29, 2015 Change in Top Management January 4, 2016 Change in QMS Representative, removed requirement to post CCPs on bulletin board, available electronically Page 5 of 5