MAY 10, 2017

JOINT SERVICES COMMITTEE REPORT

REPORT NO. JSC-019-2017

MUNICIPAL DRINKING WATER UPDATE

CHRIS MORRISONMANAGER, HOUSING DEPARTMENT

ALISON TUTAKDIRECTOR, COMMUNITY AND SOCIAL SERVICES

RECOMMENDATIONS

THAT the Joint Services Committee of Leeds and Grenville receive and accept the 2016Ministry of the Environment Drinking Water System Inspections, External Accreditation

Audit, and 10-Year Financial Plans for Miller Manor, 3 Miller Drive, Mallorytown, and TheMaples, 33 Bennett Street, Spencerville, as attached, and to Report JSC-019-2017.

THAT the report be forwarded to the United Counties of Leeds and Grenville Council foracceptance, and made accessible to the public.

BACKGROUND

The United Counties of Leeds and Grenville (the Counties) is the owner of two small

municipal residential drinking water systems. The Housing Department is the

designated operating authority for:

Miller Manor, 3 Miller Drive, Mallorytown, Ontario (Number 260006959) a 17-unit

housing complex constructed in 1978. The building draws raw water from a single

drilled production well and uses a point-of-entry-treatment unit for drinking

water.

The Maples, 33 Bennett Street, Spencerville, Ontario (Number 260006971) a 15-

unit housing complex constructed in 1975. The building draws raw water from asingle drilled production well and uses a point-of-entry-treatment unit fordrinking water.

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As the Operating Authority, the Housing Department has the legislative responsibilityunder the Safe Drinking Water Act, 2002 to maintain all requirements relating to thesystems as well as, insure the quality of the drinking water.

DISCUSSION/ALTERNATIVES

Under a service agreement, an Overall Responsible Operator (ORO) is contracted toensure constant compliance with all Ministry regulations which includes regularlyscheduled water tests which are reported to Council.

Monthly testing for e-coli, total coliforms and heterotrophic plate count, indicated noadverse water quality results for the period of October 2015 to December 2016 foreither property.

Copies of test results are maintained on site at each building and in the HousingDepartment at the Central Avenue, Brockville, location.

The reports will be made public by posting on the UCLG website.

External Accreditation Audit

On December 6, 2016 an external audit was conducted by Sal Global to determine if theQuality Management System (QMS) conforms to the requirements of the Ministry ofEnvironment’s Drinking Water Quality Management System standard. The audit was anoff-site review of documents. The audit determined the QMS is overall effective and

there were no non—conformities identified. The following was noted as an opportunityfor improvement:

• Request that the Counties staff add wording to the Personnel Coverage Procedure for

coverage due to pandemics, strikes or lock outs. This information will be added upon the

next procedure revision.

The next on-site audit will be in 2017.

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Ministry of the Environment Drinking Water System Inspection

On September 27, 2016 the Ministry of the Environment performed an on-siteinspection of 33 Bennett Street, Spencerville and 3 Miller Dive, Mallorytown and issueda report on November 17, 2016 that indicated there were three (3) issues of noncompliance and three (3) best practises identified, these included:

A non-compliance issue observed at the Miller Manor Apartments DrinkingWater System (DWS) was the power conduit line for the well was not properlyattached to the well cap and, therefore, the cap had a gap in it that couldpotentially allow for foreign material to enter the casing. The required work hassince been completed to ensure there are no gaps in the well cap in response tothis issue.

• Both Miller Manor Apartments and Bennett Street DWS were identified as notmeeting the licensing requirements for the calibration of flow measuring devices.It was determined that the Counties was unable to meet these verificationrequirements with the current equipment, and new flow meters were installed atboth sites.

• A best practice was recommended at the Miller Manor Apartments DWS toextend the casing height to at least 40 cm above the ground. This work has nowbeen completed.

• At the Bennett Street DWS it was recommended, as a best practice, to installclean-up equipment to deal with potential chlorine spills which has since beenadded to the site.

• It was also identified at the Bennett Street DWS that the staff and Operatorshould review the Drinking Water Works Permit requirements as it relates toequipment modifications, replacements, additions, etc. In response, the staffreviewed the permit and requested the permit be updated to include the additionof dual iron filters.

Ministry of the Environment Drinking Water Works Permit

In order to operate the two (2) small municipal residential drinking water systems, aMunicipal Drinking Water Licence is required, and the Housing Department must reapply every four (4) years. The application was completed and no new requirementswere established for either system.

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Annual Report/Summary Report by Operating Authority

Under Schedule 22 of Ontario Regulation 170/03 an annual report is required from theORG with information relating to meeting the regulations pertaining to the drinkingwater system in addition to the capacity of the system, to meet the planned use. OnFebruary 14, 2017 the Annual Reports/Summary Reports were submitted by the ORG.The reports did not indicate any issues with meeting the regulations or meeting therequired capacity. It was noted at both buildings that water consumption increasedsignificantly for one (1) month periods. Staff believe this is due to tenants gardening.

FINANCIAL IMPLICATIONS

The Operating Authority is responsible to develop a 10-Year Financial Plan for watersystems to demonstrate the continued viability and ability to maintain capacity of thesystem. The maintenance of the systems is included in the operational budget of theHousing Department budget.

For interest purposes only, the annual operating costs of the two water systems, notincluding amortization, is budgeted at $22,065.00 per site.

The annual operating costs are not inclusive of the Counties staff time.

ATTACH M ENTS

1. External Accreditation Audit

2. Ministry of the Environment Drinking Water System Inspections

a. Miller Manor

b. Bennett Street

3. Annual Report by Operating Authority

a. Miller Manor

b. Bennett Street

4. Annual Summary by Operating Authority

a. Miller Manor

b. Bennett Street

5. 10-Year Financial Plan for both water systems.

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CHRIS MORRISON, MANAGERHOUSING DEPARTMENT

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