AGENDA - Council - 20190513
Council
Workshop Meeting
Agenda
Monday, May 13, 2019
7 p.m.
Council Chambers
Aurora Town Hall
Public Release
May 6, 2019
Town of Aurora
Council Workshop Meeting
Agenda
Monday, May 13, 2019
7 p.m., Council Chambers
1. Approval of the Agenda
Recommended:
That the agenda as circulated by Legislative Services be approved.
2. Declarations of Pecuniary Interest and General Nature Thereof
3. Consideration of Items Requiring Discussion
1. Drinking Water Quality Management Standard – Standard of Care
Presentation to be provided by Brigitte Roth, Principal Consultant, Acclaims
Environmental.
4. Adjournment
Taking care of your drinking waterTraining for Members of Municipal CouncilCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 1 of 62
Why are we here?• Statutory Standard of Care• Council, as Owner, needs to:– Understand personal duty.– Be informed: ask questions, get answers.– Be vigilant.• Provide an overview of Aurora’s drinking water system.Q01Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 2 of 62
SDWA s. 19 Statutory Standard of Care – the Owner shall:•Exercise level of care,diligenceandskill– …that a reasonably prudent person would beexpected to exercise in a similar situation; and•Act honestly,competently,with integrity – …ensuring the protection and safety of the users of the municipal drinking water system.…or be guilty of an offence (SDWA s.19(3)).Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 3 of 62
Safe drinking water: a shared responsibility1. The province:• Ministry of the Environment, Conservation and Parks• Ministry of Health and Long-Term Care2. Public Health: – York Region Public Health3. Drinking water system Owner: – Town of Aurora Council4. Accredited Operating Authority: – Aurora Operations ServicesQ07Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 4 of 62
Duties – SDWA s.11-18OWNER• Ensure accredited Operating Authority (OA) operating DWS• Report to the public on any matter required by regulations• Agreement with accredited OA: DWS description, Owner vs. OA responsibilities (re: Act, approvals, emergencies, OP’s)• Can delegate responsibilities to OA in agreement (not S.19)• Can rely on experts in good faithOPERATING AUTHORITY (OA)• Provide water meeting drinking water quality standards; labs used accredited, eligible to test• Operate in accordance w/ Act • Maintain DWS in fit state repair• Satisfy req’ts for DWS Class• Ensure DWS is operated by certified, trained persons as req’d; supervised by qualified persons (per reg’s, approvals) • Sampling, testing, monitoring requirements complied with• Report as required
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 5 of 62
Operating AuthorityOWNER(COUNCIL)TOP MANAGEMENT(CAO, DIRECTOR OF OPERATIONS)FINANCE(DIRECTOR OF FINANCIAL SERVICESor designated alternate)DWQMS IMPLEMENTATION LEAD(MANAGER OF OPERATIONS or designated alternate)DWQMS PROJECT SPONSOR(DIRECTOR OF OPERATIONS or designated alternate)DWQMS REPRESENTATIVE(WATER/WASTEWATER SUPERVISOR or designated alternate)CERTIFIED WATER OPERATORSPROJECT ADMINISTRATOR(PROGRAM COORDINATOR WATER, WASTEWATER, STORMWATER)Q09Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 6 of 62
Town of Aurora is committed to:1. Ensuring a consistentsupply of safe, high qualitydrinking water, through a commitment of system maintenance;2. Maintaining and continually improving its quality management system, through a commitment to Aurora’s consumers to provide safe drinking water, and;3. Comply with applicable regulations and legislation.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 7 of 62
Top Management competency and years’ experienceRoleMinimum CompetencyCompetency AchievedYears’ ExperienceMgr of Operations ServicesClass II [Acting role] 2Super. of Water & WastewaterClass II Class III 12Program CoordinatorClass II OIT, WQA 8Certified OperatorsOITClass I and Class II2-15Q02cQ08Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 8 of 62
A multi-barrier approachImage source: Conservation Ontario, 2009Ontario Water Resources Act, 1990Clean Water Act, 2006Safe Drinking Water Act, 2002Q03Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 9 of 62
Drinking water sourcesQ02aCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 10 of 62
Source protection planning1. ID source water and vulnerable areas2. ID water quality and quantity issues3. Identify threats4. Establish the levelof risk5. Develop policies to address significant risksQ11Q13Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 11 of 62
Source protection activities by York RegionSource: Figure 9 from York Region’s Source Water Protection Implementation –2017 report.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 12 of 62
Effective treatment• Two main source types:1. 80% surface water (York: Peel, Toronto)2. 20% well water (York: 6 local wells)• Water quality monitored continuously – (Aurora and York Region)• Well water treatment and chlorination is carried out by York Region.Q04Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 13 of 62
Distribution system goals•Effective Design and Build– Maximum daily use for residential and ICI customers– Fire fighting demand, and– Operational redundancy•Effective Operation– Pressure management– Chlorine residual– Flushing and cleaning – Leak detection and condition assessment•Effective Maintenance– Timely response to breakdowns– Preventive to ensure infrastructure longevity andreliability of serviceQ04Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 14 of 62
Infrastructure planning• Ensure ongoing infrastructure sustainability with 10-year plan (coordinated with other divisions).• Driven by:– Watermain age– Failures history– Condition assessments– Large capital maintenance and replacement projects• Priority projects confirmed on colour-codedmap.• Annual infrastructure meetings to discuss priorities and changing risks.• Emergency repairs by contractors.Q02bCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 15 of 62
Effective monitoring & reporting• Regular sampling and monitoring– Regulatory sampling throughout the distribution system– Operational chlorine residual program• Incident response and notifications– Adverse water quality incidents (AWQI’s)– Notifications to: MECP, YRPH, Owner, public• Reports and communicationsQ05Q16Q17Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 16 of 62
Ministry of Environment, Conservation & Parks (MECP)• Annual MECP inspections• Ranges of scores are between 98-100% • Summary of other notes included, such as– backflow recommendation – what actions are taken in response– other opportunities for improvementQ10Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 17 of 62
Municipal Drinking Water Licensing (MDWL) program•Municipal Drinking Water Licence (MDWL): – June 2021 expiry (application Dec. 2020)•Drinking Water Works Permit (DWWP): – June 2021 expiry (application Dec. 2020)•Permits to Take Water (PTTW):(NA)•Operational plan: updated annually (with ea. external audit) and endorsed by the Owner with each new council. (2018 updated to DWQMS v2)•Accreditation maintained: 2018 internal audit (DWQMS 2.0); 2019 external audit (DWQMS 2.0)•Financial Plan, 2015:– Updated plan to be approved by Owner prior to MDWL application deadline in 2020Q02dQ20Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 18 of 62
Annual QMS Activities•Emergency Response Training – 2018 backflow event– 2017 freezing rain•Internal audit – Fall timeline, last conducted September 2018 •External audits – Spring timeline, next scheduled June 10, 2019•MECP Inspections– Unannounced, last conducted November 2018Q18Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 19 of 62
Annual QMS Activities•Annual Reports – targeted February timeframe, posted annually •Management Reviews – Management Review meeting March 27, 2019– Summary report posted in Spring timeline with deficiencies, decisions, action items•Annual Budget process – looking at infrastructure review, asset management, outcomes of risk assessmentQ14Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 20 of 62
O. Reg. 170/03 s.11 Annual Reports: – A description of the drinking water system,– A list of water treatment chemicals used;– A summary of most recent water test results;– A summary of adverse test results or other issues (including corrective actions taken)– A description of major expenses incurred to install, repair or replace required equipment, – The locations where this report is available.Q15Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 21 of 62
Risk Assessment•Highest risks– Watermain breaks– Backflow events– Possible microbiological contamination•Plans to address these– Emergency watermain break response and disinfection– Backflow prevention program (by-law)– 40+ town-owned sample stationsQ11Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 22 of 62
Major Emergency (e.g. natural disaster)- Municipal Emergency Control Group activated- Town emergency plan activated- Operations Services’ emergency plan activatedSignificant Emergency (e.g. water advisory)- Municipal Emergency Control Group activated- Operations Services staff fully engaged in response activities- Both Operations Services and Town emergency plans activatedMinor Emergency (e.g. severe weather)- Operations Services staff fully engaged- Operations Services emergency plan activated- Town emergency plan not activatedEmergency ManagementQ12Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 23 of 62
Effective Management: Customer Service• Water department staff respond to customer calls (8:30 am – 4:30 pm); after-hours answering by on-call staff.• Operations Services 24/7 staff coverage.• Same day call response, with most issues resolved over the phone.• Water efficiency: By-law for peak season demands.• Water quality complaints mostly discoloured water, reduced pressure (re: plumbing and appurtenances).• 60,000 customers keep eye on system.• Potential to expand on community outreach and education events.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 24 of 62
Key Challenges• System vulnerability to backflow events.• Maintaining water quality in new developments (regarding low flows).• Infrastructure sustainability and asset management (distribution system only).• Increasing customer expectations.• Changing regulations.
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 25 of 62
Conclusions – Policy Direction• Owner oversight of major policy areas and programs:– Financial plans– Annual budget process to ensure sustainability of water system– 10-year capital plan for infrastructure planning– Emergency management– Customer serviceQ06Q19Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 26 of 62
Thank youFor more information, seeaurora.ca/water Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 27 of 62
QMS Fundamentals“The purpose of the quality management approach in the context of drinking water is to protect public health by achieving consistent good practice in managing and operating a water system.”- Justice Dennis O’Connor, 2002, Report of the Walkerton InquiryCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 28 of 62
DWQMS vs QMS vs OP•DWQMSDrinking Water Quality Management Standard– This is the management system standardthat the province created for drinking water systems to meet.•QMSis the quality management system– This is the systemthat Aurora has put together to meet the province’s standard.• The Operational Plan (OP)–Documentsthe QMSCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 29 of 62
DWQMS: PLAN > DO > CHECK > IMPROVE•PLAN* – Say what you do•DO*– Do what you say•CHECK– Prove it•IMPROVE– Improve it*And if what you “Do” changes or improves, then you update what you say in “Plan”.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 30 of 62
About the DWQMS…• The Ministry of Environment, Conservation and Parks (MECP) developed the DWQMS – in partnership with Ontario’s water sector.• Approved under SDWA s. 21• The first version was released in 2007.• The second version, commonly referred to as DWQMS 2.0, was released in 2017.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 31 of 62
What is a Quality Management System (QMS)?A formalized system that helps:• To facilitate the Operating Authority’s ability to consistently produce and/or deliverdrinking water that meets applicable legislative, regulatoryandOwnerrequirements, and•To enhance Consumer protectionthrough the effective application and continual improvementof the QMS.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 32 of 62
Questions: “What is a QMS”• How do we consistently produce and/or deliverdrinking water (among different employees)?• What are examples of things utilities do consistentlyacross the province (common DWS processes and programs)?• What are examples of our legislative and regulatory requirements?– How do we ensure we consistently meet these requirements?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 33 of 62
Questions: “What is a QMS”• What types of things might the Ownerwant for their community’s water supply and effluent? – How do we ensure we consistently meet those requirements?• What are things we do to enhance consumer protection?• What are the ways in which we have improvedour drinking water, wastewater systems and/or our QMS since the DWQMS was first released in 2007?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 34 of 62
Many purposes of the QMS:•Complementsthe SDWA’s legislativeframework•Is a proactiveandpreventiveapproach to assuring water quality• Identifies and manages risks to public health•Reduces variationthrough establishment of documentation and consistently meeting requirements of processes and programs•Increases awareness and ownership– By Owner, Top Management, Operating Authority staffCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 35 of 62
Many purposes of the QMS:Promotes continual improvementEnsuring long-term sustainability of a system, including:•Management processes employed;•Maintenance of infrastructure used; and• Identification of potential risks and risk mitigation strategies for items such as:– System security– Treatment– Impacts of climate change
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 36 of 62
Aurora’s Operational Plan…It describes the QMS and:•the commitmentswe’ve made, •the peoplewe have and their roles, responsibilities, and authorities, •the ways in which we manage and control documents and records,•the processeswe have in our systems,•risksassociated with operations & maintenance,Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 37 of 62
Aurora’s Operational Plan…•how we ensure staff competenciesand staff coverage,•the ways in which we communicate internally(among staff and to the Owner) and externally(to essential suppliers and to the public),•supplies and services essential for our operations and maintenance,•ways in which we annually review the adequacy of our infrastructure, and how we go about getting new or upgraded infrastructure, Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 38 of 62
Aurora’s Operational Plan…•what infrastructure maintenance, rehabilitation and renewal programs we have (including “regularly scheduled” maintenance, and long-term, major maintenance) that are reviewed for effectiveness,•how we sample, test, and monitor for process control and finished water / effluent quality, with what calibrated equipment, and how we shareresults,•how we maintain a state of emergency preparedness,Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 39 of 62
Aurora’s Operational Plan…•how we conduct internal audits to verify we achieved everything we should•the content of our QMS reportsto top management and to council,•how we track and measure continual improvement of our DWS and QMS.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 40 of 62
Continual ImprovementOpportunities for Improvement (OFI’s) can be sourced from:• Best management practices• Suggestions from a number of sources• Process or program ineffectiveness, inefficiency and ongoing challenges• Lessons learned from incidents and emergencies • Availability of new technology, processes or programsCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 41 of 62
Continual Improvement• Try to turn every disaster into an opportunity.John D. Rockefeller• There’s a way to do it better – find it!Thomas Edison• In the middle of difficulty lies opportunity. Albert EinsteinCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 42 of 62
Non-conformities - actions taken • …correctthe current issue – acorrection• …eliminate the cause–acorrective action(CA)– Requiring root cause analysis.…preventthe occurrence – apreventive action(PA)– Risk assessment and potential hazardous events / hazards– Preventive maintenance (and optimization)
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 43 of 62
Continual ImprovementThrough your management system, your main goal is continual improvement.You’re required to track and measurecontinual improvement of your management system by:• Reviewing and considering applicable best management practices,• Documenting a process for identification of and – management of corrective actions,– implementation of preventive actions.
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 44 of 62
Corrective actionWhere the corrective action process is required, the following are carried out:• Define the problem• Take immediate / containment action• Investigate the cause(s)• Document the implemented action(s)• Review the action(s) and verify that they are implemented and effective.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 45 of 62
Define the problemCareful attention should be given to defining the problem.• If incorrectly defined, you may be working at solving the wrong problem.• Clearly define the problem in an active voice, focusing on facts and answering “5W2H”:– What, Where, When, Who, Why– How, How many
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 46 of 62
Define the problem“5W2H” sample questions•Whathappens, what are the symptoms?•Wheredoes it happen?•Whendoes it happen?•Whodoes it affect?•Whydoes it happen?•Howdoes it happen?•How many (in what quantity)?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 47 of 62
Investigate Cause(s)• Effectively brainstorm possible cause(s) – Cause-and-effect diagram (aka Ishikawa diagram or fishbone)• Manpower, Method, Machine, Material, Measurement, Environment–5 Why’s– Cross-functional team’s individual perspectives first.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 48 of 62
Ishikawa (Fishbone) DiagramCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 49 of 62
5 WHY’sCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 50 of 62
Effective Brainstorming –Individually at first• Identify a cross-functional team representing different perspectives and diverse experiences.• Everyone is to approach it with an open mind and a spirit of non-judgment.•Importantto first have individuals reflect on the problemindividually.– Or group setting from the onset may “contaminate” one another’s perspectives and cause a convergence of ideas too quickly.• Ask everyone to submit at least 3 differentpotential causes for the problem.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 51 of 62
Organizing Ideas into themes• Ultimate goal: select a few ideas that are viable to work on. • Making sense of a large number of ideas and narrowing them down to a viable few can be overwhelming.– Use affinity diagrams to organize information and ideas and see how they’re connected.– Sort the individual ideas into subgroups with common themes or common relationships.Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 52 of 62
Final thoughts – QMS and you:• How does your job impact our ability to achieve the commitments of the QMS Policy? – provide safe drinking water, – comply with legal requirements, – continual improvement• What are the legal requirements applicable to your job? – How do you know you’ve met them?• Do you have the resources needed to do your job well?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 53 of 62
Final thoughts – QMS and you:• What documents do use in your job? – Can you access them when needed?• What records do you produce? – Where do you keep these records?• Are you familiar with Aurora’s Critical Control Points (CCP’s)? – What about Critical Control Limits (CCL’s)?
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 54 of 62
Final thoughts – QMS and you:• Who have the following roles, responsibilities and authorities? – QMS Representative– Top Management– Owner• What competencies are required to carry-out your work? – How does a new employee gain these competencies?• Do we normally have adequate staff coverage related to your work?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 55 of 62
Final thoughts – QMS and you:• How well do you feel we communicate? – Internally? – Externally?• What types of supplies and services do you need as part of your work? – Have you ever run out of supplies or didn’t have access to services you needed?• Are there any specific requirements for these (e.g. NSF)? – How do you communicate specific requirements to suppliers? Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 56 of 62
Final thoughts – QMS and you:• How’s the condition of infrastructure related to your work? – How do you communicate infrastructure deficiencies when you note them?• Do you conduct any infrastructure maintenance? – Is the maintenance program effective? – Is there a summary kept up-to-date?
Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 57 of 62
Final thoughts – QMS and you:• What do you sample, test or monitor as part of your work? – Do you communicate results to anyone?• What equipment do you sample, test, and monitor with? – Is the equipment calibrated and maintained? How do you know?• What are potential things that can go wrong related to your work? – What do you do in response to these issues?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 58 of 62
Final thoughts – QMS and you:• What are potential emergencies?– What do you do when you become aware of an emergency? – Is there an up-to-date emergency contact list?– Do you feel we are sufficiently prepared to respond to an emergency? – Have you had any emergency training?– Have you participated in emergency test exercises?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 59 of 62
Final thoughts – QMS and you:• Do you have any suggestions on how we can improve?– As it relates to your position or other areas?– If yes, who will you communicate these suggestions to?Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 60 of 62
Concluding thought:As a water utility employee, keep the following in mind:“exercise the level of care,diligenceandskillin respect of a drinking water system that a reasonably prudent operator (or water quality analyst) would be expected to exercise in a similar situation” and“act honestly, competently andwith integrity, with a view to ensuring the protection and safety of the users of a drinking water system.”Council Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 61 of 62
Thank you!Q&A sessionCouncil Workshop Meeting Agenda Monday, May 13, 2019 Item 1 Page 62 of 62