QUALIITY MANAGEMENT SYSTEM
OPERATIONAL PLAN
1. QUALITY MANAGEMENT SYSTEM
This document will
be the Quality Management System Operational Plan for the North Middlesex Water
Distribution System #260006529
The Quality Management
System for North Middlesex covers the transmission and distribution of potable
drinking water to consumers within the
2.
QUALITY MANAGEMENT SYSTEM POLICY
The North Middlesex
Water Distribution System is committed to comply with all water legislative
requirements and regulations to supply clean safe drinking water to meet the
consumers’ requirements.
3. COMMITMENT AND
ENDORSEMENT
The owner (Mayor and
Council) has passed a motion to endorse the operational plan of the DWQMS and
will review the revisions annually.
ANNEX A
4. QUALITY MANAGEMENT SYSTEM REPRESENTATIVE
The Public Works Superintendent will be the
QMS representative or in his absence, the Certified Foreman.
The QMS representative will develop,
implement, maintain and report the effectiveness, including the need for
improvement, of the QMS to the owner and ensure that the current versions of
the documents required by the QMS are in use at all times. The representative will promote the QMS
throughout the water department and see that personnel are aware of all current
legislation and regulatory requirements that are relevant to the operation.
5. Document AND RECORDS CONTROL
All material
received is initialed after reviewing, acted upon if needed, filed in labeled
folders in a file cabinet, or placed in a binder and retained for five
years. All material will be archived.
See procedure
6.
DRINKING WATER SYSTEM
The
ANNEX B
This distribution system includes two reservoirs and the inline booster
pumps and provides water to the
As stated
previously, the municipality purchases potable drinking water from the
LHPWSS. Re-chlorination is not practiced
within its system. The treatment and
quality of the water is controlled by the water supplier, the LHPWSS, which do
relevant sampling, testing and monitoring upstream. They have on-line chlorine residual analyzers
on the treated water leaving the plant and also downstream at
The municipality
operates two reservoirs to provide temporary storage of roughly 12 hours of
normal use or 4 hours of fire flow conditions. Supply water pumps are used to
increase pressure within the system.
All customers within
the system are metered and the meters are read on a quarterly basis. There is no discount within our system for
large users. All bills are calculated on
a cubic meter rate.
The sizing of the
meters and ports at the take-off chambers controls our capacity. Peak demands are very constant. Daily peaks occur at approximately 7:00 a.m.
and 5 p.m. and there is minimal amount of change between summer and winter.
The only main
challenge on the
9. OPERATIONAL STRUCTURE, ROLES,
RESPONSIBLITIES AND AUTHORITIES
The Public Works Superintendent shall keep the operational structure, respective roles, responsibilities and authorities current, and shall communicate this information to the owner and personnel.
ANNEX C
ANNEX D
10. COMPETENCIES
The following table illustrates the competencies required by personnel whose duties directly affect drinking water quality
|
Function |
Required Competencies |
Desired Competencies |
|
Public Works Superintendent |
-Distribution and Sub-system
certification -min 10 yrs Class 11 operation
-WHMIS -first aid
(including CPR)
-leadership training -confined spaces training -valid drivers license |
-development of all capital
and regular plans |
|
Certified Foreman |
-Distribution Class II certification -min 10 yrs operations experience
-WHMIS -confined spaces training -internal auditor training
-first aid (including CPR) -valid drivers license
|
-leadership training |
|
Operators |
-Distribution Class 11 -OIT Class 2
-WHMIS -Confined Space training
-first aid (including CPR) -valid drivers license
|
|
11. PERSONNEL COVERAGE
The water department is staffed from Monday to Friday 8:30 am to 4:00 pm five days per week. The Public Works Superintendent is the primary overall responsible operator (ORO) and the back-up ORO is tracked through time sheets.
The 24/7 procedure shows how after hour emergencies are handled. The auto dialer bumps numbers until either the superintendent or one of the foremen are contacted.
See procedure
Level 1 Operators and OIT’s (operators-in training) can work on own with an OIC (operator-in-charge) being readily available by phone or radio. Other employees not licensed must have an OIC present. Sub-contractors if required are approved by the Public Works Superintendent and used at the discretion of the OIC.
In the effect of a strike the non-union superintendent and certified foreman will perform day-to-day operations and maintenance.
12.
COMMUNICATION
The QMS representative shall make sure the
owner (Mayor and Council) is provided with a current copy of the Operational
Plan. The QMS representative shall keep
the owner informed of any changes to the QMS, the adequacy of infrastructure
requirements, the outcome of management reviews and other issues about the QMS
through regular meetings. Minutes of
these meetings will be maintained.
Personnel will be informed of the QMS and of
any changes or updates to it through staff meetings with the QMS representative. A current version of the Operational Plan is
available for review by staff at the water department office.
Essential suppliers shall receive information
regarding the QMS from the purchaser if and when necessary.
Consumers will be informed
of the QMS and any significant changes by newsletters, flyers or handouts.
The QMS policy will be
posted at the water department office, main office and at each of the storage
reservoirs/pumping stations. It can also
be viewed on the municipal web site.
13. ESSENTIAL SUPPLIERS AND SERVICES
Where applicable, supplies must meet or be equal to AWWA specifications.
Supplies are
verified against the order requisition when received.
A list of suppliers and contractors has been developed and is in the water department office. This list is reviewed annually by the Public Works Superintendent to ensure that it is current and up-to-date
The Public Works Superintendent will
communicate with the owner on an annual basis the infrastructure necessary to
operate and maintain the QMS. It is the
intention of
15. INFRASTRUCTURE MAINTENANCE, REHABILITATION
AND RENEWAL
The Public Works Superintendent will keep the summary of the Operating Authority’s infrastructure maintenance, rehabilitation and renewal programs current monitor the effectiveness of the maintenance program and communicate the programs to the owner.
16. SAMPLING, TESTING AND MONITORING
There are 6 chlorine residual kits within the
municipality and 2 are on site. One
turbidity meter is at the Public Works Office and all air monitoring kits for
confined spaces are in the vehicles.
Chlorine levels are checked daily at the reservoir.
Sterile sample bottles are received from the
laboratories and courses must be taken as to the proper procedures of
collecting the samples
Relevant sampling, testing and monitoring is
done upstream by LHPWSS. They ensure
that the water supplied meets the Ontario Drinking Quality Standards (ODWQS)
and has a minimum chlorine residual of .20. They have on-line chlorine residual
analyzers on the treated water leaving the plant and also downstream in
Sixteen (16) water samples are taken from
various locations throughout the Municipality weekly and tested at the credited
SGS Lakefield Research Limited laboratory in
The laboratory will notify us immediately,
orally, of any adverse readings. We in
turn will orally notify and record the name of the local Medical Officer of
Health and the MOE Spills Action Centre person spoken to.
Within twenty-fours of this notification, the
lab will send Section 1 of Notice of Adverse Test Results to us and we will
complete Section 2 (a) indicating the corrective action to be taken by the
Municipality. These forms will be faxed
to the Medical Officer of Health and MOE Spills Action Centre.
Once the sample has been re-tested and the
results received, Section 2 (b) will be completed and sent to the Medical
Officer of Health and the MOE Spills Action Centre.
These papers will then be filed in a properly
labeled folder in a file cabinet and retained as per regulations.
The annual report will show any adverse readings and will be available to the owners and public.
17.
MEASUREMENT AND RECORDING
The portable chlorine analyzers are calibrated by contractors according to the manufacturers’ procedure annually and recorded.
Flow meters are calibrated on an “as-needed” basis by a reliable contractor with the records of calibration being maintained. These are listed on the Supplier and Services list.
18. EMERGENCY MANAGEMENT
The
The emergency contacts and essential
suppliers and services list will be kept current by the Public Works
Superintendent.
The responsibilities of all positions within
the municipality during an emergency are listed municipal emergency plan.
If there is a water problem after hours, the
resident will call the municipal office and follow the prompts. The call will be directed to the person on
call and the problem will be investigated promptly.
Desk top simulations will be practiced annually to keep all water personnel up to date on the emergency procedures.
19. INTERNAL AUDIT
For this procedure, top management is defined
as the Public Works Superintendent and Certified Foreman
The Audit & Regulatory Compliance group
shall perform the internal audit on an annual basis, approximately one month
before the annual management review. The
audit date shall be determined between the QMS representative and the internal
auditor. Written record of audit shall
be distributed to all top management members within 7 business days of audit
completion.
See procedure
20. MANAGEMENT REVIEW
A management review will be completed
annually with the top management as defined as the owner (Mayor), Public Works Superintendent
and Certified Foreman to evaluate the continually suitability, adequacy and
effectiveness of the QWS.
See procedure
21. CONTINUAL IMPROVEMENT
ANNEX A
ANNEX B
ORGANIZATIONAL
STRUCTURE
ANNEX C
OPERATIONAL STRUCTURE
ANNEX D
OPERATIONAL RESPONSIBILITES AND AUTHORITIES
Mayor/Council (Owner)
|
Responsibilities |
Authorities |
|
-Complete oversight of the
entire distribution system and the QMS -Ultimate responsibility
for the provision of safe drinking water -Ensure compliance with
applicable legislation and regulations |
-financial, administrative
authority related to the distribution of safe drinking water. |
Public Works Superintendent
(Top Management)
|
Responsibilities |
Authorities |
|
-Complete oversight of the
entire distribution system -ORO -QMS rep -provide and/or obtain
resources for the QMS and necessary infrastructure and resources to operate
and maintain the drinking water system safely and effectively -ensure the system is
operated in accordance with all applicable legislation and regulations -lead for management
reviews -communication with mayor
and council about the QMS and the water distribution system -preparation of budget and
planning materials -works with foremen on
annual assessments of operator
personnel performance -recommendation of system
improvements -develop procedures and
processes for assuring water quality -emergency response
planning, training |
-financial, administrative
and technical authority related to the distribution safe drinking water to
the -staffing-within the
guidelines of the Municipality and any in-force collective agreements -activity/program
scheduling within the department -oversee adverse water
quality incidences and responses -identify and oversee staff
training needs -make changes to the QMS -delegate ORO to certified
foreman in absence |
Certified Foreman
|
Responsibilities |
Authorities |
|
-schedule and oversee the
day-to-day activities relating to the water distribution system -communication/liaison with
Superintendent, foreman and office assistant -act on and report any
incidents of non-compliance -works with superintendent
on annual assessments of operators performance -develop procedures and
processes for assuring water quality -ORO in the absence of the
Superintendent |
-direct operators in
day-to-day operation and maintenance of water distribution system -oversee adverse water
quality incidences and responses -day-to-day supplies as
needed -recommend changes to the
QMS -ORO responsibilities in
absence of superintendent -attend council meetings as
required. |
Foreman
|
Responsibilities |
Authorities |
|
-schedule the day-to-day
activities relating to maintenance of the water distribution system -communication/liaison with
Superintendent, foreman and office assistant -works with superintendent
on annual assessments of operators performance -has input into the
development of procedures and
processes for assuring water quality |
-direct operators in
day-to-day maintenance of water distribution system -day-to-day supplies as
needed -attend council meetings as
required -recommend changes to QMS |
Office Assistant
|
Responsibilities |
Authorities |
|
-communication/liaison with Superintendent, foremen,
operators -respond to and document public complaints -input lab results into Water
Trax -prepare reports as required by regulations and
circulate to management and council -documentation and record control for QMS -communication during emergency |
-recommend changes to QMS -update and document changes to QMS by |
Operators
|
Responsibilities |
Authorities |
|
-weekly testing of water system -regular maintenance -report any incidents of non-compliance -respond to repairs directed from superintendent,
certified foreman, foreman and office staff
|
-monitor process and equipment -respond to public complaints as relayed from
superintendent, foremen or office assistant |