Body: Council Type: Agenda Meeting: Regular Date: November 4, 2025 Collection: Council Agendas Municipality: South Frontenac
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Township of South Frontenac Council Meeting Agenda
TIME: DATE: PLACE:
7:00 PM, Tuesday, November 4, 2025 Council Chambers/Virtual Via Zoom .
Meeting to Order
a)
Resolution
That the Council meeting of November 4, 2025 be called to order at ___ p.m. 2.
Roll Call
Approval of Agenda (and Addendum)
a)
Resolution
That the agenda be approved, as presented. 4.
Disclosure of Pecuniary Interest
Committee of the Whole “Closed Session”
Recess (If Required)
Ceremonial Presentations
Public Meeting
Delegations
Briefings
a)
Representatives from Kingston Frontenac Housing Corporation will speak to Council regarding the McMullen Manor.
Reports from Administration
a)
Drinking Water Quality Management System: 2024 Management Review Report and Endorsement of Operational Plan
4 - 19
20 - 71
That Council receive the Sydenham Drinking Water System Management Review Summary Report 2024, Management Review Meeting Minutes, and Audit Report; and That Council re-endorse the Operational Plan for the Sydenham Drinking Water System and authorize the Mayor and CAO to sign the Owner and Top Management Endorsement of the Operational Plan for Sydenham’s Drinking Water Supply Systems document showing Council’s endorsement of the plan. b)
2026 Municipal Election – Voting Methods
72 - 75
That Council authorize the use of alternate voting methods during the 2026 Municipal Election in accordance to the Municipal Elections Act; That By-law 2025-69, attached to Report Number 2025-154 as Exhibit A, being “A Bylaw to Authorize the Use of Alternative Voting Methods for the 2026 Municipal Election” be given first and second reading;
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That By-law 2025-69 be presented to Council for third reading. c)
Dedication and Assumption of Kona Crescent, Plan 13M-56, Lyon’s Landing
76 - 81
- That Council Report 2025-153 Dedication and Assumption of Kona Crescent, Plan 13M-56, Lyon’s Landing be received; and
- That By-law 2025-70, attached to Report Number 2025-153 as Exhibit C, being “A By-law to dedicate and assume as common and public highway certain lands in the Township of South Frontenac, pursuant to Sections 26, 28 & 31(6) of the Municipal Act, 2001” be given first and second reading; and
- That By-law 2025-70 be presented to Council for third reading.
Reports from Advisory Committees
Information Reports
Committee of the Whole
Communications
Tabling of Documents
New Business
Notice of Motion
Approval of Minutes
a)
Resolution
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That the minutes of the October 21, 2025 Council meeting be approved. 20.
Approval of By-laws
a)
Resolution
That By-laws Numbers (1) and (2) be given third reading. Summary of By-laws:
- By-law 2025-69 - A By-Law to Authorize the Use of Alternative Voting Methods for the 2026 Municipal Election
- By-law 2025-70 - A By-Law to dedicate and assume as common and public highway certain lands in the Township of South Frontenac, pursuant to Sections 26, 28 & 31(6) of the Municipal Act, 2001
Committee of the Whole “Closed Session”
Confirmation By-law
a)
Resolution
88
That By-law 2025-71, being a by-law to confirm generally all actions and proceedings of the Council of the Township of South Frontenac, be given first and second reading; and That By-law 2025-71, being the confirmatory by-law, be given third reading, signed and sealed.
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Date of Next Meeting
a)
The next Council meeting is scheduled for November 18, 2025 at 7:00 p.m.
Adjournment
a)
Resolution
That the Council meeting of November 4, 2025 be adjourned at ___ p.m. South Frontenac is a welcoming and thriving rural community
Kingston & Frontenac Housing Corporation South Frontenac Council Presentation November 4, 2025
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AGENDA History of McMullen Manor Fire KFHC Actions Building Option Development Schedule Council Support Page 5 of 88
McMullen Manor Building Completed March11,1980 28 units of senior subsidized housing 2 story walkup layout Slab on grade First floor 12 units and second floor 16 Late 1990s converted to adult social housing Building consisting of 28 units 27, one bedroom & a two bedroom
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McMullen Manor
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McMullen Manor Fire
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McMullen Manor Fire
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McMullen Manor Fire Fire occurred on January 7, 2021 (images 11:36p.m.) 28 households lost all their belongings, home & pets One person injured Building destroyed Tenants received temporary accommodations and food All tenants had permanent accommodations within six weeks Free Methodist Church,Verona Association and the greater Verona community very supportive Page 10 of 88
Post Fire KFHC Insurance notified during the fire Insurance coverage building replacement,
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$25 million blanket policy & rent one year Tenants own insurance 27 out of 28 had insurance, contents, etc. HSC Insurance commenced rebuild by demolishing standing wall, clearing site and insulating the concrete pad HSC undertook the drawings & tendering
Post Fire KFHC obtain Building Permit Spring 2022 Tenders price over the insured property HSC refused access to the $25M blanket
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policy KFHC stopped the project & filed legal claim Spring of 2022 KFHC in late August 2025 received the payout of insured property value
Post Fire KFHC Board approved commencement
of rebuild September 22, 2025 KFHC requires significant amount of equity funding to complete the project KFHC will contribute equity & finance gap with mortgage Litigation and legal claim continues Page 13 of 88
Possible Option Service Manager request increase units
with possible funding allocation
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Possible Option Best option add a 3rd floor +/- 16 units Addition of an elevator
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Development Schedule Exame option of third floor- Dec. 2025 Drawings & tender package- Jan. –Aug
2026 Prequalification tender- April 2026 General Contractor- September 2026 Construction commence October 2026 Occupancy fall of 2027 Page 16 of 88
Future Look
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Build Bigger & Better
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THANK YOU Mary Lynn Cousins Brame CEO mlcousinsbrame@kfhc.ca
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To:
Council
From:
Director, Public Services
Date of Meeting:
November 4, 2025
Subject:
Drinking Water Quality Management System: 2024 Management Review Report and Endorsement of Operational Plan
Report Number:
2025-141
Summary The purpose of this report is to recommend that Township Council receive the Top Management Report for 2024 and re-endorse the Operational Plan for the Sydenham Drinking Water System. Recommendation That Council receive the Sydenham Drinking Water System Management Review Summary Report 2024, Management Review Meeting Minutes, and Audit Report; and That Council re-endorse the Operational Plan for the Sydenham Drinking Water System and authorize the Mayor and CAO to sign the Owner and Top Management Endorsement of the Operational Plan for Sydenham’s Drinking Water Supply Systems document showing Council’s endorsement of the plan. Background South Frontenac Township, as the Owner of the Sydenham Drinking Water System, is required by the Safe Drinking Water Act to ensure that these systems are operated by an Accredited Operating Authority, Utilities Kingston. In accordance with the Drinking Water Quality Management Standard, one component is the annual Management Review. This addresses the continuing suitability, adequacy, and effectiveness of the Quality Management System. The Management Review was recently completed by the Operating Authority’s identified Top Management. The report and meeting minutes are required to be provided to the Owner (Council), and as a best management practice it is recommended that the Owner re-endorse the Operational Plan and their commitment to the Quality Management System.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-141
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Background on Drinking Water Quality Management Standard The Drinking Water Quality Management Standard (DWQMS) approved under section 21 of the Safe Drinking Water Act was developed in partnership between the Ministry of the Environment, Conservation and Parks (MECP) and Ontario’s water sector, after Justice Dennis O’Connor’s, Report of the Walkerton Inquiry 2002 recommended the adoption of quality management for municipal drinking water systems. The DWQMS complements the legislative and regulatory framework by endorsing a proactive and preventive approach to assuring drinking water quality. This approach includes consideration of elements that are fundamental to ensuring the long-term sustainability of a Drinking Water System including management processes employed within the system; the maintenance of infrastructure used to supply drinking water, and identification of potential risks and risk mitigation strategies for items such as system security, water treatment, and distribution. The DWQMS is based on a “plan, do, check and improve” methodology which is similar to that found in some international standards. “Plan” requirements of the standard typically specify policies and procedures that must be documented in the operational plans for the drinking water system. “Do” requirements specify the policies and procedures that must be implemented. “Check” and “Improve” requirements of the standard are reflected in requirements to conduct internal audits and management reviews. The MECP has developed a pocket guide that examines the requirements of the DWQMS, providing high level overview of what each of the requirements means in the context of a municipal residential drinking water system. Most applicable to the recommendations in this report, the SDWA requires Owners and Operating Authorities of Municipal Residential Drinking Water Systems to have an accredited Operating Authority (Utilities Kingston). In order to become accredited, an Operating Authority must establish and maintain a Quality Management System (QMS). Minimum requirements for the QMS are specified in the Standard, the DWQMS. Utilities Kingston has appointed a Quality Management Representative and Alternate Representative to administer the QMS by ensuring that processes and procedures needed for the system are established and maintained. Additionally, the QMS Representative reports to Top Management and the Owner on the performance of the QMS including any need for improvement, ensures that personnel are aware of all applicable legislative and regulatory requirements that pertain to their duties for the operation of the system, and promotes awareness of the QMS throughout the Operating Authority. The Owner must in writing endorse the Operational Plan and receive relevant aspects of the QMS including the adequacy of infrastructure necessary to operate and maintain the system, summary of maintenance, rehabilitation, renewal programs, and sampling results. These are all included in the Management Report, provided as Exhibit A to this report.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-141
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Discussion/Analysis Management Review Report and Endorsement of Operational Plan Utilities Kingston, as the Operating Authority for the Sydenham Drinking Water Systems, is responsible for the implementation and ongoing maintenance of a Quality Management System (QMS) which meets the requirements of the Drinking Water Quality Management Standard (DWQMS). The accreditation of operating authorities is based on the successful implementation of a QMS. In accordance with the DWQMS, one component is the annual Management Review, which addresses the continuing suitability, adequacy, and effectiveness of the QMS, including the results of the annual accreditation audit. This Management Review was recently completed by the Operating Authority’s identified Top Management. The Top Management Summary report, meeting minutes and the annual accreditation report are contained in Exhibits A, B and C, respectively, to this report, and are required to be provided to the Owner. No regulatory non-compliances, non-conformances or deficiencies were identified in the Management Review Summary report for the Sydenham Drinking Water System. The DWQMS requires that an Operational Plan be maintained by the Operating Authority, endorsed by the Owner, and accepted by the Ministry of Environment, Conservation and Parks. The Operational Plan for the Sydenham Drinking Water Systems was last approved by Top Management and Endorsed by the System Owner in 2021, with re-endorsement in 2022, 2023 and 2024. There were no changes made to the Operational Plan in 2024. The Operational Plan is available on the Utilities Kingston and Township websites and attached as Exhibit F to this report. It is recommended that the Owner re-endorse the Operational Plan and their commitment to the QMS. Financial Implications Not applicable to this report. Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillar: Choose an item. Action Item (If Applicable):
Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-141
Notice/Consultation • Utilities Kingston Exhibits Exhibit A – Sydenham Management Review Summary Report 2024 Exhibit B – Sydenham DWQMS Management Review Meeting Minutes Exhibit C – Sydenham DWS Systems Audit Report Exhibit D – W-P-04 Sydenham QMS Policy Exhibit E – W-P-05 Sydenham QMS Owner and Top Management Commitment and Endorsement (intentionally left blank for re-endorsement) Exhibit F – W-OP-03 Sydenham Operational Plan v.8.0 Approvals Prepared By: W. Troy Dunlop, C.E.T., Manager of Engineering and Capital Projects Submitted By:
Kyle Bolton, C.E.T., Director of Public Services Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
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Sydenham Management Review Summary Report
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Sydenham Management Review Summary Report 2024 INTRODUCTION This report has been prepared for the system owner to provide a summary of information reviewed by Top Management to evaluate the continuing suitability, adequacy, and effectiveness of the Quality Management System (QMS) for the Sydenham Drinking Water System (DWS) as required by the Drinking Water Quality Management Standard (DWQMS).
INCID ENTS OF REGU L ATORY NON-COMPLIANCE There were no incidents of regulatory non-compliance. INCID ENTS OF ADV ERSE DRINKING WATER TESTS In total, 600 treated water and distribution system samples were collected for testing by an accredited laboratory. No samples collected resulted in a notification of an indicator of adverse water quality. Notifications of Adverse Water Quality represent 0% of the total samples collected. D EV IATIONS FROM CRITICAL CONTROL POINT L IMITS AND RESPONSE ACTIONS There were three reported deviations from the critical control limits. Responses to these incidents were pursued appropriately and effectively through process adjustments or through flushing to restore the combined chlorine residual to above 1.00mg/l. TH E EFFECTIV ENESS OF TH E RISK ASSESSMENT PROCESS The risk assessments outcomes for the Sydenham System were reviewed in Q4 and included potential hazardous events and associated hazards listed by the Ministry of the Environment, Conservation and Parks (MECP). The risk assessment outcomes are available on SharePoint. These risk assessments and associated outcomes have been identified as effective due to their ability to reduce risk, and consistently provide safe and reliable water services to our customers and community. The risk assessment outcomes are available on SharePoint. There were no new risks identified in this reporting period. INTERNAL AND THIRD-PARTY AUD IT RESU LTS Internal Audit
Internal Audits were completed and covered all 21 elements of the DWQMS. No major or minornonconformance were identified. External Audit
QMS documents and records were provided to SAI Global for the External System Audit. The external audit resulted in no non-conformances. A copy of the audit report has been attached to this report as an appendix.
RESU LTS OF EMERGENCY RESPONSE TESTING Emergency Response Testing
A communications outage tabletop training and testing scenario was conducted for this year’s emergency response training and testing. Staff worked through the scenario with their supervisor to identify deficiencies and potential improvements to the Emergency Response and Recovery Procedures and other procedures and processes applicable to emergency situations. Identified Possible Improvements
Annual emergency response training and testing involving the evaluation of emergency scenarios and identification of appropriate response actions and necessary reporting has demonstrated to be a very valuable element of the DWQMS. Operators continue to immediately demonstrate and identify all Page 1
Sydenham Management Review Summary Report
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appropriate response actions and necessary reporting requirements during the tabletop scenario. Operators also recognize the importance of sharing and communicating information between Treatment Operations, System Operations, and Engineering Services. Communication and working together as a team before and after an event further improve the assessment of potential emergency events and the response actions taken. No emergency response improvements were identified during this year’s training exercise. STATUS OF POSSIBLE IMPROVEMENTS FROM PREVIOUS TESTING
All improvements that were identified from the previous emergency response testing have been completed.
OPERATIONAL PERFORMANCE The Sydenham water treatment plant operated by Utilities Kingston continued to perform well. Process inputs also remained relatively stable during the reporting year. Current and routine maintenance, rehabilitation, and renewal programs continue to be a priority. Distribution system performance is typically measured by its ability to provide safe drinking water at adequate pressure and volume, and its efficiency in delivering that water with minimal loss. Aspects of distribution system performance, such as lost water, can have a major impact on the performance of treatment, pumping, and storage facilities. System Inspection Rating
Sydenham Drinking Water System (DWS) – 100% Percentage Of Microbiological (Total Coliform & E. Coli) Test Results Meeting Ontario’s Drinking Water Quality Standards
Sydenham DWS – 100% Percentage Of Chemical & Radiological Test Results Meeting Ontario’s Drinking Water Quality Standards
Sydenham DWS – 100%
RAW WATER SU PPLY AND DRINKING WATER QUALITY TRENDS Raw water chemistry is continuously monitored as it can change quickly because of Sydenham Lake’s composition of granite to the north and limestone to the south. Growths of blue green algal blooms are increasing in Ontario’s lakes and rivers. This is generating concern for changes in risk to the raw water supply and the potential of associated human health dangers caused by cyanobacteria that can be present in toxic blooms. Weekly testing of intake and treated water is being tested for Microcystin, the harmful toxin found in Blue-green algal blooms. Additional blue green algal refresher training is also done by operators in advance of the typical June to October growing season.
FOLL OW-UP ON ACTION ITEMS FROM PREV IOU S MANAGEMENT REV IEWS The following action items were identified during the previous management review: •
No action items were identified in the previous management review.
TH E STATU S OF MANAGEMENT ACTION ITEMS ID ENTIFIED BETWEEN REV IEWS There have been no action items identified since the last Management Review. CH ANGES TH AT COULD AFFECT TH E QUAL ITY MANAGEMENT SYSTEM There have been no changes to the MECP DWQMS 2.0, however the Ontario Ministry of the Environment, Conservation and Parks is proposing revisions to the Drinking Water Quality Management Standard (DWQMS). Many of the proposed DWQMS updates are administrative in nature and intended to clarify existing requirements. The ministry is also proposing changes that will enable auditing of practices used to Page 2
Sydenham Management Review Summary Report
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summarize monitoring data, where such reports are used to demonstrate compliance with legislated requirements. Please refer to the Drinking Water Quality Management Standard: draft version 3.0 for a complete list of the proposed updates. Our strong documentation and reporting system allow us to evaluate the effectiveness and operational performance of the DWS as required by the standard. Our QMS also incorporates proactive and reactive approaches to ensure continual improvement of the system, ensuring that the QMS is not limited to fixing things as they fail. Although the Standard does not continually change, it does require continuous ongoing changes and monitoring of the system that include but not limited to documents, work process, organizational changes, initiatives, strategies, and information.
Ongoing System Improvem ents Ongoing system improvements based on the current Assessments, Infrastructure Renewal Program, Revised Drinking Water License, and continual improvement of current processes will require changes to the QMS documentation to ensure that required documents continue to be current and relevant. CONSU MER FEED BACK Water Quality Assurance Operators reported one water quality complaints. TH E RESOU RCES NEED ED TO MAINTAIN TH E QUAL ITY MANAGEMENT SYSTEM There were no deficiencies, two decisions, and two action items identified during the management review. The first action item is to continue actively monitoring the proposed changes and imminent release of DWQMS 3.0, and to implement any required updates to the system accordingly. The second action item is to include all unlicensed engineering staff in this year’s Technical Services Emergency Response Training to broaden awareness and reinforce the importance of the Quality Management System. The first decision made was that supervisors review applicable data quarterly to ensure that all information included in the management review report remains current and accurate. The second decision was that the current dedicated resources will be maintained, and that Top Management will continue to provide additional personnel, as needed, to support QMS activities. These include risk assessments, maintenance and infrastructure reviews, document development, revision and review, training, and other tasks necessary to maintain and improve the Quality Management System.
TH E RESULTS OF TH E INFRASTRU CTURE REVIEW The annual Review and Provision of Infrastructure was completed by the Director of Water / Wastewater in the last quarter of the reporting Calendar year. The review confirmed that personnel regularly review relevant and applicable information to evaluate the condition and capacity of the DWS and its components. No recommendations were identified by the Review and Provision of Infrastructure review. RECOMMENDATIONS FROM THE REVIEW OF MAINTENANCE ACTIVITIES
Water and Wastewater Treatment Operation Supervisors and the Water and Wastewater System Operations Supervisors reviewed maintenance activities completed including current infrastructure maintenance, rehabilitation, and renewal activities. These reviews also included evaluating the effectiveness of each of the current identified programs. It was recommended the current programs continue. There were no additional Maintenance or Potential Hazards identified.
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Sydenham Management Review Summary Report
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MU LTI-YEAR INFRASTRU CTU RE PROGRAM Existing infrastructure is reviewed based on criteria such as age, material, available condition assessments, and main break history. From this review a priority list was compiled. Then, with consideration for each element’s needs, level of priority, and the available budget, a master list of projects was developed, defining the infrastructure renewal plan. The following capital projects were completed in: • • • •
Completed PLC replacement and SCADA upgrades. Purchase of Hydraulic Lift. Replacement of Bedford Road Distribution Sampling Station. Addition of Morgan Drive Distribution Sampling Station.
OPERATIONAL PL AN CU RRENCY, CONTENT AND U PDATES The Operational Plan for the Sydenham Water System was last approved by Top Management and endorsed by the System Owner in 2021, with re-endorsement in 2023. No revisions were made to the Plan during that period. STAFF SU GGESTIONS Suggestions received from individual personnel concerning the QMS have been focused on and resulted in improvements to the processes and forms used to record operational information and improvements to how information is accessed through SharePoint. Staff have made considerable suggestions to continue to further improve ease of use of SharePoint from mobile devices. Staff also provide suggestions for improvements through their participation in annual QMS Review Training and Emergency Response and Recovery Training and Testing. The majority of staff suggestions are made verbally to either Supervisors or Quality Management Coordinators. Staff suggestions that require a change to a document or form are recorded using the Document Change Request form with Opportunity For Improvement (OFI), Best Management Practices) (BMP), Corrective Action Request (CAR), and Preventative Action Request (PAR) forms available as a formalized processes to capture other staff suggestions. Additionally, a Water Staff Suggestions List is available to encourage suggestions and feedback related to the day to day operations. The Water Staff Suggestions list received no entries this reporting year but continues to be made available to staff as a formal way to make suggestions. PREV ENTATIV E AND CORRECTIV E ACTION REQU ESTS PARs are actions to prevent the occurrence of nonconformity of the QMS with the requirements of the DWQMS or other undesirable situations. CARs are actions to eliminate the cause of a detected nonconformity of the QMS with the requirements of the DWQMS or other undesirable situations. Items are documented using the PAR & CAR List on SharePoint. •
CAR - Ensure the controlled Sydenham Lab Bench Worksheet is available and used at Sydenham WTP. o Follow up - Removed all physical and digital copies of the unofficial lab bench worksheet and replaced with the most up to date-controlled version available on SharePoint. Installed an iPad and printer to ensure all current documents and forms are available in digital and hard copy format.
ID ENTIFIED D EFICIENCIES, D ECISIONS, AND ACTION ITEMS There were no deficiencies, two decisions, and two action items identified during the management review. The first action item is to continue actively monitoring the proposed changes and imminent release of DWQMS 3.0, and to implement any required updates to the system accordingly. Page 4
Sydenham Management Review Summary Report
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The second action item is to include all unlicensed engineering staff in this year’s Technical Services Emergency Response Training to broaden awareness and reinforce the importance of the Quality Management System. The first decision made was that supervisors review applicable data quarterly to ensure that all information included in the management review report remains current and accurate. The second decision was that the current dedicated resources will be maintained, and that Top Management will continue to provide additional personnel, as needed, to support QMS activities. These include risk assessments, maintenance and infrastructure reviews, document development, revision and review, training, and other tasks necessary to maintain and improve the Quality Management System.
BEST MANAGEMENT PRACTICES AND OPPORTU NITIES FOR IMPROV EMENT •
BMI and OFI items are documented using the DWQMS Best Management Practices List on SharePoint. Implemented BMPs and OFIs are identified for items that assist the owner and operating authority of the DWS in the delivery of safe, high quality drinking water and in providing mechanisms to optimize efficiencies within the DWS and/or QMS and provide information to assist in future planning for the systems.
The following Best Management Practices / Opportunities for Improvement and follow up details are provided below: •
OFI - “Sydenham Risk Assessment Outcomes Submitted had no Document control (no Document Identification, Revision date for the form & record, revision history capturing deletions” o “Operational Plan for the Sydenham Drinking Water System W-OP-03 Ver 8 Element 7or 8 have no reference to the above “Sydenham Risk Assessment Outcomes”. o Follow up - Export of SharePoint Risk Assessment Outcomes table was provided to auditor as requested. The 36 month review was not provided as part of the audit but is documented attached. Additional PDF documenting removed Risk as seen below. • Operational Plan for the Sydenham Drinking Water System W-OP-03 Ver 8 Element 7or 8 have no reference to the above “Sydenham Risk Assessment Outcomes”.
Page 5
Page 29 of 88 DRINKING WATER QUALITY MANAGEMENT SYSTEM MINUTES OF THE 2024 MANAGEMENT REVIEW MEETING FOR THE KINGSTON, CANA, AND SYDENHAM DRINKING WATER SYSTEMS September 15, 2025 Start Time: 1210hrs In Attendance: David Fell, Heather Roberts, Julie Runions, Philip Emon, Chris Leeman, Kurt Clark, Carl Dooher, James Patenaude, Alan Smith, Adam Long Review Introduction Alan explained that this management review meeting would take a more informal approach, as the necessary information had already been summarized and shared in advance. He presented the key details to the relevant personnel, which allowed the group to discuss the content and identify any required action items easily. Incidents Of Regulatory Non-Compliance •
No action items identified from the discussion.
DWS Adverse Water Quality Test Results •
No action items identified from the discussion.
Deviations From Critical Control Point Limits and Response Actions •
No action items identified from the discussion.
The Effectiveness of the Risk Assessment Process •
No action items identified from the discussion.
Internal and Third-Party Audit Results •
No action items identified from the discussion.
Results of Emergency Response Testing • •
Action Item - Review the outcomes of the Emergency Response training with representatives from the Township of South Frontenac to identify any additional response actions for consideration. Action Item - Include engineering staff in this year’s Technical Services Emergency Response Training.
Operational Performance •
No action items identified from the discussion.
Distribution System Performance and Maintenance •
No action items identified from the discussion. o Ongoing work to review/complete municipal and customer-owned leaks.
Raw Water Supply And Drinking Water Quality Trends •
No action items identified from the discussion.
Follow-Up On Action Items From Previous Management Reviews •
No action items identified from the discussion.
The Status Of Management Action Items Identified Between Reviews •
No action items identified from the discussion. o The new SharePoint team site offers enhanced insights, making it easier to identify potential opportunities for improvement and preventative action items.
Page 30 of 88 Changes That Could Affect the QMS, Ongoing System Improvements, and Consumer Feedback •
Action Item - Actively monitor the release of DWQMS 3.0 revisions and implement those changes to our system accordingly.
Changes That Could Affect The Quality Management System •
No action items identified from the discussion.
Consumer Feedback •
No action items identified from the discussion.
The Resources Needed To Maintain The Quality Management System •
No action items identified from the discussion.
The Results Of The Infrastructure Review •
No action items identified from the discussion.
Operational Plan Currency, Content And Updates •
No action items identified from the discussion.
Staff Suggestions •
No action items identified from the discussion.
Identified Deficiencies, Decisions, and Action Items The following table outlines the identified deficiencies, decisions, and action items from this management review Deficiencies
Responsible Person
Timeline
None Identified
N/A
N/A
Responsible Person Alan Smith Adam Long
Timeline
Alan Smith
Q1, 2026
Alan Smith
December 31, 2025
Responsible Person
Timeline
James Patenaude Kurt Clark Carl Dooher Chris Leeman Phil Emon
Ongoing
Top Management
Ongoing
Action Item Actively monitor the release of DWQMS 3.0 revisions and implement applicable changes to the system as required. Review the next outcomes of the Emergency Response training with representatives from the Township of South Frontenac to identify any additional response actions for consideration. Include engineering staff in this year’s Technical Services Emergency Response Training. Decisions Supervisors should review the applicable data quarterly to ensure that all information included in the management review report is current and accurate. That the current dedicated resources will be maintained, and that Top Management will continue to provide additional personnel, as needed, to support QMS activities. This includes risk assessments, maintenance and infrastructure reviews, document development, revision and review, training, and other tasks necessary to maintain and improve the Quality Management System.
End Time: 1352hrs
Ongoing
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Audit Report 24 Month Surveillance Audit for 1425445 Ontario Limited (Operating as Utilities Kingston) Operating Authority for the Corporation of the Township of South Frontenac Owner CMPY-165617 Audited Address: 4410 Point Road, Sydenham, Ontario K0H 2T0, Canada Start Date: July 22, 2024 End Date: July 22, 2024 Type of audit - Surveillance 2 Audit Issue Date: July 22, 2024 Revision Level: 0
Page 32 of 88 Audit Report
BACKGROUND INFORMATION Intertek - SAI Global conducted an audit of 1425445 Ontario Limited (Operating as Utilities Kingston) Operating Authority for the Corporation of the Township of South Frontenac Owner beginning on July 22, 2024 and ending on July 22, 2024 to DRINKING WATER QUALITY MANAGEMENT STANDARD VERSION 2 - 2017. The purpose of this audit report is to summarise the degree of compliance with relevant criteria, as defined on the cover page of this report, based on the evidence obtained during the audit of your organization. This audit report considers your organization’s policies, objectives, and continual improvement processes. Comments may include how suitable the objectives selected by your organization appear to be in regard to maintaining customer satisfaction levels and providing other benefits with respect to policy and other external and internal needs. We may also comment regarding the measurable progress you have made in reaching these targets for improvement. Intertek - SAI Global audits are carried out within the requirements of Intertek - SAI Global procedures that also reflect the requirements and guidance provided in the international standards relating to audit practice such as ISO/IEC 17021-1, ISO 19011 and other normative criteria. Intertek - SAI Global Auditors are assigned to audits according to industry, standard or technical competencies appropriate to the organization being audited. Details of such experience and competency are maintained in our records. In addition to the information contained in this audit report, Intertek - SAI Global maintains files for each client. These files contain details of organization size and personnel as well as evidence collected during preliminary and subsequent audit activities (Documentation Review and Scope) relevant to the application for initial and continuing certification of your organization. Please take care to advise us of any change that may affect the application/certification or may assist us to keep your contact information up to date, as required by Intertek - SAI Global Terms and Conditions. This report has been prepared by Intertek - SAI Global Limited (Intertek - SAI Global) in respect of a Client’s application for assessment by Intertek - SAI Global. The purpose of the report is to comment upon evidence of the Client’s compliance with the standards or other criteria specified. The content of this report applies only to matters, which were evident to Intertek - SAI Global at the time of the audit, based on sampling of evidence provided and within the audit scope. Intertek - SAI Global does not warrant or otherwise comment upon the suitability of the contents of the report or the certificate for any particular purpose or use. Intertek - SAI Global accepts no liability whatsoever for consequences to, or actions taken by, third parties as a result of or in reliance upon information contained in this report or certificate. Please note that this report is subject to independent review and approval. Should changes to the outcomes of this report be necessary as a result of the review, a revised report will be issued and will supersede this report. Standard:
DRINKING WATER QUALITY MANAGEMENT STANDARD VERSION 2 - 2017
Scope of Certification:
Drinking Water Treatment & Distribution
Drinking Water System Owner:
Corporation of the Township of South Frontenac Owner
Operating Authority:
1425445 Ontario Limited (Operating as Utilities Kingston)
Owner:
Corporation of the Township of South Frontenac Owner
Population Services:
940
Activities:
Treatment & Distribution
Drinking Water Systems
Corporation of the Township of South Frontenac Owner
Total audit duration:
Person: 1
Audit Team Member:
Team Leader
Other Participants:
None
Day: 0.5 (0.25 Remote audit, 0.25 offsite) Ragu Raghavan
Page 33 of 88 Audit Report
Definitions and action required with respect to audit findings Major Non-conformance: Based on objective evidence, the absence of, or a significant failure to implement and/or maintain conformance to requirements of the applicable standard. Such issues may raise significant doubt as to the capability of the management system to achieve its intended outputs (i.e. the absence of or failure to implement a complete Management System clause of the standard); or A situation which would on the basis of available objective evidence, raise significant doubt as to the capability of the Management System to achieve the stated policy and objectives of the customer. NOTE: The “applicable Standard” is the Standard which Intertek - SAI Global are issuing certification against, and may be a Product Standard, a management system Standard, a food safety Standard or another set of documented criteria. Action required: This category of findings requires Intertek - SAI Global to issue a formal NCR; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned activities. Correction and corrective action plan should be submitted to Intertek - SAI Global prior to commencement of follow-up activities as required. Follow-up action by Intertek - SAI Global must ‘close out’ the NCR or reduce it to a lesser category within 60 days for surveillance or re-certification audits, from the last day of the audit. If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of Intertek - SAI Global, immediate suspension shall be recommended. In the case of initial certification, failure to close out NCR within the time limits means that the Certification Audit may be repeated. If significant risk issues (e.g. safety, environmental, food safety, product legality/quality, etc.) are detected during an audit these shall be reported immediately to the Client and more immediate or instant correction shall be requested. If this is not agreed and cannot be resolved to the satisfaction of Intertek - SAI Global, immediate suspension shall be recommended. In the case of an already certified client, failure to close out NCR within the time limits means that suspension proceedings may be instituted by Intertek - SAI Global. Follow-up activities incur additional charges.
Minor Non-conformance: Represents either a management system weakness or minor issue that could lead to a major nonconformance if not addressed. Each minor NC should be considered for potential improvement and to further investigate any system weaknesses for possible inclusion in the corrective action program Action required: This category of findings requires Intertek - SAI Global to issue a formal NCR; to receive and approve client’s proposed correction and corrective action plans; and formally verify the effective implementation of planned activities at the next scheduled audit.
Opportunity for Improvement: A documented statement, which may identify areas for improvement however shall not make specific recommendation(s). Action required: Client may develop and implement solutions in order to add value to operations and management systems. Intertek SAI Global is not required to follow-up on this category of audit finding.
Page 34 of 88 Audit Report
Audit Type and Purpose Surveillance Audit: A systems desktop audit in accordance with the systems audit procedure as it applies to Full Scope accreditation. The audit also included consideration of the results of the most recent audit undertaken in accordance with this Accreditation Protocol and any of the following that have occurred subsequent to that audit including but limited to; (a) the results of any audits undertaken in accordance with element 19 of the DWQMS V2; (b) historical responses taken to address corrective action requests made by an Accreditation Body; (c) the results of any management reviews undertaken in accordance with element 20 of the DWQMS V2; and, (d) any changes to the documentation and implementation of the QMS. Audit Objectives The objective of the audit was to determine whether the drinking water Quality Management System (QMS) of the subject system conforms to the requirements of the Ontario Ministry of the Environment & Climate Change (MOECC) Drinking Water Quality Management Standard (DWQMS V2). The audit was also intended to gather the information necessary for Intertek - SAI Global to assess whether accreditation can continue or be offered or to the operating authority. Audit Scope The facilities and processes associated with the operating authority’s QMS were objectively evaluated to obtain audit evidence and to determine a) whether the quality management activities and related results conform with DWQMS V2 requirements, and b) if they have been effectively implemented and/or maintained. Audit Criteria: •
The Drinking Water Quality Management Standard Version 2
•
Current QMS manuals, procedures and records implemented by the Operating Authority
•
Intertek - SAI Global Accreditation Program Handbook
Page 35 of 88 Audit Report
Confidentiality and Documentation Requirements The Intertek - SAI Global stores their records and reports to ensure their preservation and confidentiality. Unless required by law, the Intertek - SAI Global will not disclose audit records to a third party without prior written consent of the applicant. The only exception will be that the Intertek
- SAI Global will provide audit and corrective action reports to the Ontario Ministry of the Environment. For more information, please refer to the Intertek - SAI Global Accreditation Program Handbook. As part of the Intertek - SAI Global Terms, it is necessary for you to notify Intertek - SAI Global of any changes to your Quality Management System that you believe are significant enough to risk non-conformity with DWQMS V2: For more information, please refer to the Intertek - SAI Global Accreditation Program Handbook. Review of any changes Changes to the company since last audit include: No significant changes.
Page 36 of 88 Audit Report
EXECUTIVE OVERVIEW Based on the results of this surveillance system audit the management system remains effectively implemented and meets the requirements of the standard relative to the scope of certification; therefore, a recommendation for continued certification will be submitted. Recommendation Based on the results of this audit it has been determined that the management system is effectively implemented and maintained and meets the requirements of the standard relative to the scope of certification identified in this report; therefore, a recommendation for (continued) certification will be submitted to Intertek - SAI Global review team.
Positive: •
Good colourful flowchart explaining the treatment scheme.
•
Good support for the audit from the QMR.
Opportunities for Improvement:
- Very good review of Risk Assessment as part of 36 month review. However • Sydenham Risk Assessment Outcomes Submitted had no Document control (no Document Identification, Revision date for the form & record, revision history capturing deletions • Operational Plan for the Sydenham Drinking Water System W-OP-03 Ver 8 Element 7or 8 - have no reference to the above “Sydenham Risk Assessment Outcomes”
- Internal Audit Element 7 Risk Assessment– Summarize the conclusion clearly – conforms/ OFI/NC
Management System Documentation The management systems operational plan was reviewed and found to be in conformance with the requirements of the standard. Management Review Records of the most recent management review meetings were verified and found to meet the requirements of the standard. All inputs were reflected in the records, and appear suitably managed as reflected by resulting actions and decisions. Internal Audits Internal audits are being conducted to ensure conformance to planned arrangements, the requirements of the standard and the established management system. Corrective, Preventive Action & Continual Improvement Processes The company is implementing an effective process for the continual improvement of the management system through the use of the quality policy, quality objectives, audit results, data analysis, the appropriate management of corrective and preventive actions and management review.
Page 37 of 88 Audit Report
Summary of Findings
- Quality Management System
Conforms
- Quality Management System Policy
Conforms
- Commitment and Endorsement
Conforms
- Quality Management System Representative
Conforms
- Document and Records Control
Conforms OFI
- Drinking-Water System
Conforms
- Risk Assessment
Conforms
- Risk Assessment Outcomes
Conforms
- Organizational Structure, Roles, Responsibilities and Authorities
Conforms
- Competencies
Conforms
- Personnel Coverage
Conforms
- Communications
Conforms
- Essential Supplies and Services
Conforms
- Review and Provision of Infrastructure
NANC
- Infrastructure Maintenance, Rehabilitation & Renewal
NANC
- Sampling, Testing and Monitoring
Conforms
- Measurement & Recording Equipment Calibration and Maintenance
Conforms
- Emergency Management
Conforms
- Internal Audits
Conforms OFI
- Management Review
Conforms
- Continual Improvement
Conforms
Major NCR #
Major non-conformity. The auditor has determined one of the following: (a) a required element of the DWQMS has not been incorporated into a QMS; (b) a systemic problem with a QMS is evidenced by two or more minor non-conformities; or (c) a minor non-conformity identified in a corrective action request has not been remedied.
Minor NCR #
Minor non-conformity. In the opinion of the auditor, part of a required element of the DWQMS has not been incorporated satisfactorily into a QMS.
OFI
Opportunity for improvement. improvement.
Conforms
Conforms to requirement.
NANC
Not applicable/Not Covered during this audit.
Additional comment added by auditor in the body of the report.
Conforms to the requirement, but there is an opportunity for
Page 38 of 88 Audit Report
PART D.
Audit Observations, Findings and Comments
DWQMS Reference:
1 Quality Management System
Client Reference:
Operational Plan For the Sydenham Drinking Water Systems, W-OP-03, ver8, 5 Nov 2021 Associated procedures and records
Details: Conforms.
DWQMS Reference:
2 Quality Management System Policy
Client Reference:
Section 2 of Operational Plan, Quality Management System Policy W-P-03
Details: Conforms.
DWQMS Reference:
3 Commitment and Endorsement
Client Reference:
W-P-05 Owner and Top Management Endorsement of Op.Plan
Details: Conforms. The last endorsement was in President & CEO), Mayor Nov 2021
DWQMS Reference:
4 Quality Management System Representative
Client Reference:
W-G-06 QMS Rep Acknowledgement of Responsibilities
Details: Conforms. DWQMS Reference:
5 Document and Record Control
Client Reference:
Sec 5- Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021 W-G-01 Document Control Procedure W-G-02 Records Control Procedure
Details: Conforms. Refer OFI raised
DWQMS Reference:
6 Drinking Water System
Client Reference: Sec 6- Operational Plan For the Sydenham Drinking Water Systems, W-OP-03, ver8, 5 Nov 2021 Details: Conforms.
DWQMS Reference
7 Risk Assessment
Client Reference:
Sec 7 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021 W-G-03 Risk Assessment Procedure
Details: Conforms.
Page 39 of 88 Audit Report
DWQMS Reference:
8 Risk Assessment Outcomes
Client Reference:
Sec 8 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021 2023 Risk Assessment Outcome Table
Details: Conforms. Detailed 36-month review conducted in 2023. Many deletions.
DWQMS Reference:
9 Organizational Structure, Roles, Responsibility and Authorities
Client Reference:
Sec 9 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021
Details: Conforms.
DWQMS Reference:
10 Competencies
Client Reference:
Sec 10 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021
Details: Conforms.
DWQMS Reference:
11 Personnel Coverage
Client Reference:
Sec 11 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021 W-G-05 Personnel Coverage Procedure
Details: Conforms.
DWQMS Reference:
12 Communications
Client Reference:
Sec 12 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021W-G-06 QMS Communications Procedure
Details: Conforms.
DWQMS Reference:
13 Essential Supplies and Services
Client Reference:
Sec 13 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021
Details: Conforms. Essential Supplier and Services List W-L-06 reviewed. Sampled BOLs for hypo, new instruments and metering pumps
DWQMS Reference:
14 Review and Provision of Infrastructure
Client Reference:
Sec 14 - Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021
Details: Not covered
Page 40 of 88 Audit Report
DWQMS Reference:
15 Infrastructure Maintenance, Rehabilitation and Renewal
Client Reference:
Sec 15 - Operational Plan For the Sydenham Drinking Water Systems, W-OP-03, ver8, 5 Nov 2021 W-G-08 Infrastructure Maintenance Rehabilitation Renewal
Details: Not covered
DWQMS Reference:
16 Sampling, Testing and Monitoring
Client Reference:
Sec 16 - Operational Plan For the Sydenham Drinking Water Systems, W-OP-03, ver8, 5 Nov 2021 W-G-09 SAMPLING, TESTING, AND MONITORING
Details: Conforms. Reviewed sampling schedule for 13 Feb 2024 Sampled Micro test results for Apr 2024 No issues observed. As per 2023 Annual Report, 3 incidents- none impacting public health.
DWQMS Reference:
17 Measurement and Recording Equipment Calibration and Maintenance
Client Reference:
Sec 17 Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021
Details: Conforms. Calibration records for Flow meters, Turbidity, Residual Cl2 meters reviewed
DWQMS Reference:
18 Emergency Management
Client Reference:
Sec 18 Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021
Details: Conforms. Emergency Response Training Scenario Outcome Table captures drills/training and associated follow up
DWQMS Reference:
19 Internal Audits
Client Reference:
Sec 19 Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021 W-G-11 Internal Audit Procedure
Details: Conforms. Reviewed records for 2023 and 2024 audits Refer OFI raised
DWQMS Reference:
20 Management Review
Client Reference:
Sec 20 Operational Plan For the Sydenham Drinking Water Systems, WOP-03, ver8, 5 Nov 2021 W-G-12 Management Review Procedure
Details: Conforms. Reviewed Summary reports for Management Review meetings on 2022 and 2023 data in 2023 and 2024 respectively.
DWQMS Reference:
21 Continual Improvement
Client Reference:
Sec 21 - Operational Plan For the Sydenham Drinking Water Systems, W-OP-03, ver8, 5 Nov 2021
Page 41 of 88 Audit Report
W-G-13 Preventative and Corrective Action Procedure Details: Conforms. Improvements include follow up of audit OFIs.
Details regarding the personnel interviewed and objective evidence reviewed are maintained on file at Intertek - SAI Global. This report was prepared by: Ragu Intertek - SAI Global Management Systems Auditor
The audit report is distributed as follows: • Intertek - SAI Global • Operating Authority • Owner • MOECC
Notes Copies of this report distributed outside the organization must include all pages.
Page 42 of 88
Page 43 of 88
Drinking Water Quality Management System Policies Document:
Owner and T op Management Endorsement of T he Operational Plan for the Sydenham Drinking Water System
Document No:
W-P-05
The Township of South Frontenac, the Owner, and Utilities Kingston, the Operating Authority, support the implementation, maintenance, and continual improvement of a Quality Management System for the Sydenham Drinking Water System as documented in the Sydenham Drinking Water System Operational Plan. This endorsement of the Operational Plan by the Owner’s representatives and by the Operating Authority’s top management acknowledges their commitment to fulfill the responsibilities, duties, and authorities as defined in the Operational Plan, the Drinking Water Quality Management Standard, and the Safe Drinking Water Act. Endorsement
Ron Vandewal Mayor, Township of South Frontenac
Date
Louise Fragnito Chief Administrative Officer, Township of South Frontenac
Date
Kyle Bolton Director of Public Serv ices, Township of South Frontenac
Date
Troy Dunlop Manager of Engineering and Capital Projects , Township of South Frontenac
Date
David Fell President and CEO, Utilities Kings ton
Date
Heather Rober ts Director of Water & Was tewater Services, Utilities Kings ton
Date
Julie Runions Director of Utilities Engineering, U tilities Kingston
Date
Philip Emon Manager of Water & Wastewater Treatment, U tilities Kingston
Date
Chris Leeman Manager of Water & Wastewater System Operations, Utilities Kingston
Date
Revised SEPTEMB ER 24, 2025
PAGE 1 OF 1
Page 44 of 88 Drinking Water Quality Management System Document:
Document No:
W-OP-03
Operational Plan for the Sydenham Drinking Water System
Operational Plan for the
Prepared by Utilities Kingston (1425445 Ontario Limited)
for The Township of South Frontenac Approval
Version 8.0
Revised November 05, 2021
PAGE 1 OF 28
Utilities Kingston Drinking Water Quality Management System Document:
Operational Plan for the Sydenham Drinking Water System
Page 45 of 88 Document No:
W-OP-03
Table of Contents Approval …………………………………………………………………………………………………………………………………….. 1 Table of Contents ………………………………………………………………………………………………………………………… 2 Definitions…………………………………………………………………………………………………………………………………… 4
- Introduction to the Quality Management System ……………………………………………………………………….. 6
- Quality Management System Policy …………………………………………………………………………………………. 7
- Commitment and Endorsement ……………………………………………………………………………………………….. 7
- Quality Management System Representatives ………………………………………………………………………….. 7
- Document and Records Control ………………………………………………………………………………………………. 8 5.1 Documents ……………………………………………………………………………………………………………………… 8 5.2 Records ………………………………………………………………………………………………………………………….. 8
- Drinking Water System Description ………………………………………………………………………………………….. 9 6.1 General…………………………………………………………………………………………………………………………… 9 6.2 Source Water Overview ……………………………………………………………………………………………………. 9 6.2.1 Events……………………………………………………………………………………………………………………. 9 6.2.2 Threats ………………………………………………………………………………………………………………….. 9 6.2.3 Intake Protection Zones …………………………………………………………………………………………. 10 6.2.4 Operational Challenges ………………………………………………………………………………………….. 10 6.3 Multiple Barrier Approach………………………………………………………………………………………………… 10 6.4 Critical Upstream and Downstream Processes ………………………………………………………………….. 10 6.5 Connections to Other Drinking Water Systems ………………………………………………………………….. 10 6.5.1 Figure 1 – Intake Protection Zones ………………………………………………………………………….. 11 6.6 Water Treatment Facility …………………………………………………………………………………………………. 13 6.6.1 Sydenham Water Treatment Plant …………………………………………………………………………… 13 6.6.1.1 Raw Water Source …………………………………………………………………………………….. 13 6.6.1.2 Zebra Mussel Control …………………………………………………………………………………. 13 6.6.1.3 Screening …………………………………………………………………………………………………. 13 6.6.1.4 Low Lift Pumping ……………………………………………………………………………………….. 13 6.6.1.5 Pre-Chlorination ………………………………………………………………………………………… 13 6.6.1.6 Coagulation / Flocculation …………………………………………………………………………… 13 6.6.1.7 Filtration ……………………………………………………………………………………………………. 13 6.6.1.8 GAC Contactors ………………………………………………………………………………………… 13 6.6.1.9 Process Waste Management ………………………………………………………………………. 14 6.6.1.10 Primary Disinfection …………………………………………………………………………………… 14 6.6.1.11 Secondary Disinfection……………………………………………………………………………….. 14 6.6.1.12 High Lift Pumping ………………………………………………………………………………………. 14 6.6.1.13 Standby Equipment ……………………………………………………………………………………. 14 Figure 2 – Sydenham Water Treatment Plant Process Flow Diagram ……………………………. 15 6.7 Distribution System ………………………………………………………………………………………………………… 17 The Sydenham Elevated Storage Tank …………………………………………………………………….. 17 Figure 3 – Sydenham Drinking Water System Map ……………………………………………………………… 17
- Risk Assessment …………………………………………………………………………………………………………………. 18
- Risk Assessment Outcomes………………………………………………………………………………………………….. 18 8.1 Critical Control Limit Monitoring and Response ………………………………………………………………….. 18 8.1.1 Coagulation Critical Control Limit …………………………………………………………………………….. 18 8.1.2 Filter Effluent Turbidity Critical Control Limit ……………………………………………………………… 19 8.1.3 Primary Disinfection Critical Control Limits ……………………………………………………………….. 20 8.1.3.1 Ultraviolet Light Disinfection ………………………………………………………………………… 20 Version 8.0
Revised November 05, 2021
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Utilities Kingston Drinking Water Quality Management System Document:
Operational Plan for the Sydenham Drinking Water System
Page 46 of 88 Document No:
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8.1.3.2 Chemical Disinfection …………………………………………………………………………………. 20 8.1.3.3 Critical Control Limits …………………………………………………………………………………. 21 8.1.3.4 Secondary Disinfection Critical Control Limit …………………………………………………. 21 9. Organizational Structure, Roles, Responsibilities, and Authorities ……………………………………………… 22 9.1 Organizational Structure and Roles ………………………………………………………………………………….. 22 9.2 Responsibilities ……………………………………………………………………………………………………………… 22 9.3 Duties and Authorities …………………………………………………………………………………………………….. 23 10. Competencies ……………………………………………………………………………………………………………………… 23 10.1 Meeting and Maintaining Competencies ……………………………………………………………………………. 23 11. Personnel Coverage …………………………………………………………………………………………………………….. 24 11.1 General…………………………………………………………………………………………………………………………. 24 11.2 Treatment Group ……………………………………………………………………………………………………………. 24 11.3 Underground Infrastructure Group ……………………………………………………………………………………. 24 12. QMS Communications ………………………………………………………………………………………………………….. 25 13. Essential Supplies and Services ……………………………………………………………………………………………. 25 14. Review and Provision of Infrastructure ……………………………………………………………………………………. 25 15. Infrastructure Maintenance, Rehabilitation, and Renewal ………………………………………………………….. 25 16. Sampling, Testing, and Monitoring …………………………………………………………………………………………. 26 17. Measurement and Recording Equipment Calibration & Maintenance …………………………………………. 26 18. Emergency Management ……………………………………………………………………………………………………… 26 19. Internal Audits ……………………………………………………………………………………………………………………… 27 20. Management Review ……………………………………………………………………………………………………………. 27 21. Continual Improvement of the Quality Management System ……………………………………………………… 27 Appendix A – Schedule “C” Subject System Description Form ………………………………………………………… 28
Version 8.0
Revised November 05, 2021
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Page 47 of 88
Utilities Kingston Drinking Water Quality Management System Document:
Operational Plan for the Sydenham Drinking Water System
Document No:
W-OP-03
Definitions Accredited Operating Authority – a person or entity that is given responsibility by the owner for the management, operation, maintenance, or alteration of a drinking water system and has been accredited after demonstrating conformance to the requirements of the Drinking Water Quality Management Standard to the satisfaction of the accreditation body authorized by the Ministry of Environment. Action Item - a deficiency of the QMS identified through management review which requires corrective action. Annually - A period of one year beginning and ending with the dates conventionally accepted as marking the beginning and end of a year (January 1st to December 31st). Audit – a systematic and documented verification process that involves objectively obtaining and evaluating documents and processes to determine whether a quality management system conforms to the requirements of the Drinking Water Quality Management Standard. Authority – official permission or approval to carry out tasks and make decisions regarding the drinking water system. Calendar Year - A period of one year beginning and ending with the dates conventionally accepted as marking the beginning and end of a year (January 1st to December 31st). Competence – the combination of observable and measurable knowledge, skills and abilities which are required for a person to carry out assigned duties. Compliance – the fulfillment of a regulatory requirement. Conformance – the fulfillment of a Drinking Water Quality Management Standard requirement Customer – the drinking water end user. Control Measure – includes any processes, physical steps, or other contingencies that have been put in place to prevent or reduce a hazard. Control Point (CP) – a step in the drinking water system process where primary control is applied to prevent or reduce the likely occurrence of a hazardous event with associated drinking water health hazards. Corrective Action – 1) action to eliminate the cause of a detected non-conformity with the Drinking Water Quality Management Standard, Quality Management System, or other undesirable situations 2) action taken in response to reported adverse water quality identified under Schedule 16 of Ontario Regulation 170/03 to immediately restore proper drinking water disinfection or treatment including any actions taken as directed by the Medical Officer of Health. Critical Control Limit (CCL) – the point at which a critical control point response procedure is initiated. Critical Control Point (CCP) – an essential step in the drinking water system process where primary control measures can be applied, and the results measured to ensure the safety of drinking water delivered to the customer by preventing or eliminating a drinking water health hazard or reducing the hazard to an acceptable level. Document – information recorded or stored by means of any device which is revised to remain current. For the Drinking Water Quality Management System, they include policies, operational plans, procedures, GIS/network drawings, legislation, regulations, and standards, but not records. (See Records). Drinking Water Emergency – a situation or service interruption that may result in the loss of the ability to maintain a supply of safe drinking water to consumers. Drinking Water System – the system of connected works, excluding plumbing, which is established for the purpose of providing users of the system with drinking water.
Version 8.0
Revised November 05, 2021
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Page 48 of 88
Utilities Kingston Drinking Water Quality Management System Document:
Operational Plan for the Sydenham Drinking Water System
Document No:
W-OP-03
Duty – an authorized task or decision regarding the drinking water system that is required to fulfill responsibilities identified in the Operational Plan and associated procedures. DWQMS – Drinking Water Quality Management Standard. Emergency – a situation which requires immediate action to protect and preserve the health, safety and welfare of persons and to limit or prevent damage and destruction of property, infrastructure and the environment. Emergency Response – the effort to mitigate the impact of an emergency on customers. Hazard – a source of danger or a property that may cause drinking water to be unsafe for human consumption. The hazard may be biological, chemical, physical, or radiological in nature. Hazardous Event – an incident or situation that can lead to the presence of a hazard. Infrastructure – the set of interconnected structural elements that provide the framework for supporting the operation of the drinking water system, including buildings, workspace, process equipment, hardware and software, and supporting services, such as transportation or communication. Major Drinking Water Emergency – an emergency which is adversely affecting or will adversely affect the supply of safe drinking water to a significant portion of the system or to critical facilities such as hospitals, nursing homes and medical clinics. Minimum Critical Control Point (Minimum CCP) – an essential step in the drinking water system process where control measures must be applied to meet minimum treatment requirements for primary and secondary disinfection as outlined in the Procedure for Disinfection of Water in Ontario. MECP – Ministry of Environment, Conservation and Parks. Monitoring – checks or systems that are available to detect hazards or the potential for hazards Non-compliance – the failure to fulfill a regulatory requirement. Non-conformance – the failure to fulfill a Drinking Water Quality Management Standard or quality management system requirement. Operating Authority – Utilities Kingston, as authorized by the owner to undertake the management, operation, maintenance or alteration of the drinking water system. Owner – The Township of South Frontenac. Potential Major Drinking Water Emergency – an emergency with the potential to adversely affect the supply of safe drinking water to a significant portion of the system or to critical facilities such as hospitals, nursing homes and medical clinics. Preventative Action – Action to prevent the occurrence of nonconformity of the QMS with the requirements of the DWQMS or another undesirable situation). Quality Management System (QMS) – a system to establish policy and objectives, achieve those objectives, and direct and control an organization with regard to quality. Record – information recorded or stored by means of any device which provides proof of activities performed and results achieved. For the Drinking Water Quality Management System, they include log books, laboratory test results, water quality data, system performance data, completed operation and maintenance forms, photographs, audio/video recordings, and “As Built”/record drawings. Responsibility – an overarching requirement, identified in the Operational Plan, for which persons having duties and authorities impacting the safe and reliable supply of drinking water to the customer are held accountable. Role – a management or staff position within Utilities Kingston for which responsibilities, duties, and authorities have been identified. The Standard – the Drinking Water Quality Management Standard.
Version 8.0
Revised November 05, 2021
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Utilities Kingston Drinking Water Quality Management System Document:
Operational Plan for the Sydenham Drinking Water System
Page 49 of 88 Document No:
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Introduction to the Quality Management System
This document is the Drinking Water Quality Management System Operational Plan for the Sydenham Drinking Water System. It has been developed in response to legislated requirements resulting from recommendations contained within the Report of the Walkerton Inquiry. In Part Two, Report of the Walkerton Inquiry, Justice Dennis R. O’Conner recommended that municipal water providers adopt a “quality management” approach for the operation of drinking water systems in Ontario. Also recommended by Justice O’Conner was the development of a quality management standard specific to drinking water systems and the accreditation of operating agencies based on the implementation of quality management systems conforming to that standard. These recommendations have been mandated through the Safe Drinking Water Act. The Safe Drinking Water Act requires the owner of a municipal residential drinking water system to ensure that the system is operated by an Accredited Operating Authority. To become accredited, an Operating Authority must establish and maintain a Quality Management System, documented in an Operational Plan, which meets the requirements of the Drinking Water Quality Management Standard for Ontario. The Ministry of Environment, with assistance from water industry stakeholders, has developed the Drinking Water Quality Management Standard specifically to meet the needs of municipal residential drinking water systems in Ontario. The Drinking Water Quality Management Standard contains elements of both the International Organization for Standardization’s ISO 9001 quality management system standard and the Hazard Analysis and Critical Control Point (HACCP) standard. The Standard specifies minimum requirements to facilitate an Operating Authority’s ability to consistently produce and deliver drinking water that meets legislative, regulatory and owner requirements, and to enhance consumer protection through the effective application and continual improvement of a Quality Management System. The process to develop, implement and maintain the Quality Management System required by the Drinking Water Quality Management Standard is divided into three steps; PLAN/DO, CHECK, and IMPROVE. These steps are cyclic which enables the continuous evolution and improvement of the Quality Management System. The Drinking Water Quality Management Standard is comprised of twenty-one elements; eighteen PLAN/DO elements, two CHECK elements, and one IMPROVE element. PLAN/DO elements deal with the development and implementation of an Operational Plan; CHECK elements deal with reviewing the effectiveness of the Quality Management System through internal audits and management reviews; and the IMPROVE element requires an Operating Authority to strive to continually improve its Quality Management System through the use of corrective and preventative actions in addition to the review and consideration to applicable best management practices published by the Ministry of the Environment, Conservation and Parks.. Each of the numbered sections in this document corresponds to a required element in the Standard. As the Operating Authority for the Sydenham Drinking Water System, owned by the Township of South Frontenac, Utilities Kingston has developed this Operational Plan to meet the requirements of the Drinking Water Quality Management Standard and to ensure the continued safe and reliable supply of drinking water to the community through the efficient and effective use of resources.
Version 8.0
Revised November 05, 2021
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Utilities Kingston Drinking Water Quality Management System Document:
Operational Plan for the Sydenham Drinking Water System
Document No:
W-OP-03
Quality Management System Policy
The Quality Management System Policy for the Sydenham Drinking Water System – W-P-04 has been reviewed and approved by Top Management. Quality Management System Policy for the Sydenham Drinking Water System Utilities Kingston is a community based corporation dedicated to the responsible management of safe and reliable integrated services. Our mission is to manage, operate and maintain community infrastructure to deliver safe, reliable services and a personal customer experience, guided by our values of safety, integrity, innovation and reliability. Our vision is to advance the unique multi-utility model to benefit our customers and build better communities. Utilities Kingston, acting as the Operating Authority for the Sydenham Drinking Water System, owned by the Township of South Frontenac, is committed to providing a safe and reliable supply of drinking water to our customers. Through the development, implementation, maintenance, and continual improvement of a Quality Management System, the management and staff of Utilities Kingston will ensure the continued safety and security of the drinking water supply by meeting or exceeding the requirements of all relevant legislation and regulations, and the Drinking Water Quality Management Standard.
Commitment and Endorsement
This Operational Plan has been endorsed by Utilities Kingston Top Management and the Township of South Frontenac. The Owner and Top Management Endorsement of the Operational Plan for the Sydenham Drinking Water System – W-P-05 has been signed by the Township of South Frontenac’s representatives and Utilities Kingston Top Management. Owner and Top Management Endorsement of Operational Plan for the Sydenham Drinking Water System The Township of South Frontenac, the Owner, and Utilities Kingston, the Operating Authority, support the implementation, maintenance, and continual improvement of a Quality Management System for the Sydenham Drinking Water System as documented in the Sydenham Drinking Water System Operational Plan. This endorsement of the Operational Plan by the Owner’s representatives and by the Operating Authority’s top management acknowledges their commitment to fulfill the responsibilities, duties, and authorities as defined in the Operational Plan, the Drinking Water Quality Management Standard, and the Safe Drinking Water Act.
Quality Management System Representatives
A Quality Management System Representative(s) and an alternate are appointed and authorized by Top Management to administer the Drinking Water Quality Management System. The responsibilities of the QMS Representatives are: •
ensuring that processes and procedures for the Drinking Water QMS are established and maintained,
•
reporting to Top Management on the performance of the Drinking Water QMS and any need for improvement,
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promoting awareness of the Drinking Water QMS throughout the Operating Authority
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ensuring that current versions of documents required by the Drinking Water QMS are being used at all times,
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•
at least annually, reviewing the Drinking Water QMS policies to ensure that they remain current and appropriate for the QMS and the subject system, and recommending any required changes to the QMS policies to Top Management for approval,
•
ensuring that the Operational Plans and associated procedures are reviewed at least annually to verify that they remain consistent with current legislation, regulations, and operational conditions and processes,
•
ensuring that new and revised QMS controlled documents are reviewed by personnel most familiar with the affected processes prior to recommending approval,
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review and recommend approval of revisions to the Operational Plan and associated procedures to the Director of Engineering, Human Resources and Treatment Operations, and the Director, Operations,
•
ensuring that annual internal audits are completed as described in this operational plan,
•
preparing an annual report which includes all information required for annual Management Reviews of the Drinking Water QMS
•
external audit liaison
The Alternate QMS Representative provides assistance to meet these responsibilities and performs all duties of the QMS Representatives should the QMS Representatives be unavailable. The designated QMS Representative(s) and Alternate QMS Representative have acknowledged their responsibilities, duties, and authorities as described in this Operational Plan by signing the Quality Management System Representative for the Sydenham Drinking Water System Acknowledgement of Responsibilities – W-P-06.
Document and Records Control
5.1
Documents
Documents provide the foundation for the development and ongoing maintenance of the quality management system. They include QMS policies, operational plans, procedures, GIS/network drawings, legislation, regulations, standards, and records. Documents other than records must be revised to reflect current legislation, regulations, and operational conditions and processes. Consistent control ensures that documents remain current and accurate, and are available and accessible for use when and where required. The Document Control Procedure – W-G-01 describes the methods used to control the creation, approval, distribution, and revision of internal and external documents related to the Drinking Water QMS.
5.2
Records
Records are documents which provide proof of activities performed and results achieved. Unlike other documents which must be revised to reflect current conditions, records provide historical evidence and must not be changed. They include log books, laboratory test results, water quality data, system performance data, completed operation and maintenance forms, photographs, audio/video recordings, and “As Built”/record drawings. The Records Control Procedure – W-G-02 describes the methods used to ensure that records are sufficiently maintained to demonstrate compliance with legislative, regulatory, and Drinking Water Quality Management Standard requirements, Drinking Water QMS requirements and to provide historical information that is accessible for operational and planning purposes.
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Drinking Water System Description
6.1
General
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The Sydenham Drinking Water System, owned by the Township of South Frontenac and operated by Utilities Kingston, provides safe drinking water to the Village of Sydenham. The system is comprised of a Class 2 water treatment plant supplying water to a Class 1 distribution system which includes one elevated storage tank.
6.2
Source Water Overview
The source of water treated by this water treatment facility is Sydenham Lake. The intake is located 128m east of the treatment plant, at approximately 6m of water depth. The tributary water sources to Sydenham Lake are granite based to the north and limestone based to the south, resulting in a unique raw water chemistry for treatment. The raw water drawn from this location is slightly elevated in dissolved solids, organic carbon and alkalinity. The water is slightly basic and marginally hard with an average hardness of 134 mg/l as CaCo3. Seasonal changes and wind direction can greatly affect raw water turbidities which can range from 0.3 to 10 NTU. Seasonal raw water temperature fluctuations are significant. Raw water temperatures at the Sydenham Water Treatment Plant have ranged from as low as 1 degree Celsius in the winter months to as high as 22 degrees Celsius in the summer months. Chemical, physical and bacteriological raw water quality data indicates a raw water source of good quality.
6.2.1 Events Seasonal changes in raw water quality during the spring thaw can cause an increase in organic loading within Sydenham Lake. This event typically referred to as the spring runoff, can last a few days or even weeks depending on weather and temperature. Summer and fall water quality can also fluctuate due to algae growth, wind direction and strength, and recreational traffic resulting in elevated water turbidities. Operators must be prepared to make appropriate process adjustments to treat the elevated turbidities during these events. Changes in water temperature will also impact treatment process performance (coagulation and disinfection). Optimal treatment requires timely adjustments to treatment chemical dosages in response to temperature fluctuations.
6.2.2 Threats Sydenham Lake is subject to seasonal recreation traffic and indirect discharges from agricultural runoff which are potential sources of contamination. While the risk of source water contamination is ever present the immediate risk of contamination of the drinking water system as a result is considered to be minimal due to the following factors: •
Ongoing monitoring of raw water quality
•
Continuously monitored water treatment processes
The potential for toxin producing cyanobacteria algae blooms is present in lakes with high phosphorus and nitrogen levels and warming water temperatures that can increase their frequency and size. As a result, a Harmful Algal Bloom monitoring, reporting, and sampling plan has been implemented.
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6.2.3 Intake Protection Zones The Cataraqui Source Protection Plan has identified Intake Protection Zones for the Sydenham Water Treatment Plant. An intake protection zone (IPZ) shows where surface water is coming from to supply a municipal intake at a water treatment plant and how fast it is travelling toward the intake. The size and shape of each zone represents either a set distance around the intake, or the length of time water that could be carrying a contaminant would take to reach the intake over land or water: IPZ 1 is a set area, generally a one-kilometre radius around the intake; IPZ 2 is defined by the movement of water and is sized to encompass a two-hour time of travel for a contaminant to reach the intake; IPZ 3 is an area of special interest. For the Sydenham intake, IPZ 3 is defined based on the lakes and streams that contribute water to the intake. The Intake Protection Zones are shown in Figure 1 – Intake Protection Zones.
6.2.4 Operational Challenges Raw water drawn from Sydenham Lake is generally low in bacteriological contamination and turbidity. During seasonal turbidity and temperature fluctuations as well as during spring runoff, operational changes are required to maintain optimal coagulant dosages to ensure adequate turbidity removal while also maintaining filter performance and minimizing aluminum residual carryover. Operational challenges during seasonal events may require deviations from normal operations. With these seasonal events, the operator may be required to increase the frequency and/or duration of filter backwashes to reduce filter clogging.
6.3
Multiple Barrier Approach
A multiple barrier approach to preventing drinking water contamination is employed by Utilities Kingston to ensure that drinking water supplied by the system is both safe and of high quality. Barriers employed within the supply system include source water treatment by chemically assisted filtration, primary disinfection through UV light application and chlorination, secondary disinfection through chlorination, continuous monitoring and automated control of treatment processes and distribution system facilities, and the utilization of system redundancies and standby equipment.
6.4
Critical Upstream and Downstream Processes
Utilities Kingston does not currently rely upon any critical processes upstream or downstream of the Sydenham Drinking Water System to ensure the provision of safe drinking water.
6.5
Connections to Other Drinking Water Systems
The Sydenham Drinking Water System is not connected to any other drinking water system.
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6.5.1 Figure 1 – Intake Protection Zones
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Water Treatment Facility
6.6.1 Sydenham Water Treatment Plant Drinking water is supplied to the distribution system by the Sydenham Water Treatment Plant which is a Class 2 water treatment facility with a rated capacity of 1,290m3/day. The water treatment plant is located at 4410 Point Road. Figure 2 – Sydenham Water Treatment Plant Process Flow Diagram provides a graphic representation of the water treatment process.
6.6.1.1
Raw Water Source
The source of water treated by this water treatment facility is Sydenham Lake. The intake is located 128m east of the treatment plant, at approximately 6m of water depth. Water flows by gravity from the lake through a 400mm intake pipe to the low lift pumping well.
6.6.1.2
Zebra Mussel Control
Chloraminated (treated) water is conveyed through a 25mm polyethylene tube installed inside the intake pipe and injected through a diffuser at the raw water intake for zebra mussel control.
6.6.1.3
Screening
Two stationary screens located in the low lift pumping well remove objects such as weeds, fish, sticks, and other debris from the water.
6.6.1.4
Low Lift Pumping
Three submersible low lift pumps (two duty pumps and one standby pump) lift water from the low lift pumping well to the process building through the low lift discharge header. The flow rate of raw water pumped through the low lift discharge header is continuously monitored
6.6.1.5
Pre-Chlorination
While not typically practiced, a Sodium Hypochlorite application point in the low lift discharge header allows for pre-filtration disinfection.
6.6.1.6
Coagulation / Flocculation
A liquid coagulant, Polyaluminum Chloride (PACl), is added to the raw water in the low lift discharge header as it enters the process building just prior to passing through the in-line static mixer. PACl promotes flocculation (the clumping together of very fine particles and their subsequent grouping to form larger particles). The formation of these ‘floc’ masses improves the plant’s filtration process. Water flows through the static mixer in a spiral motion ensuring proper mixing of the PACl with the water for effective flocculation.
6.6.1.7
Filtration
Water flows from the static mixer to three pressure filtration tanks containing a ceramic filtration media. The filters remove particulate impurities from the water. Water flows through the filters into two baffled contact tanks. Filters are backwashed at a minimum of every 48 hours to remove the particulates they have collected. Clean water from the clear well (high lift pump chamber) is pumped backwards through the filters, and the filters are agitated by air scouring the filter media to break up any large particles.
6.6.1.8
GAC Contactors
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in the removal of dissolved organics which react with chlorine to produce chlorination byproducts. The GAC contactors are periodically backwashed to remove the particulates they have collected.
6.6.1.9
Process Waste Management
Effluent water from the backwash process is directed to a backwash storage tank for further settling. The supernatant (the clear water at the top of the tank after settling) is directed back to Sydenham Lake and the settled sludge is mechanically removed and sent for further treatment.
6.6.1.10 Primary Disinfection Primary disinfection of the filtered water is achieved via UV light and free chlorine residual. 2 UV reactors (duty/standby) each using 12 low pressure high output lamps, provide the UV light disinfection. Free chlorine disinfection follows the UV process with the use of two chemical metering pumps (duty/standby) which provide sodium hypochlorite to an application point downstream of the UV reactors at the entrance to the detention piping. Diversion to waste valves, located upstream of the treated water reservoirs, operate automatically to divert water to the process waste tanks at process start up and whenever residual or log removal targets are not met.
6.6.1.11 Secondary Disinfection Secondary disinfection is the maintenance of a disinfectant residual throughout the distribution system which is achieved with chloramines. Following the free chlorine disinfection process, ammonium sulphate is added with the use of two chemical metering pumps (duty/standby), at an approximate rate of 4:1 ratio (chlorine/ammonia), to react with the free chlorine residual to form chloramines. The application dosages of sodium hypochlorite and ammonium sulphate is adjusted to produce a sufficient in plant combined chlorine residual to ensure that minimum residuals are maintained in the distribution system.
6.6.1.12 High Lift Pumping Water from the clearwell (high lift pump chamber) is pumped into the distribution system by three high lift pumps (two duty pumps and one standby pump). The flow rate of treated water pumped to the distribution system is continuously monitored.
6.6.1.13 Standby Equipment A 130 kW standby diesel generator provides electricity to the water plant during power interruptions. The generator and standby equipment is tested regularly to ensure proper operation when required.
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Figure 2 – Sydenham Water Treatment Plant Process Flow Diagram
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Distribution System
The Class 1 Sydenham Distribution System is comprised of approximately 6.8 km of polyvinyl chloride (PVC) water mains ranging in size from 150mm to 250mm. The distribution system also includes 1 elevated storage tank, 39 main line valves, and 50 fire hydrants and their associated isolation valves. Once all connections to the distribution system have been completed, the drinking water system will supply water to 285 customer connections.
6.7.1 The Sydenham Elevated Storage Tank The Sydenham Elevated Storage Tank is located at 4252 Stage Coach Road. The tank has a storage capacity of 1,019m3. The tank provides storage and system pressure stabilization for the distribution system. During normal system operation, the water level in the tank provides the primary control of pump operations at the Sydenham Water Treatment Plant.
Figure 3 – Sydenham Drinking Water System Map
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Risk Assessment
Utilities Kingston has developed the Risk Assessment Procedure – W-G-03 to ensure that potential hazardous events and the resulting drinking water health hazards are identified and that appropriate monitoring, control, and response measures are developed to mitigate the risks associated with the hazards. This is achieved through a process of identifying potential hazardous events and associated drinking water health hazards. Assessing the risks associated with those hazards by assigning values for probability, consequence and detectability. Identifying and assessing existing control and response measures, identifying Critical Control Points, establishing Critical Control Limits, and ensuring that monitoring and response processes and procedures are in place to respond to deviations from those limits. Potential risks and hazardous events identified for deliberation by the MECP must also be considered while completing a risk assessment. The results of the risk assessments are documented in the following section.
Risk Assessment Outcomes
The identification of hazardous events associated drinking water health hazards, and the assessment of the associated risks for the Sydenham Drinking Water System is completed on a three year cycle. The risk assessment team included experienced drinking water operators and supervisory personnel. The risk assessment findings for the identified events are documented in W-L-11s Sydenham Risk Assessment Outcomes. Events/hazards are listed by event classification in descending order of controlled risk. The controlled risk value represents the relative risk of each event/hazard, considering the control measures in place and the response measures available, when compared to the range of values for all events/hazards assessed for the system. Each event/hazard combination has been classified in the following categories: •
Event Classification – Events have been classified as either controlled or uncontrolled based on the availability of primary control measures to prevent or reduce the probability of the hazardous event. Each event is further classified as high, moderate, or low risk according to the risk value found during the assessment, the assigned consequence value, and the controlled risk value.
•
Controlled Risk Classification – The controlled risk for each event/hazard has been classified as high, moderate, or low based on the risk level after considering the available control and response measures and the potential consequence of the event.
•
Control Point Classification – Control Points and Critical Control Points (CCP) are identified based on whether the process step is required by the Procedure for the Disinfection of Drinking Water in Ontario (Minimum CCP), is essential for the delivery of safe drinking water, primary control of the event can be applied, and the results of that control are measurable.
8.1
Critical Control Limit Monitoring and Response
As a result of the risk assessment results, the following Critical Control Limits have been identified and associated response procedures developed for the Sydenham Drinking Water System with the assistance of qualified Utilities Kingston Drinking Water Operators. Each section identifies the Critical Control Limit and describes how the measured parameters are monitored and the considerations and rationale used to determine the limit. The Critical Control Limit Response Procedures referenced describe the response and reporting requirements for measured parameter.
8.1.1 Coagulation Critical Control Limit Raw water coagulation ensures proper suspended solids removal through floc formation and agglomeration. Correct floc formation is important for adequate filtration of raw water that has the potential for microbiological contamination. Duty and standby chemical metering pumps equipped with
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an automatic switchover system and flow sensing switches are used to deliver coagulant to the application point at the Sydenham Water Treatment Plant. The Procedure for Disinfection of Drinking Water in Ontario requires that a chemical coagulant be used at all times when a treatment plant that uses conventional or direct filtration is in operation. The dosing of coagulant is directly monitored by confirmation of equipment functionality through the SCADA system, which generates an alarm should a coagulant pump fail. The Critical Control Limit for Coagulation is the generation of a coagulant pump failure alarm. Prompt investigation of this alarm condition is required to ensure the continued dosing of coagulant. The Sydenham Drinking Water System Coagulation Critical Control Limit Response Procedure – W-CC-07 describes the response to a coagulant pump failure alarm. The effectiveness of coagulant dosing is monitored through the continuous measurement of filter effluent turbidities. Filter effluent turbidities are monitored on a continuous basis to ensure filter effluent quality meets the regulatory requirements for drinking water. Filter effluent turbidity alarms may indicate a problem associated with the coagulation process. The investigation of coagulant dosages and coagulation equipment operation is included as part of the Sydenham Drinking Water System Filter Effluent Turbidity Critical Control Limit Response Procedure W-CC-08.
8.1.2 Filter Effluent Turbidity Critical Control Limit Filtration processes provide for the removal of suspended solids and floc particles that are created through coagulant addition. The Sydenham Water Treatment Plant uses three pressure filtration tanks containing a ceramic filtration media to remove suspended solids from the water prior to the primary disinfection process. Filtration performance is monitored continuously through filter effluent turbidimeters installed on each filter effluent line. Trending through SCADA systems allows for operator interpretation and alarm response capability. Regulatory limits on filter effluent turbidities have two specific values of concern. Schedule 16 of Ontario Regulation 170/03 specifies that filter effluent turbidity exceeding 1.0 NTU for longer than 15 consecutive minutes is an adverse condition and must be reported as such. The Procedure for the Disinfection of Water in Ontario specifies that the filtration process must meet the performance criterion for filtered water turbidity of less than or equal to 0.3 NTU in 95% of the measurements each month in order to claim the facility specific log removal credits used in disinfection CT calculations. The alarm set point of 0.3 NTU allows for operator response to elevated turbidity levels well before reaching the regulatory limit of 1.0 NTU and ensures only limited periods of turbidity levels above 0.3 NTU to meet the performance criterion for filtered water turbidity of less than or equal to 0.3 NTU in 95% of the measurements each month. Operators at the King Street and Point Pleasant Water Treatment Plants, in the City of Kingston, have the ability to remotely initiate a filter backwash through the SCADA system. Continuous operator coverage at the King Street Water Treatment Plant and the availability of standby operators ensures a very timely response to an alarm and initiation of the corrective action process. With consideration of these factors, a critical control limit of 0.3 NTU for no longer than 30 minutes, can be established. This limit allows for short term filter effluent turbidity spikes above 0.3 NTU, due to operational conditions, which do not pose a threat and enables the identification of more persistent or severe operational conditions which could adversely affect drinking water quality.
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The Sydenham Drinking Water System Filter Effluent Critical Control Limit Response Procedure – WCC-08 describes the response to a filter effluent turbidity alarm and possible exceedance of the critical control limit.
8.1.3 Primary Disinfection Critical Control Limits The use of ultraviolet light exposure and chlorination for primary disinfection ensures adequate inactivation of pathogens potentially present in the source water that have not been removed by filtration. As a direct filtration plant, the Sydenham Water Treatment Plant is credited with 2 log removal for Giardia and Cryptosporidium, and with 1 log removal for viruses. Removal rates required for surface water plants are 2 log for Cryptosporidium, 3 log for Giardia, and 4 log for viruses. This leaves requirements for disinfection at 1 log removal for Giardia and 3 log removal for viruses.
8.1.3.1
Ultraviolet Light Disinfection
The disinfection through ultraviolet light is accomplished by exposing filtered water flowing through either of two installed UV reactors with a minimum 40 mJ/cm2 dose of UV light at a filtered water ultraviolet light transmittance (UVT) of at least 75%. The UV reactors have been validated to inactivate protozoa and bacteria (fulfilling the remaining requirement for 1 log removal of Giardia) at the dosage noted above. Therefore, only the regulated requirement for chemical disinfection for viruses remains. The UV dose is monitored continuously. At less than a 40 mJ/cm 2 dose the process is automatically shut down and an alarm is generated. Filtered water grab samples are routinely collected to ensure a UVT of at least 75%.
8.1.3.2
Chemical Disinfection
The remaining 3 log inactivation of viruses is accomplished through the application of chlorine using sodium hypochlorite delivery pumps. The following parameters together are used in determining the achieved disinfectant CT and are trended on SCADA programs and compared to the required CT to give a log removal achieved value. •
Temperature of the water prior to contact tank entry is monitored continuously with a temperature sensor. Temperature is a parameter that changes based on seasonal variations and cannot be controlled through operational process.
•
pH is monitored continuously prior to contact tank entry locations with a pH probe. pH is a parameter that changes with variations in water quality on a seasonal basis.
•
Flow Rate is monitored continuously. The rate of flow varies continually based on distribution system demand.
•
Detention Time within the chlorine contact piping is calculated continuously through SCADA based on the flow rate.
•
Free Chlorine Residual is monitored continuously using Cl2 analyzers. Free residual varies slightly as dosages and chlorine demand of the water changes.
Achieved CT must be at least 100% of the required CT, which varies with water quality, to ensure that the required 3 log inactivation of viruses is achieved.
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Achieved CT must be at least 100% of the required CT, which varies with water quality.
All of these parameters vary on an instantaneous basis. If one or any combination of these parameters indicates that the resulting achieved CT value may reach less than 100% of the required CT, proper corrective actions must be implemented. Alarm set points for the monitored parameters are set at levels which indicate conditions, outside of normal operational variance, with the potential to negatively affect the disinfection process and allow sufficient time for operators to adjust controllable variables or restart disrupted processes to ensure that drinking water quality is not adversely affected. Operators at the King Street and Point Pleasant Water Treatment Plants have the ability to remotely adjust system processes through the SCADA system. Continuous operator coverage at the King Street Water Treatment Plant and the availability of standby operators ensures a very timely response to an alarm and initiation of the corrective action process.
8.1.3.3
Critical Control Limits
The critical control limits must be established at a levels which allow sufficient time for operators to identify and respond to events or conditions which are having an unfavorable effect on the disinfection processes to ensure effective disinfection is maintained and adverse water quality is avoided. With consideration of these factors, the following critical control limits for primary disinfection have been established. •
No less than 150% of the required CT (manual calculation)
•
UV lamp fail alarm
•
No less than 75% filtered water UVT
The Sydenham Drinking Water System Primary Disinfection Critical Control Limit Response Procedure – W-CC-09 describes the response to measured parameter alarms and possible exceedance of the critical control limit.
8.1.3.4
Secondary Disinfection Critical Control Limit
Secondary disinfection ensures an adequate disinfectant residual within all areas of the distribution system. Chloramination is the method employed in the Sydenham Drinking Water System for the maintenance of secondary disinfection residuals. Following the free chlorine primary disinfection step, ammonium sulphate is added at an approximate 4:1 ratio (free chlorine to ammonia), to react with the free chlorine residual to form chloramines for secondary disinfection. Chlorine and ammonium sulphate dosage rates and the resulting Cl2 residuals at the Sydenham Water Treatment Plant are monitored and adjusted to ensure that adequate combined Cl2 residuals are maintained at the furthest points from the water treatment plant discharge. The ongoing effectiveness of chlorine and ammonium sulphate dosage rates is monitored through the collection and testing of distribution system samples described by the Sampling, Testing, and Monitoring Procedure – W-G-09.
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Secondary disinfection is monitored continuously through Cl2 residual analyzers installed at the Sydenham Elevated Storage Tank and confirmed through distribution system grab samples collected on a regular basis. SCADA programs allow for the measurement, control, trending, and alarming of distribution system Cl2 residual values. Alarm set points for Cl2 residuals at the water treatment plant and elevated storage tank are set at levels which indicate conditions, outside of normal operational variance, with the potential to negatively affect secondary disinfection effectiveness and allow sufficient time for operators to carry out flushing, adjust chlorine and ammonium sulphate dosages, or restart disrupted processes to ensure that drinking water safety is not adversely affected. Operators at the King Street and Point Pleasant Water Treatment Plants have the ability to remotely monitor and/or adjust system processes through SCADA. Continuous operator coverage at the King Street Water Treatment Plant and the availability of standby operators ensures a very timely response to an alarm and initiation of the corrective action process. With consideration of these factors, the critical control limit for distribution system combined Cl2 residual can be established at no less than 1.00mg/L. This level allows sufficient time for operators to undertake corrective action to ensure that adverse water quality is avoided. The Sydenham Drinking Water System Secondary Disinfection Critical Control Limit Response Procedure – W-CC-10 describes the response to measured parameter alarms and possible exceedance of the critical control limit.
Organizational Structure, Roles, Responsibilities, and Authorities
9.1
Organizational Structure and Roles
The City of Kingston is the sole shareholder of the Ontario Business Corporation 1425445 Ontario Limited, operating as Utilities Kingston. Utilities Kingston currently provides five different utility services to its customers; water, wastewater, electric, natural gas, and a fibre optic network. W-L-13s – Sydenham Organizational Structure, Roles, Responsibilities, Authorities, and Competencies provides a summary view of Utilities Kingston’s organizational structure. Roles which are displayed in the chart within a blue coloured cell have duties and authorities which impact the safe and reliable supply of drinking water to the customer. The responsibilities, duties and authorities of these roles are described in detail. Roles and groups which are displayed in the chart within an uncoloured cell do not have duties and authorities which directly impact the safe and reliable supply of drinking water although they may provide services which support the activities of those accountable for the safe and reliable supply of drinking water to the customer.
9.2
Responsibilities
There are four overarching responsibilities under this Operational Plan for which persons having duties and authorities impacting the safe and reliable supply of drinking water to the customer must be held accountable. Those responsibilities are: •
The provision of a safe and secure supply of drinking water
•
The identification, obtainment and provision of sufficient resources to ensure the continued safe and secure supply of drinking water
•
Ensuring regulatory compliance with regard to drinking water system operations
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Supporting the development, implementation, and continual improvement of a Quality Management System for the drinking water system
9.3
Duties and Authorities
W-L-13s – Sydenham Organizational Structure, Roles, Responsibilities, Authorities, and Competencies This section describes the duties and authorities of those persons or groups accountable for the safe and reliable supply of drinking water to the customer.
Competencies
This section describes the competencies, certification, and training requirements for personnel performing duties directly affecting drinking water quality by monitoring, maintaining, and adjusting drinking water system processes, directing changes and adjustments to drinking water system processes, or having duties related to the design, construction, and inspection of drinking water system infrastructure. W-L-13s – Sydenham Organizational Structure, Roles, Responsibilities, Authorities, and Competencies identifies the current required competencies, certification, and training for Utilities Kingston personnel charged with these duties as well as some specific desired competencies. The required drinking water certifications for the Director(s), and Manager(s), are not identified by the table; desired certifications are identified. Utilities Kingston does ensure that sufficient certifications are held and maintained by management personnel to ensure effective oversight of drinking water system operation that meets regulatory requirements. •
Competency level 1 indicates that a basic technical proficiency and/or basic knowledge and understanding of a skill or subject area are required. Level 1 competency can be obtained through a combination of education, theoretical and practical instruction, and participation in specialty courses and workshops.
•
Competency level 2 indicates that a good technical proficiency and working knowledge and understanding of a skill or subject area are required. Level 2 competency can be obtained through a combination of education, theoretical and practical instruction, participation in specialty workshops and courses, and work experience.
•
Competency level 3 indicates that an advanced technical proficiency and theoretical and working knowledge and understanding of a particular skill or subject area are required. Level 3 competencies can be achieved through various combinations of education in engineering, science, or other related fields, directly related training, extensive work experience, and regular participation at specialty workshops and courses.
10.1
Meeting and Maintaining Competencies
The Operator Training Procedure – W-G-04 describes how Drinking Water Operators are provided with sufficient training to comply with legislated requirements and to meet and maintain the competency and certification requirements identified in this Operational Plan. Utilities Kingston encourages Operators to attain competencies and certifications above the minimum requirements. Operators that have met the required competencies and certifications are given the opportunity to receive Competency Enhancement Training as described in the Operator Training Program. These training opportunities are provided to allow Operators to acquire enhanced knowledge and skills and to assist in meeting the education requirements for upgrading Drinking Water Operator Certificates beyond the required levels identified. Proof of training records are maintained in the personnel files maintained by Human Resources and information regarding training for all operators is tracked electronically in the City Of Kingston’s Human Resources Management System (People Soft HRMS). Training information tracked by this system
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includes course/training descriptions, training providers, training scheduled and completed, total hours of training completed, and total hours of Director approved training completed.
Personnel Coverage
11.1
General
The Personnel Coverage Procedure – W-G-05 describes how Utilities Kingston ensures that sufficient personnel are available to provide a safe and reliable supply of drinking water to the customer. The procedure deals primarily with the processes and protocols used to ensure that sufficient qualified and competent Water Treatment and Water Distribution System Operators are available and that Overall Responsible Operators and Operators in Charge are designated. Utilities Kingston employs certified operators to operate and maintain the Sydenham Drinking Water System. All personnel employed within Utilities Kingston Water Operations, in a role identified in the Competencies Table, must meet the minimum competency and certification requirements described in the table. The Director of Engineering, Human Resources and Treatment Operations, Director, Operations, Manager of Water and Wastewater Treatment Operations, Manager of Water and Wastewater Underground Infrastructure, Water and Wastewater Treatment Supervisors and the Water and Wastewater Underground Infrastructure Supervisor form the management team responsible for coordinating and directing the activities of workers employed within the Water and Wastewater Operations Group under the terms and conditions of a collective agreement between Utilities Kingston and the International Brotherhood of Electrical Workers.
11.2
Treatment Group
Operators within the Treatment Group are certified as Water Treatment Operators. The operation of the Sydenham Water Treatment Plant is continuously monitored through a Supervisory Control and Data Acquisition (SCADA) system. The SCADA system allows for remote monitoring and operation of the treatment and pumping processes from the King Street or Point Pleasant Water Treatment Plants located in the City of Kingston. A shift Operator is on duty at all times at the King Street Water Treatment Plant. Local process control is available through the SCADA panel at the Sydenham Water Treatment Plant. Treatment Operators and Journeypersons perform regular rounds and routine maintenance at the plant. Alarm conditions are forwarded to operators via cell phones. Under normal operating conditions, this system allows operators to perform duties away from the treatment plant. Operator coverage for weekday off hours, weekends, and holidays is ensured through the use of 24 hour Operator coverage at the King Street Water Treatment Plant and standby and call out rotation schedules. The Underground Infrastructure Group provides assistance in instances where specific knowledge, skills, or equipment is an asset.
11.3
Underground Infrastructure Group
Operators within the Underground Infrastructure Group are certified as both Water Distribution and Wastewater Collection Operators. Assistance is available from the Treatment Group in those instances where specific knowledge, skills, or equipment is an asset. The Underground Infrastructure Group’s base of operations is at the Utilities Kingston Service Centre located at 91 Lappan’s Lane in the City of Kingston. Regular working hours are from 7:30am to 4:00pm, Monday through Friday. Operator coverage for weekday off hours, weekends, and holidays is ensured through the use of standby and call out rotation schedules.
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QMS Communications
The QMS Communications Procedure – W-G-06 describes how relevant aspects of the Drinking Water QMS are communicated to and between Utilities Kingston Top Management, System Owners, Utilities Kingston personnel, the public, and providers of essential supplies and services. Utilities Kingston Top Management communicates with the Owner with regard to drinking water system issues and the Drinking Water QMS through reports to the Chief Administrative Officer and Council.
Essential Supplies and Services
Documentation of applicable licensing, certification and accreditation ensures quality in the supplies and services employed by Utilities Kingston in the maintenance of infrastructure, and in the processes required to provide drinking water to our customers. Specifically, Utilities Kingston requires suppliers of treatment chemicals and other materials coming into contact with drinking water to provide current documentation that those products have undergone testing and have met the AWWA and ANSI standards (NSF/60, NSF/61), and CALA accreditation for those providing laboratory testing services. In addition to this, Utilities Kingston may also require other licensing, accreditation, certification and verification documentation as noted in its policies and procedures. The Essential Supplies and Services List – W-L-06 identifies those supplies and services considered essential to the continued supply of safe drinking water to the customer and the primary and alternate suppliers.
Review and Provision of Infrastructure
Regular evaluation and review of the condition and capacity of drinking water systems and their components is required to ensure the continued provision of safe drinking water to the customer. At least annually and as described by the Sydenham Drinking Water System Review and Provision of Infrastructure Procedure – W-G-07S, an evaluation of drinking water system infrastructure condition and capacity through the review of available information including relevant outcomes of the risk assessment is completed to identify any needed rehabilitation, renewal and improvement of existing infrastructure and provision of new infrastructure, prioritize those identified needs, and make recommendations to the system Owner based on the prioritized needs. Recommendations made to the Owner must include the need for any: •
New infrastructure required due to regulatory, growth, or maintenance requirements
•
Improvements to existing infrastructure required due to regulatory, growth, or maintenance requirements
•
Rehabilitation and renewal of existing infrastructure based on condition assessments and maintenance requirements
Infrastructure Maintenance, Rehabilitation, and Renewal
The ongoing maintenance, rehabilitation, and renewal of drinking water systems and their components is required to ensure the continued provision of safe drinking water to the customer. Maintenance activities may be either preventative in nature, planned maintenance, or reactive, unplanned maintenance. Planned maintenance includes activities such flushing, valve inspection and maintenance, scheduled calibration of measurement and recording equipment, and routine inspection of equipment condition and operation during rounds at facilities. Unplanned maintenance includes activities such as broken water main and service leak repair, response to various equipment failures, and investigating customer complaints. Version 8.0
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Maintenance activities, whether planned or unplanned, are recorded in facility and system log books, work orders, service orders, and other applicable reports and forms. At least annually, and as described by the Infrastructure Maintenance Rehabilitation Renewal Procedure – W-G-08, these records including facility condition assessments, and the long term capital plan are reviewed to identify trends that could indicate the need for infrastructure rehabilitation or renewal.
Sampling, Testing, and Monitoring
Measuring and recording the various parameters used in process control and in the application of treatment chemicals and the sampling and testing of drinking water from various system locations is essential to the provision of quality drinking water to the customers of Utilities Kingston. This is a standalone system and no relevant sampling upstream of the system’s raw water intake is undertaken. The sampling, testing, and monitoring completed for the Sydenham Drinking Water System meets regulatory requirements. The Sampling, Testing, and Monitoring Procedure – W-G-09 describes the sampling, testing and monitoring activities undertaken by Utilities Kingston to ensure optimal drinking water treatment process control and the safety of the drinking water provided to our customers.
Measurement and Recording Equipment Calibration & Maintenance
Accuracy in measuring and recording the various parameters used in process control and in the application of treatment chemicals is essential to the provision of quality drinking water to the customers of Utilities Kingston. The Measurement and Recording Equipment Calibration and Maintenance Procedure – W-G-10 describes when and how the calibration of equipment used to make and record measurements critical to the operation of the drinking water system is completed and documented to ensure process efficiency and accuracy, and to meet and maintain regulatory requirements and internal water goals.
Emergency Management
The term ‘Emergency’ is typically used to describe a situation which requires immediate action to protect and preserve the health, safety and welfare of persons and limit or prevent damage and destruction of property, infrastructure and the environment. Drinking water emergencies are those situations that may result in the loss of the ability to maintain a supply of safe drinking water to the users of the drinking water system. A potential major drinking water emergency has the potential to adversely affect the supply of safe drinking water to a significant portion of the system or to critical facilities such as hospitals, nursing homes and medical clinics. A major drinking water emergency is adversely affecting or will adversely affect the supply of safe drinking water to a significant portion of the system or to critical facilities. The Emergency Response and Recovery Procedure – W-E-01 describes the general response and recovery processes to be followed when dealing with a drinking water emergency and evaluating the effectiveness of completed response and recovery operations. The procedure also identifies the requirements for and the processes used to identify potential future drinking water emergencies, develop contingencies to respond to potential emergencies, and evaluate the effectiveness of those contingencies. The Township of South Frontenac’s Emergency Response Plan identifies the members of the Community Control Group and outlines each member’s responsibilities. Specific to drinking water, the Public Works Manager and the Medical Officer of Health are responsible for ensuring the safety of drinking water. During a declared emergency, Utilities Kingston will keep the Community Control Group
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apprised of the operational condition of the Sydenham Drinking Water System and the safety and security of the drinking water supplied by the system.
Internal Audits
Internal audits are conducted to evaluate conformity of the Quality Management System with the requirements of the Drinking Water Quality Management Standard. Internal audits must be completed at least once a calendar year. The Internal Audit Procedure – W-G-11 describes how internal audits are completed for each of the drinking water systems operated by Utilities Kingston.
Management Review
At least once a calendar year a management review committee is required to review the performance of the Drinking Water QMS and identify any deficiencies which require corrective action. The review is intended to ensure the continuing suitability, adequacy and effectiveness of the Drinking Water QMS. The Management Review Procedure – W-G-12 describes how the review is to be completed and the results communicated. Best management practices published by the Ministry of Conservation and Parks will also be reviewed and considered during the Management Review.
Continual Improvement of the Quality Management System
Utilities Kingston will strive to continually improve the Quality Management System through the use of preventative actions to eliminate the cause of potential non-conformities and through corrective actions undertaken to address non-conformances identified through internal audits, and management reviews, and by implementing improvements identified and suggested by staff and management including best management practices.
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Appendix A – Schedule “C” Subject System Description Form
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Page 72 of 88
To:
Council
From:
Office of the Clerk
Date of Meeting:
November 4, 2025
Subject:
2026 Municipal Election – Voting Methods
Report Number:
2025-154
Summary The purpose of the Report is to provide background information regarding proposed alternate voting methods and to seek Council approval to utilize internet and telephone voting systems during the 2026 Municipal Election. Recommendation That Council authorize the use of alternate voting methods during the 2026 Municipal Election in accordance to the Municipal Elections Act; That By-law 2025-69, attached to Report Number 2025-154 as Exhibit A, being “A By-law to Authorize the Use of Alternative Voting Methods for the 2026 Municipal Election” be given first and second reading; That By-law 2025-69 be presented to Council for third reading. Background Section 42(1) of the Municipal Elections Act, as amended, provided that “The council of a local municipality may pass by-laws, (a) authorizing the use of voting and vote-counting equipment such as voting machines, voting recorders or optical scanning vote tabulators; (b) authorizing electors to use an alternative voting method, such as voting by mail or by telephone, that does not require electors to attend at a voting place in order to vote. 1996, c. 32, Sched., s. 42 (1).” Discussion/Analysis Since the 2006 municipal election, the Township of South Frontenac has exclusively utilized alternate voting methods (internet and telephone voting systems) to facilitate the voting process.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-154
Page 73 of 88
Alternate voting methods are considered an accessible, secure and convenient way to cast a ballot during an election. Alternate voting methods allow the elector to vote from the comfort of their home. According to the Association of Municipalities of Ontario, the average voter turnout during the 2022 Municipal Election was 32.9 percent. In recent Township of South Frontenac elections where alternate voting methods were utilized the participation rate was as follows: • • • • •
2006 – 43.2% 2010 – 44.1% 2014 – 37.1 % 2018 – 38.3% 2022 – 35.9%
Further, during the 2022 Township of South Frontenac Municipal Election, 84.8% of those who voted utilized the internet voting platform while 15.2% used the telephone voting system. It is worthy to note that 362 residents attending the voter help centre located at the Town Hall to vote via the internet voting platform. It is interesting to note that the average amount of time that a voter spent voting using the internet was one minute and nine seconds while the average amount of time a voter spent voting using the telephone was one minute and forty-nine seconds. Due to the success of five consecutive Municipal Elections which exclusively utilized alternate voting methods, staff recommend that the 2026 municipal election be facilitated by an internet and telephone voting system. It is the intention of staff to continue to offer a Voter Help Centre in the Town Hall to help electors with the voting process. Financial Implications The Election Reserve Fund will be relied upon to cover the cost of the municipal election. Relationship to Strategic Plan ☐ Not applicable to this report. ☒ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillar: Municipal Service Excellence Action Item (If Applicable): Insert Text
Climate Considerations ☐ Not applicable to this report. ☒ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change.
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number – 2025-154
Notice/Consultation Not applicable. Attachments Exhibit A – By-law 2025-69 Approvals Prepared By: Heather Woodland, Deputy Clerk and James Thompson, Clerk Submitted By:
James Thompson, Clerk Approved By:
Louise Fragnito, Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 74 of 88
Page 75 of 88 Township of South Frontenac By-Law Number 2025-69 Page 1 of 1 By-Law Number 2025-69 A By-Law to Authorize the Use of Alternative Voting Methods for the 2026 Municipal Election Whereas Section 42(1) (b) of the Municipal Elections Act, S.O. 1996, c. 32, as amended provides that a municipal council may pass a by-law authorizing electors to use an alternative voting method that does not require electors to attend at a voting place in order to vote; Whereas Section 42(2) of the Municipal Elections Act. S.O. 1996, c. 32; as amended requires a Bylaw under Section 42(1) be passed by May 1, 2026 to be effective for the municipal election to be held in 2026; Therefore Be It Resolved That the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- Internet and Telephone Voting is authorized to be used as alternative voting methods for the municipal election to be held in 2026.
- This By-law shall come into force and take effect on the date of its passage. Given First and Second Readings: Tuesday, November 4, 2025 Given Third Reading and Passed: Tuesday, November 4, 2025
James Thompson, Clerk
Ron Vandewal, Mayor
Page 76 of 88
To:
Council
From:
Director, Development Services
Date of Meeting:
Tuesday, November 4, 2025
Subject:
Dedication and Assumption of Kona Crescent, Plan 13M-56, Lyon’s Landing
Report Number:
2025-153
Summary This report recommends that the final road within the Lyon’s Landing Subdivision known as Kona Cresent on Plan 13M-56, be dedicated and assumed for the purpose of public use as common and public highways. Recommendation
- That Council Report 2025-153 Dedication and Assumption of Kona Crescent, Plan 13M-56, Lyon’s Landing be received; and
- That By-law 2025-70, attached to Report Number 2025-153 as Exhibit C, being “A By-law to dedicate and assume as common and public highway certain lands in the Township of South Frontenac, pursuant to Sections 26, 28 & 31(6) of the Municipal Act, 2001” be given first and second reading; and
- That By-law 2025-70 be presented to Council for third reading. Background The Subdivision Agreement for Phase II of Lyon’s Landing was registered on December 17, 2004, subsequently Plan 13M-56 was registered and in March of 2005 an Application General was registered to amend the register noting in an affidavit by Timothy Wilkin that the Owner’s Certificate on Plan 13M-56 (Exhibit A) dedicated as public highways Kahala Court, Kam Avenue, Kona Crescent, Lakefield Drive and Maple Crest Court and the street widenings, namely Blocks 57 and 58. Discussion Staff are satisfied that the final road, Kona Cresent is laid out and properly constructed in the Lyon’s Landing Subdivision in accordance with the Township’s road construction standards and the road specifications in the Subdivision Agreement. Site inspections were completed by Public Services staff on August 27th and October 8th, 2025. Public Services staff indicated they are satisfied with the condition of the roads and issued a letter of final acceptance on October 14, 2025. www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-153
Page 77 of 88
The said lands were deeded to the Township of South Frontenac for the purposes of dedicating them to public use as common and public highways, Instrument Number LT8660. Now that a letter of final acceptance of the roads has been issued to the developer, Kona Crescent on Plan 13M-56 will now be dedicated and assumed by by-law as Township owned and maintained as a public road. Financial Implications There are no financial implications. Relationship to Strategic Plan ☒ Not applicable to this report. ☐ This initiative adheres to the following strategic pillars and directions of the 2023-2026 Strategic Plan. • •
Pillars: Sustainable Long-Term Prosperity Action Item (If Applicable):
Climate Considerations ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change. Notice/Consultation •
Township Planning Services staff
Attachments Exhibit A - Plan 13M-56 Exhibit B - Plan 13R17710 Exhibit C - By-Law 2025-70 Approvals Submitted By:
Brad Wright, RPP, MCIP, AICP, PLE Director of Development Services Approved By:
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Township of South Frontenac Staff Report Number: 2025-153
Louise Fragnito, CGA, CPA Chief Administrative Officer
www.southfrontenac.net South Frontenac is a welcoming and thriving rural community.
Page 78 of 88
Page 79 of 88
Page 80 of 88
Page 81 of 88 Township of South Frontenac By-Law Number 2025-70 Page 1 of 1 By-Law Number 2025-70 A By-Law to dedicate and assume as common and public highway certain lands in the Township of South Frontenac, pursuant to Sections 26, 28 & 31(6) of the Municipal Act, 2001. Whereas certain lands in the Township of South Frontenac were deeded to the Township of South Frontenac for the purpose of dedicating them to public use as common and public highways; and Whereas the Municipal Act, S.O, 2001, c. 25, sections 26 & 28 identifies all road and allowances, highways, streets and lanes shown on a registered plan of subdivision as highways, and gives the municipality jurisdiction over said highways; and Whereas Council wishes to enact a by-law for the purpose of assuming the lands as part of the public highways to be maintained by the municipality; Therefore be it resolved that the Council of the Corporation of the Township of South Frontenac hereby enacts as follows: Those lands herein described are dedicated as common and public highways and the lands are assumed as part of the public highways to be maintained by the municipality. 1.
Kona Crescent, Plan 13M-56 Storrington/Kingston Twp., being all of PIN 36294-0726;
This by-law shall come into force and take effect on the date of registration of this by-law.
Given First and Second Readings: Tuesday, November 4, 2025 Given Third Reading and Passed: Tuesday, November 4, 2025
James Thompson, Clerk
Ron Vandewal, Mayor
Page 82 of 88 Minutes of Council October, 21, 2025
Township of South Frontenac Council Meeting Minutes
Meeting #2025-19 Time: 6:30 PM Location: Council Chambers/Virtual Via Zoom Present: Ray Leonard, Steve Pegrum, Norm Roberts, Randy Ruttan (attended virtually
- arrived 7:00 p.m.), Ron Sleeth, Scott Trueman, Adam Turcotte, Mayor Ron Vandewal Absent: Doug Morey Staff: Louise Fragnito - Chief Administrative Officer, James Thompson - Clerk, Heather Woodland - Deputy Clerk, Brad Wright - Director of Development Services, Kyle Bolton
- Director of Public Services, Delbert Blakney - Director of Fire and Emergency Services, Stephanie Kuca - Director of Finance and Treasurer, Troy Dunlop - Manager of Engineering and Capital Projects, Tim Laprade, Manager of Recreation and Facilities, Melia Edgar - Deputy Treasurer, Colin Herrewynen - Planner, Evan Bancroft Operations Technologist
1
Meeting to Order
a)
Resolution Resolution No. [2025-19]-01 Moved by Councillor Leonard Seconded by Councillor Pegrum That the Council meeting of October 21, 2025 be called to order at 6:30 p.m. Carried
2
Approval of Agenda (and Addendum)
a)
Resolution Resolution No. [2025-19]-02 Moved by Councillor Roberts Seconded by Councillor Sleeth That the agenda be amended to include a Committee of the Whole “Closed Session” Item 3: A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - Property matter, Loughborough District. Carried Resolution No. [2025-19]-03 Moved by Councillor Sleeth Seconded by Councillor Roberts That the agenda, as amended, be approved. Carried
3
Disclosure of Pecuniary Interest
4
Committee of the Whole “Closed Session”
a)
Resolution
Page 83 of 88 Minutes of Council October, 21, 2025 Resolution No. [2025-19]-04 Moved by Councillor Turcotte Seconded by Councillor Trueman That Council resolve itself into Committee of the Whole “Closed Meeting” to consider the following items:
- Educational Training Session regarding Strong Mayor Powers - Budget Process.
- Approval of the August 12, 2025 and September 2, 2025 Committee of the Whole “Closed Meeting” Minutes.
- A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - Property matter, Loughborough District. Carried b)
Resolution Resolution No. [2025-19]-05 Moved by Councillor Pegrum Seconded by Councillor Leonard That Council rise from Committee of the Whole “Closed Meeting” without reporting. Carried
5
Recess (If Required)
a)
Council recessed from 6:46 p.m. until 7:00 p.m.
6
Roll Call
a)
The Deputy Clerk conducted roll call.
7
Ceremonial Presentations
a)
There were none.
8
Public Meeting
a)
Resolution Resolution No. [2025-19]-06 Moved by Councillor Sleeth Seconded by Councillor Turcotte That the public meeting be called to order. Carried
b)
The Deputy Clerk read the Notice of Collection and Public Meeting Statement.
c)
Public Meeting regarding Zoning By-law Amendment Application PL-ZBA2025-0090, Hickey Lane, Part Lot 18 Concession 3 Bedford District Colin Herrerwynen, Planner, provided an overview of the application. Mayor Vandewal afforded members of Council the opportunity to ask questions. There were no questions received. Mayor Vandewal afforded members of the public the opportunity to ask questions. There were no questions from members of the public. The applicant, Donna Metz, was present virtually and declined the opportunity to provide additional comments.
Page 2 of 6
Page 84 of 88 Minutes of Council October, 21, 2025 Mayor Vandewal afforded one final opportunity for questions or comments before closing the public meeting. d)
Resolution Resolution No. [2025-19]-07 Moved by Councillor Roberts Seconded by Councillor Leonard That the public meeting be closed. Carried
9
Delegations
a)
There were none.
10
Briefings
a)
A representative from KPMG was present and spoke to Council regarding the Audit Findings Report for the year ended December 31, 2024.
11
Reports from Administration
a)
2024 Audited Financial Statements Resolution No. [2025-19]-08 Moved by Councillor Trueman Seconded by Councillor Roberts That Council receive the 2024 audited financial statements listed under Exhibit A of Report Number 2025-149. Carried
b)
Zoning By-law Amendment Application PL-ZBA-2025-0090, Hickey Lane, Part Lot 18 Concession 3 Bedford District Resolution No. [2025-19]-09 Moved by Councillor Sleeth Seconded by Councillor Turcotte That the Zoning By-law Amendment Application PL-ZBA-2025-0090 submitted by Donna Metz, regarding Hickey Lane, Lot 17 to 18, Concession 3, be approved; That By-law Number 2025-66, attached to Report Number 2025-145, as Exhibit A, being a By-law to amend the zoning on a portion of lands known as Hickey Lane, Lot 17 to 18, Concession 3, District of Bedford, Township of South Frontenac, be given first and second reading; and That By-law 2025-66 be presented to Council for third reading. Carried
c)
Request for Support regarding Community Emergency Preparedness Grant Application Resolution No. [2025-19]-10 Moved by Councillor Pegrum Seconded by Councillor Leonard That Council endorse The Township of South Frontenac application to the Community Emergency Preparedness Grant as outlined Report 2025-142 and;
Page 3 of 6
Page 85 of 88 Minutes of Council October, 21, 2025 That Council authorize additional funding in the amount of $50,000 from the Working Funds Reserve, conditional on the approval of the Community Emergency Preparedness Grant application; and That Council authorize the Clerk and Mayor to enter into an agreement should the Township be successful with their application. Carried d)
Draft County Modifications to New Official Plan Resolution No. [2025-19]-11 Moved by Councillor Trueman Seconded by Councillor Turcotte That Council Report 2025-147 Draft County Modifications to Official Plan be received; and That the modifications by County staff be accepted by Council as outlined in Council Report 2025-147. Carried
e)
Schedule for 2026 Budget Resolution No. [2025-19]-12 Moved by Councillor Roberts Seconded by Councillor Sleeth That notwithstanding Sections 7.(3) and (4) of Ontario Regulation 530/22, staff be directed to facilitate the proposed schedule related to the 2026 municipal budget as outlined in Report Number 2025-150. Carried
f)
Vesting of Failed Tax Sale Properties Resolution No. [2025-19]-13 Moved by Councillor Pegrum Seconded by Councillor Trueman That Council authorize the vesting of the properties listed under Attachment A of Report Number 2025-140; That the properties listed under Attachment A be declared surplus to allow for next steps to be undertaken in the failed tax sale RFP process; and That the vesting costs for the listed properties under Attachment A, based on the cost at the time the property is vested, be funded from the allowance for doubtful accounts. Carried
12
Reports from Advisory Committees
Motions Received from Recreation and Leisure Advisory Committee: a)
2026 Municipal Event Roster Resolution No. [2025-19]-14 Moved by Councillor Roberts Seconded by Councillor Leonard That the 2026 municipal event roster, as outlined in Exhibit A to Report Number 2025-152, be approved. Carried
Page 4 of 6
Page 86 of 88 Minutes of Council October, 21, 2025 b)
Canada Day Fireworks Program Resolution No. [2025-19]-15 Moved by Councillor Sleeth Seconded by Councillor Trueman That Council endorse the continued delivery of the Canada Day fireworks program, including:
- The continuation of the annual rotating site model, in the order of Sydenham Point Park, Gerald Ball Memorial Park, and Centennial Park; and
- The continuation of the shuttle bus program to support accessibility and event logistics; and
- That staff be directed to explore the feasibility of incorporating a drone or hybrid fireworks show in future years, including consideration of costs, logistics, environmental impact, and community interest. Carried
13
Information Reports
a)
1st & 2nd Quarter 2025 – Building Services Report
b)
1st and 2nd Quarter 2025 - Planning Services Report
c)
2025 Year to Date Financial Report to September 30, 2025
d)
Investment Update to June 30, 2025
e)
Boat Launch and Water Access Review
14
Committee of the Whole
a)
Not applicable.
15
Communications
a)
There were none.
16
Tabling of Documents
a)
There were none.
17
New Business
a)
There was none.
18
Notice of Motion
a)
There were none.
19
Approval of Minutes
a)
Resolution Resolution No. [2025-19]-16 Moved by Councillor Pegrum Seconded by Councillor Sleeth That the minutes of the October 7, 2025 Council meeting be approved. Carried
20
Approval of By-laws
Page 5 of 6
Page 87 of 88 Minutes of Council October, 21, 2025 a)
Resolution Resolution No. [2025-19]-17 Moved by Councillor Roberts Seconded by Councillor Pegrum That By-law Number (1) be given third reading. Carried
b)
Summary of By-laws:
- By-law 2025-66 - A By-Law to amend By-law 2003-75, as amended, to rezone land from RU to RLSW in Part of Lot 17 to 18, Concession 3, District of Bedford: Clarke, Metz
21
Committee of the Whole “Closed Session”
22
Confirmation By-law
a)
Resolution Resolution No. [2025-19]-18 Moved by Councillor Turcotte Seconded by Councillor Sleeth That By-law 2025-68, being a by-law to confirm generally all actions and proceedings of the Council of the Township of South Frontenac, be given first and second reading. Carried Resolution No. [2025-19]-19 Moved by Councillor Roberts Seconded by Councillor Leonard That By-law 2025-68, being the confirmatory by-law, be given third reading, signed and sealed. Carried
23
Date of Next Meeting
a)
The next Council meeting is scheduled for November 4, 2025 at 7:00 p.m.
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Adjournment
a)
Resolution Resolution No. [2025-19]-20 Moved by Councillor Pegrum Seconded by Councillor Roberts That the Council meeting of October 21, 2025 be adjourned at 8:01 p.m. Carried
Ron Vandewal, Mayor James Thompson, Clerk South Frontenac is a welcoming and thriving rural community
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Page 88 of 88 Township of South Frontenac By-Law Number 2025-71 Page 1 of 1 By-Law Number 2025-71 A By-Law to Confirm generally all actions and proceedings of the Council meeting of the corporation of the Township of South Frontenac on November 4, 2025 Whereas Section 8 of the Municipal Act, S.O. 2001 c. 25 and amendments thereto provides that a municipality has the capacity, rights powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act of any other Act and; Whereas Subsection 2 of Section 11 of the Municipal Act S.O. 2001, c. 25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of the jurisdiction described in the Table to Subsection 2, subject to certain provisions, and; Whereas Section 5 of the Municipal Act, S.O 2001 c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise, and; Whereas the Council of the Township of South Frontenac deems it expedient to confirm its actions and proceedings; Therefore, be it resolved that the Council of the Corporation of the Township of South Frontenac hereby enacts as follows:
- The all actions and proceedings of the Council of the Corporation of the Township of South Frontenac taken at its regular meeting held on November 4, 2025, be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
- That all actions and proceedings of the Council of the Corporation of the Township of South Frontenac held November 4, 2025, be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
- That all actions and proceedings of the Council of the Corporation of the Township of South Frontenac taken at its regular meeting held on November 4, 2025, except those taken by by-law and those required by bylaw to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this bylaw.
- Execution by the Mayor and the Clerk of all Deeds, Instruments and other Documents necessary to give effect to any such Resolution, Motion or other action and the affixing of the Corporate Seal to any such Deed, Instruments or other Documents is hereby authorized and confirmed.
- This By-law shall come into force and take effect on the date of its passage. Given First and Second Readings: Tuesday, November 4, 2025 Given Third Reading and Passed: Tuesday, November 4, 2025
James Thompson, Clerk
Ron Vandewal, Mayor
