City of Port Colborne

1. City of Port Colborne Drinking Water Quality Management System Presentation of Gap Analysis Results February 25th, 2008

2. Purpose of Presentation • Describe new DWS legislative framework • Present high-level results of Gap Analysis • Provide high-level recommendations for Implementation Plan • Identify next steps

3. Ontario’s Drinking Water Regulatory Framework Operating Authority (OA) • Develop & Maintain Operational Plan (OP) • Conduct Internal Audits Owner • Endorse Operational Plan • Endorse Financial Plan • Owns DWS Licence DWS License Requires: • Accredited Operating Authority • Accepted Operational Plan • Permit To Take Water (if required) • Drinking Water Works Permit • DWS Financial Plan MMAH • Receives Financial Plan Accreditation Body • Audits Operating Authority • Issues Certificates of Accreditation MOE • Receives Operational Plan • Issues DWS Licence • Oversee DWS Compliance

4. Elements of the DWQMS • Quality Management System • Quality Management System Policy • Commitment and Endorsement • Quality Management SystemRepresentative • Document and Records Control • Drinking Water System • Risk Assessment • Risk Assessment Outcomes • Organizational Structure, Roles, Responsibilities & Authorities • Competencies • Personnel Coverage • Communications • Essential Supplies and Services • Review and Provision of Infrastructure • Infrastructure Maintenance, Rehabilitation and Renewal • Sampling, Testing and Monitoring • Measurement and Recording Equipment Calibration & Mtce • Emergency Management • Continual Improvement • Internal Audits • Management Review

5. Work Program Ongoing Consultation with City of Port Colborne Management and Staff Step 1: Kick-Off Meeting • Identify Resources • Develop Gap Analysis Interview Plan • Review Suitability of Gap Analysis Checklist Step 4: Prepare Implementation Plan • Develop DWQMS Implementation Plan • Develop DWQMS Implementation Schedule Step 2: Gap Analysis Interviews • Review Existing Documentation • Review Methods & Procedures Step 3: Compile Gap Analysis Findings • Record & Compile Notes • Determine Gaps • Report Findings Deliverables • Team Notes – Document Review and Gap Analysis Deliverables • Gap Analysis Milestone Review Deliverables • Implementation Plan (Draft/Final) • Summary of Required Resources Deliverables • Detailed Gap Analysis Plan • Final Gap Analysis Checklist Template

6. Gap Analysis Results: % Completion of DWQMS Elements

7. DWQMS Accreditation: Options • Quality Management System • Quality Management System Policy • Commitment and Endorsement • Quality Management System Representative • Document and Records Control • Drinking Water System • Risk Assessment • Risk Assessment Outcomes • Organizational Structure, Roles, Responsibilities and Authorities • Competencies • Personnel Coverage • Communications • Essential Supplies and Services • Review and Provision of Infrastructure • Infrastructure Maintenance, Rehabilitation and Renewal • Sampling, Testing and Monitoring • Measurement & Recording Equipment Calibration & Maintenance • Emergency Management • Internal Audits • Management Review • Continual Improvement Full Scope, Entire DWQMS: PLAN and DO , all elements audited in 2009 • Quality Management System • Quality Management System Policy • Commitment and Endorsement • Quality Management System Representative • Document and Records Control • Drinking Water System • Risk Assessment • Risk Assessment Outcomes • Organizational Structure, Roles, Responsibilities and Authorities • Competencies • Personnel Coverage • Communications • Essential Supplies and Services • Review and Provision of Infrastructure • Infrastructure Maintenance, Rehabilitation and Renewal • Sampling, Testing and Monitoring • Measurement & Recording Equipment Calibration & Maintenance • Emergency Management • Internal Audits • Management Review • Continual Improvement • Quality Management System • Quality Management System Policy • Commitment and Endorsement • Quality Management System Representative • Document and Records Control • Drinking Water System • Risk Assessment • Risk Assessment Outcomes • Organizational Structure, Roles, Responsibilities and Authorities • Competencies • Personnel Coverage • Communications • Essential Supplies and Services • Review and Provision of Infrastructure • Infrastructure Maintenance, Rehabilitation and Renewal • Sampling, Testing and Monitoring • Measurement & Recording Equipment Calibration & Maintenance • Emergency Management • Internal Audits • Management Review • Continual Improvement • Quality Management System • Quality Management System Policy • Commitment and Endorsement • Quality Management System Representative • Document and Records Control • Drinking Water System • Risk Assessment • Risk Assessment Outcomes • Organizational Structure, Roles, Responsibilities and Authorities • Competencies • Personnel Coverage • Communications • Essential Supplies and Services • Review and Provision of Infrastructure • Infrastructure Maintenance, Rehabilitation and Renewal • Sampling, Testing and Monitoring • Measurement & Recording Equipment Calibration & Maintenance • Emergency Management • Internal Audits • Management Review • Continual Improvement Limited Scope, Partial DWQMS: PLAN & DO (2-9, 12, 18-20) in 2009, balance in 2010) Limited Scope, Entire DWQMS: PLAN in 2009, DO in 2010

8. Implementation Plan: Timeline • Limited Scope, Entire DWQMS: • PLAN component of DWQMS by May 1st, 2009 • Systems audit in June 2009 by Accreditation Body • Verification audit in June 2010 (approx.) by Accreditation Body

9. Roles & Responsibilities

10. DWQMS Roles & Responsibilities Owner Mayor & Council CAO (Owner Representative) Top Management Director of Operational Planning & Development Services Others? Quality Management Representative (QMR) To Be Announced Potential To Combine With Sampling, Compliance & Other Operational Requirements DWQMS Implementation Team QMR (Chair) Water / Wastewater Foreman, Manager of Engineering or delegate As Required – Director of Planning & Department Services, Superintendent of Public Works, Owner Representative

11. Enhance Communications Operating Authority & Owner Council Update Reports – Status of DWQMS Audit Results & Corrective Actions Operating Authority & Public DWS Web Page Discussion Item @ Strategic Management Workshop(s) City Newsletter, Others? Operating Authority Staff Awareness Training, Posters, Procedure Training

12. Next Steps… • Compile Operational Plan – Operating Authority • Owner Update Reports • Staff Awareness Training • Endorse DWQMS Policy & Operational Plan - Owners • Third Party Accreditation Body Audits (System & Verification) • Receive DWS License • Develop DWS Financial Plan

13. Financial Plans Regulation O. Reg. 453/07: “Financial Plans Regulation” Written for 6-year period Approval: Resolution passed by governing body of DWS Owner Financial Plan must include details of: Financial position of the drinking water system; Financial operations of the drinking water system; Cash flow of the drinking-water system. Endorsed by Owner by July 1st, 2010 or 6 mths after receipt of license (approx. Nov. 2010 for Port Colborne) No MOE approval; Copy to MMAH Recommend Financial Plan for wastewater services Strategic Planning Business Operating System Operations Financial

14. Questions