city of vaughan...authority) of the water system, and a commitment to provision of safe drinking...

City of Vaughan

Drinking Water Quality Management System (DWQMS)

Operational Plan

Vaughan Distribution System # 011-401

UNCONTROLLED WHEN PRINTED

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Environmental Services Water Division

OVERVIEW OF OPERATIONAL PLAN

Approved by: Jennifer Rose (Director of Environmental Services)

Approval Date: Revision: 3

Overview of Operational Plan

The operational plan is one portion of the mandated Drinking Water Quality Management System (DWQMS) that is enforced by the Ministry of Environment and Climate Change for all Drinking Water Systems in the province of Ontario. This operational plan is a document created by City of Vaughan to help ensure that safe, reliable drinking water is provided to all the citizens, businesses, and visitors of Vaughan. The operational plan is a document that provides an understanding of the drinking water system, the responsibilities of the owner and operator (operating authority) of the water system, and a commitment to provision of safe drinking water. This will allow the City of Vaughan to plan, implement, check, and continually improve, helping to build confidence and security in the Drinking Water System they operate.

Procedure

No: QMS-01

June 18, 2018

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QUALITY MANAGEMENT SYSTEM POLICY

Approved by: Jennifer Rose (Director of Environmental Services)

Approval Date: Revision: 1

Procedure

No: QMS-02

Date: December 2013

QUALITY MANAGEMENT SYSTEM POLICY

As the owners and operators of the City of Vaughan's water distribution system we are committed to:

* providing safe drinking water to our residents and businesses* complying with applicable legislation and regulations as related to the provision of safe drinking water* implementing and continually improving the ceffectiveness of our Quality Management System

This quality policy has been developed in accordance with the objectives of the Vaughan Strategic Plan specifically to enhance and ensure community safety, health and wellness and to maintain assets and infrastructure integirty.

June 18, 2018


OPERATIONAL PLAN - SYSTEM PROCEDURE Procedure No: QMS-04

Procedure Title: QMS Representative Page 1 of 1

Approved by:

Jennifer Rose

(Director of Environmental Services)

Approval Date: March 2, 2018 Revision: 3

1 PURPOSE

To identify a Quality Management System Representative and outline their specific

responsibilities.

2 PROCEDURE

2.1 Procurement Process

2.1.1 Top Management appoints and provides authority to the Quality Management System

Representative, irrespective of their other responsibilities. The authority, roles and

responsibilities are provided in QMS-09.

2.1.2 A letter of appointment of the QMS Representative has been signed by Top Management

and is included in Appendix 4-A.

3 REFERENCES

QMS-09 Organizational Structure, Roles, Responsibilities and Authorities

Appendix 4-A Letter of Appointment of QMS Representative

4 APPENDICES

Not Applicable



Procedure Title: Document and Record Control Page 1 of 3 Approved by: Jennifer Rose

(Director, Environmental Services) Approval Date: June 18, 2018 Revision: 5

1 PURPOSE To document a procedure that describes how: a) documents required by the QMS are kept current, legible, readily identifiable, retrievable; as well as stored, protected, retained and disposed of; and b) records are kept legible, readily identifiable, retrievable, as well as stored, protected, retained and disposed of.

2 PROCEDURE

2.1 DOCUMENTS 1. A controlled document is the Operational Plan and its associated policies, procedures,

(including applicable Standard Operating Procedures), forms, exhibits, flowcharts or other documents that are subject to revision and are maintained on the Document Master List (Form 05-01).

2. Controlled documents (excluding drawings) of both internal (refers to documents createdby the Operating Authority) or external origin are listed on the Document Master List.The QMS Representative is responsible for maintaining the electronic list.

3. All electronically controlled documents (excluding drawings) for the QMS are availableon the network drive. The network “O” drive is backed up daily by Corporate.

4. Documents have revision numbers and a date listed on them to identify the currentversion.

5. The electronic documents are “read only” on the network drive. If the document isprinted from a read only file then the document is considered uncontrolled and notsubject to revision.

6. The QMS Representative determines what a controlled document is and the point ofuse that controlled documents are to be made available. These locations (along withthe title and revision number) are recorded on the Document Master List.

7. All staff are responsible for ensuring that documents remain legible and readilyidentifiable. If a document has been damaged or made illegible, staff are to request areplacement copy from the QMS Representative.

8. Documents that are only available in hard copy are kept in a safe, dry location that willensure no damage or deterioration.

Document Changes

1. Any employee can make a request for the creation or a change to a QMS relateddocument. Changes to documents can be a result of change in procedure, results of anaudit or suggestion for improvement.

2. The request is recorded in Part A on a Document Change Form (Form 05-03). Suggestedchanges can also be attached to the Document Change form.




(Director, Environmental Services) Approval Date: June 18, 2018 Revision:5

3. The Document Change Form is then sent to the QMS Representative who will forwardthe Form to the appropriate management staff (responder) who initially approved thedocument.

4. Prior to processing document changes the QMS Representative will be responsible forensuring that the changes will not effect the integrity of the QMS or the processes.

5. The responder notes the decision on the Document Change Form and forwards the formto the QMS Representative.

6. If the request is denied the responder will send notification to the requester advising ofthe decision and the reason why.

7. The QMS Representative then updates the Document Master List Form 05-01. The QMSRepresentative will send an email explaining what has changed in the document to allmanagement affected by the change. Management are responsible for advising any staffaffected by the change.

8. The QMS Representative ensures that Part C of the Document Change Form iscompleted, dated, and filed.

9. Obsolete documents must be marked “Obsolete” if retained for legal and/or historicalpurposes, otherwise they are disposed of once a current version is made available. Onlycurrent versions of documents (electronic or hard copy) are maintained on the DocumentMaster List by the QMS Representative. The user of the obsolete document isresponsible for disposing of the document once they determine there is no further use forthe document. The retention time for obsolete documents is not preset and is based onthe user’s requirements.

10. QMS documents are retained until they are replaced by a more current version (e.g.,forms) or the life of the asset (e.g., manufacturing specifications). Documents that havebeen identified as obsolete or superseded by updated versions ore replaced due to beingdamaged/illegible are disposed of by being thrown out.

11. The QMS Representative will review the Document Master List a minimum of once peryear to verify that any documents that have not been revised since the previous revieware still adequate.

2.2 Records 1. The Record Master List Form (Form 05-03) identifies all of the records that this

procedure applies to.

2. The electronic documents and records associated with the QMS are maintained on thenetwork drive which is backed up daily.

3. Electronic on-line storage and management of records (i.e., production data, lab reports)are in Water Trax and a paper copy of records is filed.




(Director, Environmental Services) Approval Date: June 18, 2018 Revision: 5

4. The person completing the record must ensure the record is legible, accurate andcomplete with regard to recording requirements.

5. When records are removed from the active filing system, they are logged by the clerk onthe Records Storage List form and put into inactive storage by the City Clerk'sDepartment Records Management Section. They are identified, packed in suitablecontainers and stored in a safe, dry location that will ensure no damage or deterioration.

6. Records Management provides notice to the Director of Environmental Services of anyrecords that are at the end of the retention period. Records Management’s destruction ofrecords form is completed and signed off by the Director of Environmental Servicesconfirming that records may be disposed of.

7. The QMS Representative, when applicable, in consultation with the Director ofEnvironmental Services, determines the retention time (active and storage) for records.

8. Records may be electronic and/or hard copy.

9. Electronic records associated with the QMS are maintained on the network drive which isbacked up daily, weekly and monthly. The monthly copy is stored off-site.

3 REFERENCES

Form 05-01 Document Master List Form 05-02 Record Master List Form 05-03 Document Change Form

4 APPENDICES

Not Applicable

Form 05-01 Jun 23/08

DOCUMENT MASTER LIST

Document Title Document Reference No.

Date and/or Revision Level

Distribution / File Path

Internal Documents

External Documents

Form 05-01 Jun 23/08

DOCUMENT MASTER LIST

Document Title Document Reference No.

Date and/or Revision Level

Distribution / File Path

Form 05-02 Version: 1 Feb 1, 2007 RECORD MASTER LIST

RECORD NAME ID FILING METHOD

LOCATION MINIMUM RETENTION TIME

MAINTAINED BY

Active Storage

Record Name – Document Title, ID – ref. # of form, Filing Method – filed numerical, alphabetical, Location- dept./office for active file, Maintained by - Function responsible for filing and disposing

Form 05-03 Jun 23/08

DOCUMENT CHANGE FORM

Part A Request for Change or Creation of Document (To be completed by employee)

(Fill in the information below from the document you would like changed) Document Title: ________________________________________________________________

Doc. Reference Number __________________________________________________________

Revision Number: ________________________ Revision Date: ____________________

Detail change requested or attach document with changes marked and initialed.

________________________________________________________ ____________ Name and Signature Date

**Forward to QMS Representative**

Part B Approval (To be completed by Responder)

Creation/change has been ( ) DENIED - Reason (Responder to Notify Original Requestor of Denial)

_____________________________________________________________________________

( ) APPROVED

Responder’s Name & Signature: _________________________________________________

**Forward to QMS Representative *

Part C – QMS Representative ( ) Make changes to the electronic documents on network drive ( ) Update the Document Master List (Form 05-01) ( ) Provide a paper copy of the change for inclusion in the Operational Plan ( ) Advise supervisors that are affected by the change ( ) File Document Change Form as per Records Master List

Notes:

Form 05-03 Jun 23/08

Any employee can make a request for the creation or a change to a document or data form. Changes to documents can be a result of change in procedure, results of an audit or suggestion for improvement.

Employee

• The employee completes Part A of the Document Change Form 05-03. Suggested changes can also beattached to the Document Change form.

• After completing Part A of the Document Change Form submit it to the QMS Representative who directs theform to the appropriate management staff (Responder).

Responder

• The Responder evaluates the request and notes the decision on the Document Change Form and forwardsthe form to the QMS Representative.

• If the request is denied the Responder will send notification to the requester advising of the decision and thereason why.

Supervisor

• The supervisors are responsible for advising any staff affected by the change after being notified of thechange by the QMS Representative.



Procedure Title: Drinking Water System Page 1 of 2 Approved by: Jennifer Rose (Director of Environmental Services)

Approval Date: April 21, 2017 Revision: 4

The City of Vaughan (Owner of the drinking water system) is responsible for the distribution of drinking water to the citizens of Vaughan. Environmental Services, Water Division (Operating Authority) is responsible for the operation, management, maintenance and/or alteration of the Vaughan Distribution System.

Vaughan purchases its drinking water from the Region of York who is the wholesale supplier to the City of Vaughan. This water is sourced from the City of Toronto and the Region of Peel, and is already treated for domestic consumption by the time the City of Vaughan has received it. The City of Vaughan owns and operates the Vaughan Water Distribution System making them strictly the retail supplier of water to consumers.

Vaughan’s Water Distribution System is classified as a “Large Municipal Year-Round Residential System: receiving water from a large municipal Year round Residential System”.

A certificate of classification was issued to the City of Vaughan for the water distribution system under the Ontario Safe Drinking Water Act. The Vaughan Water Distribution System classification is a Class II.

Water Distribution and Treatment

York Region owns and operates large metering chambers, pumping stations, storage reservoirs and large diameter trunk watermains. The City of Vaughan’s distribution system is an extension of the City of Toronto and the Region of Peel system. Vaughan owns and operates one booster/pumping station, one small pressure elevating system, watermains, fire hydrants and service connections to service the various pressure districts throughout the City.

Booster Stations

In 1997, the North Maple Booster Station was built to serve the north end of Maple. The system elevates water from pressure district 7 to pressure district 9 and is a four pump system. Two pumps serve as fire flow, while the other two serve as domestic.

The Woodland Acres Booster Station only accommodates approximately six houses in the Woodland Acres Crescent area of Maple. In 2003, this booster station was installed due to insufficient pressure at these homes.

Pumping stations are required to deliver water at an acceptable pressure range. Since the City of Vaughan is at a higher elevation than the City of Toronto and the Region of Peel, water must be pumped to the City of Vaughan. To maintain adequate pressures throughout the City, York Region assists with this operation by distributing the water to tanks, reservoirs, booster stations and occasionally directly through transmission lines.



Procedure Title: Drinking Water System Page 2 of 2 Approved by: Jennifer Rose (Director of Environmental Services)


York Region owns 7 reservoirs in the City. These reservoirs are required to provide stored water for three purposes:

• Additional supply required during short term high demand periods• Fire fighting• Emergency (watermain breaks)

.



Procedure Title: Risk Assessment Page 1 of 3 Approved by: Jennifer Rose (Director of Environmental Services)

Approval Date: June 1,2015 Revision: 3

1 PURPOSE To document the procedure used to complete a risk assessment for the drinking water system. The risk assessment process will

• identify potential hazardous events and associated hazards,• assess and rank the risks associated with the hazards,• identify control measures to address the hazards,• identify critical control points within the drinking water system,• identify a method to verify the risk assessment validity and assumptions at least once a

year,• ensure a risk assessment is conducted at least once every three years, and• consider the reliability and redundancy of the equipment.

2 PROCEDURE

2.1 Annual Review Process 1. At least once per year, or following a major process change, the QMS Representative

facilitates a review of the currency of the information and validity of the assumptions used inthe risk assessment process for the drinking water system. This is undertaken by a teamcomprised of (at a minimum) the Manager and Supervisors and/or designates.

2. When reviewing the currency of the risk assessment information, the following may beconsidered:

• process changes• reliability and redundancy of equipment• emergency situations• critical control point deviations• QMS non-conformances related to standard operating procedures

Risk Assessment Methodology 3. The risk assessment is completed by filling out the Risk Assessment Form (Form 08-01) in

the order of the drinking water system steps so that the risk assessment outcomes are created (as per QMS-08). The previous years’ completed form is used as a template during the annual review: newly identified hazards are inserted into the previous year’s form and the columns are filled out as described below and removed hazards are deleted.

Column in Risk Assessment Form

Information in Column

A – Activity B – Hazard Description

Column A is populated with the treatment process activities/steps and distribution system components, and associated hazards are documented in Column B. At least annually the information in these columns is reviewed to ensure the drinking water system steps have been captured, and associated





hazards are identified and described. C – Team Notes (includes controls)

The “Team Notes” section is used to provide additional information such as: • Brief description of the applicable prerequisite program• Description of applicable control measures• Standard Operating Procedures that address the hazard

D – Likelihood E – Consequence

The likelihood (L) and consequence (C) of the hazardous event occurring are assessed using the Risk Assessment Rating Table (Table 07-01) as a guide. Detectability, vulnerability and/or critical customers may also be considered when assigning the likelihood and/or consequence rating. Using this methodology, the higher number indicates a higher likelihood or consequence.

F – Risk The risk (R) is then assigned for each hazard based on the calculation of the likelihood of the event occurring (L) times the consequences of the event (C) or R=L x C.

G through K – CCP Screening Questions

The five questions in these columns are then answered: 1) If the hazard is controlled by a preventative measure or training, then the

program is noted in this column and the hazard may not1 be a “CriticalControl Point (CCP)” and it may not be necessary to answer the remainingfour questions.

2) For a hazard to be identified as a CCP, the answers to the next threequestions must be “yes” and the last question should be “no”.• To answer “yes” to the third question (“If control was lost could

someone be hurt and could a control measure(s) be used by theoperator to alleviate the issue?”), the calculated risk (Column F) mustbe greater than or equal to the “priority risk” number of “8”.

3) “Control Point (CP)” are identified as hazards that:• are controlled by a prerequisite program, and• have a calculated risk that is greater than or equal to the “priority risk”

number.L – CCP# The identified CCPs are numbered sequentially and highlighted.

4. The outcome of the Risk Assessment is the completed Risk Assessment Form, which is anoutput generated for the Risk Assessment Outcomes QMS-08 Procedure Risk AssessmentOutcomes. Additionally, the identified CCPs are summarized in Table 08-01 (Summary ofCritical Control Points).

2.2 Three-Year Review Process 5. Every three years a more comprehensive review of the drinking water system risk assessment

process is conducted. This is an opportunity to review the risk assessment process andoutcomes, as well as the “priority risk” number. For example, the reviewers could considerchanges in microbial risks based on new research, or changes to the risk assessment processas a continual improvement feature. To undertake this more comprehensive review the QMSRepresentative facilitates a team comprised of (at a minimum) Manager, Supervisors and/or

1 If the hazard is controlled by a preventative measure or training, it is generally not carried through as a CCP.





designates and other potential external reviewers (e.g., other City Departments, consultants, other utilities) that the Coordinator may decide to invite.

6. In the years where the three-year review process is completed, the annual risk assessmentreview will be completed at the same time.

2.3 Document and Records Management 7. The completed Risk Assessment Form (08-01) is forwarded to the Manager for review and

approval.

8. The QMS Representative is responsible for ensuring that minutes are taken during the annualand three-year review meetings and that these are maintained as per Document and RecordsControl QMS-05 Procedure.

9. The QMS Representative is responsible for maintaining and making any necessarychanges/updates to the Risk Assessment Form as per Document and Records Control QMS-05 Procedure.

10. The QMS Representative is responsible for ensuring that any necessary changes are made tothe training requirements, standard operating procedures, system procedures or other parts ofthe QMS resulting from changes to the Risk Assessment.

3 REFERENCES Form 08-01 Risk Assessment Form Table 07-01 Risk Assessment Rating Table 08-01 Summary of Critical Control Points QMS-05 Document and Records Control QMS System Procedure

4 APPENDICES Not Applicable

Table 07-01Risk Assessment Rating

April 2011

Risk = likelihood x consequence (Highest Risk = 25 (which is 5 x 5))

Description Likelihood of Hazardous Event Occurring RatingRare May occur in exceptional circumstances 1

Unlikely Could occur at some time, historically has occurred less than once every 5 to 10 years 2Possible Has occurred or may occur once every 1 to 5 years 3

Likely Has occurred or may occur on a yearly basis 4Very Likely One or more occurrences on a monthly or more frequent basis 5

Description Consequence of Hazardous Event Occurring RatingInsignificant Insignificant impact, little public exposure, little or no health risk 1

Minor Limited public exposure, minor health risk 2Moderate Minor public exposure, health impact for smaller population 3

Major Major public exposure, larger population at risk 4Catastrophic Major impact for large population, complete failure of systems 5



Procedure Title: Risk Assessment Outcomes Page 1 of 1

Approved by: Jennifer Rose


Approval Date: June 28, 2016 Revision: 0

1 PURPOSE

To document the outcomes of the Risk Assessment for the drinking water system and identify

the Critical Control Points (CCP).

2 PROCEDURE

2.1 The Risk Assessment must be conducted as per QMS-07 Risk Assessment and Risk

Assessment Outcomes will be documented in Form 08-01 Risk Assessment Form.

2.2 Identified CCPs will be summarized in Table 08-01 Summary of Critical Control Points.

2.3 As per QMS-07 Risk Assessment, the Risk Assessment is reviewed for accuracy and

validity and may be updated following the Annual Review or after a major process change.

A more comprehensive review is conducted every three years which provides the

opportunity to review the risk assessment process, outcomes and risk ratings.

3 REFERENCES

Form 08-01 Risk Assessment Form

Table 07-01 Risk Assessment Rating

Table 08-01 Summary of Critical Control Points

QMS-05 Document and Records Control QMS System Procedure

4 APPENDICES

Not Applicable

City of Vaughan - Risk Assesment Summary of Critical Control Points

Table 08-01Revised: April 24, 2017

Control Limits Control Measures CCP #1

CCP #2

Critical Control Points

Definition: A Critical Control Point is an essential step or point in the City of Vaughan's distribution system where you apply some sort of control to prevent or

eliminate a drinking-water hazard or to reduce it to an acceptable level.

Form 08-01Revised: April 20, 2017

City of VaughanDrinking Water Risk Assessment

Activity Hazard Description Control Measures Likelihood Consequence Rank CCP #

Bulk Water Services

Dead Ends

Watermain Break

Watermain Contamination

Temporary Connections

Exercising Valves

Hydrants

Maplewood

Woodland Acres

RANKING (Likelihood + Consequence)

CCP Threshold = 8

BOOSTER/PRESSURE ELEVATING STATIONS

DISTRIBUTION SYSTEM



Procedure Title: Organizational Structure, Roles, Responsibilities and Authorities Page 1 of 2

Approved by:

Jennifer Rose



1 PURPOSE

To document a procedure ensuring that the Owner, Operating Authority and Top

Management are defined, the organizational structure of the Operating Authority is described

and the roles, responsibilities and authorities of top Management and key positions within the

Operating Authority are identified.

2 PROCEDURE

2.1 Organizational Structure

2.1.1 The organizational structure of the Operating Authority is outlined in Appendix A:

Organizational Chart.

2.1.2 The Owner is the Corporation of the City of Vaughan and is represented by Council.

2.2 Identifying Key QMS Roles

2.2.1 Top Management and the Operating Authority of the drinking water systems are

defined in Table 9-1.

2.2.2 Top Management is responsible for conducting management review as outlined in

procedure QMS-20 Management Review.

2.2.3 The QMS Representative is appointed by Top Management and irrespective of other

responsibilities shall have specific QMS related responsibilities as outlined in Table 9-2.

2.2.4 The appointment letter for the QMS Representative is included in procedure QMS-04.

2.3 Organizational Roles, Responsibilities and Authorities

2.3.1 Specific responsibilities and authorities for positions with key roles in the Drinking Water

Quality Management System are detailed in the various system procedures and standard

operating procedures (including Activity Methods) that form the Operational Plan.

2.3.2 Table 9-2 provides a summary of the overall roles, responsibilities and authorities related

to the provision of safe drinking water in the drinking water system. The specific

responsibilities and authorities for the various roles are provided in the Job Descriptions.

3 REFERENCES

Job Descriptions

QMS-04 QMS Representative

QMS-20 Management Review

Table 9-1 Operating Authority Key Roles

Table 9-2 QMS Roles, Responsibilities and Authorities



Procedure Title: Organizational Structure, Roles, Responsibilities and Authorities Page 2 of 2

Approved by:

Jennifer Rose



4 APPENDICES

Appendix A Organizational Chart

Environmental Services Department

June 18 2018

Appendix 9AOrganizational

Chart

June 18 2018

Table 9-1: City of Vaughan

Key Operating Authority Roles

Table 9-1 Revised Date: June 18, 2018

Owner – The Corporation of the City of Vaughan (Vaughan Council acts on its behalf)

Operating Authority – Environmental Services (Water Division)

QMS Representative – Supervisor of Compliance & Business Services.

Top Management (within the Operating Authority):

• Deputy City Manager, Public Works*

• Director of Environmental Services*

• Manager of Water Services*

• Supervisor(‘s) of Water Operations*

• Supervisor of Compliance & Business Services.*

*or appointed designate

Table 9-2 City of Vaughan

QMS Roles, Responsibilities and Authorities

Page 1 of 5 Table 9-2 Revised Date: June 18, 2018

Roles Responsibilities Authorities

Owner - Ensures the provision of safe drinking water to the City of Vaughan

- Monitors the QMS and the need for resources to support the QMS

- Submits and maintains an Operational Plan with the Operating Authority

- Endorses the contents of the Operational Plan and submits to the MOECC for acceptance

- Ensures the drinking water system is being operated by an Accredited Operating Authority

- Ensures compliance with the terms and conditions of the License and its components

- Financial, administrative authority related to the provision of safe drinking water

- Allocate necessary resources for the safe operation of the system based on recommendations from the Operating Authority

Top Management - Performs Annual Management Review - Reports to Council on the performance of

the QMS through Management Review Minutes

- Ensures compliance with the terms and conditions of the License and its components

- Appoints QMS Representative - Makes recommendations related to

necessary resources for QMS - Maintains Operational Plan (with Owner) - Ensures compliance with the terms and

conditions of the License and its components

- Makes recommendations to the Owner on the drinking water systems

- Make decisions respecting corporate aspects of the QMS

- Makes recommendations on improvements to QMS

- Provides and obtains resources for the QMS and necessary infrastructure to operate and maintain the drinking water system safely and effectively

- Makes decisions on system-specific aspects of the QMS

QMS Representative - Administers the QMS by ensuring that processes and procedures needed for the QMS are established and maintained

- Reports to Top Management on the performance of the QMS and any need for improvement

- Ensures that current versions of documents required by the QMS are being used at all times

- Ensures that personnel are aware of all applicable legislative and regulatory requirements that pertain to their duties for the operation of the drinking water system

- Promotes awareness of the QMS

- Makes necessary changes to the QMS and system procedures in the Operational Plan





throughout the Operating Authority - Liaison for internal and external auditing

process

Director of Environmental Services

- Plans, develops, recommends and implements strategies and goals to address service levels/standards of the City related to water distribution

- Provides long-range operational and productivity objectives

- Liaises with staff, public and external agencies

- Prepares Committee and council reports, studies, technical reports and correspondence

- Attends Council, general public, external agencies, other levels of government, etc. meetings as required

- Reviews and approves Operational Plan system procedures

- Monitors expenditures and financial performance, ensuring cost effective service, maintenance management programs, technical studies

- Budget preparation and administration

- Manages Operating Authority staff

Manager Water Services

- May be required to act as Overall Responsible Operator when necessary

- Managing activities for Environmental Services operations encompassing water

- Administration of service contracts, equipment tenders, maintenance programming of water, budget preparation, preparing reports and recommendations

- Participates on municipal committees and liaises with other levels of government

- Assesses staffing needs and provides recommendations on staff selection

- Implementation of service procedures and planning and establishing project priorities

- Responds to and/or addresses inquiries from the public, Council, Contractors and City Staff

Supervisor(‘s) of Water Operations


- Supervises water testing and corrective action in consultation with the Supervisor of Compliance and Business Services

- Spills response activities - Creation of protective maintenance

programs and repair activities for all parts of the water distribution

- Prepares and maintain associated records, reports and paperwork

- Participates in inspections with MOECC

- Reviews and approves changes to Standard Operating Procedures and/or Activity Methods in consultation with the QMS Rep.

Water Operations Coordinator






- Coordinates protective maintenance programs and repair activities of the water distribution infrastructure including distribution mains, valves, hydrants, meters, chambers, generators, booster pumps and stations

- Maintains associated records, reports and paperwork

- Provides backup support to the Supervisor of Water

Assistant Foreperson - May be required to act as Overall Responsible Operator when necessary

- Acts as Operator in Charge during applicable shift

- Assists the Supervisors in overseeing water testing and corrective action

- Oversees protective maintenance programs and repair activities of the water distribution infrastructure including distribution mains, valves, hydrants, meters, chambers, generators, booster pumps and stations

- Maintains associated records, reports and paperwork

- Provides backup support to the Water Coordinator and Supervisor of Water

- Oversees field operations including assisting with prioritizing and implementing approved operational and preventative maintenance programs applied to the water distribution infrastructure

Serviceperson I - Operator in Charge during applicable shift - Maintenance and repair of water works

infrastructure including valves, pumps, hydrants, meters, chambers, and any other appurtenances

Serviceperson II - May be required to act as Overall Responsible Operator when necessary

- Operator in Charge during applicable shift - Maintenance and repair of water works

infrastructure including basic inspection duties involving valves, hydrants, meters, chambers, mains, service connections, etc.

- Provides assistance in maintenance and repairs of water works infrastructure





Serviceperson III - May be required to act as Overall Responsible Operator when necessary

- Operator in Charge during applicable shift - Maintenance and repair of water works

infrastructure including inspection duties involving hydrants, meters, chambers, pumping/booster stations, etc.

- Completes associated paperwork - Provides backup support to Assistant

Foreperson

Supervisor of Compliance & Business Services

- Coordinates and maintains QMS

-Ensures environmental, legal and othercompliance initiatives, systems and programs are maintained

- Supervises, tracks and monitors water sample collection program and reporting of corrective action for the Water section

- Facilitates and conducts training sessions and opportunities

- Liaises with MOECC compliance officer and QMS auditors during inspections of water system

- Reviews MOECC web site for regulatory changes and informs appropriate City staff of changes

- Prepares Annual Report, Summary Report and other pertinent reports to ensure compliance

- Recommends procedural changes to operating activities to ensure compliance with acts and regulations

- Oversees Operator

Certification tracking and license renewals to maintain operator licenses

DWQMSCoordinator

- Schedules operator training and examinations

- Maintains a data base to track status of operator licenses and associated records

- Researches and compiles data for maintenance of QMS

- Retrieve and compile records and information for MOECC inspections and audits

- Backup to clerk and technical staff responsible for scheduling, tracking and reporting of water samples





Clerk Typist D - Development of chains of custody, data entry, organization of sampling including monthly, quarterly, yearly, lead, adverse, new main, complaints and main breaks

- Responsible for adverse reporting, written notices, and resolutions

- Uploads information and runs reports through Watertrax

Dispatch Coordinator

- Receive calls (e.g., complaints) from customers

- Generates and closes out work orders based on calls received

- Contacts Operator(s) and/or Supervisor to have work assigned based on calls

- Maintains daily sheets of Operators, Supervisors and ORO and provides this to managers

- Suggests Immediate Actions (what and If) to

Water Supervisor



Procedure Title: Competencies Page 1 of 4 Approved by: Jennifer Rose (Director of Environmental Services)


1 PURPOSE To document a procedure that identifies: a) competencies required for personnel performing duties directly affecting drinking water

quality,b) activities to develop and maintain competencies for personnel performing duties directly

affecting drinking water quality, andc) activities to ensure that personnel are aware of the relevance of their duties and how they

affect safe drinking water.

2 PROCEDURE

2.1 Competencies 2.1.1 Supervisors and the Manager are responsible for identifying required competencies

for employees performing duties directly affecting drinking water quality. The minimum levels of competencies required for personnel with duties affecting drinking water quality are identified in Table 10-1 Competencies.

2.1.2 Table 10-01 indicates the skill level required for each position whose actions may have a direct impact on water quality. The following is a general description of the various competency levels:

• Competency Level 1 indicates a basic, theoretical level of understanding. Level 1understanding is normally acquired through a combination of theoreticalinstruction, on-the-job training, review of journal articles, and specialty seminarattendance.

• Level 2 indicates an intermediate, theoretical and working knowledge of a skill,typically acquired through theoretical/practical instruction, on-the-job experience,and/or participation in specialty workshops and courses.

• Level 3 indicates advanced theoretical and working understanding of a particularsubject area, particularly as it pertains to the person’s responsibilities in the waterdistribution process. Level 3 is achieved through a combination of successfulcompletion of a post-secondary degree or diploma (or equivalent in the waterrelated field), at least 4 years of directly related on-the-job experience and/orparticipation in specialty workshops and courses.

2.1.3 Job descriptions are developed by the Supervisors and the Manager and are reviewed periodically for currency. The job descriptions include identification of responsibilities and education and experience requirements.

2.1.4 Competency is demonstrated by having appropriate education, training, skills and experience required for each relevant position.

2.1.5 There is a probationary period for new or transferred employees and at the end of the





probationary period the Supervisor evaluates the employee’s competency.

2.2 Training Needs Identification 2.2.1 Supervisors identify training needs for employees performing duties directly

affecting drinking water quality based on the identified competencies.

2.2.2 The need for training (to ensure competency is maintained) may also be determined based on the following:

• Comparison of the person’s skills and abilities with the requirements of the jobdescription and qualifications, in particular for new, temporary and transferredemployees;

• Corrective action (e.g., resulting from internal audits or non-conformances) if the needfor training is found to be a root cause (Element 21);

• Changes due to updates to the risk assessment outcomes (Element 8); and• Changes in legislative/regulatory requirements.

2.3 Training Plan

2.3.1 The Supervisors along with the DWQMS Coordinator review the training

schedule regularly to determine additional requirements (e.g., CEUs, on-the-job training, Ministry of Environment Director approved courses) and to assist in monitoring the required training hours for positions with duties directly affecting the drinking water quality.

2.3.2 The DWQMS Coordinator records the completed training hours in

the Training Matrix for each employee. Training Records are maintained as per Element 5 Document and Records Control.

2.4 Employee DWQMS Orientation

2.4.1 The Water Manager or Supervisor ensures a Drinking Water Quality Management Standard (DWQMS) awareness session is provided to new or transferred employees. The following types of information are included in the DWQMS awareness session:

• introduction to management systems and QMS Representative;• review of pertinent procedures and Standard Operating Procedures; and





• review of QMS policy and ensuring that personnel are aware of the relevance of theirduties and how they affect safe drinking water.

2.4.2 The DWQMS Coordinator records completion of the DWQMS awareness session and other applicable training. Copies of current licenses or certificates issued from training are maintained and filed by the DWQMS Coordinator.

2.5 Training Methods 2.5.1 Competency requirements can be satisfied through the use of in-house, off-site, or

on-line training, attendance at seminars/conferences, presentations by subject matter experts or on-the-job training.

2.5.2 On-the-job training may include using a “job shadowing system” to demonstrate and monitor how to perform various job duties using the appropriate documented procedures.

2.6 Effectiveness of Training 2.6.1 When external trainers conduct courses, the trainer may review/verify training

effectiveness though various means (e.g., mini quiz or mini workshops are undertaken for CEU courses). If the employee is knowledgeable and able to demonstrate the skills, then the external trainer often issues a certificate to indicate the training was effective. The DWQMS Coordinator may audit courses as a means of determining training effectiveness and applicability.

2.6.2 When internal training courses are conducted, the Supervisor talks to staff following completion of the course to determine the effectiveness of the training. In addition, the person setting up the training will ask the instructor to provide feedback on the trainee’s understanding of the information.

2.6.3 Training needs may be identified through the Continual Improvement process (Element 21), and documented in a Corrective Action Report (CAR). For these training needs, the employee’s Supervisor is responsible for ensuring the training is completed and competency is achieved and reporting it to the QMS Representative.

2.6.4 On-the-job training is provided to employees through courses and job shadowing and is determined to be effective when the Supervisor allows the employee to work alone.

3 REFERENCES

QMS-05 Procedure Document and Records Control QMS-08 Risk Assessment Outcomes





QMS-21 Continual Improvement Training Matrix Corrective Action Report

4 APPENDICES

Table 10-01 Drinking Water Related Competencies



Procedure Title: Personnel Coverage Page 1 of 2

Approved by:

Jennifer Rose(Director of Environmental

Services)


1 PURPOSE

To document a procedure for ensuring that sufficient personnel (meeting competency

requirements) are available for duties directly affecting drinking water quality.

2 PROCEDURE

2.1 OVERALL RESPONSIBLE OPERATOR (ORO)

2.1.1 Environmental Services Daily Work Schedule is given to Environmental Services

Dispatch that identifies the designated Overall Responsible Operator (ORO) for the week

and the Operator in Charge (OIC) along with their appropriate contact numbers.

2.1.2 ORO is kept up to date by being notified of work being done. They are provided with an

update at the start of any project by the Manager or Supervisor.

2.1.3 The ORO is designated by the Director of Environmental Services (Operating Authority

Representative) in consultation with the Supervisor of Water Operations

2.2 REGULAR HOURS

2.2.1 Licensed distribution operators are available during regular business hours (Monday to

Friday from 7:00 am to 3:30 pm).

2.2.2 Environmental Services Dispatch provides an answering service which is staffed from

8:30 am to 4:30 pm in the Joint Operations Centre and Access Vaughan provides theanswering service from 4:30 pm to 7:30 pm and a contracted answering service from 7:30

pm to 8:30 am, and statutory holidays.

2.3 ON-CALL HOURS

2.3.1 Access Vaughan and/or contracted answering service receive all off-hours emergency

calls and contacts the water compliance cell phone for action. The on-call Manager or Supervisor who answers the water compliance cell phone will assign a water operator to respond.

2.3.2 The Supervisor of Water Operations develops the on-call list and makes any

modifications that are needed on an “as needed” basis.

2.3.3 Once probationary periods have been completed, core positions (equipment component

and piping repairs) are rotated on an “on-call” basis at the discretion of Management.

2.3.4 The designated ORO is contacted by OIC if there are operational problems.



Procedure Title: Personnel Coverage Page 2 of 2

Approved by:


Services)


2.3.5 All Operations staff have an emergency list of contractors that can be contacted to assist

in the repairs. The contractors are supervised by an Operator at all times.

2.4 STRIKE SITUATIONS

2.4.1 Appropriate Non-Union Management staff are licensed and rotate acting as ORO and

designate the OIC.

2.4.2 Approved contractors are available to provide a sampling service and booster station

maintenance and coverage and can be located off-site to a designated satellite location.

2.4.3 Manager contacts contractors to undertake work and suppliers, to deliver necessary

supplies and/or make them available for pick-up.

2.4.4 Some non-union staff are available for operational maintenance for emergency and/or

routine situations.

2.5 RESPONSE TIMES

2.5.1 Circumstances permitting, staff should be able to respond in approximately 1 hour from

the call coming into Environmental Services Dispatch.

2.5.2 In general the response times are:

▪ ORO – within 1 hour (generally handle emergencies through phone)

▪ On-call staff– within 1 hour (circumstances permitting).

3 REFERENCES

QMS-10 Competencies

Environmental Services – Water Division Daily Work Schedule Form

On Call Notice Form

4 APPENDICES



Procedure Title: Communications Page 1 of 3

Approved by:


Services)


1 PURPOSE

To document a procedure for communications that describes how relevant aspects of the Quality

Management System are communicated between Top Management and:

a) the Owner;

b) the Operating Authority personnel;

c) Suppliers; and

d) the Public.

This procedure does not include communication procedures used in Emergency situations.

These are described in QMS-18 Procedure Emergency Management.

2 PROCEDURE

2.1 COMMUNICATION OF QMS POLICY

The QMS Policy is made available:

• on the City of Vaughan website,

• posted in the Joint Operations Centre, and

• is available to the public upon request.

2.2 COMMUNICATION METHODOLOGIES

2.2.1 Communication to and from Owner (Council)

Communication to Council from Top Management is through the use of staff reports,

information memos or presentations to Council following established Corporate communication

protocols. A current copy of the Operational Plan is available on the City Website.

Council can communicate directly to Top Management through formal Council meeting minutes

and/or Council resolutions and confirming through a by-law. E-mails and notices may be

received by Central Dispatch from the Mayor and/or Councillors for service interruptions and

these may be forwarded to Top Management for review and/or response. Council may e-mail

directly to the Director with copies to the Deputy City Manager for some specific issues.

2.2.2 Communication to and from Operating Authority Personnel

Communication between Top Management and the Operating Authority Personnel is achieved

through the following means.

1. Top Management communicates to and from the Operating Authority personnel through

various regularly held meetings. Where applicable, meeting minutes are retained as per

QMS-05 Procedure Document and Records Control. Generally, the process for relaying




Approved by:


Services)


information related to drinking water issues from Top Management to personnel is

achieved through the following tiered approach:

a) Top Management to the Manager through various management meetings

b) Manager to Supervisors through various meetings

c) Supervisors are then responsible for relaying applicable information to staff (often in

regularly held operator meetings).

2. Other forms of communication between Top Management and Operating Authority

personnel include:

• written documentation,

• emails,

• verbal discussions,

• training sessions,

• circulation of applicable procedures and other QMS documentation, and

• posting of material on bulletin boards.

2.2.3 Communication to and from Suppliers

1.

Communication to Suppliers is done through the Manager, Supervisors and Procurement through the issuance of tenders, contracts and/or purchase orders to suppliers. Operating

Authority personnel may deal directly with suppliers through the use of field purchase

orders. The QMS Policy and copies of specific standard operating procedures may be

provided to Suppliers along with the purchase orders, contracts or tender documents.

2.Communication from Suppliers to Top Management (via City staff) can be through written

correspondence, email, phone calls, and the purchasing process.

3. Operating Authority personnel contact suppliers directly if problems occur with the

supplier. For ongoing issues Procurement will also be contacted to deal with ongoing

supplier related problems.

2.2.4 Communications to and from the Public

1. All non-emergency communication (related to water issues) to the public is achieved

through one or more of the following:

• newspaper notification and/or media advisories;

• hand delivered letters;

• mobile signs,

• posting on the City of Vaughan website (e.g., annual reports, Policy),

• coordination with York Region and/or Fire Department (i.e., water bans)




Approved by:


Services)


• educational activities through special events (e.g., booths at conferences, schoolpresentations).

• public meetings

2. The public can communicate water related issues/queries through:

• calling the Access Vaughan call centre;

• calling Environmental Services Dispatch and/or contracted Answering Service (after

business hours);

• e-mails sent to the City via links on the City of Vaughan’s website;

• e-mails and/or phone calls directly to Councillors and City staff;

• letters; and

• faxes.

Access Vaughan (after hours) and Environmental Services Dispatch (during business

hours) receive the majority of the public water related queries. Queries that cannot be

answered by Access Vaughan are directed to Environmental Services Dispatch. For larger

scale or sensitive issues, Corporate Communications may be contacted to assist in dealing

with public communications.

3 REFERENCES

QMS-05 Procedure Document and Records Control

QMS-18 Procedure

Emergency Management

4 APPENDICES

Not Applicable



Procedure Title: Essential Supplies and Services Page 1 of 2 Approved by: Jennifer Rose (Director of Environmental Services)


1 PURPOSE To document a procedure ensuring the quality of essential supplies and services, in as much as they may affect drinking water quality. The procedure shall include identification of these supplies and services and a means to ensure their procurement

2 PROCEDURE

2.1 Procurement Process 2.1.1 The acquisition of goods and services related to the provision of drinking water is

addressed by the Procurement Policy which is administered by the Procurement Department.

2.1.2 The Procurement Department obtains specifications and/or certification of product requirements for supplies and services from the Deputy City Manager of Public Works (for Design Standards) prior to issuance of new and/or renewal of tenders, RFPs, contracts, etc.

2.1.3 If required, the Supervisor ensures that Standard Operating Procedures are developed and provided to establish conduct/ specifications of suppliers and contractors.

2.1.4 Prior to issuance, the Procurement Department forwards the RFP and other bid documents to appropriate personnel for review.

2.1.5 The Procurement Policy has price thresholds and thus some supplies (below the threshold) may be purchased directly by Environmental Services from local sources.

2.1.6 Some supplies are kept in stock (e.g., repair clamps, odd-sized pipes, etc.) and are available at the Joint Operations Centre.

2.1.7 A copy of the relevant procedures/specifications, a copy of the QMS Policy and general information regarding the presence of a QMS are included in the appropriate contract.

2.1.8 A vendor’s list of approved contractors is contained in the Essential Supplies and Services Handbook. The QMS Representative is responsible for updating the handbook as changes are required.

2.1.9 Contractors are on on-call 24-7 for the east and west portions of the City. For the provision of supplies and/or services during emergency situations the ORO can contact these contractors and if they are unavailable contractors on the vendor’s list may be contacted.

2.1.10 During emergency situations when a contractor is used, the ORO contacts the Procurement. Department to inform them about what was done and the total costs.



Procedure Title: Essential Supplies and Services Page 2 of 2 Approved by: Jennifer Rose (Director of Environmental Services)


2.2 Identification of Supplies & Services and Requirements 2.2.1 Form 13-01 Essential Supplies and Services for drinking water identifies the essential

supplies and services critical to the provision of safe drinking water.

2.2.2 The form provides a description of the Procurement of Supplies or Services including:

- how do you ensure it is available, when required - how do you ensure it is made available, when required (daily operations &

emergencies)

2.2.3 The form also includes identification of the Quality Requirements:

- what requirements are needed related to quality of supply or service (e.g., product/service quality; performance of supplier/service provider; method of delivery; on-site activities)

- definition of how they make sure they are met

2.3 Monitoring Supplies and Services 2.3.1 Environmental Services ensures that the supplies and services meet the requirements

and/or specifications identified in the documentation.

2.3.2 Any problems are documented that are encountered regarding the supplies and/or services and forwarded to the Procurement Department (generally by e-mail). Performance evaluation forms are provided by the Procurement for suppliers and are required to be completed by Environmental Services prior to issuance of the next contract.

3 REFERENCES Form 13-01 Essential Supplies and Services


City of Vaughan DWQMSQMS 13: Essential Supplies Services

Form 13-01October 1, 2008

Essential Supply or Service

Procurement of Supplies or Services- how do you ensure it is available, when required- how do you ensure it is made available, when required (daily operations & emergencies)

Quality Requirements- what requirements are needed related to quality of supply or service (e.g., product/service quality; performance of supplier/service provider; method of delivery; on-site activities)- define how you make sure they are met



Procedure Title: Review and Provision of Infrastructure Page 1 of 3 Approved by: Jennifer Rose (Director of Environmental Services)


1 PURPOSE To describe the annual review process that results in the provision for replacement of drinking water infrastructure. The objective is to annually review what infrastructure is necessary to operate and maintain the drinking water system and to determine if that infrastructure is in place as needed. The procedure also describes how the findings of the review are communicated to Council. 2 PROCEDURE

Review and provision of the City of Vaughan’s drinking water infrastructure needs is achieved through different means depending on whether the infrastructure is existing, or intended to address growth needs.

2.1 REVIEW OF EXISTING INFRASTRUCTURE NEEDS

2.1.1 Planning for watermain construction/replacement/upgrades is performed by Infrastructure

Delivery (ID), Infrastructure Planning and Corporate Asset Management (IPCAM), and Environmental Services (ES), who together work to develope a new capital plan for the next 5 years.

2.1.2 ID identifies roads that require construction and the schedule for their construction.

2.1.3 On an annual basis ID forwards to the Manager of Water Services the list of roads undergoing construction in the following year and requests comments on the state of the water services in the area.

2.1.4 During the 3rd quarter, ID provides a list of roads that will undergo construction.

2.1.5 Environmental Services undergoes a comparison of the number of watermain breaks and the list of road projects to provide a priority listing of watermain construction and

provides a response to ID for further action.

2.2 NEW INFRASTRUCTURE 2.2.1 The process for new infrastructure is primarily driven by IPCAM and delivered/constructed by DE2.2.2 New infrastructure must meet the current design standards while maintaining the

minimum level of requirements set out for the Municipal Drinking Water Licence and Drinking Water Works Permit.

2.2.3 The results of the growth related drinking water infrastructure needs review is documented in the following: • Official Plan• Master Servicing Studies

• Water Modelling

2.1.6 IPCAM uses DTIMS (Deighton Total Infrastructure Management System), to review whether any watermain assets are candidates for renewal/replacement at locations where

road work has been identified.





2.2.4 Long term planning for growth related infrastructure starts with the development and updating of the Official Plan (OP), which provides the policy framework to guide the provision of infrastructure within the City of Vaughan. The OP focuses on population projections, land use and infrastructure development policies.

2.2.5 Master Servicing Studies (MSS) are then completed through IPCAM in order to determine the specific needs and timing for drinking water infrastructure to support the specific serviced area.

2.2.6 The development of the OP and MSS provides an opportunity for projections over 10 years for new development projects. ES reviews drawings for compliance with their needs (e.g., valves at boundaries, hydrants). Council must approve any amendments to these two plans.

2.2.7 The Region of York is also consulted if regional roads are to be used for the project. Any road reconstruction projects being completed by the Region are also reviewed to help identify priority projects.

2.2.8 Region develops and maintains the capital 10 year plan. This plan is posted on the website and reviewed during development of the priority list of projects.

2.2.9 Detailed designs are approved by Vaughan and the Region follows Vaughan design standards.

2.3 PROVISION OF INFRASTRUCTURE

2.3.1 ID, IPCAM & ES determine what is needed to maintain the water services in terms of

reconstruction and replacement. ID, IPCAM & ES prioritize the projects and develops the project list that is forwarded to Council for approval.

2.3.2 Financial Services establishes the funding line

2.3.3 The capital budget is developed to meet annual budget timelines

2.3.4 Annual operating budgets are also used to provide infrastructure needs and maintenance.

Budgets can be increased through Council. Changes in regulations and operations are the main category to consider for an increase in operating budget from the previous year.





3 REFERENCES

QMS-05 Document and Records Control QMS System Procedure




Procedure Title: Infrastructure Maintenance, Renewal and Rehabilitation Page 1 of 4 Approved by: Jennifer Rose (Director, Public Works)


1 PURPOSE To document a procedure for infrastructure maintenance, rehabilitation and renewal programs for the drinking water systems. This is a continuation from the review and provision of infrastructure and is a summary of the infrastructure rehabilitation, renewal and maintenance programs and activities that are undertaken.

2 PROCEDURE

2.1 BOOSTER STATIONS - PREVENTATIVE MAINTENANCE 2.1.1 Booster stations are checked on a regular basis by Certified Water Operators and

maintenance activities are undertaken by City staff or a Contractor.

2.1.2 The need for maintenance is determined based on recommendations as indicated in the equipment manuals and regulations.

2.1.3 The Contractor submits a report on completed maintenance activities.

2.2 BOOSTER STATIONS - UNPLANNED MAINTENANCE

2.2.1 Unplanned maintenance activities may be identified by the Contractor which is noticed during preventative maintenance work. The City of Vaughan may also identify the need for maintenance during regular station inspections.

2.2.2 The Contractor and/or Operator communicate the maintenance needs (including minor and major repairs) to the Supervisor (‘s) of Water Operations.

2.2.3 The Supervisor (‘s) of Water Operations determines how to complete the work and informs the Contractor.

2.2.4 The Contractor undertakes the repairs and the completed maintenance work is recorded in the station logbook.

2.3 OTHER INFRASTRUCTURE - PREVENTATIVE MAINTENANCE Hydrant Maintenance and Valve Turning

2.3.1 The Supervisor of Water Operations sets up overall programs for hydrant maintenance/flushing and valve turning.

2.3.2 Hydrant maintenance and valve turning are completed by a Contractor.

2.3.3 Water Operations develops a spreadsheet for the hydrant maintenance and valve turning schedules. The spreadsheets are provided to the Contractor on an annual basis and they update the spreadsheet as the maintenance is completed.

2.3.4 As part of the hydrant maintenance program, pressure tests are undertaken and are reported back to Water Operations for tracking and analysis.





2.3.5 The completed spreadsheets are provided to Water Operations at the end of the year for tracking of hydrant maintenance and valve turning that was completed.

2.4 OTHER INFRASTRUCTURE - UNPLANNED MAINTENANCE

2.4.1 For maintenance activities completed by Operators the Environmental Services Department Water Division Work Procedures / Activity Method and/or the Standardized Water Operating Procedures (Area Municipalities and York Region) are provided to Operators to outline the work required to be completed.

Hydrant Repairs

2.4.2 Dispatch receives calls for hydrant repairs and creates a work order that is assigned to an Operator.

2.4.3 Once the repairs are completed, the Operator signs off on the work order and forwards it to the Assistant Foreperson for sign off.

2.4.4 A hard copy of the closed work orders is filed based on Document and Records Control (QMS-05).

Watermain Repairs

2.4.5 Watermain breaks are repaired by contractors. An Operator contacts the contractor and fills out a “Watermain Shutdown Report” for a main break.

2.4.6 A log of watermain breaks is maintained by Water Operations based on the completed work.

2.5 EFFECTIVENESS OF MAINTENANCE

2.5.1 The effectiveness of maintenance is reviewed on an annual basis by the Supervisor of Water Operations by various means:

• The number of watermain breaks is summarized by the Water Operations on an annualbasis and reviewed for budget purposes. In addition, it is reviewed as to whether themain breaks occurred in areas that are anode protected.

• The number of valves requiring repairs on an annual basis.

• Review the number of work requests received for leaking valves, water qualitycomplaints and the number that are still open each year.





2.6 RENEWAL

2.6.1 The renewal infrastructure needs are driven by Environmental Services & IPCAM based on repair

history and pipe material and age, and risk modelling software.

2.6.2 For renewal projects, projected growth is factored in through water modelling to

determine if upsizing of watermain is required in the area. If upsizing of the watermain is recommended, then Development Engineering is informed.

2.6.3 IPCAM & ID identifies new roads projects and discussions are held with Environmental

Services to determine if the watermain in these roads requires renewal.

2.6.4 If the road is not being replaced then Environmental Services could undertake the project as stand-alone otherwise, this work could be done through the ID.

2.6.5 If road work associated with the watermain renewal is not completed during the year then the project is automatically carried forward to the following year but Environmental Services is conferred with responsibility to determine if watermain renewal is still a priority.

2.7 REHABILITATION

2.7.1 Environmental Services drives the process for rehabilitation of water infrastructure.

2.7.2 Water Operations produces a list of watermain breaks giving history by year, location and material used to repair the break.

2.7.3 The Supervisor(‘s) of Water Operations and the Water Services Manager review watermain break history and problems areas. The problem areas are based on watermain material, age and the condition is considered but there is no formal rating system.

2.7.4 They then, discuss with ID to determine if Environmental Services will do the work as a stand-alone project or with ID as part of a road project.

2.7.5 Anode protection exists for ductile iron sections and these are rehabilitated first by looking at where watermain breaks have occurred and then based on quadrants in the City. The process is to rehabilitate area further if watermain breaks have occurred.

3 REFERENCES QMS-05 Document and Records Control QMS System Procedure Environmental Services Department Water Division Work Procedures / Activity Method Standardized Water Operating Procedures (Area Municipalities and York Region) Watermain Shutdown Report Work Order



Procedure Title: Sampling, Testing and Monitoring Page 1 of 3 Approved by: Jennifer Rose (Director of Environmental Services)


1 PURPOSE To document a procedure for sampling, testing and monitoring activities completed for drinking water quality. The procedure describes how the sampling, testing and monitoring results are recorded and shared with the Owner, where applicable.

2 PROCEDURE

2.1 Sampling & Testing 2.1.1 Sampling, testing and monitoring is completed on distributed water to:

• provide operators with knowledge required to proactively operate the drinkingwater system, especially at Critical Control Points,

• ensure water quality is maintained as water travels through the distributionsystem, and

• ensure compliance with applicable Ontario Drinking Water Regulations.

2.1.2 For the purposes of this procedure, “sampling” is defined as the process of collecting water samples for laboratory analysis, and “testing” is considered to be the laboratory analysis.

2.1.3 To further ensure disinfection throughout the distribution network, Operators collect water samples at various points for microbiological analyses and chlorine residuals.

2.1.4 These samples are taken at various locations throughout the system to ensure the water meets the environmental guidelines.

2.1.5 The sampling points and corresponding analyses are listed on the chain of custody sheets (which track the sample from the point of collection to the lab for analysis). The person responsible for completing the sampling is also noted on the sheets.

2.1.6 The number of samples taken per month is determined in accordance with the guidelines by the Supervisor of Compliance and Business Services. The number of samples will continue to increase as the population increases, in accordance with the requirements of Ontario Drinking Water System Regulation 170/03.

2.1.7 The Clerk Typist is responsible for the organization of the monthly, quarterly, yearly and lead sampling and for maintaining the database.

2.1.8 The sampling frequency (monthly, quarterly, yearly) for the various parameters is identified in the following files: Monthly Sample Calendar Schedules, Water-Quarterly Inorganics Analysis Reports and Water-Yearly Inorganics Analysis Reports.





2.1.9 The protocols for collecting and handling water samples are provided in the standard operating procedures/activity method.

2.1.10 The Supervisor of Compliance & Business Services is responsible for reviewing the water quality sampling program for changes required to the water quality parameters, sampling frequency and sampling locations.

2.1.11 The Supervisor of Compliance & Business Services is responsible for updating the sampling schedule based on this review.

2.2 Sampling & Testing Results 2.2.1 Analytical results are compared to the MOECC’s Ontario Drinking Water Standards

(ODWS, O. Reg. 169/03). The analytical results are compiled annually and listed along with the Maximum Acceptable Concentration (MAC), (based on the ODWS) and City limits (min, max, average) for each parameter that is tested.

2.2.2 All results are uploaded into an external database (Watertrax) and the Clerk Typist manually enters chlorine residuals into the database. The Clerk Typist is also responsible for uploading information, verifying the results and running reports through this database.

2.2.3 Adverse conditions are identified through lab notification. Should the analytical results indicate an adverse conditions the Standardized Water Operating Procedures and Work Procedures are followed that indicate how these adverse conditions are reported and addressed.

2.2.4 There is one challenging condition associated with the distribution system other than issues associated with exceedances from the City’s control limits. Any exceedances (deviations) would require a response as outlined in the Work Procedures (e.g., increased sampling frequency, contact with the Region of York) until the samples taken stay within the City’s control limits.

2.2.5 The challenging condition is related to new developments, where services have been installed but the subdivision has not been built out however the full distribution system is in place. Vaughan has a specific program set up for increased sampling and flushing in these areas. It involves sampling and flushing on a varied frequency, depending on the population that moved into the new area, the sampling results, and takes into consideration the specific new subdivision area. Over time, and as people move in and consume the water, the flushing and sampling requirements are adjusted accordingly and become part of the regular sampling program.

2.2.6 Sampling and testing records are managed in accordance with QMS-05 (Document and Record Control System Procedure).





2.3 Monitoring 2.3.1 The Maplewood Booster Station and the Woodland Acres pressure elevating system are

directly linked to alarm dialers that instantaneously contact Environmental Services Dispatch or the after-hours answering service when triggered to immediately send out licensed operators to take corrective action for maintenance and/or repair. No additional monitoring is done on the distribution system by the City. Monitoring is done at Regionally owned facilities (e.g., storage facilities, pumping stations) by York Region prior to distribution. In the event that issues arise at these locations, York Region contacts City of Vaughan water operations staff.

2.4 Reporting to the Owner 2.4.1 The Supervisor of Compliance and Business Services ensures that required information is

collected and an annual summary report is developed showing any adverse incidents, chemical analyses, etc.

2.4.2 In accordance with relevant legislation, the summary reports are provided to Council and posted on the City of Vaughan’s website on an annual basis, with an emphasis on outlining problems/issues (abnormal conditions) that have occurred during the past year.

3 REFERENCES QMS-05 Document and Records Control Environmental Services Department Water Division Work Procedures / Activity Method Ontario Regulation 169/03 Ontario Regulation 170/03




Procedure Title: Measurement and Recording Equipment Calibration and Maintenance Page 1 of 1 Approved by: Jennifer Rose (Director of Environmental Services)


1 PURPOSE

To document the calibration and maintenance of measurement and recording equipment used for safe drinking water quality.

2 PROCEDURE

2.1 CALIBRATION AND MAINTENANCE FREQUENCY AND SCHEDULE 2.1.1 Measurement and recording equipment is maintained and calibrated as per equipment

manufacturer’s specifications or as required by O. Reg. 170-03; whichever is more frequent.

2.1.2 The frequency and responsibility for calibration and maintenance of each equipment type is summarized on Form 17-01.

2.1.3 The Assistant Foreperson is responsible for ensuring that the calibration is undertaken and the forms are completed by the Operator (for in-house calibration and maintenance) or the designated outside contractor.

2.1.4 The alarm system at the booster stations is maintained and calibrated through daily, weekly and yearly activities that Operators and the maintenance contractors undertake for the alarms and settings.

2.1.5 Standard Operating Procedures are used to inform an operator what to do if the equipment is out of calibration.

2.2 ANNUAL REVIEW 2.2.1 The equipment calibrated in-house is tracked by the Assistant Foreperson on forms (e.g.,

pH meters, Colorimeters).

2.2.2 On an annual basis the Assistant Foreperson files a copy of the yearly log of the maintenance and calibration as per QMS-05 Document and Records Control Procedure.

2.2.3 At least once per year the Assistant Foreperson reviews the calibration and maintenance schedules to ensure the information is updated.

3 REFERENCES QMS-05 Document and Records Control QMS System Procedure Form 17-01 Measurement & Recording Equipment Maintenance & Calibration Schedule Forms Calibration of: ph Meter, Chlorine Residual Test Kit and Turbidity Meter


MEASUREMENT & RECORDING EQUIPMENT MAINTENANCE & CALIBRATION SCHEDULE

Equipment Description Reference Number / Serial Number

Calibration Frequency

Tracking method for Calibration

Outside Contractor or Calibrated In-house

Form 17-01 Aug 21/08



Procedure Title: Emergency Management Page 1 of 2 Approved by: Jennifer Rose Director or Environmental Services


1 PURPOSE The purpose of this procedure is to document how we maintain a state of emergency preparedness, including:

a) a list of potential emergency situations or service interruptions,b) processes for emergency response & recovery,c) emergency response training & testing requirements,d) Owner & Operating Authority responsibilities during emergency situations,e) references to municipal emergency planning measures, andf) emergency communication protocol and up-to-date list of emergency contacts.

2 PROCEDURE

2.1 Identification of Emergency Situations or Service Interruptions

2.1.1 On an annual basis, as part of the Annual management review, the Director, Manager and Supervisors meet to review the list of emergency situations or service interruptions that have been identified and to examine current operations to determine if additional emergency situations or service interruptions exist.

2.1.2 In addition, during the risk assessment process (including the annual and three year

reviews) outcomes are identified which may include some emergency situations or service interruptions. This is another opportunity which may identify emergency situations or service interruptions that can be considered.

2.2 Process for Emergency Response and Recovery 2.2.1 Based on the emergencies identified the QMS Representative is responsible for ensuring

that Standard Operating Procedures (SOP) are developed.

2.2.2 The SOPs outline the roles and responsibilities for various staff and the activities related to the response and recovery from the emergency situation or service interruption.

2.2.3 The City of Vaughan has a corporate emergency plan that outlines communication procedures during emergency situations and the roles and responsibilities of the Owner and appropriate Water Division staff depending on the level of emergency.

2.2.4 The Director is responsible for contacting Corporate Communications for emergencies that have escalated to a corporate level of response.

2.2.5 For escalation of emergencies, the Emergency Response Protocol should be referred to as it provides the emergency communication protocol for situations that have both potential



Procedure Title: Emergency Management Page 2 of 2 Approved by: Jennifer Rose Director or Environmental Services


Environmental Services Water Division and Corporate level impacts. The emergency list of contacts, critical watermains, critical water users, etc., are included in this protocol.

2.3 Emergency Response Training and Testing Requirements

2.3.1 The Supervisors and DWQMS Coordinator are responsible for ensuring

that emergency response training is undertaken by appropriate staff, as required.

2.3.2 In addition a debriefing after larger scale emergencies will be undertaken by the Manager

and may include the Director, Supervisors and QMS Representative and other applicable staff.

2.3.3 Periodically the emergency procedures (response and recovery) will be evaluated and modifications made to the procedures where required based on the review and/or debriefing following emergency situations.

3 REFERENCES QMS-10 Competencies Standard Operating Procedures Emergency Response Protocol City of Vaughan Emergency Plan




Procedure Title: Internal Audits Page 1 of 4 Approved by: Jennifer Rose (Director of Environmental Services)


1 PURPOSE This System Procedure documents the procedure for internal audits that:

• Evaluates conformity of the QMS with the requirements of the DWQMS,• Identifies internal audit criteria, frequency, scope, methodology and record keeping

requirements,• Considers previous internal and external audit results, and• Describes how the QMS corrective actions are identified and initiated.

2 PROCEDURE

2.1 AUDIT TEAM STRUCTURE AND ROLES

QMS Representative

Lead Auditor Auditors

The audit team roles are as follows.

• The QMS Representative acts as a liaison between the audit team (through the LeadAuditor) and the auditees.

• The Lead Auditor is responsible for overseeing the internal audit process and ensuringqualified auditors conduct internal audits.

• Auditors work with the Lead Auditor to prepare for and conduct internal audits.

2.2 AUDITOR QUALIFICATIONS AND SELECTION The Lead Auditor and Auditors must meet the following criteria:

• knowledge of the DWQMS and Vaughan’s drinking water QMS;

• independent of the work that is going to be audited;





• ability to make objective observations and record the results;

2.3 AUDIT PROCESS

2.3.1 Schedule

Each element of the QMS for the drinking water system must be audited a minimum of once per 36 months. Additional audits can be scheduled based on the importance of the process or area, or in response to previous audits results (internal and external). Typically, the internal audit focuses on the previous calendar year.

The Lead Auditor creates an Annual Internal Audit Schedule using Form 19-01, with assistance from the QMS Representative. The Lead Auditor appoints an Auditor(s) for each element or process and ensures that Auditors do not audit their own work. The Lead Auditor or QMS Representative forwards the Audit Schedule to the Manager and Supervisors for approval.

The Audit Schedule is sent out by email to the Manager, Supervisors and Assistant Foreperson at least two weeks in advance.

2.3.2 Checklist

The Lead Auditor works with the QMS Representative and other Auditor(s) to prepare an Internal Audit Checklist Form 19-02 or other similar document that records questions asked and points verified. The checklist defines the scope (i.e., applicable area of the QMS, time period to be audited, organizational unit and/or facility) and audit criteria (i.e., applicable manuals and standards).

The checklist reflects the current policies and procedures of the area that are being audited. A copy of the procedures with the points highlighted that are going to be checked can be attached to the checklist and referenced for the audit.

2.3.3 Opening Meeting An opening meeting may be held before the audit is conducted. The people present would be the Lead Auditor, the Auditor(s), the QMS Representative and the personnel responsible for the area to be audited. Other employees to be interviewed during the audit can be included in the meeting. The opening meeting includes the following agenda:

• audit team introductions• review the objective and scope of the audit• discuss method of conducting and communicating the audit





• clarify schedule and availability of staff for the audit.

2.3.4 AuditThe audit is performed by the auditing team using the Internal Audit Checklist Form 19-02 or applicable document. Observations that provide evidence of conformance or nonconformance are noted on the Internal Audit Checklist.

2.3.5 Audit Findings The results of the audit are reviewed by the Audit Team. Agreement is reached under the leadership of the Lead Auditor. The Auditors complete the summary of findings on the Audit Report Form 19-03 or similar document.

The Lead Auditor records nonconformances from the internal audits on Nonconformance Report (NCR) Form 19-04 which records:

• Audit report number• Report date• Brief description of nonconformance

The QMS Representative tracks the internal audit nonconformances by recording the NCR number in the Non-conformance Report Log Form 19-05.

2.3.6 Closing Meeting The results of the audit are presented at the closing meeting, if one is held. At a minimum the Supervisor responsible for the area audited and the Audit Team would attend.

The closing meeting will include the following:

• thank the staff for their cooperation• review the commendable features• review documented observations – what is effective, what needs improvement and what

is unsatisfactory• Ensure the issue is understood and get agreement on a response date for the Corrective

Action for each finding or NCR with the person responsible for the area audited• Record the NCR number on the Audit Report to ensure audit results are understood

2.4 AUDIT REPORT

The Auditors draw up an Internal Audit Report Form 19-03 and fill out any Corrective Actions that may be required from the audit. The report has to be signed by the Lead Auditor and the person responsible for the audited area.

A copy of the report is given to the Director, Manager, Supervisors and the QMS Representative; the original is kept by the Lead Auditor and used for follow up. The report is filed according to QMS-05 Procedure Document and Records Control.





2.5 AUDIT FOLLOW UP AND REVIEW

The Lead Auditor makes sure that the follow up audit is carried out. The follow up audit has to be carried out to verify that the action has been taken and that it is effective. The results of the follow up are recorded in the original Internal Audit Report Form 19-03 and by the QMS Representative on the NCR Log (including the date closed).

The results of the internal audits and the follow up audits are reviewed by management at the annual Management Review meeting as per QMS-20 (Management Review) or more frequently, if required.

3 REFERENCES Form 19-01 Annual Internal Audit Schedule Form 19-02 Internal Audit Checklist Form 19-03 Internal Audit Report Form 19-04 Nonconformance Report Form 19-05 Nonconformance Report Log QMS-05 Document and Records Control QMS-20 Management Review


Form 19-01Dec 18/13

INTERNAL AUDIT SCHEDULE

Page 1 of 1

City of Vaughan - Public Works Internal Audit of the Vaughan Distribution System (mm/day/yr) Team Number: 1 1 2 2

Audit Team Auditee Name Date

Time Reqd (hrs) Time Location 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21

1& 2 Auditor Meeting1 & 2 CLOSING MEETING all interested

LA = Lead Auditor

DWQMS ELEMENT TO AUDIT Auditors

Form 19-02 Jun 24/08

INTERNAL AUDIT CHECKLIST

Process / DWQMS Element: Page 1 of 1 Scope & Audit Criteria:

Lead Auditor: Date of Audit:

Person Responsible for the Area:

Audit Leader and Audit Team Members:

OK = Satisfactory Response U = Unsatisfactory Response (may result in nonconformance report or corrective action) NI = Needs improvement – observation or suggestion

Ref.# Procedure/Question OK U NI Comments

Form 19-03 Jun 24/08

INTERNAL AUDIT REPORT

Procedure Section Audit Report # Date of Audit

Audit Scope & Objectives

Lead Auditor Person Responsible for Area Audited

Audit Team Leader and Audit Team Members

Attended Opening Meeting (if applicable) Attended Closing Meeting

Commendations – summary of activity that is in conformance or other points that are well done.

Summary of Audit Findings

Corrective Action Reports Issued:

Suggestion for next audit

Result of Audit ( ) OK ( ) Not OK - if not OK state date of follow up audit:

Result of Follow Up Audit ( if applicable ) ( ) OK ( ) Not OK – state action to be taken

____________________________________ ______________________________ Lead Auditor Date

Distributed to: ___________________________________________________________________

Form 19-04 Jun 24/08

NONCONFORMANCE REPORT (NCR) FORM

PART A – To be completed by Employee / Lead Auditor Date: NCR #

Initiator: (name, work location)

Source: ( ) Employee Suggestion ( ) Internal Audit – Audit Report Date:

Audit Report #: ( ) Inspection ( ) Other – please specify _______________

Describe the nonconformance and any action you can suggest (Additional sheets can be attached if more space is required)

PART B - To be completed by QMS Representative

Describe the action taken in response to Part A

Is corrective or preventive action required? ( ) No (X) Yes If No, explain If yes, specify and include time lines, responsibility for action

Nonconformance Report Form Complete ( ) Yes Date: QMS Representative Signature

------------------------------------------------------- ( ) Copy of Form to Initiator

INSTRUCTIONS

Form 19-04 June 24/08

Any employee can initiate a Nonconformance Report (NCR) form because of a nonconformance, problem, supplier problem, suggestion, etc.

Employee / Lead Auditor

• The employee / lead auditor completes Part A of the NCR Form 19-04. Additionalsheets may be attached if more space is required. If a field on the form does not applythen write NA.

• Please include your name so that a copy of the response may be sent back to you. Ifyour name is not included the problem will still be addressed but you may not get aresponse.

• After completing Part A of the NCR Form submit it to the QMS Representative for aresponse.

• You may check the status of you NCR by contacting the QMS Representative or bychecking the NCR Log Form 19-05 on the Q Drive.

QMS Representative

• The QMS Representative makes an entry onto the NCR Log Form 19-05 for tracking

• The QMS Representative then completes Part B of the NCR by recording the responseto the situation described in Part A and if any further action is required, Part B iscompleted in full, signed and copies are provided to the Initiator (if no name is given inPart A no copy is given to the Initiator).

Form 19-05 Jun 24/08

NONCONFORMANCE REPORT LOG

NCR# Description of Situation Action Taken Date Issued Date Closed Time to Resolve

CAR# if applies

NCR = Nonconformance Report CAR = Corrective Action



Procedure Title: Management Review Page 1 of 2

Approved by:

Jennifer Rose



1 PURPOSE

To document the procedure for describing how the QMS will ensure its continuing suitability,

adequacy and effectiveness. To ensure the necessary information is collected for Top

Management to review and to provide review output of any decisions and actions related to the

QMS and maintain records of the reviews.

2 PROCEDURE

2.1 Management Review

An Annual Management Review will be held at least once per year by Top Management to

review the overall suitability, adequacy and effectiveness of the QMS. Quorum for Top

Management consists of 3 out of 4 members.

The QMS Representative is responsible for:

• establishing the date for the Annual Management Review meeting,

• forwarding notification of the meeting to participants, and

• forwarding the agenda for the meeting to the participants.

2.2 Management Review Input

Top Management will review information in the agenda on Form 20-01, where applicable on:

a) Incidents of regulatory non-compliance

b) Incidents of adverse drinking water tests

c) Deviations from critical control point limits and response actions

d) Efficacy of the risk assessment process

e) Results of audits (internal and external)

f) Results of relevant emergency response testing

g) Operational performance

h) Raw water supply and drinking water quality trends

i) Follow-up action items from previous management reviews

j) Status of management action items identified between reviews

k) Changes that could affect the QMS

l) Summary of consumer feedback

m) Resources needed to maintain the QMS

n) Results of the infrastructure review

o) Operational Plan currency, content and updates

p) Summary of staff suggestions

2.3 Management Review Output

Management review outputs will include identification of specific actions items to address

deficiencies, personnel responsible for delivering those action items and proposed



Procedure Title: Management Review Page 2 of 2

Approved by:

Jennifer Rose



implementation timelines. During Management Review, Top Management will provide a record

of any decisions and actions related to:

• Improvement of the QMS and related procedures

• Improvement of the Operating Authority’s ability to implement consistently the QMS

• Human and financial resource needs

A summary of the output will be inputted on Form 20-02 as a means of reporting to the Owner

(Committee / Council).

2.4 Recording of Management Review

Minutes of the meeting will be recorded on Form 20-01 and maintained as per QMS-05

Document and Records Control. These minutes will reflect the review inputs for the meetings.

Copies of the minutes are distributed to all attendees, the City Manager, Director of

Infrastructure Delivery and Director, Development Engineering by the QMS Coordinator.

3 REFERENCES

Form 20-01 Management Review Agenda & Meeting Minutes

Form 20-02 DWQMS and Top Management Review

Form 20-03 Top Management Review Action Items Tracking

QMS-05 Document and Records Control

4 APPENDICES

Not Applicable

Form 20-01 Jun 23/08

Operational Top Management Review Agenda & Meeting Minutes

Date of last meeting (This meeting must be held annually at a minimum): _________________

Today’s Date: _________________________________

Attendance:

Meeting Time: _______________________

Agenda Item Decision/Action Responsible Date Due a) Incidents of regulatory non-compliance


c) Deviations from critical control point limits andresponse actions

d) Efficacy of the risk assessment process

e) Results of audits (internal and external)



Form 20-01 Jun 23/08

Operational Top Management Review Agenda & Meeting Minutes

Agenda Item Decision/Action Responsible Date Due h) Raw water supply and drinking water quality trends

i) Follow-up action items from previous managementreviews

j) Status of management action items identified betweenreviews





o) Operational Plan currency, content and updates


q) New Business - Other issues that impact on thequality management system. Specify for agenda.

r) Date of Next Meeting

Minutes distributed to attendees and the following people:

Form 20-02 Revised: October 25, 2017

COMMITTEE OF THE WHOLE [DATE GOES HERE]

DRINKING WATER QUALITY MANAGEMENT SYSTEM AND TOP MANAGEMENT REVIEW

Recommendation

Contribution to Sustainability

Economic Impact

Communications Plan

Purpose

Background - Analysis and Options

Summary of Top Management Review:

Deficiences Identified:

Decisions Made:

Action Items:

Other QMS Issues Identified:

Relationship to Term of Council Service Excellence Strategy Map (2014-2018)

[Reference how the report relates to a specific Term of Council Priority and/or Service Excellence Strategic Initiative] on the Term of Council Service Excellence Strategy Map]

Regional Implications

Conclusion

Attachments

Report prepared by:

Form 20-03 Mar/10/11

Top Management Review Action Items Tracking

Agenda Item Decision/Action Responsible Date Due Status a) Incidents of regulatory non-compliance


c) Deviations from critical control point limits andresponse actions

d) Efficiency of the risk assessment process

e) Results of audits (external)



h) Raw water supply and drinking water qualitytrends

i) Follow-up action items from previousmanagement reviews

j) Status of management action items identifiedbetween reviews





Form 20-03 Mar/10/11

Top Management Review Action Items Tracking

Agenda Item Decision/Action Responsible Date Due Status o) Operational Plan currency, content and updates


q) New Business - Other issues that impact on thequality management system. Specify foragenda.

r) Date of Next Meeting



Procedure Title: Continual Improvement Page 1 of 2 Approved by: Jennoifer Rose (Director of Environmental Services)


1 PURPOSE To document the procedure established for the Operating Authority to strive to continually improve the effectiveness of its Quality Management System through the use of the quality policy, audit results, corrective actions and management review.

2 PROCEDURE Corrective action involves taking measures to eliminate causes of identified quality problems (e.g., related product, process or service) to ensure the problems do not recur.

Corrective action may be initiated as a result of the following indicators of a breakdown in the Quality Management System:

• Internal audits• Management Review• External audits• Customer complaints• Trends identified in management reports

Any employee can initiate corrective action by issuing a Corrective Action Report (CAR) Form 21-01.

The Issuer completes Part A of the CAR Form 21-01 and forwards the CAR to the QMS Representative. The QMS Representative will issue the CAR number and determine who is assigned as Team Leader to address the issue. The QMS Representative records the CAR in the CAR Log Form 21-02 and notes the CAR number on the report.

The Team Leader creates a cross-functional team which includes the Manager and/or Director (minimum of 2 people) and completes Part B of the CAR.

The Team Leader will determine and implement the corrective action and change documentation as applicable as per QMS-05 Procedure Document and Records Control. The Team Leader is responsible for investigating who is involved, what is the root cause of the problem or potential problem, what action is required and what are the necessary steps to be taken, for ensuring that the necessary actions are taken in an appropriate timeframe and for responding back on the Corrective Action Report (Form 21-01).

The Team Leader forwards the CAR Form 21-01 to the QMS Representative to determine that the corrective action has been taken and is effective. The QMS Representative completes Part C of the CAR.

The QMS Representative reviews the CAR Log during Management Review and records if any further action is required.

CAR and CAR Log are maintained as per QMS-05 Procedure Document and Records Control.



Procedure Title: Continual Improvement Page 2 of 2 Approved by: Jennoifer Rose (Director of Environmental Services)


3 REFERENCES Form 21-01 Corrective Action Report Form 21-02 Corrective Action Report Log QMS-05 Procedure Document and Records Control


Form 21-01 Jun 23/08

CORRECTIVE ACTION REPORT (CAR)

CAR # Part A Date: Issued by:

Source Internal Audit Management Review Meeting – Date:

Nonconformance Report #: Other Description of the issue/concern:

Part B Assigned to (Team Leader): Date Due:

What is the root cause of the problem or potential problem:

Describe action to be taken: (include time lines if necessary)

Can the effectiveness of action be measured, and if so how?

Follow up date: n/a Assigned to: Which documents need to be changed? Operational Plan (see attached responses to CGSB)

Part C Was action taken effective?

Document Change Complete Yes Not applicable.

Is CAR complete? ______________________________ ____________ Signature – QMS Representative Date

Form 21-02 June 23, 2008

CORRECTIVE ACTION REPORT (CAR) LOG

CAR# Description Responsible Date Due Follow Up Date

Date Closed