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ORDRE DU JOUR / AGENDA
Réunion ordinaire du Conseil / Regular
Council meeting
Canton de Fauquier-Strickland / Township of Fauquier-
Strickland
7:00 PM - Tuesday, August 5, 2025
Centre Communautaire / Community Centre
Zoom Link:
https://us02web.zoom.us/j/89041011652?pwd=ZBv9tWQV4ANV
geVTCuiKFbxLiwRKnj.1
Page
1.
APPEL À L'ORDRE / CALL TO ORDER
2.
MOMENT DE RÉFLEXION / MOMENT OF REFLECTION
3.
RECONSIDÉRATION / RECONSIDERATION
4.
ADOPTION DE L'ORDRE DU JOUR / ADOPTION OF THE ORDER OF
BUSINESS
4.1.
Motion...
Adoption de l'ordre du jour / Adoption of the Order of Business
2025-204
QUE l'ordre du jour soit adopté tel que circulé.
--------------------------------------------------
THAT the Order of Business be adopted as circulated.
5.
DÉCLARATION D'INTÉRÊT PÉCUNIÈRES / DECLARATION OF
PECUNIARY INTEREST
6.
PRESENTATIONS
6.1.
Pierre Lamontagne
- Suggestion for debt relief
6.2.
Peter Konopelky
Page 1 of 190
-Suggestion for debt relief
7.
ORDRE DU JOUR DE CONSENTEMENT / CONSENT AGENDA
11 - 41
7.1.
Motion...
Adoption des procès-verbaux / Adoption of minutes
2025-205
IL EST RÉSOLU QUE les points de l'ordre du jour par consentement
tels qu'énumérés à l'ordre du jour du Conseil du 5 août 2025 soient
reçus et que les motions qui y sont contenues soient approuvées et
consignées comme suit :
QUE le procès-verbal de la réunion ordinaire du Conseil du 8 juillet 2025
soit adopté tel que présenté.
QUE le procès-verbal de la réunion extraordinaire du Conseil du 31
juillet 2025 soit adopté tel que présenté.
_____________________________________________________
BE IT RESOLVED THAT the Consent Agenda items as listed on the
August 5, 2025 Council Agenda be received and the motions contained
therein be approved and recorded as listed below:
THAT the minutes of the Regular Council meeting July 8, 2025 be
adopted as presented.
THAT the minutes of the Special Council meeting July 31, 2025 be
adopted as presented.
DRAFT - Regular Council meeting _ Réunion ordinaire du Conseil - 08
Jul 2025 - Minutes
DRAFT-Réunion extraordinaire du Conseil _ Special Meeting of Council
- 31 Jul 2025 - Minutes
42
-
57
7.2.
7.2.
Motion...
Correspondences
2025-206
Page 2 of 190
QUE la correspondance du maire Marc Dupuis, Municipalité de Mattice-
Val Côté, datée du 22 juillet 2025, concernant la crise financière de
Fauquier-Strickland soit reçue
QUE la correspondance du maire Roger Sigouin, Canton du Hearst,
datée 30 juillet 2025, concernant la crise financière de Fauquier -
Strickland soit reçue
QUE la correspondance du maire Don DeGenova, Municipalité de
Tweed, datée du 21 juillet 2025, concernant les propositions de
rapatriement des coûts de la PPO et de soutien aux promoteurs de
logements des petites collectivités rurales et nordiques soit reçue.
QUE la correspondance de la greffière adjointe Amanda Banting, Ville
de Goderich, datée du 1er août 2025, concernant l'opposition au projet
de loi 17, Loi de 2025 pour protéger l'Ontario en accélérant la
construction, soit reçue.
QUE l'avis de réservation de date du ministère des Affaires municipales
et du Logement concernant l'atelier du conseil municipal du nord-est de
2025, les 21 et 22 octobre 2025, dans le Grand Sudbury soit reçu.
________________________________________
THAT correspondence from Mayor Marc Dupuis, Municipality of Mattice-
Val Côté, dated July 22, 2025, regarding Fauquier-Strickland financial
crisis be received.
THAT correspondence from Mayor Roger Sigouin, Town of Hearst,
dated July 30, 2025, regarding Fauquier-Strickland financial crisis be
received.
THAT correspondence from Mayor Don DeGenova, Municipality of
Tweed, dated July 21, 2025, regarding proposals for repatriation of OPP
costs and support for small rural and northern housing developers be
received.
THAT correspondence from Deputy Clerk Amanda Banting, Town of
Goderich, dated August 1, 2025, regarding opposition to Bill 17, Protect
Ontario by Building Faster Act, 2025, be received.
THAT the Save the Date notice from the Ministry of Municipal Affairs
and Housing regarding the 2025 Northeastern Municipal Council
Workshop, October 21-22, 2025, in Greater Sudbury be received.
Page 3 of 190
Support for FS_signed - Mattice-Val Cote
2025.07.21 Premier Ford Proposals Follow-up-Tweed
2025-08-01-Town of Goderich
Save The Date - 2025 Northeastern Municipal Workshop
Support to the Township of Fauquier-Strickland (signed)
8.
QUESTIONS EN SUSPENS DE LA RÉUNION PRÉCÉDENTE /
UNFINISHED BUSINESS FROM PREVIOUS MEETING
9.
AFFAIRES NOUVELLES / NEW BUSINESS
9.1.
TRAVAUX PUBLICS / PUBLIC WORKS
58 - 59
9.1.1.
Motion ...
RAPPORT - MISE À JOUR DES ACTIVITÉS
D'EXPANSION ET DE CONFORMITÉ DU SITE
D'ENFOUISSEMENT / REPORT UPDATE LANDFILL
EXPANSION AND COMPLIANCE ACTIVITIES
2025-207
QUE le conseil reçoive le rapport administratif DMS-2025-
043 du directeur des services municipaux concernant les
mises à jour sur les travaux complétés par North Rock
Engineering pour la conformité du site d'enfouissement et
l'expansion proposée.
__________________________
THAT Council receives Administrative Report DMS-2025-
043 from the Director of Municipal Services regarding
updates on work completed by North Rock Engineering
for landfill compliance and proposed expansion.
2025- Temp Expansion - Landfill
2025-043-DMS Staff Report-August 5 - Landfill Update
60 - 62
9.1.2.
Motion...
2025-208
Page 4 of 190
RAPPORT D'OPÉRATIONS DES TRAVAUX PUBLICS
PW-2025-010 - JUILLET 2025 / PUBLIC WORKS
OPERATIONS REPORT PW-2025-010 - JULY 2025
QUE le conseil reçoive le rapport d'opérations des travaux
publics PW-2025-010 pour le mois de juillet du chef
d'équipe des travaux publics.
__________________________________________
THAT Council receives Public Works Operations Report
PW-2025-010 for the month of July from the Public Works
Lead Hand.
2025-010-PW Report- August 5, 2025
9.2.
PROTECTION À LA PERSONNE ET PROPRIÉTÉ /
PROTECTION TO PERSONS AND PROPERTY
9.3.
ENVIRONNEMENT / ENVIRONMENT
9.4.
PARCS, RÉCRÉATION ET CULTURE / PARKS, RECREATION
AND CULTURE
9.5.
ADMINISTRATION
63
9.5.1.
Motion...
2025-209
RAPPORT ADMINISTRATIF DMS-2025-044 - ÉTATS
FINANCIERS DE JUILLET 2025 / ADMINISTRATIVE
REPORT DMS-2025-044 - JULY 2025 FINANCIALS
QUE le conseil reçoive le rapport administratif DMS-2025-
044 du directeur des services municipaux pour les états
financiers de juillet.
______________________________________________
THAT Council receives Administrative Report DMS-2025-
044 from the Director of Municipal Services for July
financials.
Page 5 of 190
2025-044-DMS Staff Report-July Financials
64 - 65
9.5.2.
Motion...
2025-210
RAPPORT ADMINISTRATIF / ADMINISTRATIVE
REPORT
QUE le conseil reçoive le rapport administratif DMS-2025-
041 du directeur des services municipaux.
_________________________________
THAT council receives Administrative Report DMS-2025-
041 from the Director of Municipal Services.
2025-041-DMS Staff Report-Administrative
66 -
70
9.5.3.
Motion...
2025-211
POLITIQUE DE GEL DES DÉPENSES DISCRÉTIONNAIRES -
EXIGENCES DU MINISTÈRE DES AFFAIRES MUNICIPALES ET
DU LOGEMENT / DISCRETIONARY SPENDING FREEZE POLICY
- MINISTRY OF MUNICIPAL AFFAIRS AND HOUSING
REQUIREMENTS
QUE le conseil reçoive le projet de politique de gel des dépenses
discrétionnaires tel qu'exigé par la correspondance du ministère des
Affaires municipales et du Logement datée du 25 juillet 2025, aux
fins de discussion avant la soumission au ministère pour révision et
commentaires.
_______________________________________________________
THAT Council receives the draft Discretionary Spending Freeze
Policy as required by the Ministry of Municipal Affairs and Housing
correspondence dated July 25, 2025, for discussion prior to
submission to the Ministry for review and comment.
DRAFT - Discretionary Spending Freeze Policy
71 - 72
9.5.4.
Motion...
Page 6 of 190
2025-212
RAPPORT ADMINISTRATIF DMS-2025-042 -
PROCESSUS LÉGAL POUR DE NOUVELLES
ÉLECTIONS / ADMINISTRATIVE REPORT DMS-2025-
042 - LEGAL PROCESS FOR NEW ELECTIONS
QUEle conseil reçoive le rapport administratif DMS-2025-
042 du directeur des services municipaux concernant le
processus légal pour de nouvelles élections.
_____________________________________
THAT Council receives Administrative Report DMS-2025-
042 from the Director of Municipal Services regarding the
legal process for new elections.
2025-042-DMS Staff Report-August 5 - Council Elections
9.5.5.
Motion....
2025-213
LETTRE REÇUE DE LA FAMILLE DE FEU BENOIT LEPAGE/
LETTER RECEIVED FROM THE FAMILY OF THE LATE BENOIT
LEPAGE
QUE la lettre reçue d'Edith Lepage soit reçue aux fins de discussion,
ET QUE le conseil charge le directeur des services municipaux de
_________________________.
________________________________________________________
THAT the letter received from Edith Lepage be received for
discussion,
AND THAT the council directs the Director of Municipal Services to
___________________________.
2025-06-02-Demande-Lepage
2025-06-02-Request-Lepage-EngTranslation
Page 7 of 190
9.6.
SANTÉ ET BIEN-ÊTRE SOCIAL / HEALTH AND SOCIAL
WELFARE
9.7.
PLANIFICATION ET DÉVELOPPEMENT ÉCONOMIQUE /
PLANNING AND ECONOMIC DEVELOPMENT
9.8.
EAU ET EAUX USÉES / WATER AND WASTE WATER
73 - 189
9.8.1.
Motion...
2025-214
Rapports OCWA/OCWA Reporting
QUE le procès-verbal de la réunion du "OCWA - Fauquier
Drinking Water System - Management Review Meeting"
ET QUE le Plan opérationnel mis à jour du Système d'eau
potable de Fauquier soit reçu.
________________________________
THAT the minutes of the meeting of "OCWA - Fauquier
Drinking Water System - Management Review Meeting be
received.
AND THAT the updated Fauquier Drinking Water System
- Operational Plan be received.
2025-02-12- Management Review Meeting Minutes
Fauquier DWS - Operational Plan
10.
RÈGLEMENTS MUNICIPAUX / BY-LAWS
10.1.
Motion...
Debenture Construction Loan - Medical/Municipal Office
- - CANCELLED BY INFRASTRUCTURE ONTARIO PENDING MMAH
- WILL BE RESCHEDULED AT A LATER DATE - -
11.
AVIS DE MOTION / NOTICE OF MOTION
Page 8 of 190
12.
PÉRIODE DE QUESTIONS DU PUBLIC / PUBLIC QUESTION
PERIOD
13.
RÉUNION À HUIS CLOS / CLOSED SESSION (SI NÉCESSAIRE / IF
NECESSARY)
13.1.
Motion...
2025-215
MOTION POUR PASSER EN SÉANCE À HUIS CLOS / MOTION TO
MOVE INTO CLOSED SESSION
IL EST RESOLU QUE le conseil passe maintenant à une séance à huis
clos à _____h., conformément à l'article 239(2)(a)(b)(c) de la Looi sur
les municipalitiés de 2001, pour discuter le suivant:
(a) la sécurité des biens de la municipalité ou de la commission locale;
(b) les questions personnelles concernant un individu identifiable, y
compris les employés de la municipaltié ou de la commission locale;
(c) l'acquisition ou la disposiiton projetée ou en cours d'un bien-fonds
par la municipaltié ou le conseil local
Contrats de services, Affaires du personnel, Vente de biens
excédentaires
____________________________________________________
BE IT RESOLVED THAT council now move into a closed session at
________p.m. in accordance with Section 239(2) (a)(b)(c) of the
Municipal Act, 2001, to discuss the following;
(a) the security of the property of hte municipaltiy or local board -
cessation of municipal services;
(b) personal matters about an identifiable individual, including municipal
or local board employees - employee matters;
(c) a proposed or pending acquisition or disposition of land by the
municipality or local board - sale of surplus property
Service Contracts, Employee Matters, Sale of Surplus Property
14.
POINTS ISSUS DE LA SÉANCE À HUIS CLOS / ITEMS COMING
OUT OF CLOSED SESSION
Page 9 of 190
15.
LEVÉE DE LA SESSION / ADJOURNMENT
190
15.1.
Motion...
2025-216
RÈGLEMENT CONFORATOIRE / CONFIRMATORY BY-LAW
QUE le règelement numéro 2025-34, étant un règlement pour confirmer
les délibérations du conseil de la corporatio du canton de Fauquier-
Strickland, soit lu une première, deuxième et troisième foid et finalement
adopté ce 5 aout 2025.
______________________________________
THAT By-law No. 2025-34, being a by-law to confirm the proceedings of
the council of the Corporation of the Township of Fauquier-Strickland be
read a first, second, and third time and finally passed this 5th day of
August, 2025.
2025-07-31-Confirmatory By-Law 2025-33
15.2.
Motion...
2025-217
LEVÉE DE LA SESSION/ADJOURNMENT
QUE la réunion régulière du conseil municipal tenue le mardi
_________________, soit ajournée à _____________________.
--------------------------------------------------------
THAT the Regular Meeting of Municipal Council held on Tuesday,
______________________, be adjourned at ____________________.
Page 10 of 190
PROCÈS-VERBAL /
MINUTES
Regular Council meeting /
Réunion ordinaire du
Conseil
7:00 PM - 10:25 PM Tuesday, July 8, 2025
Bureau municipal / Municipal Office
La réunion régulière du conseil municipal du canton de Fauquier-Strickland est appelé à l'ordre le
mardi Tuesday, July 8, 2025, à 19h00, dans la salle du conseil, en présence des membres suivants:
The Regular Council meeting / Réunion ordinaire du Conseil of the Canton de Fauquier-Strickland
Township was called to order on Tuesday, July 8, 2025, at 7:00 PM, in the Bureau municipal /
Municipal Office, with the following members present:
PRESENT:
Maire Madeleine Tremblay, Conseiller Claude Brunet, Conseiller Pierre
Lamontagne, and Conseiller Priscilla Marcoux
ABSENT:
Conseiller Jules Gendron
STAFF
PRESENT:
Directrice des services municipaux /Greffière - Shannon Pawlikowski
PUBLIC
ASSISTANCE:
In person: 19
Via Video Conference: 10
1.
APPEL À L'ORDRE / CALL TO ORDER
1.1.
La réunion est ouverte à 19h01.
_______________
The meeting is called to order at 7:01p.m.
2.
MOMENT DE RÉFLEXION / MOMENT OF REFLECTION
3.
RECONSIDÉRATION / RECONSIDERATION
4.
ADOPTION DE L'ORDRE DU JOUR / ADOPTION OF THE ORDER OF BUSINESS
4.1.
Motion...Adoption de l'ordre du jour / Adoption of the Order of Business
2025-176
Moved by Councillor Claude Brunet
Page 11 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
Seconded by Councillor Priscilla Marcoux
QUE l'ordre du jour soit adopté tel que circulé.
____________________________________________
THAT the Order of Business be adopted as circulated.
Carried
5.
DÉCLARATION D'INTÉRÊT PÉCUNIÈRES / DECLARATION OF PECUNIARY INTEREST
5.1.
Conseillère Priscilla Marcoux déclare un conflit d'intérêt à la section
9.1.1, 9.1.5,9.4.6, 9.4.7, 10.2 de l'orde du jour puisqu'un membre de sa
famille immédiate est un employées travaux publics.
Councillor Priscilla Marcoux declares a conflict of interest at section
9.1.1, 9.1.5,9.4.6, 9.4.7, 10.2 of the agenda as a member of her
immediate family is a public works employee.
6.
PRESENTATIONS
7.
ORDRE DU JOUR DE CONSENTEMENT / CONSENT AGENDA
7.1.
Motion...Adoption des procès-verbaux / Adoption of minutes
2025-177
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Priscilla Marcoux
QUE le procès-verbal de la réunion régulière du conseil tenue le 3 juin 2025 soit adopté tel
que présenté.
QUE le procès-verbal de la réunion d'urgence du conseil tenue le 4 juin 2025 soit adopté tel
que présenté.
QUE le procès-verbal de la réunion extraordinaire du conseil tenue le 30 juin 2025 soit
adopté tel que présenté.
________________________________________________
THAT the minutes of the regular council meeting held June 3, 2025 be adopted as
presented.
THAT the minutes of the emergency council meeting held June 4, 2025 be adopted as
Page 12 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
presented.
THAT the minutes of the special meeting of council held June 30, 2025 be adopted as
presented.
Carried
7.2.
Motion...Autres procès-verbaux et rapports / Other minutes and reports
2025-178
Moved by Councillor Claude Brunet
Seconded by Councillor Priscilla Marcoux
QUE le procès-verbal de conseil administratif de la bibliothèque tenue le 8 mai 2025 soit
adopté.
QUE le resolution 25-68 du le conseil administratif del la bibliothèque tenue soit adopté.
QUE le rapport du le conseil administratif de la bibliothèque tenue le 3 juilliet 2025 soit
adopté.
_____________________________________
THAT the minutes of the library administrative board held May 8, 2025 be adopted.
THAT resolution 25-68 of the library administrative board be adopted.
THAT the report from the library board meeting held July 3, 2025 be adopted.
Carried
7.3.
Motion...
QU'IL SOIT RÉSOLU QUE les points de l'ordre du jour tels qu'énumérés
dans l'ordre du jour du conseil du 8 julliet, 2025 soient acceptés et que
les motions qui y sont contenues soient approuvées et enregistrées
comme indiqué ci-dessous: / BE IT RESOLVED THAT the Consent
Agenda items as listed on the July 8, 2025 Council Agenda be received as
the motions contained therein be approved and recorded as listed below:
2025-179
Moved by Councillor Claude Brunet
Seconded by Councillor Priscilla Marcoux
Page 13 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
QUE le rapport de Wildland Fire Briefing de la réunion du 12 juin 2025 reçu du ministère des
Richesses naturelles soit reconnu.
QUE la lettre reçue du ministre des Affaires rurales concernant le Programme de
développement de l'Ontario rural, datée du 24 juin 2025, soit reconnue.
QUE l'Avis d'inspection du projet d'herbicide pour la forêt Gordon Cosens reçu du ministère
des Richesses naturelles soit reconnu.
QUE la lettre reçue du député Guy Bourgouin datée du 25 juin concernant la sécurité des
autoroutes 11 et 17 et le projet de loi proposé qui l'accompagne "Projet de loi 49" soit
reconnue.
QUE le procès-verbal de la réunion tenue le 8 mai 2025 par le Northeastern Health Unit
Board of Health de santé publique du Nord-Est soit reconnu.
QUE la lettre reçue du ministre de l'Énergie et des Mines concernant "Energy for
Generations: Ontario's Integrated Plan to Build the Strongest Economy in the G7" soit
reconnue.
QUE la lettre reçue conjointement du ministère des Affaires municipales et du Logement, du
ministère des Affaires autochtones et de la Réconciliation économique des Premières
Nations, du ministère de l'Infrastructure et du ministère du Développement économique et
de la Croissance du Nord datée du 19 juin 2025 concernant une "Invitation to discuss
opportunities for economic reconciliation and Indigenous prosperity" soit reconnue.
__________________________________________
THAT the Wildland Fire Briefing report of the meeting of June 12, 2025 received from the
Ministry of Natural Resources be acknowledged.
THAT the letter received from the Minister of Rural Affairs regarding the Rural Ontario
Development Program, dated 24 June, 2025 be acknowledged.
THAT the Inspection of Herbicide Project for Gordon Cosens Forest Notice received from the
Ministry of Natural resources be acknowledged.
THAT the letter received from MPP Guy Bourgouin dated June 25 regarding highway 11 &
17 safety and the accompanying proposed legislation "Projet de loi 49" be acknowledged.
THAT the minutes of the meeting held May 8, 2025 by the Northeastern Health Unit Board of
Health received from the Northeastern Public Health Unit be acknowledged.
THAT the letter received from the Minister of Energy and Mines regarding "Energy for
Generations: Ontario's Integrated Plan to Build the Strongest Economy in the G7" be
Page 14 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
acknowledged.
THAT the letter received jointly from the Ministry of Municipal Affairs and Housing, the
Ministry of Indigenous Affairs and First Nations Economic Reconciliation, the Ministry of
Infrastructure and the Ministry Northern Economic Development and Growth dated June 19,
2025 regarding an "Invitation to discuss opportunities for economic reconciliation and
Indigenous prosperity" be acknowledged.
Carried
8.
QUESTIONS EN SUSPENS DE LA RÉUNION PRÉCÉDENTE / UNFINISHED BUSINESS
FROM PREVIOUS MEETING
9.
AFFAIRES NOUVELLES / NEW BUSINESS
9.1.
TRAVAUX PUBLICS / PUBLIC WORKS
9.1.1.
Motion...
Ouverture d'appel d'offres - Vente de remorque fermée et remorque
plate-forme / Tender Opening - Sale of Enclosed Trailer and Float
Trailer
2025-180
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
QUE le conseil ouvre les soumissions reçues pour la vente d'une remorque fermée;
ET QUE le conseil accepte la soumission la plus élevée de Jacques Dionne au montant de
1555.00 $.
QUE le conseil note qu'aucune soumission n'a été reçue pour la remorque plate-forme
malgré l'affichage public.
___________________________________________________________
That Council open the bids received for the sale of an enclosed trailer;
AND THAT Council accept the highest bid from Jacques Dionne in the amount of $1555.00.
That Council noted that no bids were received for the float trailer despite public posting.
*Conseillère Marcoux quitte la salle à 19h08 et revient à 19h10. / councillor Marcoux
leaves the room at 7:08pm and returns at 7:10pm.
Page 15 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
Carried
9.1.2.
Motion...
Rapport d'opérations des travaux publics - juin / June Public
Works Operation Report
2025-181
Moved by Councillor Claude Brunet
Seconded by Councillor Priscilla Marcoux
QUE le rapport PW-2025-009 Rapport d'opérations - juin soit reconnu.
______________________________________
THAT report PW-2025-009 Operations Report - June be acknowledged.
Carried
9.1.3.
Motion...
Effondrement d'égout et réparation de valve de conduite d'eau
principale Doyon et Habel - Rapport des travaux publics sur les
réparations d'urgence / Sewer Collapse & Water Main Valve Repair
Doyon & Habel - Emergency Repairs Public Works Report
2025-182
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
QUE le Conseil reçoive le rapport PW-2025-008 détaillant les réparations d'urgence causées
par l'effondrement d'égout sur Doyon.
ET QUE le conseil approuve les travaux de réparation tells que présentées.
____________________________
THAT Council receive report PW-2025-008 detailing the emergency repairs caused by the
sewer collapse on Doyon.
AND THAT Council approve the repair work as presented.
Carried
9.1.4.
Motion...
Incident de dégâts d'eau du 23 juin Édifice du bureau municipal -
Page 16 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
Centre médical - Examen des installations par AGI / Water Damage
Incident June 23 Municipal Office Building - Medical Centre -
Facility review by AGI
2025-183
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Priscilla Marcoux
QUE le conseil reçoive le Rapport d'inspection d'incident et l'Examen des installations pour
l'incident de dégâts d'eau du 23 juin et autres problèmes concernant les installations
médicales - Bureau municipal.
____________________________________
THAT council receive the Incident Inspection Report and Facility Review for the Water
Damage incident June 23rd and other issues with Medical - Municipal Office Facilities.
Carried
9.1.5.
Motion...
VENTE DE CHASSE-NEIGE - DISPOSITION À LA VALEUR DE
FERRAILLE / SALE OF SNOW PLOW - SCRAP VALUE DISPOSAL
2025-184
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Claude Brunet
ATTENDU QUE le Canton de Fauquier-Strickland possède un chasse-neige qui est tombé
en état de délabrement important depuis la réunion du Conseil du 3 juin 2025;
ATTENDU QUE le chasse-neige n'est plus en état de circuler et nécessiterait des
réparations très coûteuses pour retourner en condition opérationnelle;
ATTENDU QUE les affichages publics précédents pour la vente de véhicules municipaux ont
donné très peu de réponse;
ATTENDU QUE en raison de la cessation des services municipaux à compter du 1er août
2025, le personnel ne sera pas disponible pour traiter les demandes de soumission ou
faciliter les transactions de vente;
ATTENDU QUE le concessionnaire où le Canton a obtenu son équipement de
remplacement a offert d'acheter le chasse-neige à la valeur de ferraille pour le montant de
7000 $;
Page 17 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
ATTENDU QUE disposer du véhicule à la valeur de ferraille est plus pratique que de
continuer à entreposer un bien non fonctionnel;
IL EST PAR CONSÉQUENT RÉSOLU que le Conseil autorise la vente du chasse-neige à
Central Garage à la valeur de ferraille pour le montant de 7000$, en condition "tel quel";
ET DE PLUS que le directeur soient autorisés à signer toute la documentation nécessaire
pour compléter la vente.
_________________________________________
WHEREAS the Township of Fauquier-Strickland owns a snow plow that has fallen into
significant disrepair since the Council meeting of June 3, 2025;
AND WHEREAS the snow plow is no longer road worthy and would require very expensive
repairs to return to operational condition;
AND WHEREAS previous public postings for the sale of municipal vehicles have resulted in
very little response;
AND WHEREAS due to the cessation of municipal services effective August 1, 2025, staff
will not be available to process bid applications or facilitate sale transactions;
AND WHEREAS the dealership where the Township obtained its replacement equipment
has offered to purchase the snow plow for scrap value in the amount of $7000;
AND WHEREAS disposing of the vehicle for scrap value is more practical than continuing to
store a non-functional asset;
NOW THEREFORE BE IT RESOLVED that Council authorize the sale of the snow plow to
Central Garage for scrap value in the amount of $7000, in "as is" condition;
AND FURTHER that the Mayor and Director of Municipal Services be authorized to execute
all necessary documentation to complete the sale.
*Conseillère Marcoux quitte la salle à 19h21 et revient à 19h24. / councillor Marcoux
leaves the room at 7:21pm and returns at 7:24pm.
Carried
9.2.
ENVIRONNEMENT / ENVIRONMENT
9.2.1.
Motion...
RAPPORTS CLIENTS OCWA - AVRIL, MAI ET RAPPORT
Page 18 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
D'INCIDENT ENVIRONNEMENTAL
2025-185
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Pierre Lamontagne
QUE le conseil reçoive le rapport client d'avril d'OCWA;
ET QUE le conseil reçoive le rapport client de mai d'OCWA.
ET QUE le conseil reçoive le rapport d'incident environnemental de débordement du 23 juin
d'OCWA.
___________________________________________
THAT Council receive the April OCWA Client Report,
AND THAT Council receive the May OCWA Client Report,
AND THAT Council receive the OCWA Overflow Event June 23 Environmental Incident
Report.
Carried
9.3.
PARCS, RÉCRÉATION ET CULTURE / PARKS, RECREATION AND CULTURE
9.3.1.
Motion...
DEMANDE DE RÉSIDENT - RELOCALISATION DE BANC DE PARC
À LA BIBLIOTHÈQUE / RESIDENT REQUEST - PARK BENCH
RELOCATION TO LIBRARY
2025-186
Moved by Councillor Claude Brunet
Seconded by Councillor Priscilla Marcoux
Que le conseil examine la demande reçue d'un résident local demandant qu'un banc de parc
soit relocalisé devant la bibliothèque;
ET QUE le Conseil ordonne qu'une table et un banc en PVC soient relocalisés à la
bibliothèque.
_______________________________________
Page 19 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
That Council review the request received from a local resident requesting that a park bench
be relocated in front of the library;
AND THAT Council direct that a PVC table and bench be relocated to the library.
Carried
9.4.
ADMINISTRATION
9.4.1.
Motion...
Réparations d'urgence d'effondrement d'égout - Rapport financier /
Sewer Collapse Emergency Repairs - Financial Report
20025-187
Moved by Councillor Claude Brunet
Seconded by Councillor Priscilla Marcoux
QUE le Conseil reçoive le rapport financier DMS - 2025-036-Administrative Report - Sewer
Collapse Financial Report concernant les coûts de réparations d'urgence pour l'effondrement
d'égout sur Doyon.
_______________________________________
THAT Council receive the financial report -DMS - 2025-036-Administrative Report - Sewer
Collapse Financial Report, regarding emergency repair costs for the sewer collapse on
Doyon.
Carried
9.4.2.
Motion...
Discussion de la lettre du député Guy Bourgouin concernant le
Projet de loi 49 (Point du consentement 7.3) / Discussion of Letter
from MPP Guy Bourgouin regarding Project de loi 49 (Consent
Agenda Item 7.3)
2025-188
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Claude Brunet
ATTENDU QUE le conseil a reçu de la correspondance du député Guy Bourgouin dans le
Page 20 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
cadre du point de consentement 7.3;
ET ATTENDU QUE la correspondance inclut un document d'accompagnement intitulé «
Projet de loi 49 »;
ET ATTENDU QUE le maire a dirigé que ce point soit présenté pour discussion et
considération du conseil;
IL EST PAR CONSÉQUENT RÉSOLU QUE le conseil discute de la lettre du député Guy
Bourgouin et du document d'accompagnement « Projet de loi 49 » tel que dirigé par le
maire;
ET EN OUTRE QUE le Conseil demande au personnel de préparer une lettre de soutien.
___________________________________
WHEREAS Council received correspondence from MPP Guy Bourgouin as part of Consent
Agenda Item 7.3;
AND WHEREAS the correspondence includes an accompanying document titled "Projet de
loi 49";
AND WHEREAS the Mayor has requested this item be brought forward for Council
discussion and consideration;
NOW THEREFORE BE IT RESOLVED THAT Council discusses the letter from MPP Guy
Bourgouin and the accompanying document "Projet de loi 49" as requested by the Mayor;
AND FURTHER THAT Council directs staff to prepare a letter of support.
Carried
9.4.3.
Motion...
APPROBATION DES COMMUNICATIONS CONCERNANT LA CRISE
FINANCIÈRE MUNICIPALE ET LA CESSATION DES SERVICES /
APPROVAL OF COMMUNICATIONS REGARDING MUNICIPAL
FINANCIAL CRISIS AND SERVICE CESSATION
2025-189
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
ATTENDU QUE le Conseil a pris la décision de cesser les opérations municipales à compter
du 1er août 2025, lors de la réunion spéciale du Conseil du 30 juin 2025, en raison de la
Page 21 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
crise financière en cours;
ATTENDU QU'une lettre a été envoyée au ministre Flack le 2 juillet 2025, demandant une
intervention ministérielle immédiate en vertu de la Loi sur les affaires municipales;
ATTENDU QU'en date du 8 juillet 2025, aucune réponse substantielle n'a été reçue du
ministre ou du personnel du ministère malgré la nature urgente de la crise et la date
imminente de cessation;
ATTENDU QUE une communication complète à toutes les parties prenantes est requise
pour assurer une notification et une coordination appropriées;
ATTENDU QUE la sensibilisation du public et des médias à cette crise sans précédent
pourrait faciliter l'intervention provinciale nécessaire;
IL EST PAR CONSÉQUENT RÉSOLU que le Conseil reçoive et approuve les
communications suivantes pour distribution immédiate;
Annexe A : Lettre au ministre Flack, version révisée tel que dirigé par le Conseil lors de la
réunion du 30 juin 2025 et envoyée au ministre le 2 juillet, demandant une intervention
ministérielle immédiate en vertu de la Loi sur les affaires municipales;
Annexe B : Avis public - Bilingue
Annexe C : Lettre aux municipalités voisines demandant leur soutien
Annexe D : Communiqué de presse - Bilingue
WHEREAS Council made the decision to cease municipal operations effective August 1,
2025, at the Special Council Meeting of June 30, 2025, due to the ongoing financial crisis;
AND WHEREAS a letter was sent to Minister Flack on July 2, 2025, requesting immediate
ministerial intervention under the Municipal Affairs Act;
AND WHEREAS as of July 8, 2025, no substantive response has been received from the
Minister or Ministry staff despite the urgent nature of the crisis and the approaching
cessation date;
AND WHEREAS comprehensive communication to all stakeholders is required to ensure
proper notification and coordination;
AND WHEREAS public and media awareness of this unprecedented crisis may facilitate the
necessary provincial intervention;
Page 22 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
NOW THEREFORE BE IT RESOLVED that Council receive and approve the following
communications for immediate distribution;
Attachment A: Letter to Minister Flack, revised version as directed by Council at the meeting
of June 30, 2025 and sent to the Minister on July 2, requesting immediate ministerial
intervention under the Municipal Affairs Act;
Attachment B: Public Notice - Bilingual
Attachment C: Letter to Neighbouring Municipalities Requesting Support
Attachment D: Press Release - Bilingual
Carried
9.4.4.
Discussion de la lettre du ministre Flack concernant l'invitation à
discuter des opportunités de réconciliation économique et de
prospérité autochtone, correspondance de suivi et rapport verbal
du maire (Point du consentement - 2025-06-17-Letter From Minister
Flack MMAH) / Discussion of Letter from Minister Flack regarding
Invitation to Discuss Opportunities for Economic Reconciliation
and Indigenous Prosperity, Follow-up Correspondence and
Mayor's Verbal Report (Consent Agenda Item - 2025-06-17-Letter
From Minister Flack MMAH)
2025-190
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Priscilla Marcoux
ATTENDU QUE le conseil a reçu de la correspondance du ministère des Affaires
municipales et du Logement, ministère des Affaires autochtones et de la Réconciliation
économique des Premières Nations, ministère de l'Infrastructure et ministère du
Développement économique du Nord et de la Croissance dans le cadre du consentement;
ET ATTENDU QUE la correspondance contient une « Invitation à discuter des opportunités
de réconciliation économique et de prospérité autochtone »;
ET ATTENDU QUE le maire a reçu une lettre de suivi concernant cette invitation;
ET ATTENDU QUE le maire a assisté à une réception du conseil d'administration de la
FONM et du ministre du Développement économique du Nord et de la Croissance, George
Pirie, à Timmins le 17 juin;
Page 23 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
ET ATTENDU QUE le maire a dirigé que ce point soit présenté pour discussion et
considération du conseil;
IL EST PAR CONSÉQUENT RÉSOLU QUE le conseil discute de la lettre du ministre Flack,
de la correspondance de suivi et reçoive le rapport verbal du maire concernant sa
participation à la réunion de Timmins tel que dirigé par le maire;
WHEREAS Council received correspondence from the Ministry of Municipal Affairs and
Housing, Ministry of Indigenous Affairs and First Nations Economic Reconciliation, Ministry
of Infrastructure and Ministry of Northern Economic Development and Growth as part of the
Consent Agenda;
AND WHEREAS the correspondence contains an "Invitation to discuss opportunities for
economic reconciliation and Indigenous prosperity";
AND WHEREAS the Mayor received a follow-up letter regarding this invitation;
AND WHEREAS the Mayor attended a reception of the NOHFC Board of Directors and
Minister of Northern Economic Development and Growth, George Pirie, in Timmins on June
17th;
AND WHEREAS the Mayor has directed that this item be brought forward for Council
discussion and consideration;
NOW THEREFORE BE IT RESOLVED THAT Council discusses the letter from Minister
Flack, the follow-up correspondence, and receives the Mayor's verbal report regarding her
attendance at the Timmins meeting as directed by the Mayor;
Carried
9.4.5.
Motion...
Administrative Report - Water/Wastewater Budget 2025 DMS-2025-
031
2025-191
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
QUE le conseil reçoive le rapport DMS-2025-031 du directeur des services municipaux;
ET QUE le conseil charge le directeur des services municipaux de préparer un règlement
approprié pour établir les taux de prélèvement d'eau/eaux usées soutenant un prélèvement
de 257,136.00 $ pour 2025.
Page 24 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
_______________________________________________
THAT Council receive report DMS-2025-031 from the Director of Municipal Services;
AND THAT council direct the Director of Municipal Services to prepare an appropriate By-
law to establish Water/Wastewater Levy rates supporting a levy of $ 257,136.00 for 2025.
Carried
9.4.6.
Motion...
Administrative Report-Capital Budget 2025- DMS-2025-032
2025-192
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Claude Brunet
QUE le conseil reçoive le rapport DMS-2025-032 du directeur des services municipaux pour
discussion.
____________________________________________
THAT Council receive the report DMS-2025-032 from the Director of Municipal Services for
discussion.
*Conseillère Marcoux quitte la salle à 20h09 / Councillor Marcoux leaves the room at
8:09pm.
Carried
9.4.7.
Motion...
Administrative Report - Budget 2025 - Public Works and Fire
Department -DMS-2025-034
2025-193
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Claude Brunet
QUE le conseil reçoive le rapport DMS-2025-034 du directeur des services municipaux pour
discussion.
______________________________________
THAT Council receive report DMS-2025-034 from the Director of Municipal Services for
discussion.
**Conseillère Marcoux reste à l'extérieur de la salle pour cette motion. / Councillor
Marcous remains outside the room for this Motion.
Carried
9.4.8.
Motion...
Administrative Report-Budget 2025-Operations excluding Public
Works & Fire Department-DMS-2025-033
Page 25 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
2025-194
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
QUE le conseil reçoive le rapport DMS-2025-033 du directeur des services municipaux pour
discussion.
_______________________________________
THAT Council receive report DMS-2025-033 from the Director of Municipal Services for
discussion.
*Conseillère Marcoux revient la salle à 20h25. / Councillor Marcoux returns to the
room at 8:25pm.
Carried
9.4.9.
Motion...
Avis d'assemblée publique pour la présentation du buget 2025 et
approbation des prélèvments pour l'eau/eaux usés et les taxes
foncières / Notice of Public Meeting for presentation of 2025
Budget and Approval of Levies for water/wastewater and property
taxes.
2025-195
Moved by Councillor Claude Brunet
Seconded by Councillor Priscilla Marcoux
La motion suivante a été reportée à une assemblée spéciale du conseil qui se tiendra le 22
juillet 2025, à moins que le ministre des Affaires municipales et du Logement ne réponde
plus tôt :
QUE le conseil charge le directeur des services municipaux de préparer le règlement
approprié pour établir les taux d'imposition soutenant un prélèvement de
___________________ $ pour 2025.
ET DE PLUS QUE le conseil charge le directeur des services municipaux de préparer et de
fournir un avis public d'une assemblée spéciale pour la présentation publique des budgets
d'immobilisations, de l'eau/eaux usées et d'exploitation 2025.
_________________________________
The following motion has been deferred to a special Council meeting to be held July 22,
2025, unless the Minister of Municipal Affairs and Housing responds sooner:
THAT Council directs the Director of Municipal Services to prepare the appropriate By-law to
Page 26 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
establish the tax rates supporting a levy of $_________________ for 2025.
AND FURTHER THAT Council direct the Director of Municipal Services to prepare and
provide public notice of a Special Meeting for the public presentation of the 2025 Capital,
Water/Wastewater and Operating Budgets.
Deffered
9.4.10.
Motion... CHANGEMENT DE DATE DE LA RÉUNION ORDINAIRE DU
CONSEIL D'AOÛT / CHANGE DATE OF AUGUST REGULAR
COUNCIL MEETING
2025-196
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Claude Brunet
SOIT RÉSOLU QUE la réunion ordinaire du Conseil prévue pour le 12 août 2025 soit
reportée au 5 août 2025 afin d'accommoder l'adoption d'un accord de débenture avant la
date de clôture du 15 août 2025.
________________________________
BE IT RESOLVED THAT the Regular Council Meeting scheduled for August 12, 2025 be
rescheduled to August 5, 2025 to accommodate the adoption of a debenture agreement in
advance of the closing date of August 15, 2025.
Carried
9.4.11.
Motion...
RÉDUCTION DES HEURES D'OUVERTURE DU BUREAU
MUNICIPAL EN RAISON DES CONTRAINTES DE PERSONNEL ET
DE LA CESSATION IMMINENTE DES OPÉRATIONS / REDUCTION
OF MUNICIPAL OFFICE HOURS DUE TO STAFFING CONSTRAINTS
AND PENDING CESSATION OF OPERATIONS
2025-197
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Claude Brunet
ATTENDU QUE le Canton de Fauquier-Strickland cessera temporairement ses opérations à
compter du 1er août 2025;
ATTENDU QUE le personnel municipal a été réduit à un seul employé administratif salarié
qui travaille déjà des heures supplémentaires considérables non rémunérées pour gérer la
charge de travail qui nécessiterait normalement trois employés;
ATTENDU QUE ce membre du personnel restant doit accomplir des tâches préparatoires
critiques incluant les dossiers financiers finaux, la coordination de la cessation des services,
Page 27 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
le traitement des factures en souffrance, les procédures de mise à pied des employés, les
notifications publiques et aux parties prenantes, et la préparation de la documentation de
transition dans les trois prochaines semaines;
ATTENDU QUE les interruptions fréquentes nuisent considérablement à l'accomplissement
de ces tâches essentielles et urgentes;
IL EST PAR CONSÉQUENT RÉSOLU que les heures d'ouverture du bureau municipal pour
l'accès public sans rendez-vous soient réduites aux matins du lundi et aux matins du
vendredi à compter du 14 juillet 2025;
ET DE PLUS qu'à tous les autres moments, le bureau fonctionnera sur rendez-vous
seulement, les rendez-vous étant disponibles en appelant le (705) 339-2521 ou en envoyant
un courriel à [email protected] ou par courrier postal, une boîte de dépôt sera
également mise à disposition au bureau municipal;
ET DE PLUS que les heures d'ouverture révisées et le système de rendez-vous soient
affichés de manière proéminente au bureau municipal, sur le site web municipal, et
communiqués aux résidents dans le cadre de l'avis public pour informer les résidents de la
cessation temporairement imminente des services;
ET DE PLUS que les résidents soient avisés que seules les questions urgentes nécessitant
une attention immédiate doivent être portées à l'attention du personnel administratif en ce
moment;
ET DE PLUS que cet horaire demeure en vigueur jusqu'à la cessation des opérations le 1er
août 2025;
_____________________________________________
WHEREAS the Township of Fauquier-Strickland will be temporarily ceasing operations
effective August 1, 2025;
AND WHEREAS municipal staffing has been reduced to one remaining salaried
administrative employee who is already working considerable unpaid overtime to manage
the workload that would normally require three employees;
AND WHEREAS this remaining staff member must complete critical preparatory tasks
including final financial records, coordination of service cessation, processing of outstanding
invoices, employee layoff procedures, public and stakeholder notifications and preparation of
transition documentation within the next three weeks;
AND WHEREAS frequent interruptions significantly impede the completion of these
essential time-sensitive tasks;
NOW THEREFORE BE IT RESOLVED that the municipal office hours for walk-in public
Page 28 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
access be reduced to Monday mornings and Friday mornings effective July 14, 2025 ;
AND FURTHER that at all other times the office will operate by appointment only, with
appointments available by calling (705) 339-2521 or emailing [email protected] or
by lettermail, a drop box will also be made available at the municipal office;
AND FURTHER that the revised office hours and appointment system be posted prominently
at the municipal office, on the municipal website, and communicated to residents as part of
the public notice to advise residents of pending temporary service cessation;
AND FURTHER that residents be advised that only urgent matters requiring immediate
attention be brought to administrative staff at this time;
AND FURTHER that this schedule will remain in effect until the cessation of operations on
August 1, 2025.
Carried
10.
RÈGLEMENTS MUNICIPAUX / BY-LAWS
10.1.
Motion...
Arrêté No. 2025-29/By-law No. 2025-29 / First and Second Reading - Shore
Road Allowance Sale and Closure
2025-198
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Priscilla Marcoux
Étant un règlement visant à fermer, arrêter et vendre des terrains dans le canton de
Fauquier-Strickland, dans le district de Cochrane et comprenant cette partie de l'allocation
de chemin riverain original non ouvert, décrite comme partie du lot 21, concession 8, PIN
65168-0146, canton géographique de Shackleton soit lu une première et une deuxième fois.
_____________________________________________________
Being a By-law to close and stop up and sell lands in the Township of Fauquier-Strickland, in
the District of Cochrane and being composed of that part of the Unopened Original Shore
Road Allowance, described as part of Lot 21, Concession 8, PIN 65168-0146, Geographic
Township of Shackelton be read a first and second time.
Carried
10.2.
Motion...
NOMINATION DE CHEF DES INCENDIES INTÉRIMAIRE - RÈGLEMENT
2025-30 / APPOINTMENT OF INTERIM FIRE CHIEF BY-LAW 2025-30
Page 29 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
2025-199
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Claude Brunet
ATTENDU QUE le chef des incendies et le chef des incendies adjoint actuels prennent leur
retraite;
ET ATTENDU QUE la municipalité fait face à une crise financière nécessitant une
intervention du ministère des Affaires municipales et du Logement ou l'établissement d'un
accord d'aide automatique avec une municipalité voisine;
QUE le conseil adopte le règlement 2025-30 nommant Pascal Albert comme chef des
incendies intérimaire pour le service des incendies de Fauquier-Strickland à compter du 8
juillet 2025;
ET QUE cette nomination soit temporaire en attendant l'intervention financière du ministère
des Affaires municipales et du Logement ou l'établissement d'un accord d'aide automatique
avec une municipalité voisine;
ET ATTENDU QUE les tentatives d'établissement d'un service combiné avec les
municipalités voisines ont été infructueuses.
____________________________________________________________________
WHEREAS the current Fire Chief and Deputy Fire Chief are retiring;
AND WHEREAS the municipality is facing a financial crisis requiring intervention from the
Ministry of Municipal Affairs and Housing or the establishment of an Automatic Aid
agreement with a neighbouring municipality;
THAT Council adopt By-law 2025-30 appointing Pascal Albert as Interim Fire Chief for the
Fauquier-Strickland Fire Department effective July 8, 2025;
AND THAT this appointment be temporary pending financial intervention from the Ministry of
Municipal Affairs and Housing or the establishment of an Automatic Aid agreement with a
neighbouring municipality;
AND WHEREAS attempts to establish combined service with neighbouring municipalities
have been unsuccessful.
*Conseillère Marcoux quitte la salle à 21h30 et revient à 21h33. / councillor Marcoux
leaves the room at 9:30pm and returns at 9:33pm.
Carried
Page 30 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
11.
AVIS DE MOTION / NOTICE OF MOTION
12.
PÉRIODE DE QUESTIONS DU PUBLIC / PUBLIC QUESTION PERIOD
13.
RÉUNION À HUIS CLOS / CLOSED SESSION (SI NÉCESSAIRE / IF NECESSARY)
13.1.
IL EST RESOLU QUE le conseil passe maintenant à une séance à huis clos à
____h., conformément à l'article 239 (2) (a)(b)(c) de la Loi sur les municipalitiés
de 2001, pour discuter le suivant:
2025-200
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Pierre Lamontagne
(a) la sécurité des biens de la municipalité ou de la commission locale;
(b) les questions personnelles concernant un individu identifiable, y compris les
employés de la municipalité ou de la commission locale;
(c) l'acquisition ou la disposition projetée ou en cours d'un bien-fonds par la municipalité
ou le conseil local
Cessation temporaire des services municipaux, questions relatives aux employés,
vente de biens excédentaires
______________________________
BE IT RESOLVED THAT Council now move into a closed session at 9:50 p.m. in
accordance with Section 239(2) (a)(b)(c) of the Municipal Act, 2001, to discuss the following:
(a) the security of the property of the municipality or local board - cessation of
municipal services;
(b) personal matters about an identifiable individual, including municipal or local board
employees - employee matters;
(c) a proposed or pending acquisition or disposition of land by the municipality or local
board - sale of surplus property
Temporary Cessation of Municipal Services, Employee Matters, Sale of Surplus
Property
Carried
14.
POINTS ISSUS DE LA SÉANCE À HUIS CLOS / ITEMS COMING OUT OF CLOSED
SESSION
14.1.
Motion...
MOTION POUR SORTIR DE LA SÉANCE À HUIS CLOS / MOTION TO
MOVE OUT OF CLOSED SESSION
Page 31 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
2025-201
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Pierre Lamontagne
QUE le Conseil sorte maintenant de la séance à huis clos à 22h23., et fasse rapport des
questions discutée.
La séance à huis clos s'est tenue conformément à l'article 239 (2) (a)(b)(c) de la Loi sur les
municipalitiés de 2001, pour discuter le suivant:
(a) la sécurité des biens de la municipalité ou de la commission locale;
(b) les questions personnelles concernant un individu identifiable, y compris les
employés de la municipalité ou de la commission locale;
(c) l'acquisition ou la disposition projetée ou en cours d'un bien-fonds par la municipalité
ou le conseil local
Cessation temporaire des services municipaux, questions relatives aux employés,
vente de biens excédentaires
______________________________
BE IT RESOLVED THAT Council now rise from the closed session at 10:23 p.m. and
report on the matters discussed.
The closed session was held in accordance with Section 239(2) (a)(b)(c) of the Municipal
Act, 2001, to discuss the following:
(a) the security of the property of the municipality or local board - cessation of
municipal services;
(b) personal matters about an identifiable individual, including municipal or local board
employees - employee matters;
(c) a proposed or pending acquisition or disposition of land by the municipality or local
board - sale of surplus property
Temporary Cessation of Municipal Services, Employee Matters, Sale of Surplus
Property
Carried
15.
LEVÉE DE LA SESSION / ADJOURNMENT
15.1.
Motion...
Règlement Conformatoire/ Confirmatory By-Law
Page 32 of 190
Regular Council meeting / Réunion ordinaire du Conseil
July 8, 2025
2025-202
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Pierre Lamontagne
QUE le règlement numéro 2025 - 28, étant un règlement pour confirmer les délibérations du
conseil de la Corpariton du canton de Fauquier-Strickland, soit lu une première, deuxième et
troisième fois et finalement adopté ce 8 juillet 2025.
____________________________________
THAT By-law NO. 2025-28, being a by-law to confirm the proceedings of the council of the
Corporation of the Township of Fauquier-Strickland be read a first, second and third time and
finally passed this 8th day of July, 2025.
Carried
15.2.
Motion...
Levée de la session / Ajournement
2025-203
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Priscilla Marcoux
QUE la réunion régulière du conseil municipal tenue le mardi, 8 julliet, soit ajournée à 22h25.
--------------------------------------------------------
THAT the Regular Meeting of Municipal Council held on Tuesday, July 8, be adjourned at
10:25.
Carried
Mayor
Clerk
Page 33 of 190
PROCÈS-VERBAL /
MINUTES
Réunion extraordinaire du
Conseil / Special Meeting of
Council
19 h - 20h09 jeudi 31 juillet 2025 / 7:00 PM - 8:09p.m.
Thursday, July 31, 2025
Centre Communautaire/Community Centre
The Réunion extraordinaire du Conseil / Special Meeting of Council of the Canton de Fauquier-
Strickland Township was called to order on Thursday, July 31, 2025, at 7:00 PM, in the Centre
Communautaire/Community Centre, with the following members present:
PRESENT:
Maire Madeleine Tremblay, Conseiller Claude Brunet, Conseiller Jules
Gendron, Conseiller Pierre Lamontagne, and Conseiller Priscilla Marcoux
ABSENT:
STAFF
PRESENT:
Directrice des services municipaux / Greffière Shannon Pawlikowski
PUBLIC
ATTENDANCE:
In person: 68
Via Video Conference: 111
1.
APPEL À L'ORDRE / CALL TO ORDER
2.
MOMENT DE RÉFLEXION / MOMENT OF REFLECTION
3.
ADOPTION DE L'ORDRE DU JOUR / ADOPTION OF THE ORDER OF BUSINESS
3.1.
Motion...
Adoption de l'ordre du jour / Adoption of the Order of Business
21-040
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
2025-133
QUE l'ordre du jour soit adopté tel que circulé.
-----------------------------------------------
THAT the Order of Business be adopted as circulated.
Page 34 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
Carried
4.
DÉCLARATION D'INTÉRÊT PÉCUNIÈRES / DECLARATION OF PECUNIARY INTEREST
La conseillère Priscilla Marcoux déclare un conflit d'intérêts aux sections 6.4 et 7.1 de
l'ordre du jour parce qu'un membre de sa famille immédiate est employé des travaux
publics. La motion 6.4 sera donc divisée en deux motions séparées, les éléments pour
lesquels la conseillère Marcoux a déclaré un intérêt pécuniaire seront votés séparément
avec l'ajout de la motion 6.5 à l'ordre du jour.
Councillor Priscilla Marcoux declares a conflict of interest at section 6.4 and 7.1 of the
order of business because an immediate family member is a public works employee.
Motion 6.4 will therefore be split into two separate motions, the items for which
Councillor Marcoux has declared a pecuniary interest will be separately voted with the
addition of motion 6.5 to the agenda.
5.
PRESENTATIONS
6.
AFFAIRES NOUVELLES / NEW BUSINESS
6.1.
Motion...
2025-134
ADOPTION DES PROCÈS-VERBAUX / ADOPTION OF MINUTES
DRAFT -Réunion extraordinaire du Conseil _ Special Meeting of Council - 14
Jul 2025 - Minutes (1)
21-041
Moved by Councillor Pierre Lamontagne
Seconded by Councillor Jules Gendron
2025-134
QUE les procès-verbaux de la réunion extraordinaire du conseil tenue le 14 juillet 2025
soient adoptés tels que présentés.
_________________________________________
THAT the minutes of the Special Council Meeting held on July 14, 2025 be adopted as
presented.
Carried
6.2.
Motion...
2025-135
MOTION D'ACCEPTION DE LA LETTRE DU MINISTÈRE DES AFFAIRES
MUNICIPALES ET DU LOGEMENT / MOTION TO ACCEPT LETTER FROM
MINISTRY OF MUNICIPAL AFFAIRS
Page 35 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
21-042
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Claude Brunet
2025-135
ATTENDU QUE le conseil a reçu une correspondance du ministère des Affaires municipales
et du Logement datée 25 juillet 2025;
ET ATTENDU QUE cette correspondance fournit des directives au conseil concernant les
opérations municipales;
IL EST PAR CONSÉQUENT RÉSOLU QUE le conseil accepte par les présentes la lettre
datée du 25 juillet 2025 du ministère des Affaires municipales et du Logement.
______________________________
WHEREAS Council has received correspondence from the Ministry of Municipal Affairs and
Housing dated July 25th, 2025;
AND WHEREAS this correspondence provides direction to council regarding municipal
operations;
NOW THEREFORE BE IT RESOLVED THAT Council hereby accepts the letter dated July
25th, 2025 from the Ministry of Municipal Affairs and Housing.
Carried
6.3.
Motion...
RAPPORT ADMINISTRATIF / ADMINISTRATIVE REPORT
21-043
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Pierre Lamontagne
2025-136
QUE le rapport administratif DMS-2025-040 reçu de la directrice des services municipaux
soit reconnu.
______________________________________
THAT the administrative report DMS-2025-040 be received from the Director of Muncipal
Services be acknowledged.
Page 36 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
Carried
6.4.
Motion...
RÉSOLUTION CONCERNANT LA CONTINUATION DES SERVICES
MUNICIPAUX ET LE MAINTIEN EN POSTE DES EMPLOYÉS /
RESOLUTION REGARDING CONTINUATION OF MUNICIPAL SERVICES
AND EMPLOYEE RETENTION
21-044
Moved by Councillor Claude Brunet
Seconded by Councillor Jules Gendron
Motion...
RÉSOLUTION CONCERNANT LA CONTINUATION DES SERVICES MUNICIPAUX ET LE
MAINTIEN EN POSTE DES EMPLOYÉS / RESOLUTION REGARDING CONTINUATION
OF MUNICIPAL SERVICES AND EMPLOYEE RETENTION
2025-137
ATTENDU QUE la résolution 2025-124 a été adoptée lors de la réunion spéciale du conseil
du 20 juin 2025;
ET ATTENDU QUE le conseil a reçu des directives du ministère des Affaires municipales et
du Logement datées du 25 juillet 2025;
ET ATTENDU QUE le conseil souhaite répondre à cette directive ministérielle;
IL EST PAR CONSÉQUENT RÉSOLU QUE sur la base des directives reçues du ministère
des Affaires municipales et du Logement, le conseil résout par les présentes que:
a) Les services Municipaux continueront au-delà du 1er aoút 2025; et
ET QUE la greffière transmette une copie de cette résolution au ministère des Affaires
municipales et du Logement.
____________________________________________________
WHEREAS Resolution 2025-124 was passed during the June 30th, 2025 Special Council
Meeting;
AND WHEREAS Council has received direction from the Ministry of Municipal Affairs and
Housing dated July 25th, 2025;
AND WHEREAS Council wishes to respond to this ministerial direction;
Page 37 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
NOW THEREFORE BE IT RESOLVED THAT based on direction received from the Ministry
of Municipal Affairs and Housing, Council hereby resolves that:
a) Municipal services will continue beyond August 1st, 2025; and
AND THAT the Clerk forward a copy of this resolution to the Ministry of Municipal Affairs and
Housing.
Carried
6.5.
Motion...
RÉSOLUTION CONCERNANT LA CONTINUATION DES SERVICES
MUNICIPAUX ET LE MAINTIEN EN POSTE DES EMPLOYÉS /
RESOLUTION REGARDING CONTINUATION OF MUNICIPAL SERVICES
AND EMPLOYEE RETENTION
21-045
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
Motion...
RÉSOLUTION CONCERNANT LA CONTINUATION DES SERVICES MUNICIPAUX ET LE
MAINTIEN EN POSTE DES EMPLOYÉS / RESOLUTION REGARDING CONTINUATION
OF MUNICIPAL SERVICES AND EMPLOYEE RETENTION
2025-138
ATTENDU QUE la résolution 2025-124 a été adoptée lors de la réunion spéciale du conseil
du 20 juin 2025;
ET ATTENDU QUE le conseil a reçu des directives du ministère des Affaires municipales et
du Logement datées du 25 juillet 2025;
ET ATTENDU QUE le conseil souhaite répondre à cette directive ministérielle;
IL EST PAR CONSÉQUENT RÉSOLU QUE sur la base des directives reçues du ministère
des Affaires municipales et du Logement, le conseil résout par les présentes que:
b) Les mises à pied des employés municipaux restants prévues pour le 1er aoút n'auront
pas lieu;
ET QUE la greffière transmette une copie de cette résolution au ministère des Affaires
municipales et du Logement.
____________________________________________________
WHEREAS Resolution 2025-124 was passed during the June 30th, 2025 Special Council
Meeting;
AND WHEREAS Council has received direction from the Ministry of Municipal Affairs and
Page 38 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
Housing dated July 25th, 2025;
AND WHEREAS Council wishes to respond to this ministerial direction;
NOW THEREFORE BE IT RESOLVED THAT based on direction received from the Ministry
of Municipal Affairs and Housing, Council hereby resolves that:
b) the layoffs of remaining employees scheduled for August 1st, 2025 will not proceed;
AND THAT the Clerk forward a copy of this resolution to the Ministry of Municipal Affairs and
Housing.
*Counsillor Priscilla Marcoux left the meeting at 7:17 p.m. / La conseillère Priscilla
Marcoux a quitté la réunion à 19 h 17.
Carried
7.
ARRÊTÉS / BY-LAWS
7.1.
Motion...
ACCORD DE PAIEMENT DE TRANSFERT ET RÈGLEMENT MUNICIPAL /
TRANSFER PAYMENT AGREEMENT AND BY-LAW
21-046
Moved by Councillor Claude Brunet
Seconded by Councillor Pierre Lamontagne
2025-139
QUE le conseil de la Corporation du Canton de Fauquier-Strickland approuve l'Accord de
paiement de transfert de l'Ontario entre Sa Majesté le Roi du chef de l'Ontario, représenté
par le ministre des Affaires municipales et du Logement, et la Corporation du Canton de
Fauquier-Strickland, pour une assistance financière d'urgence d'un montant maximal de 300
000 $ pour la période du 1er août 2025 au 31 octobre 2025;
ET QUE le règlement municipal no 2025-32, étant un règlement municipal autorisant
l'exécution dudit Accord de paiement de transfert, soit lu une première, deuxième et
troisième fois et adopté;
ET QUE le maire et le directeur des services municipaux/greffier soient autorisés à exécuter
l'Accord au nom du Canton et que le sceau corporatif y soit apposé;
ET QUE le Canton s'engage à respecter tous les termes, conditions, exigences et
obligations énoncés dans l'Accord, y compris tous les délais et exigences de rapport
Page 39 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
spécifiés dans les annexes de l'Accord.
_____________________________________________________
THAT the Council of the Corporation of the Township of Fauquier-Strickland approve the
Ontario Transfer Payment Agreement between His Majesty the King in right of Ontario as
represented by the Minister of Municipal Affairs and Housing and the Corporation of the
Township of Fauquier-Strickland, for emergency financial assistance in the maximum
amount of $300,000 for the period from August 1, 2025 to October 31, 2025;
AND THAT By-law No. 2025-32, being a by-law to authorize the execution of the said
Transfer Payment Agreement, be read a first, second and third time and passed;
AND THAT the Mayor and Director of Municipal Services/Clerk be authorized to execute the
Agreement on behalf of the Township and that the corporate seal be affixed thereto;
AND THAT the Township commits to comply with all terms, conditions, requirements and
obligations set out in the Agreement, including all deadlines and reporting requirements
specified in the schedules to the Agreement.
Carried
8.
PÉRIODE DE QUESTIONS DU PUBLIC / PUBLIC QUESTION PERIOD
*Councillor Priscilla Marcoux returned to the meeting at 7:23 p.m. / La conseillère
Priscilla Marcoux est revenue à la réunion à 19 h 23.
9.
RÉUNION À HUIS CLOS / CLOSED SESSION (SI NÉCESSAIRE / IF NECESSARY)
10.
ARTICLES SORTANT DE LA SÉANCE À HUIS CLOS / ITEMS COMING OUT OF
CLOSED SESSION
11.
LEVÉE DE LA SESSION / ADJOURNMENT
11.1.
Motion...
RÈGLEMENT CONFORMATOIRE / CONFIRMATORY BY-LAW
21-047
Moved by Councillor Priscilla Marcoux
Seconded by Councillor Pierre Lamontagne
2025-140
QUE le règlement numéro 2025-33, étant un règlement pour confirmer les délibérations du
conseil de la Corporation du canton de Fauquier-Strickland, soit lu une première, deuxième
et troisième fois et finalement adopté ce 31 jour de juillet 2025
Page 40 of 190
Réunion extraordinaire du Conseil / Special Meeting of Council
July 31, 2025
________________________
THAT By-law No. 2025-33, being a by-law to confirm the proceedings of the council of the
Corporation of the Township of Fauquier-Strickland be read a first, second, and thired time
and finally passed this 31 day of July, 2025.
Carried
11.2.
Motion...
Levée de la session / Adjournment
21-048
Mayor
Clerk
Page 41 of 190
July 22nd, 2025
Ministry of Municipal Affairs and Housing
777 Bay Street, 17th Floor
Toronto, ON
M7A 2J3
Attention: The Honourable Robert Flack, Minister
Dear Minister Flack,
Re: Fauquier - Strickland financial crisis and the realities we are all facing
In 2021, our municipality faced a 20% loss in taxation revenue when a pipeline compressor
station was removed from our territory. We sought but did not receive any financial
assistance to deal with that $400,000 + deficit. We cut costs, reduced and eliminated
many municipal services and significantly increased user fees and taxes. We managed
our financial crisis but, to date, have been unable to return to our pre-2021 levels of
service.
Like so many other small northern Ontario municipalities, we face financial pressures in
all shapes and forms, including aging infrastructure, limited revenue options, increased
provincially downloaded responsibilities and rising costs. These challenges are the reason
we urge your Ministry to intervene in the affairs of the Township of Fauquier - Strickland.
Theirs is not an isolated ¨story¨. Any significant project cost overrun, or any unexpected
infrastructure failures, puts us all at risk of accumulating a deficit and/or of depleting our
reserves.
The situation in Fauquier - Strickland is both sad and scary. It has the potential to have a
long-lasting effect on surrounding communities, hindering our ability to attract new
residents and to further economic development in our area.
I am convinced that both the Ontario government and your Ministry realize the need for
immediate financial oversight in Fauquier - Strickland. By doing so, you will not only be
helping their community but ours and many others as well.
Marc Dupuis
Mayor
Page 42 of 190
July 21, 2025
The Honourable Doug Ford
Premier of Ontario
Legislative Building
Queen's Park
Toronto, ON M7A 1A1
Dear Premier Ford:
It has now been four months since the Municipality of Tweed submitted two detailed
proposals for your consideration, both aimed at addressing pressing challenges facing
small rural and northern communities. Despite our sincere efforts and outreach, we have
yet to receive an acknowledgment or response from your office, your ministers, our local
MPP, or the leaders of the opposition parties. This silence is deeply disheartening.
Please know that the Municipality of Tweed is grateful for your commitment to investing
billions to protect Ontarians as promised in this year's provincial election. We look forward
to the opportunity to capitalize on those investments.
The first proposal, sent directly to your office on March 25, 2025, addressed
the Repatriation of OPP Costs for Small Rural and Northern Communities During this
Period of Uncertainty. Our proposal suggested a temporary repatriation of OPP policing
costs as a meaningful way to demonstrate that this government understands and
supports the needs of small municipalities.
The proposal included two important conditions: first, that OPP costs be repatriated to the
province during this time of economic instability and global uncertainty triggered by U.S.
policies; second, that the municipalities benefiting from this relief reinvest those savings
directly into community infrastructure projects. In Tweed's case, the annual savings of
$1.2 million would allow us to undertake long-overdue infrastructure upgrades that we
simply cannot afford under the current burden of provincial policing costs.
The second proposal, submitted March 27, 2025, focused on Supporting Small Rural and
Northern Ontario Housing Developers and aligns with your government's own priority to
reduce barriers to housing development. This proposal was presented to Minister Surma,
AMO President Robin Jones, and MPP Ric Bresee at the 2025 ROMA Conference.
During our January 19, 2025 ROMA delegation, Minister Surma expressed interest and
committed to raising it with then-Minister of Municipal Affairs and Housing, Paul Calandra.
We revisited the proposal with MPP Bresee during a March 13th meeting and have since
Page 43 of 190
shared it with ROMA President Christa Lowry, Federal Minister of Housing and
Infrastructure Minister Robertson, and Prime Minister Carney.
We have copied the leaders of Ontario's three main political parties on this letter, as we
did when the proposals were originally submitted. We respectfully ask all parties--
regardless of political affiliation to consider their merit and potential, and to speak to them
in the Legislature. We are eager to work with any partner committed to helping rural and
northern Ontario succeed.
Both proposals offered practical, shovel-ready ideas grounded in lived rural experience.
And while we remain grateful for ongoing provincial support through the Ontario Municipal
Partnership Fund (OMPF: $2,058,700) and the Ontario Critical Infrastructure Fund (OCIF:
$340,000), it must be acknowledged that these funds are no longer sufficient to meet the
growing financial and infrastructure burdens faced by communities like ours. To manage
persistent shortfalls, Tweed Council has had to implement tax increases of 7.3% in 2023,
17.8% in 2024, and 15% in 2025. The burden this places on our residents is both
significant and unsustainable.
Given that four months have passed without acknowledgment, I am resubmitting both
proposals for renewed consideration. It is deeply concerning that when a small rural
municipality--operating with limited resources and under significant financial strain--
takes the initiative to present tangible and constructive solutions, those efforts are met
with silence. We expect such outreach to be met with dialogue. The absence of even
basic acknowledgment sends a troubling message: that rural and northern municipalities
are to be seen but not heard. Furthermore, I have reached out to AMO and ROMA and
unfortunately my faith in both organizations as effective advocates in this regard is waning.
As I have made clear to all parties, I remain more than willing to serve as an engaged
and constructive member of any committee or working group convened to address the
challenges before us. The situation is serious. Many of us are teetering on the brink. The
time to act was yesterday.
I respectfully request your attention to this matter and look forward to your response.
Yours truly,
Don DeGenova
Mayor
Municipality of Tweed
255 Metcalf St.
Tweed ON K0K 3J0
[email protected]
613-848-7113
cc. Minister Surma, Minister of Infrastructure
Page 44 of 190
Minister Flack, Minister of Municipal Affairs and Housing
Minister Bethlenfalvy, Minister of Finance
Minister Thompson, Minister of Rural Affairs
MPP Ric Bresee
MPP M. Stiles, Leader of the NDP and Leader of the Opposition
Ms. B. Crombie, Leader of the Liberal Party
MPP M. Schreiner, Leader of the Green Party
Robin Jones, President, AMO
Christa Lowry, President, ROMA
Warden Bonnie Clark, Chair, Eastern Ontario Wardens Caucus
Bob Mullin, Warden Hastings County
A copy of this letter has also been sent to all rural and northern Ontario Mayors.
Page 45 of 190
Proposal to Repatriate OPP Costs for Small Rural and Northern Communities During this
Period of Uncertainty
July 21, 2025 (Originally submitted March 25, 2025)
As Mayor of the Municipality of Tweed, I am representative of many small rural and northern
Ontario communities that face growing financial pressures. Even in the best of times, we operate
with limited resources, and now, the threat of President Trump's tariffs only intensifies our financial
stress. Municipalities with populations of 10,000 or less are particularly vulnerable. We grapple
with the same issues as larger cities--housing shortages, food insecurity, homelessness,
healthcare concerns, inflation, and an overwhelming infrastructure funding deficit--but with far
fewer financial resources and staffing capabilities. Unlike urban centres, which have access to
additional funding streams and economies of scale, small rural and northern communities struggle
to provide essential services with minimal support. Moreover, we are disproportionately affected
by extreme weather events, further straining our already fragile infrastructure and emergency
response capabilities. Without immediate and targeted assistance, many of our communities risk
falling into economic and social decline.
With that in mind, we propose a temporary solution that would demonstrate your government's
support for small rural and northern Ontario. Premier Ford, has stated that securing a strong
majority was essential to investing billions in response to the Trump tariffs. Repatriating OPP
policing costs for small rural and northern communities during this period of economic uncertainty
would be a swift and impactful show of support. This initiative would immediately benefit 330
municipalities at a cost of less than $600 million. In the context of multi-billion-dollar expenditures,
a $600 million investment is a meaningful way to show small municipalities that they matter.
This initiative could be structured with two key conditions: it would remain in place while Ontario
remains vulnerable to economic pressures, and the funds saved by municipalities would be
reinvested into critical infrastructure projects. For example, such a measure for the Municipality
of Tweed would free up approximately $1.2 million, allowing us to address urgent infrastructure
needs and support our local economy.
We need all levels of government to recognize that small rural and northern municipalities are
extremely vulnerable and now more than ever we need governments so show that they stand with
small municipalities. We look forward to discussing our proposal with you.
Don DeGenova
Mayor
Municipality of Tweed
255 Metcalf St.
Tweed ON K0K 3J0
[email protected]
613-848-7113
Page 46 of 190
Proposal to Support Small Rural and Northern Housing Developers
July 21, 2025 (Originally submitted March 27, 2025)
The Municipality of Tweed supports all efforts to remove barriers to housing development.
To demonstrate our commitment, we have proactively revised our zoning bylaws to
encourage housing densification and affordability. We now permit tiny homes (400-600
sq. ft.), smaller homes (900-1200 sq. ft.), mobile homes on rural lots, reduced lot sizes
and setbacks, and fewer parking space requirements. Additionally, we do not impose
development fees. These measures aim to diversify our housing stock, enhance
affordability, and minimize environmental impact.
Our commitment to housing expansion is already delivering results. We are collaborating
with builders to develop a 80-unit retirement community and a retirement home,
complementing our existing 120-bed extended care facility. In 2024, the Municipality of
Tweed led Hastings County in housing starts, issuing 122 building permits, including 38
new homes and a 25-unit geared-to-income apartment complex. Last year, we hosted a
Developers Forum, where local developers presented subdivision plans that could bring
over 600 new homes to our community within the next five years.
We made a $4 million+ investment in our lagoon that will allow us to accommodate
another 1500 homes. Our current well enhancements allow us to service an additional
750 homes. We are investigating future new water sources to allow us to reach our target
of 1500 homes.
However, infrastructure costs for new subdivisions remain a significant barrier. Unlike
large urban developers, small rural developers lack the financial backing of major
investors and must independently finance subdivision infrastructure, making projects
cost-prohibitive. There is a growing perception that federal and provincial housing
investments are disproportionately focused on large urban centers, despite billions of
dollars being allocated to housing initiatives.
Our proposal seeks financial assistance through interest-free loans for small rural and
northern developers to cover infrastructure costs. These loans would be repaid as homes
are sold, ensuring the government recoups its investment with the only cost being interest.
Unlike current urban housing initiatives--where both principal and interest fall entirely on
the province and federal government--this model ensures fiscal responsibility.
Additionally, rather than the standard 25-30-year amortization period, our proposal
anticipates repayment within five years, making it a practical and innovative solution to
the housing crisis in small rural and northern communities.
Page 47 of 190
The demand for housing in regions similar to ours remains strong. Seniors want to age in
place, staying close to friends, family, and their established healthcare providers. When
seniors relocate to urban centers, they leave behind a gap in healthcare continuity at a
critical stage in their lives. Conversely, when seniors transition to retirement communities
within rural areas, they free up existing housing stock for younger families. Additionally,
the influx of urban retirees to rural communities has further driven demand which in turn
increases the housing stock in those urban areas. Housing in small communities like
Tweed can be built at a fraction of the cost compared to large urban centers, offering a
cost-effective solution to Ontario's housing crisis. The Municipality of Tweed's absence of
development fees provides yet another financial incentive for homebuyers and
developers alike.
Premier Ford, we have answered your call for municipalities to facilitate housing growth.
We urge you to give serious consideration to this proposal, recognizing Tweed as a model
for how rural communities can be part of the solution to Ontario's housing crisis. We need
all levels of government to recognize that small rural and northern municipalities are key
to helping this country and province resolve our housing crisis. We look forward to
discussing our proposal with you.
Don DeGenova
Mayor, Municipality of Tweed
255 Metcalf St.,
Tweed ON K0K 3J0
[email protected]
613-848-7113
Page 48 of 190
The Town of Goderich
57 West Street
Goderich, Ontario
N7A 2K5
519-524-8344
[email protected]
www.goderich.ca
Friday, August 1, 2025
The Honourable Doug Ford, Premier of Ontario
Premier's Office
Room 281
Main Legislative Building, Queen's Park
Toronto, ON M7A 1A5
The Honourable Rob Flack, Minister of Municipal Affairs and Housing
Ministry of Municipal Affairs and Housing
17th Floor
777 Bay St.
Toronto, ON M7A 2J3
SENT VIA EMAIL: [email protected][email protected]
RE: Town of Goderich's Opposition to Bill 17, Protect Ontario by Building Faster Act, 2025
Dear Premier Ford and Minister Flack:
The Council of the Town of Goderich passed the following resolution at their July 28, 2025,
Council meeting regarding the Opposition to Bill 17, Protect Ontario by Building Faster Act,
2025:
Moved By: Councilor Petrie
Seconded By: Councilor Thompson
Whereas on May 12, 2025, the Government of Ontario (hereafter, the "Province"),
enacted Bill 17, also known as the Protect Ontario by Building Faster and Smarter Act,
2025 (hereafter, the "Act"), which will defer Development Charges (hereafter, "DCs") and
their associated revenues, and increase collection efforts and costs;
And Whereas the DCs collected from developers are necessary to help municipalities
fund the capital costs of infrastructure and services required to support new housing;
Now Therefore be it resolved that The Council of the Corporation of the Town of
Goderich:
- Requests that the Province of Ontario provide municipalities with clarity on
how they should fund the capital costs of infrastructure and services required
to support new growth, given the impacts to overall DC revenue;
- Wishes it to be known that the constant change to the Province's planning
and development framework is creating uncertainty and is ultimately
reducing the construction of housing; and,
Page 49 of 190
The Town of Goderich
57 West Street
Goderich, Ontario
N7A 2K5
519-524-8344
[email protected]
www.goderich.ca
- Directs the Clerk to forward a copy of this resolution to the Honourable Doug
Ford, Premier of Ontario, Honourable Rob Flack, Minister of Municipal Affairs
and Housing, Huron-Bruce MPP, Huron-Bruce MP, AMCTO, AMO and all
Ontario Municipalities.
CARRIED
Yours truly,
Amanda Banting
Deputy Clerk
/js
Cc: The Honourable Lisa Thompson, Minister of Rural Affairs, Member of Provincial Parliament -
Huron-Bruce, [email protected]
Ben Lobb, Member of Parliament - Huron-Bruce, [email protected]
Angela Toole, Acting Manager of Municipal Governance/Clerk, Town of Kingsville,
[email protected]
Association of Municipal Managers, Clerks, and Treasurers of Ontario, [email protected]
Association of Municipalities Ontario, [email protected]
All Municipalities in Ontario
Page 50 of 190
SAVE THE DATE
MSO-North (Sudbury)
Ministry of Municipal Affairs and Housing
2025 Northeastern Municipal Council Workshop
Date:
October 21, 2025 (9:45 am to 4:15 pm) and October 22, 2025 (9:00 am to 4:00
pm)
Location:
Lionel E. Lalonde Centre, Greater Sudbury (Azilda) - In Person Only
Agenda:
The Municipal Services Office-North in Sudbury is pleased to invite you to a two-day training
workshop where members of council and staff from across northeastern Ontario will come
together to hear from experts and each other on relevant and timely topics. Sessions will cover
a range of essential learning on municipal governance, finance, land use planning and
affordable housing issues. Please mark your calendars with the date of this event as you don't
want to miss out.
Who Should Attend:
This two-day session will be of interest to both experienced municipal council and staff and
those who are newer to municipal governance and operations.
Why attend:
We are arranging an impressive list of guest speakers with significant municipal knowledge
and leading practices to share. Participants will engage with and hear about experiences and
approaches to common challenges. Attendees will leave the workshop with a greater
understanding of how to tackle current municipal issues and govern effectively and
democratically.
Registration:
Registration form will be distributed in coming weeks that will include the registration fee for
this event.
Page 51 of 190
Inquiries:
Municipal Services Office - North (Sudbury)
Enrique Paraco, Municipal Advisor Sarah Cormier, Senior Municipal Advisor
Email: [email protected] Email: [email protected]
Phone: 705-280-0641 Phone: 249-885-2953
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Page 58 of 190
Agenda Item Report
DMS-2025-043
1 | P a g e
Meeting Type:
Regular Council Meeting
Meeting Date:
AUGUST 5, 2025
Prepared by:
Shannon Pawlikowski, Director of Municipal Services
Subject:
LANDFILL COMPLIANCE AND EXPANSION UPDATE
UPDATES RECEIVED FROM NORTH ROCK ENGINEERING
Summary of Work Completed
-
Installation of three new monitoring wells (one source & 2 downgradient)
-
Survey of new & old wells and updated topography at the site to update
waste volume calculations
-
Completed hydraulic conductivity tests on all wells
-
Spring groundwater & surface water sampling completed
-
Township actively dumping into waste trench No. 20 and will be opening new
trench to the west in summer of 2025.
Preliminary Results
-
Updated waste volume at the site is presently 33,733 m3 (only 17 m3 from the total
waste approved waste capacity).
-
GW flow direction from the spring event supports past monitoring and is towards the
south.
-
Hydraulic gradient at the site remains quite flat at only 0.0003m/m
Plan moving forward
-
Active waste trench has approximately 1,100 m3 of waste capacity before it is full.
-
Township will open future waste trench approximately 3m deep to provide approximately
1,250 m3 of additional waste volume at the site after the active waste trench is full.
-
Fall monitoring and sampling event will be completed in September/October 2025.
-
North Rock will be working on the annual groundwater report to be submitted to MECP
for annual compliance and ongoing review of proposed site expansion.
Page 59 of 190
Agenda Item Report
PW-2025-010
Meeting Type:
Regular Council Meeting
Meeting Date:
August 5, 2025
Prepared by:
Matthew Ratte, Public Works Lead Hand
Subject:
Public Works Operation Report
** Only two public works employees during this period, items in RED indicate days where
only one public works employee working.
Cemetery
Week of July 7
-
Grass cutting Fauquier cemetery
Week of July 15
-
Grass cutting Fauquier cemetery
Week of July 21
-
Grass cutting Fauquier cemetery
-
Collected Columbarium door from Strickland for engraving
-
Urn burial
-
Columbarium opening
Facilities
Week of July 7
-
Repairs to front door lock at municipal office
-
Site inspection of water damage to entrance area of municipal office, accompanied AGI
to inspect.
-
Door repair at townhall
-
Facilities setup for funeral with director.
Week of July 21
-
Dismantled tents at Sportsplex/Library
-
Grass cutting at playground
Week of July 28
-
Grass cut at municipal offices.
Garages/Equipment
Week of July 7
-
Cleaning of vehicles
-
Cleaning of municipal garage
-
Regular vehicle maintenance - greasing & fluid top up
Week of July 15
-
Grader maintenance, service lawn tractor, cleaning of washroom and office (no janitor)
Page 60 of 190
Agenda Item Report
PW-2025-010
-
Inspection and maintenance on float trailer prior to travel.
-
Old plow taken to Hearst and dropped off with dealer for inspection for trade in for new
plow.
Week of July 21
-
Changed grader blades
-
Cleaning of garage
Week of July 28
-
Garage maintenance
Grading
Week of July 7
-
Thomas, Felix, Blais, Ti-Homme
Week of July 21
-
Grezla
Week of July 28
-
Etienne,Watersnake Rd
Patching/Potholes
Week of July 7
-
Hard top patching on backroads
Week of July 21
-
Repaired ditch and exposed culvert on Habel ST with backhoe.
Patrolling
Week of July 7
-
Checked back roads
Week of July 15
-
Checked back roads
Week of July 21
-
Checked back roads
Week of July 28
-
Checked back roads
Signs
Week of July 21
-
Collected emergency number sign for installation
Training/Administration
Week of July 21
Page 61 of 190
Agenda Item Report
PW-2025-010
-
E360 to review available large waste bins with director to meet MECP requirements
during layoff for waste collection
Waste/Landfill
Week of July 7
-
Landfill open Wednesday & Thursday
Week of July 15
-
Landfill open Wednesday & Thursday, public garbage's around community emptied.
-
Attended landfill.
Week of July 21
-
Landfill open Wednesday & Thursday, public garbage's around community emptied.
Week of July 28
-
Landfill open Thursday, public garbage's around community emptied.
Page 62 of 190
Agenda Item Report
DMS-2025-044
1 | P a g e
Meeting Type:
Regular Council Meeting
Meeting Date:
AUGUST 5, 2025
Prepared by:
Shannon Pawlikowski, Director of Municipal Services
Subject:
July Financials
INCOME
-
Total income received for July $259,616.47
o
Includes $122,175 OMPF Q3
o
CCBF $15,293
OUTGOING - EXPENSES & LIABILITIES PAID JULY
-
- $116,768.04 composed of;
o
$17,789.03 payroll & benefits * no honorariums to council members paid since
May $3445 monthly, benefits for fulltime employees continue due to CBA and
contract stipulations*
o
$17,313.62 loan payments - FIXED MONTHLY principal and interest for 3
infrastructure Ontario loans * Med/Municipal Offices interest (varies based on
current prime) only at present
o
$10,981.00 Municipal Liability - FIXED MONTHLY Facilities and Equipment
Insurance renewal in September, rate will change.
o
$70,058.28 bill payments
o
Remainder overdraft fees
BANK
Opening balance beginning of July -$136,763.47
Closing balance end of July $8,368.98
ACCOUNTS PAYABLE
Approximately $840,918 at July 31, 2025, reconciliation not yet completed.
PENDING RECEIVABLES
$345,845 Powerdam payment expected week of August 4, 2025
$122, 175 OMPF October payment
No other receivables under property taxes set for final property tax billing for 2025
* Average monthly expenditures for basic operating EXCLUDING quarterly, annual, repairs,
maintenance, capital, contracts averages $126,000.
Page 63 of 190
Agenda Item Report
DMS-2025-041
1 | P a g e
Meeting Type:
Regular Council Meeting
Meeting Date:
August 5, 2025
Prepared by:
Shannon Pawlikowski, Director of Municipal Services
Subject:
ADMINISTRATIVE REPORT JULY
MEETINGS
-
Forza Engineering - July 4th & 28th Tremblay bridge tender package progress, traffic
studies completed, engineering planning and traffic plans under preparation, will require
permits with MTO & ONR for the work.
-
KPMG - July 14th Auditor meeting regarding financial situation and MMAH
requirements
-
MMAH - July 16th met with representatives to provide requested documentation and
further background information to previous documentation and communications
provided since January 2025 regarding financial situation
-
July 28th met with representatives to discuss Ministers letter dated July 25th
to discuss presented terms and requirements
-
July 29th met with representatives to review and discuss the Transfer
Payment agreement provided July 29th and ministry expectations.
-
Meeting with MECP to review solutions and approval requirements for waste services
pending municipal service shutdown
-
Meeting with contractors to review available options for waste collection during municipal
service shutdown.
-
Meeting with municipal lawyer to discuss ESA requirements regarding layoffs
-
Meeting with municipal lawyer to close sale of Felix Road
-
Meeting with Ontario Fire Marshals office regarding volunteer service, OFM officials will
be attending the municipality in coming weeks to perform an audit of our service to
determine needs.
-
PSD Citywide - To discuss Asset Management compliance requirements due July 1
2025, they will be submitting a request for compliance extension on our behalf.
-
Bereavement Authority of Ontario - will be sending and inspector to the municipality to
provide review and support in coming weeks.
-
Meeting with insurers to provide regarding insurance renewal.
-
Ministry of Northern Development to review annual financial reporting requirements.
-
Bank - meeting to discuss unexpected reduction in line of credit and to determine
continuation of remaining $250,000 line of credit
-
JL Richards - meetings (x2) to discuss various opening zoning applications
REPORTING
-
Cash flow budget for August - September provided to Bank and MMAH per request
-
Preauthorized debits set up for fixed amounts biweekly/monthly for all utility accounts to
ensure continued service.
Page 64 of 190
Agenda Item Report
DMS-2025-041
2 | P a g e
-
Collection/preparation of all documentation requested by MMAH
Page 65 of 190
1
CORPORATION OF THE TOWNSHIP OF FAUQUIER-STRICKLAND
SUBJECT:
Discretionary Spending Freeze Policy
POLICY TYPE:
Financial
POLICY NUMBER:
FR-PENDING
DATE ADOPTED:
2025-PENDING
REVIEW DATE:
__________________
PREAMBLE
The purpose of this Discretionary Spending Freeze Policy is to ensure the Township of Fauquier-
Strickland prioritizes essential expenditures necessary to maintain the delivery of core municipal
services, stabilize its financial position, and comply with the conditions set forth by the Ministry of
Municipal Affairs and Housing in the letter dated July 25, 2025, from the Honourable Robert J. Flack,
Minister of Municipal Affairs and Housing.
SCOPE
This policy applies to all departments, employees, and elected officials of the Township of Fauquier-
Strickland, including all financial decisions related to operating and capital expenditures from August
31, 2025, until such time as the policy is rescinded or amended by resolution of the Township
Council.
DEFINITIONS
Core Municipal Services: Services deemed essential to the health, safety, and well-being of
residents, including but not limited to water and wastewater services, waste management, road
maintenance, emergency services, and administrative functions required to meet statutory
obligations under the Municipal Act, 2001.
Discretionary Expenditures: Expenditures that are not critical to the delivery of core municipal
services or required to meet legal, contractual, or statutory obligations. Examples include non-
essential travel, promotional activities, non-urgent equipment purchases, and discretionary staff
training or events.
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2
Essential Expenditures: Expenditures necessary to maintain core municipal services, meet
contractual obligations, comply with statutory requirements, or address emergencies that impact
public health, safety, or infrastructure integrity. This includes routine and preventive maintenance,
repairs, and replacement of critical equipment and infrastructure necessary for the continued
operation of core municipal services.
Emergency Expenditures: Expenditures necessary to address immediate threats to public health,
safety, or infrastructure integrity as defined in the Township's Procurement Policy (By-law 2023-40).
POLICY STATEMENT
The Township of Fauquier-Strickland shall implement a discretionary spending freeze effective
August 31, 2025, to ensure financial resources are allocated solely to essential expenditures
required for the continued delivery of core municipal services. This policy is enacted to support the
township's efforts to restore financial stability and comply with the conditions of the one-time
interim assistance funding of up to $300,000 provided by the Ministry of Municipal Affairs and
Housing.
POLICY REQUIREMENTS
Spending Freeze on Discretionary Expenditures
All discretionary expenditures are prohibited unless explicitly authorized by a resolution of the
Township Council. Examples of prohibited discretionary expenditures include, but are not limited to:
❖Non-essential travel, conferences, or professional development not required for core service
delivery
❖Promotional or marketing activities not mandated by law
❖Non-essential equipment, furniture, or technology purchases
❖Community events, sponsorships, or discretionary grants
❖Non-critical consulting services or studies
❖Non-essential training and education activities beyond those required for statutory
compliance
1. Approval Process for Essential Expenditures
1.1 CAO Review and Authorization
All proposed expenditures must be reviewed by the Township's Director of Municipal Services to
confirm they are essential for core municipal services or required to meet legal, contractual, or
statutory obligations. The Director of Municipal Services shall apply the procurement thresholds and
procedures established in By-law 2023-40.
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3
1.2 Council Limitations During Spending Freeze
1.2.1 Council shall not authorize contracts, motions, or resolutions that would result in discretionary
expenditures unless specifically exempted under this policy.
1.2.2 Council shall not direct staff to undertake non-essential tasks, projects, or studies that could
result in overtime costs or create undue burden on remaining staff capacity.
1.2.3 Any Council motion or resolution requiring staff time or resources must first be assessed to
determine if it supports core municipal services or could be considered a discretionary expenditure
or use of employee time.
1.2.4 Council acknowledges that staff resources are limited during this period and shall prioritize
staff time toward essential municipal services only.
1.2.5 Council may only authorize exceptions to this spending freeze through specific resolution that
explicitly identifies the expenditure as essential and provides justification for the exception.
1.3 Emergency Expenditures
1.3.1 Emergency expenditures necessary to address immediate threats to public health, safety, or
infrastructure may be authorized by the CAO up to $49,999, with a report to Council at the next
meeting.
1.3.2 Emergency expenditures exceeding $50,000 require Council approval as per By-law 2023-40.
1.3.3 All emergency expenditures must be reported to the Ministry of Municipal Affairs and Housing
in the monthly statements in accordance with the Transfer Payment Agreement requirements.
1.4 Procurement Compliance
All expenditures under this policy must additionally comply with the Township's Procurement Policy
(By-law 2023-40).
2. Reporting and Accountability
2.1 Ministry Reporting
2.1.1
Monthly statements detailing expenses paid by the township shall be submitted to the
Ministry of Municipal Affairs and Housing from August to October 2025, as required by the
transfer payment agreement.
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4
2.1.2 Reports shall clearly identify expenditures funded through the interim assistance and their
compliance with approved purposes.
2.2 Council Reporting
The CAO shall provide monthly reports to Council summarizing all expenditures approved under this
policy.
3. Payment Priority Hierarchy
Given the Township's financial constraints and the Ministry's interim assistance, payments shall be
prioritized in the following order:
3.1
Priority 1 - Critical Service Continuation: Expenditures required to meet the transfer
payment agreement conditions.
❖Payroll and employee benefits essential for core municipal services.
❖Utilities and essential services required for municipal operations.
❖Debt service payments and statutory obligations.
3.2
Priority 2 - Essential Operations: Maintenance and repair of critical equipment and
infrastructure
❖Health and safety requirements
❖Emergency expenditures authorized under this policy
❖Contractual obligations for core municipal services
3.3
Priority 3 - Other Approved Expenditures: Other expenditures approved by Council as
essential under this policy
❖Routine operational expenses that support but are not critical to core services
3.4
Priority 4 - Third-Party Payments and Other Council Authorized Items:
3.4.1
❖Northeastern Public Health Unit payments
❖North Centennial Manor payments
❖Cochrane District Services Board payments
❖Ministry of the Solicitor General for policing payments
❖Municipal Property Assessment Corporation payments
❖Other third-party payments to provincial entities as determined by the Province
Page 69 of 190
5
❖Tax relief to ratepayers (if authorized by Council resolution)
❖Other expenditures specifically authorized by Council resolution as exceptions to the
spending freeze
3.4.2 These Priority 4 payments shall only be made:
❖Using Township revenue sources other than the Ministry's interim assistance transfer
payment funds.
❖After ensuring sufficient funds exist to meet Priority 1, 2, and 3 obligations.
4. IMPLEMENTATION
This policy shall be adopted by resolution of the Township Council no later than August 31, 2025. A
copy of this policy shall be submitted to the Ministry of Municipal Affairs and Housing for review and
comment prior to adoption, as required by the Minister's letter. All township staff and Council
members shall be informed of this policy. This policy shall be integrated with existing procurement
procedures under By-law 2023-40.
5. REVIEW
The policy shall remain in effect until the Township Council, in consultation with the Ministry of
Municipal Affairs and Housing, determines that the township's financial position has stabilized
sufficiently to warrant its amendment or rescission. Any amendments to this policy require Council
resolution and Ministry notification.
6. INTEGRATION WITH EXISTING POLICIES
This policy shall operate in conjunction with and supplement the Township's existing Procurement
Policy (By-law 2023-40). In cases of conflict between this policy and the Procurement Policy, the
more restrictive provision shall apply during the period of financial oversight by the Ministry of
Municipal Affairs and Housing.
Page 70 of 190
Agenda Item Report
DMS-2025-042
1 | P a g e
Meeting Type:
Regular Council Meeting
Meeting Date:
AUGUST 5, 2025
Prepared by:
Shannon Pawlikowski, Director of Municipal Services
Subject:
Legal Process for New Elections
BACKGROUND
Recent council meetings and a written request for an agenda item addition from a member of
the public requesting a new election of council member(s). This report provides information
regarding these comments and requests to provide clarification;
Legal and Procedural Framework
The Municipal Act 2001, governs the removal of council members and municipal elections in
Ontario. Key provisions include:
1.
Removal of Council Members:
➢
No Direct Removal Authority: The Municipal Act, 2001, does not grant councils or
residents the power to remove elected council members through a vote, except in
specific circumstances (Municipal Act, Sections 258-259). These include:
➢
Disqualification: A council member may be disqualified for convictions of corrupt
practices, offenses under the Municipal Elections Act, 1996, or violations of the
Municipal Conflict of Interest Act (e.g., undeclared financial conflicts), typically requiring
a judicial ruling.
➢
Absence: A council member's seat may be declared vacant if they miss three
consecutive months of meetings without council authorization (Municipal Act, Section
259).
2.
New Election:
Municipal elections in Ontario occur every four years, with the next scheduled for October 26,
2026 (Municipal Elections Act, 1996). A new election for council members can only be held if a
seat becomes vacant (e.g., through resignation, disqualification, or death), triggering a by-
election within 60 days (Municipal Act, Section 262; Municipal Elections Act, Section 65).
SUMMARY
➢
Vote to Remove Council Members: The public request for a council vote to remove
individual members lacks legal grounding unless specific evidence of disqualification
(e.g., conflict of interest or criminal conviction) is provided. No such evidence has been
cited in the formal request or public comments.
Page 71 of 190
Agenda Item Report
DMS-2025-042
2 | P a g e
➢
Call for a New Election: Without vacancies in council seats, a new election is not feasible
under current law. The regular election cycle (next in 2026) governs council terms, which
run from November 2022 to November 2026.
Page 72 of 190
FAUQUIER DRINKING WATER SYSTEM
Page 1
MANAGEMENT REVIEW MEETING INTRODUCTION
The requirement to conduct a management review is dictated by Element #20 'Management
Review' of the Ministry of the Environment's Drinking Water Quality Management Standard
(DWQMS). This element requires that a management review be conducted at least once every
12 months to evaluate the effectiveness and adequacy of the Quality and Environmental
Management System (QEMS).
Through this management review process, any deficiencies identified shall be detailed in action
plans, which include the personnel responsible and proposed timelines for implementation.
The management review process looks at certain indicators that show how well QEMS has been
implemented, and how effectively it is operating.
The review must consider the following items:
1. Changes that could affect the QMS,
2. The resources needed to maintain the QMS,
3. Results of emergency response testing,
4. The efficacy of the risk assessment process,
5. Internal and third-party audit results,
6. Operational plan currency, content and updates,
7. Incidents of regulatory non-compliance,
8. Incidents of adverse drinking-water tests,
9. Consumer feedback,
10. Raw water supply and drinking water quality trends,
11. Deviations from critical control point limits and response actions,
12. Operational performance,
13. The results of the infrastructure review,
14. The status of management action items identified between reviews
15. Follow-up on action items from previous management reviews,
16. Staff suggestions, and
17. Consideration of applicable Best Management Practices (BMPs).
Page 73 of 190
FAUQUIER DRINKING WATER SYSTEM
Page 2
MANAGEMENT REVIEW MEETING MINUTES
Date of Meeting:
February 12, 2025
Participants:
Claude Rancourt
Senior Operations Manager Hearst
Michael Case
Process and Compliance Technician
Jeremy Galda
Safety, Process and Compliance Manager
Dylan Gagnon
Water & Wastewater Operator
Chad Petit
Water & Wastewater Operator
Regrets:
None
REPORTING PERIOD
January 1, 202 to December 31, 2024
STANDING AGENDA ITEMS
1. CHANGES THAT COULD AFFECT QEMS
DISCUSSION LEAD - ALL
There are no local instrumentation technicians to complete electric work or calibrations. There
have been numerous attempts to rehire and train new employees, however, there is one
operator on a leave, and only two dedicated operators remain.
2. RESOURCES NEEDED TO MAINTAIN QMS
DISCUSSION LEAD - CLAUDE RANCOURT
Instrumentation support will be required for instrumentation, electrical work, and calibrations.
Additional staff for the Smooth Rock Cluster will be required.
3. RESULTS OF EMERGENCY RESPONSE TESTING
DISCUSSION LEAD - MICHAEL CASE
On May 8, the 'Loss of Service' contingency plan was tested by first reviewing the associated
SOP's and with a presentation about low pressure events, which is related to our most common
loss of service. This was followed by analyzing two actual events that resulted in a loss of
service in Mattice and Val Rita, and one event in Fauquier where the loss of service was
circumvented. The procedure was deemed adequate; however, there was an opportunity to
improve the SOPs for low distribution pressure events.
On December 18, the 'Critical Shortage of Staff' contingency plan was tested by first reviewing
the plan and then with a slideshow that helped present the process for implementing the plan.
Following the slideshow, staff participating in a tabletop exercise where we developed a
reference for the workload that they manage in their cluster. The results of the exercise helped
visualize the total working hours required every week, and we were able to determine when
CP-03 would likely be required. The procedure was deemed adequate.
4. EFFECTIVENESS OF THE RISK ASSESSMENT PROCESS
DISCUSSION LEAD - MICHAEL CASE
The risk assessment involves personnel assigned by the Senior Operations Manager, which
included the QEMS representative and an Operator. The Risk Assessment Procedure and
Outcomes were reviewed. A full risk assessment is complete once every 36-months.
Page 74 of 190
FAUQUIER DRINKING WATER SYSTEM
Page 3
Risk Assessment Procedure - was last reviewed on December 19 in preparation for the risk
assessment review and the information remains valid.
Risk Assessment Outcomes - the risk assessment was conducted on December 20. The
document was updated to the corporate template. Harmful algal blooms, cyber security, and
low river elevation/drought were added to Table 2. Updated Table 3, and added an operation
value to the critical control points for distribution residuals. Minor edits to some existing
control measures and risk values.
5A. INTERNAL AUDIT RESULTS
DISCUSSION LEAD - MICHAEL CASE
The most recent internal QEMS audit was conducted on November 22. There were no non-
conformances identified. The following opportunities for improvement were raised:
E7 - Risk Assessments
Document should be updated to Corporate template. 2024 risk
assessment was scheduled; however, consideration should be given to
perform the reviews/redo earlier in the year.
E8 - Risk Assessments
Outcomes
Redesign tables in OP-8A and OP-8B to reduce revision requirements.
Harmful algal blooms should be added as a potential hazardous event.
E9 - QEMS Organization
Structure
Operations personnel listed in OP-9A should be updated to reflect day to
day personnel
E21 - Continual
Improvement
Action items summary should include documentation from staff
suggestions and BMPs from the Management Reviews. Updating to the
corporate template could help with documentation.
5B. THIRD PARTY (EXTERNAL) AUDIT RESULTS
DISCUSSION LEAD - MICHAEL CASE
A system surveillance (desktop) audit was conducted by SAI Global on September 18. There
were no non-conformances identified. There was one opportunity for improvement:
External Audit (S2): E7
Consider assessing the risk associated with drought/loss of supply
and cyber security in the risk assessment.
SAI Global conducted the re-accreditation audit on June 22, 2022. There are opportunities for
improvement as discussed in the previous management review that still need to be considered.
6. OPERATIONAL PLAN CURRENCY
DISCUSSION LEAD - MICHAEL CASE
The plan was updated to DWQMS 2.0 and remains current. There are some updates required
due to the new plant.
Page 75 of 190
FAUQUIER DRINKING WATER SYSTEM
Page 4
7. INCIDENTS OF REGULATORY NON-COMPLIANCE
DISCUSSION LEAD - MICHAEL CASE
The following incidents of non-compliances occurred during the reporting period:
Ongoing Issue - Noted during the MECP inspection on January 17 - The primary disinfection
equipment was not equipped with alarms or shut-off mechanisms that satisfied the standards
described in Section 1-6 (1) of Schedule 1 of O. Reg. 170/03. The UV alarm issue is ongoing.
The issue has existed since the start of the new plant and is due to a programming issue where
the UV alarm will create an alarm when the UVs goes into a shutdown mode (i.e. following a
standby mode upon the filling of the clearwell). This causes the UV to alarm, which prevents
the plants automatic start up, resulting in low clearwell alarms and preventing the resumption
of normal production.
8. INCIDENTS OF ADVERSE DRINKING WATER TESTS
DISCUSSION LEAD - MICHAEL CASE
Incidents of adverse drinking water during the reporting period include:
OCTOBER 2: AWQI 166527 - CATEGORY 2 WM REPAIR / BWA / LOP - October 2, at approximately
08:30 there were 18 residences isolated for the replacement of a hydrant valve, resulting in a
loss of pressure. The repair site was not fully excavated prior to the loss of pressure, which
resulted in a Category 2 Repair. A boil water advisory was issued for the affected area. Repairs
were completed successfully and the area was flushed. This was followed with two sets of
samples collected 24-48 hours apart. The results came back clean and the BWA was lifted on
October 5, 2024.
Please refer to the original Ministry notifications for full details
9. CONSUMER FEEDBACK
DISCUSSION LEAD - MICHAEL CASE
There were no community complaints during the reporting period.
10. RAW WATER SUPPLY AND DRINKING WATER QUALITY TRENDS
DISCUSSION LEAD - MICHAEL CASE
- The raw water source for the Fauquier water treatment plant is the Groundhog River. The
quality of the water fluctuates seasonally, which is typical of surface water.
- The annual average values for operational tests (pH, alkalinity, colour, turbidity,
temperature, etc.) have not changed significantly over the past 5 years.
- Chemical dosages are adjusted to improve the treatment process and ensure good quality
drinking water is provided to the community.
- The trends of drinking water testing required by O. Reg. 170/03 indicate that the water
quality is good. Because of seasonal fluctuations of organic matter in the river, typically
there is an associated increase in THM and HAA concentrations during the warmer months.
There have not been any THM or HAA AWQIs during the reporting period.
- The results for THM and HAAs have continued to rise over 2024. Process optimization has
been ongoing and the operators have gained considerable experience during this year.
Page 76 of 190
FAUQUIER DRINKING WATER SYSTEM
Page 5
11. DEVIATIONS FROM CRITICAL CONTROL LIMITS AND RESPONSE ACTIONS
DISCUSSION LEAD - MICHAEL CASE
Critical Control Limits (CCLs) for the Fauquier Drinking Water System include:
1. Filtration Process: Turbidity off the filters - 1.0 NTU (high)
2. Primary Disinfection: Treated free chlorine residual - 0.6 mg/L (low alarm) and 4.0 mg/L
(high alarm)
3. Secondary Disinfection: Distribution combined chlorine residual - 0.25 mg/L (low) and
3.0 mg/L (high)
CCL Deviations:
Filtration Process: There were no true deviations. The plant's rinse to waste mode mitigates
any issues by immediately stopping flow to the clearwell at 0.3 NTU.
Primary Disinfection: Ten alarms occurred, with four true deviations. Three alarms occurred
when the operators corrected process or dosing issues, and the residual rose above the alarm
setpoint (not true deviations). Three alarms occurred when the free analyzer lost power during
a power failure and generator transfer. Four true deviations occurred during the weekly highlift
switch in the summer, causing a momentary dip in the residuals. CT was calculated and met
during each occurrence.
Secondary Disinfection: There were no deviations.
12. OPERATIONAL PERFORMANCE
DISCUSSION LEAD - CLAUDE RANCOURT
o The plant is running well
o Optimization of the new plant has significantly improved over the year
o Filter effluent valve issues with actuators have been identified and repaired
o UV system is being used as a process indicator, however, it is considered primary
disinfection and we will need to implement the alarm depending on our relief application
o Backwash issue has been temporarily resolved with lowering the operating level of the
filters and increasing the drain percentage setpoint to be nearly identical
o New Outpost panel was installed to amalgamate the two older ones. After a couple months
of troubleshooting some of the digital inputs, the panel seems to be working good
o Highway 11 corridor requires weekly flushing to maintain a good residual
13. RESULTS OF INFRASTRUCTURE REVIEW
DISCUSSION LEAD - CLAUDE RANCOURT
The following items were completed in 2024:
o UV Parts and Maintenance
o Chemical Pumps and Analyzer Parts
o Generator Maintenance
o DWQMS Third Party Audit
o Distribution repairs
o Confined Space Equipment Certification
o Generator Air Emission Study
o Pre-Clearwell Sample Pump
o Pressure Gauges
o Hydrant Winterizing Antifreeze
Page 77 of 190
FAUQUIER DRINKING WATER SYSTEM
Page 6
o Exhaust Fan Replacement
o Valve Turning Trailer
o A01 Upset Limit
o Fire Extinguishers Inspections
o MOL Remedial Actions
o Watson Marlow Coagulant Pump Install
14. STATUS OF MANAGEMENT ACTION ITEMS IDENTIFIED BETWEEN REVIEWS
DISCUSSION LEAD - ALL
o See attached 'Summary of Action Items' for 2024
15. FOLLOW UP ON ACTION ITEMS FROM PREVIOUS MANAGEMENT REVIEWS
DISCUSSION LEAD - ALL
o See attached 'Summary of Action Items' for 2024
16. STAFF SUGGESTIONS
DISCUSSION LEAD - ALL
Staff suggestions have been incorporated into the capital expenditures list where applicable.
- Process pH probe installed into HMI and alarm system
- Highway 11 Bleeder upgrade or replacement
- UPS for free chlorine and the Outpost panel
- Office heater repair
- Laboratory area, including sink, counter, filing system needs to be refurbished/replaced
- Chart recorders reconnected to compliance trends
- Highlift control and setpoints added to HMI
- Remote access for the plants HMI system
- New office chairs
17. BEST MANAGEMENT PRACTICES
DISCUSSION LEAD - ALL
- QEMS representatives will attempt to audit a different area than their associated clusters
- Community complaints should be addressed without entering the residence for liability
reasons and safety, or two operators will be required if entering is necessary
SUMMARY OF RESULTING ACTION ITEMS
None at this time
ADJOURNMENT - NEXT MANAGEMENT REVIEW MEETING PLANNED FOR JANUARY 2026
Page 78 of 190
Fauquier DWS
Date Summary Updated:
23-Jan-25
Summary of Action Items
Revision 4: November 28, 2018
Corrective Action
Preventative Action
AI - Action Item
Mj - Major Non-conformance
OFI - Opportunity for Improvement
C/Obs - Comments or Observations
Mn - Minor Non-conformance
BMP - Best Management Practices
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
31-Jan-21
1-Aug-22
AI
Staff Suggestion
Remote access to new plant
Request when plant is in the process of
being built
Connection is available, staff to be trained on
software requirement
-
The new plant was being brought online in
the summer of 2022 . There are remote
capabilities available with the new plant.
Operators currently do not have access to
remote modifications, however, they do have
access to remote monitoring. Most
operators are currently OITs and are not
allowed to make changes without
supervision. Due to the operators being
new, remote access is currently not required.
This suggestion was originally made by
operators who are no longer present.
Remote access will be reconsidered in the
future if it is requested.
Michael/Claude
1-Aug-24
30-Jun-24
10-Sep-24
OFI
External Audit: E21 Continual
Improvement
Consider whether the form used to summarize
the status of action items is consistent with the
direction provided in OP-21 (i.e. Summary of
Findings spreadsheet)
Updated the reference to the correct name of
the continual improvement document.
Reviewed and implemented.
Michael
10-Sep-24
1-Jun-24
27-Aug-24
AI
Director's Direction: Minimum
Requirements for
Operational Plans (May
2021)
Updates required to:
- OP-5 and/or OP-5A
- Schedule C
Schedule C updated on December 29, 2023.
Updates to OP-5 and 5A completed on
August 27, 2024
Michael
27-Aug-24
Page 79 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
1-Aug-23
29-Dec-23
AI
Director's Direction: Minimum
Requirements for
Operational Plans (May
2021)
Updates required to Schedule C with PCT
change
Updated on 12/29/23
Michael
29-Dec-23
1-Jun-24
27-Aug-24
OFI
Internal Audit: E5 Document
and Records Control
References to public drive should be updated to
new drive path
Updated OP-5A to the new corporate
standard and updated all links to the NEO
DWQMS.
Michael
27-Aug-24
1-Jun-24
5-Sep-24
OFI
Internal Audit: E6 System
Description
Ensure description is current after new plant is
commissioned
Updated OP-6 to the new corporate
standard, also updated the system
description and process flow diagram to
accommodate the new plant.
Michael
5-Sep-24
1-Jun-24
24-May-24
OFI
Internal Audit: E13 Essential
Supplies and Services
add water hauler to ESS list
Updated ESS on 05/24/24 to include a water
hauler.
Michael
24-May-24
1-Jan-25
3-Jan-24
OFI
Internal Audit: E21 Continual
Improvement
Action items summary is not always updated in a
timely manner and should be addressed going
forward
Wednesdays are marked on the calendar to
dedicate time for QEMS document updates
and action items. Unfortunately, other
priorities often interrupt the scheduled time.
More effort is being made into addressing
the action items, however, as a new QEMS
representative, there is room for
improvement.
--
Numerous action items have been
addressed, and the list has been reduced.
There is still room for improvement, however,
due to the work load the amount of progress
has been appropriate.
Michael
9-Jan-25
Page 2
Page 80 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
1-Dec-24
4-Nov-24
OFI
External Audit: E3
Consider re-endorsement on an annual basis
especially if there is a change in ownership
The QEMS policy has been recently
updated. The endorsement document is
being prepared, however, there has been
issues in the municipality and they just
recently obtained an acting CAO.
Communications have been sent out in order
to get the contact information for the owner
representatives.
--
Endorsements were sent out on September
16, however, due to further changes on the
owner side, new endorsements were sent
out on November 4. Signatures were
collected and the document was uploaded
on January 8, 2025
Michael
9-Jan-25
31-Oct-24
22-Nov-24
OFI
External Audit: E5
The Valve Turning and Hydrant Flushing record
are presently at the Smooth Rock Falls Site
Records are now being uploaded to the
share drive location. Will verify where the
hard copies are stored during the next
internal audit in October.
--
All available records have been brought on-
site to Fauquier.
Michael
22-Nov-24
30-Jun-24
15-Aug-24
OFI
External Audit: E9
The org chart (09A) needs updating. The Senior
Operator/Mechanic and the Mechanic positions
are not filled as per the chart
Updated OP-9A to reflect the current
operational staff titles
Michael
15-Aug-24
1-Jun-24
16-Aug-24
OFI
External Audit: E16
The statement for frequency in 3.6 of OP-16
could be re-worded
Updated section 3.6 to reflect the actual work
and accommodate for short weeks.
Michael
16-Aug-24
Page 3
Page 81 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
1-Jan-25
3-Jan-24
OFI
External Audit (S1): E21
Several resolved action items note "will review as
time permits" in the "action" field of the Summary
of Action Items Table. Consider noting the
corrective or preventive action taken in this field.
Wednesdays are marked on the calendar to
dedicate time for QEMS document updates
and action items. Unfortunately, other
priorities often interrupt the scheduled time.
More effort is being made into addressing
the action items, however, as a new QEMS
representative, there is room for
improvement.
--
Numerous action items have been
addressed, and the list has been reduced.
There is still room for improvement, however,
due to the work load the amount of progress
has been appropriate.
Michael
9-Jan-25
1-Jul-24
27-Aug-24
OFI
Internal Audit E5 Document
and Records Control
References to public share drive locations,
logbooks, and roundsheets require and update
Updated OP-5A to the new corporate
standard and updated all links to the NEO
DWQMS.
Michael
27-Aug-24
1-Jul-24
5-Sep-24
OFI
Internal Audit E6 Drinking
Water System
New plant has been commissioned, process
remains almost identical to previous plant,
however, updates are required.
Updated OP-6 to the new corporate
standard, also updated the system
description and process flow diagram to
accommodate the new plant.
Michael
5-Sep-24
1-Oct-24
31-Dec-24
OFI
Internal Audit E7 Risk
Assessments
Section 3.5 update from Master template, 2023
review to be scheduled
Will be updated prior to the next Risk
Assessment Redo's. They are scheduled for
October.
--
Risk assessments were completed in
December 2024. The document was
updated to the master template.
Michael
9-Jan-25
Page 4
Page 82 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
1-Nov-24
31-Dec-24
OFI
Internal Audit E8 Risk
Assessment Outcomes
Redesign tables in OP-8A and OP-8B to reduce
revision requirements. Create Table 4 in OP-8A
to track previous 5 years, and move complete
history to OP-8B.
After review of the corporate template, there
should be a way to incorporate all the
required data into OP-8A. Will be looking
into updating the tables and documents
following the next Risk Assessment Redo's.
They are scheduled for October.
--
Risk assessments were completed in
December. OP-8B was removed and Table
4 was put back into OP-8A. Having two
documents was doubling the document
revisions and updates.
Michael
9-Jan-25
1-Jul-24
21-Mar-24
OFI
Internal Audit E12
Communications
Facility tours should be documented in the facility
logbook and visitor logbook.
Logbook training updated and provided
March 2024 to include these requirements.
This will be verified during the next internal
audit, scheduled for October.
--
The visitor logbook is mostly unused,
however, the annual logbook training will
remind operators of the requirement to
properly document visitors, such as tours or
contractors properly in the facility logbook.
Michael
9-Jan-25
1-Jul-24
24-May-24
OFI
Internal Audit E13 Essential
Supplies and Services
ESS list has been updated into a draft and needs
to be finalized.
Revised ESS list to a Group list. Completely
redone and updated list with new services
and verified/updated the contact information.
Michael
24-May-24
Page 5
Page 83 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
1-Jul-24
3-Jan-24
OFI
Internal Audit E15
Infrastructure Maintenance,
Rehabilitation and Renewal
The work order management system (Maximo)
maintenance is ongoing. A new Maximo
champion was selected for the maintenance and
is currently learning the role. Additional training
for staff may be required to help ensure it
remains current.
A checklist roundsheet was created to assist
operators with completing the work orders.
Operations has been using this sheet for 6
months and there has been a significant
improvement in the work order closure rate.
The SOM also reviewed most PMs to ensure
that responsibility was assigned properly to a
crew, lead, and supervisor.
Michael
4-Jun-24
1-Jul-24
16-Aug-24
OFI
Internal Audit E16 Sampling,
Testing and Monitoring
Section 3.6 and the list of continuous monitoring
equipment requires updates.
Updated section 3.4 to reflect the complete
list of continuous monitoring equipment.
Updated section 3.6 to reflect the actual work
and accommodate for short weeks.
Michael
16-Aug-24
1-Jan-25
3-Jan-24
OFI
Internal Audit E21 Continual
Improvement
Action items summary is not always updated in a
timely manner and should be addressed going
forward. Action items are currently being
addressed.
Wednesdays are marked on the calendar to
dedicate time for QEMS document updates
and action items. Unfortunately, other
priorities often interrupt the scheduled time.
More effort is being made into addressing
the action items, however, as a new QEMS
representative, there is room for
improvement.
--
Numerous action items have been
addressed, and the list has been reduced.
There is still room for improvement, however,
due to the work load the amount of progress
has been appropriate.
Michael
9-Jan-25
31-Jul-24
14-Aug-24
AI
E1 - QEMS
Corporate template updated.
DWQMS definition revised to align with the
standard. Added a definition for Ministry to
alleviate the need for future revisions if/when
the Ministry experiences name changes.
Reviewed and implemented.
Michael
14-Aug-24
Page 6
Page 84 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
31-Jul-24
14-Aug-24
AI
E2 - QEMS Policy
Corporate template updated. QEMS Policy
Updated.
1st bullet of QEMS Policy (2016 version) was
revised to align with OCWA's updated
Mission statement. Added information to
clarify how to access the QEMS Policy and
the Policy revision history document.
Reviewed and implemented.
Michael
14-Aug-24
1-Nov-24
4-Nov-24
AI
E3 - Endorsement
QEMS policy needs to be re-endorsed.
3A Signed endorsement document and the
operation plan is being prepared for re-
endorsement from the owner.
--
Endorsements were sent out on September
16, however, due to further changes on the
owner side, new endorsements were sent
out on November 4. Signatures were
collected and the document was uploaded
on January 8, 2025
Michael
9-Jan-25
31-Jul-24
15-Aug-24
AI
E9 - Organizational
Structures, Roles,
Responsibilities and
Authorities
Corporate template updated.
Many revisions to reflect the changes
resulting from the Enhanced Operator
Career Path. Roles/Positions updated to
clarify roles that are performed by multiple
positions. Note added that OITs cannot act
as OIC and/or ORO and perform duties
under the direction of OIC/ORO. Simplified
wording for OIC and ORO for each role as
applicable. Reviewed and implemented.
Michael
15-Aug-24
Page 7
Page 85 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
31-Jul-24
15-Aug-24
AI
E10 - Competencies
Corporate template updated.
Similar to OP-09 with revisions to reflect the
changes resulting from the Enhanced
Operator Career Path and Roles/Positions
updated to clarify roles that are performed by
multiple positions. Wording simplified for
certification competencies when various
roles/positions are required to fulfil certified
operator duties. Updated title and content of
Mandatory Training Requirements and
reference to find on SharePoint. Reviewed
and implemented.
Michael
15-Aug-24
31-Jul-24
15-Aug-24
AI
E12 - Communications
Corporate template updated.
Updated title of Corporate Emergency
Response plan, added guidance regarding
complaints as related documents. Reviewed
and implemented.
Michael
15-Aug-24
31-Jul-24
15-Aug-24
AI
E18 - Emergency
Management
Corporate template updated.
Updated title of Corporate Emergency
Response Plan (CERP). Reviewed and
implemented.
Michael
15-Aug-24
31-Jul-24
15-Aug-24
AI
E19 - Internal Audits
Corporate template updated.
Updated to describe and document how
objectivity is maintained when an internal
auditor is not fully independent of the activity
being audited. Reviewed and implemented.
Michael
15-Aug-24
1-Dec-24
19-Dec-24
OFI
External Audit (S2): E7
Consider assessing the risk associated with
drought/loss of supply and cyber security in the
risk assessment.
Risk assessments were completed in
December. Drought/loss of supply and cyber
security were assessed as a potential
hazardous event.
Michael
9-Jan-25
1-Jun-24
31-Dec-24
OFI
E7 - Internal Audits
Document should be updated to Corporate
template. 2024 risk assessment is scheduled,
however, consideration should be given to
perform the reviews/redo's earlier in the year.
The document was updated to the corporate
template. The risk assessment review will
be scheduled for May 2025.
Michael
31-Dec-24
31-Dec-24
31-Dec-24
OFI
E8 - Internal Audits
Redesign tables in OP-8A and OP-8B to reduce
revision requirements. Harmful algal blooms
should be added as a potential hazardous event.
Harmful algal blooms was added to the list of
hazardous events. OP-8B was removed and
Table 4 was put back into OP-8A. Having
two documents was doubling the document
revisions and updates.
Michael
31-Dec-24
Page 8
Page 86 of 190
Fauquier DWS
Resolution
Target Date
Resolution
Date
Type
Description
Description of Findings
Action
Responsibility/
Assignee
Verification/
Effectiveness of
Action (include
date and details)
1-May-25
OFI
E9 - Internal Audits
Operations personnel listed in OP-9A should be
updated to reflect day to day personnel
Internal Audits will be scheduled for April
2025, the document should be updated prior
to the audit.
Michael
1-Mar-25
OFI
E21 - Internal Audits
Action items summary should include
documentation from staff suggestions and BMPs
from the Management Reviews. Updating to the
corporate template could help with
documentation.
Management Reviews are scheduled for
February 2025. Following this years MR, the
action item list will be updated to include staff
suggestions and BMPs. At this time the
corporate template will be reviewed to see if
implementation will be helpful.
Michael
Page 9
Page 87 of 190
The Fauquier-Strickland
OPERATIONAL PLAN
for the Fauquier Drinking Water System
This Operational Plan is designed for the exclusive use of the system(s) specified in this Operational Plan.
This Operational Plan has been developed with OCWA's operating practices in mind and utilizing OCWA personnel to implement it.
Any use which a third party makes of this Operational Plan, or any part thereof, or any reliance on or decisions made based on
information within it, is the responsibility of such third parties. OCWA accepts no responsibility for damages, if any, suffered by any
third party as a result of decisions made or actions taken based on this Operational Plan or any part thereof.
Page 88 of 190
Ontario Clean Water Agency
OPERATIONAL PLAN
Fauquier Drinking Water System
QEMS Doc:
Issue Date:
Pages:
OP-ToC
2025-07-31
1 of 1
TABLE OF CONTENTS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
OP-01 OCWA's Quality & Environmental Management System (QEMS)
OP-02 Quality & Environmental Management System Policy
OP-03 Commitment & Endorsement of OCWA's QEMS & Operational Plan
OP-03A Signed Commitment and Endorsement
OP-04 Quality Management System Representative
OP-05 Document and Records Control
OP-05A Document and Records Control Locations
OP-06 Drinking Water System
OP-07 Risk Assessment
OP-08 Risk Assessment Outcomes
OP-08A Summary of Risk Assessment Outcomes
OP-09 Organizational Structure, Roles, Responsibilities & Authorities
OP-09A Organizational Structure
OP-10 Competencies
OP-11 Personnel Coverage
OP-12 Communications
OP-13 Essential Supplies and Services
OP-14 Review and Provision of Infrastructure
OP-15 Infrastructure Maintenance, Rehabilitation and Renewal
OP-16 Sampling, Testing and Monitoring
OP-17 Measurement and Recording Equipment Calibration and Maintenance
OP-18 Emergency Management
OP-19 Internal QEMS Audits
OP-20 Management Review
OP-21 Continual Improvement
Schedule "C" Ministry's Director's Directions Minimum Requirements for Operational Plans
Page 89 of 190
Ontario Clean Water Agency
OPERATIONAL PLAN
Fauquier Drinking Water System
QEMS Proc.:
Rev Date:
Rev No:
Pages:
OP-01
2024-08-14
1
1 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To document OCWA's Quality & Environmental Management System (QEMS). This
Operational Plan defines and documents the QEMS for the Fauquier Drinking Water System
operated by the Ontario Clean Water Agency (OCWA). It sets out the OCWA's policies and
procedures with respect to quality and environmental management in accordance with the
requirements of Ontario's Drinking Water Quality Management Standard (DWQMS).
2. Definitions
Drinking Water Quality Management Standard (DWQMS) - has the same meaning as
Quality Management Standard for Drinking Water Systems approved under section 21 of
the Safe Drinking Water Act (SDWA).
Operational Plan - means the operational plan required by the Director's Direction.
Quality & Environmental Management System (QEMS) - a system to:
a) Establish policy and objectives, and to achieve those objectives; and
b) Direct and control an organization with regard to quality.
Ministry - means the Ontario government ministry responsible for the administration of the
SDWA.
3. Procedure
3.1 The Fauquier Drinking Water System is owned by the Township of Fauquier-Strickland.
OCWA is the contracted Operating Authority for the Fauquier Drinking Water System,
which includes the Fauquier water treatment plant and the Fauquier distribution system.
3.2 OCWA's Quality & Environmental Management System (QEMS) is structured and
documented with the purpose of:
1. Establishing policy and objectives with respect to the effective management and
operation of water/wastewater facilities;
2. Understanding and controlling the risks associated with the facility's activities and
processes;
3. Achieving continual improvement of the QEMS and the facility's performance.
3.3 The Operational Plan for the facility listed above fulfils the requirements of Ontario's
DWQMS. The 21 QEMS Procedures within this Operational Plan align with the 21
elements of the DWQMS.
4. Related Documents
Ontario's Drinking Water Quality Management Standard, as amended from time to time
All QEMS Procedures and Documents referenced in this Operational Plan
Page 90 of 190
Ontario Clean Water Agency
OPERATIONAL PLAN
Fauquier Drinking Water System
QEMS Proc.:
Rev Date:
Rev No:
Pages:
OP-01
2024-08-14
1
2 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
5. Revision History
Date
Revision #
Reason for Revision
2018-12-18
0
Procedure issued - Information within OP-01 was originally set out in
the main body of the Fauquier Drinking Water System Operational
Plan (revision 5, dated June 30, 2016). New Purpose, Definitions,
Procedure, Related Documents and separate Revision History
sections. Addition of new wording (s. 3.3) to clarify that the
Operational Plan now aligns with the 21 elements of the DWQMS.
2024-08-14
1
Procedure updated definition of DWQMS, added definition of Ministry
as the Ontario government ministry responsible for drinking water and
environmental legislation to alleviate need for future revisions if/when
the Ministry experiences name changes, added "as amended from
time to time directly following reference to Ontario's DWQMS to point
to the most current version of the document, removed watermark.
Page 91 of 190
Ontario Clean Water Agency
OPERATIONAL PLAN
Fauquier Drinking Water System
QEMS Proc.:
Rev Date:
Rev No:
Pages:
OP-02
2024-08-14
1
1 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS) POLICY
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To document a QEMS Policy that provides the foundation for OCWA's Quality &
Environmental Management System.
2. Definitions
Quality Management System Policy - means the policy described in Element 2 developed
for the Subject System or Subject Systems
3. Procedure
3.1 The Ontario Clean Water Agency, its Board of Directors, Officers and entire staff are
committed to the principles and objectives set out in our QEMS Policy.
OCWA's Policy is to:
− Deliver safe water and wastewater services that protect public health, the
environment, and the sustainability of communities.
− Comply with applicable legislation and regulations.
− Promote client, consumer and stakeholder confidence through service
excellence, effective communications and reporting.
− Train staff on their QEMS responsibilities.
− Maintain and continually improve the QEMS.
Originally issued as Environmental Policy on June 8, 1995
Last revised, approved by OCWA's Board of Directors on April 4, 2024
(This policy is annually reviewed)
3.2 Our Board of Directors, Officers and entire staff will act to ensure the implementation of
this Policy and will monitor progress of the Quality & Environmental Management
System (QEMS).
3.3 OCWA's QEMS Policy is readily communicated and available to all OCWA personnel,
through OCWA's intranet. The Owner and members of the public can access the policy
through OCWA's public website (www.ocwa.com ). A hardcopy of the QEMS Policy is
posted as specified in the OP-05 Document and Records Control procedure.
3.4 Essential suppliers and service providers are advised of OCWA's QEMS Policy as per
the OP-13 Essential Supplies and Services procedure.
Page 92 of 190
Ontario Clean Water Agency
OPERATIONAL PLAN
Fauquier Drinking Water System
QEMS Proc.:
Rev Date:
Rev No:
Pages:
OP-02
2024-08-14
1
2 of 2
QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS) POLICY
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
3.5 Corporate Compliance coordinates the annual review and approval of the QEMS Policy
by the Board of Directors and communicates the approval to all OCWA employees via
an electronic communication.
3.6 The current version of the policy indicates the date of the last revision and that the
policy is annually reviewed. Electronic and hard-copy documents that include the
QEMS Policy will only be required to be updated in years when the Policy has been
revised. A complete review/revision history of the QEMS Policy (documenting the
annual policy review and/or revision approval date) is accessible to all staff on OCWA's
intranet and is available upon request for external stakeholders.
4. Related Documents
Current QEMS Policy (Posted on OCWA's intranet and internet)
QEMS Policy Revision History (Posted on OCWA's intranet)
OP-05 Document and Records Control
OP-13 Essential Supplies and Services
5. Revision History
Date
Revision #
Reason for Revision
2018-12-18
0
Procedure issued - Section 3.4, 3.5 and 3.6 were added to the
information originally set out in the main body of the Fauquier Drinking
Water System Operational Plan (revision 5, dated June 30, 2016).
New sections: Purpose, Definitions, Procedure, Related Documents
and a separate Revision History. Minor revisions to wording in s. 3.3
to reference location of posted copy of the policy. Added sections on
how annual policy review is conducted (s. 3.5 and s. 3.6) and
reference to OP-13 ESS (s. 3.4). The full revision history for the
QEMS policy is available on OCWA's intranet.
2024-08-14
1
The first bullet of the QEMS Policy (approved in 2016) was revised to
align with OCWA's updated Mission statement. s. 3.3 and 3.6 were
modified to add information/clarify how to access the QEMS Policy
and the Policy revision history document.
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COMMITMENT AND ENDORSEMENT
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To document the endorsement of the Operational Plan for the Fauquier Drinking Water
System by OCWA Top Management and the Township of Fauquier-Strickland (Owner) and
to set out when re-endorsement would be required
2. Definitions
Top Management - a person, persons or a group of people at the highest management
level within an Operating Authority that makes decisions respecting the QMS and
recommendations to the Owner respecting the Subject System or Subject Systems
3. Procedure
3.1 The Operational Plan is provided to OCWA Top Management and to the Owner for
endorsement. The signed written endorsement is presented in Appendix OP-03A. At
a minimum, two members of Top Management must endorse the Operational Plan;
however, the Operational Plan is made available to all members of Top Management in
the specified document control location (refer to OP-05 Document and Records
Control). Endorsement by OCWA's Top Management is represented by Senior
Operations Manager and the Regional Hub Manager.
3.2 Any major revision of the operational plan will be re-endorsed by OCWA Top
Management and the Owner. Major revisions include:
1. A revision to OCWA's QEMS Policy;
2. A change to both representatives of the facility's Top Management and/or both of
the Owner's representatives that endorsed the Operational Plan;
3. A modification to the drinking water system processes/components that would
require a major change to the description in OP-06 Drinking Water System;
4. The addition of a drinking water subsystem owned by the same Owner to this
operational plan.
Any other changes would be considered a minor change and would not require the
Operational Plan to be re-endorsed.
4. Related Documents
OP-03A Signed Commitment and Endorsement
OP-05 Document and Records Control
OP-06 Drinking Water System
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COMMITMENT AND ENDORSEMENT
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
5. Revision History
Date
Revision #
Reason for Revision
2018 12 18
0
Procedure issued - Information within OP-03 was originally set out in
Appendix A of the Fauquier Drinking Water System Operational Plan
(revision 5, dated June 30, 2016). Procedure provides information on
who from Top Management endorses the Operational Plan (s. 3.1);
when owner re-endorsement is sought and 'criteria' as to what is
considered a major revision to the Plan (s. 3.2). Appendix OP-03A
includes the Owner and Top Management sign-off section.
Page 95 of 190
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QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
REPRESENTATIVE
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To identify and describe the specific roles and responsibilities of the QEMS Representative(s)
for the Fauquier Drinking Water System
2. Definitions
None
3. Procedure
3.1 The role of QEMS Representative for the Fauquier Drinking Water System is the
Process and Compliance Technician (PCT). The Safety, Process and Compliance
Manager (or alternate PCT) will act as an alternate QEMS Representative when
required.
3.2 The QEMS Representative is responsible for:
Administering the QEMS for the Fauquier Drinking Water System by ensuring that
processes and procedures needed for the facility's QEMS are established and
maintained;
Reporting to Top Management on the facility's QEMS performance and identifying
opportunities for improvement;
Ensuring that current versions of documents related to the QEMS are in use;
Promoting awareness of the QEMS to all operations personnel; and
In conjunction with Top Management, ensuring that operations personnel are
aware of all applicable legislative and regulatory requirements that pertain to their
duties for the operation of the system.
4. Related Documents
None
5. Revision History
Date
Revision #
Reason for Revision
2018 12 18
0
Procedure issued - Information within OP-04 was originally set out in
Appendix B of the Fauquier Drinking Water System Operational Plan
(revision 5, dated June 30, 2016). New Purpose, Definitions,
Procedure, Related Documents and separate Revision History sections.
Change to responsibilities: Operations Manager no longer considered
QEMS Representative and SPC Manager to act as alternate as required
(s. 3.1); added wording to clarify shared responsibilities for Top
Management and QEMS Representative to ensure operations personnel
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QUALITY & ENVIRONMENTAL MANAGEMENT SYSTEM (QEMS)
REPRESENTATIVE
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
Date
Revision #
Reason for Revision
are aware of applicable legislative and regulatory requirements (s. 3.2).
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DOCUMENT AND RECORDS CONTROL
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To describe how OCWA's QEMS documents are kept current and how QEMS documents
and records are kept legible, readily identifiable, retrievable, stored, protected, retained and
disposed of. Applies to QEMS Documents and QEMS records pertaining to the Fauquier
Drinking Water System, as identified in this procedure.
2. Definitions
Document - includes a sound recording, video tape, film, photograph, chart, graph, map,
plan, survey, book of account, and information recorded or stored by means of any device
Record - a document stating results achieved or providing proof of activities performed
QEMS Document - any document required by OCWA's QEMS as identified in this
procedure
QEMS Record - any record required by OCWA's QEMS as identified in this procedure
Controlled - managed as per the conditions of this procedure
Retention Period - length of time that a document or record must be kept; starts from the
date of issue for QEMS records or from the point of time when a QEMS document is
replaced by a new or amended document
3. Procedure
3.1 Documents and records required by OCWA's QEMS and their locations are listed in
Appendix OP-05A Document and Records Control Locations.
3.2 Internally developed QEMS documents and QEMS records (whenever possible) are
generated electronically to ensure legibility and are identified through a header/title and
revision date. Handwritten records must be legible and permanently rendered in ink or
non-erasable marker.
3.3 Controls for the Operational Plan include the use of an authorized approval and a
header on every page that includes a title, alpha-numeric procedure code, revision
date, revision number and page numbers. A revision history is also included at the end
of each procedure.
The authorized personnel responsible for the review and approval of this Operational
Plan are:
Review
QEMS Representative, Operations Supervisor or ORO
Approval
SPC Manager or Operations Management
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DOCUMENT AND RECORDS CONTROL
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
The QEMS Representative ensures that updated documents are provided to the above
authorized personnel for review or approval prior to issuance.
Authorized personnel authenticate their review/approval of this Operational Plan via
email.
3.4 The QEMS Representative is responsible for ensuring that current versions of QEMS
documents are being used at all times. Current QEMS documents and records are
readily accessible to operations personnel and to internal and external
auditors/inspectors at established document control locations. The currency of internal
documents is ensured by comparing the date on the document to that of the master
hardcopy and/or electronic copy residing in the designated document control
location(s) specified in Appendix OP-05A.
Document control locations are established in areas that provide adequate protection
to prevent unauthorized use/access, damage, deterioration or loss of QEMS
documents and records. Copies of QEMS documents and records located outside of
designated control locations are considered uncontrolled.
3.5 Access to OCWA's computer network infrastructure is restricted through use of
individually-assigned usernames and passwords and local area servers. Network
security is maintained by OCWA's Information Technology department through a
number of established mechanisms and practices such as daily back-up of files stored
on servers, password expiry, limitations on login attempts, multi-factor authentication
and policies outlining specific conditions of use.
Access to facility QEMS records contained within internal electronic databases and
applications (e.g., Wonderware, OPEX, PDM, WMS) is administered by designated
application managers/trustees, requires the permission of Operations Management
and is restricted through use of usernames and passwords. Records are protected by
means of regular network back-ups of electronic files stored on servers and/or within
databases.
Plant SCADA records are maintained as per Appendix OP-05A and are accessible to all
staff when required. SCADA records are stored on a backed-up hard drive. Operators
can retrieve data from the SCADA computer which is password protected. Data can also
be retrieved from Wonderware. The SCADA system is located in secured, locked
buildings with limited authorized access. The building is equipped with alarm system.
3.6 Any employee of the drinking water system may make a verbal or written request for a
revision be made to improve an existing internal QEMS document or the preparation of
a new document. These requests are to be made to the QEMS Representative and
should indicate the reason for the change. The need for new or updated documents
may also be identified through the Management Review or system audits.
The QEMS Representative communicates any changes made to QEMS documents to
relevant operations personnel and coordinates related training (as required). Changes
to corporately controlled QEMS documents are communicated and distributed to facility
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DOCUMENT AND RECORDS CONTROL
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
QEMS Representatives by OCWA's Corporate Compliance Group through e-mails,
memos and/or provincial, regional hub/cluster or facility-level training sessions.
3.7 When a QEMS document is superseded, the hardcopy and the electronic copy of the
document (as applicable) are promptly removed from the applicable designated
document control locations specified in OP-05A. The QEMS Representative ensures
that the hardcopy and electronic copy are disposed of or retained (as appropriate).
3.8 The authorized method for disposal of hardcopy documents and records after the
specified retention requirements have been met is shredding.
The authorized method for disposal of electronic documents and records after the
specified retention requirements have been met is deleting.
3.9 QEMS documents and records are retained in accordance with applicable regulations
and legal instruments. Relevant regulatory and corporate minimum retention periods
are as follows:
Type of Document/Record
Minimum Retention Time
Requirement
Reference
Operational Plan (OP-01 to OP-21 and
appendices, including Schedule "C" - Subject
System Description Form)
FEP
Long term forecast of major infrastructure
maintenance, rehabilitation and renewal
activities
Sampling plan/schedule/ calendar
10 years
Director's Direction
under SDWA
Internal QEMS Audit Results
10 years
OCWA Requirement
External QEMS Audit Results
10 years
OCWA Requirement
Management Review Documentation
10 years
OCWA Requirement
Documents/records required to demonstrate
conformance with the DWQMS (specifically
documents/records listed in OP-05A)
3 years*if no specified
legislative requirement
identified in this table or in the
facility's legal instruments *
OCWA Requirement
Log Books or other record-keeping
mechanisms
5 years
O. Reg. 128/04
Training Records for water operators and water
quality analysts
5 years
O. Reg. 128/04
Operational checks, sampling and testing (e.g.,
chlorine residuals, turbidity, fluoride, sampling
records), microbiological sampling and testing
and chain of custodies
2 years
O. Reg. 170/03
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DOCUMENT AND RECORDS CONTROL
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
Type of Document/Record
Minimum Retention Time
Requirement
Reference
Schedule 23 & 24 sampling, chain of custodies
and test results
6 years LMR
15 years SMR
O. Reg. 170.03
THM, HAA, nitrates, nitrites and lead program
(including pH and alkalinity) sampling, chain of
custodies, and test results, Section 11 Annual
Reports and Schedule 22 Summary Reports
6 years
O. Reg. 170/03
Sodium sampling, chain of custody and test
results and related corrective action
records/reports, 60 month fluoride sampling,
chain of custody and test results (if the system
doesn't fluoridate), Engineering Reports,
GUDI/Non-GUDI Reports
15 years
O. Reg. 170/03
Corrective action records/reports for E. Coli,
Total Coliforms and bacterial species
2 years
O. Reg. 170/03
Corrective action records/reports for chemical
and radiological parameters under SDWA O.
Reg. 169/03, pesticides not listed under O.
Reg. 169/03 and health-related parameters in
an order or approval
6 years LMR
15 years SMR
O. Reg. 170/03
Flow Meter Calibration Records, Analyzer
Calibration Reports Maintenance
Records/Work Orders
2 years
O. Reg. 170/03
Records required by or created in accordance
with the Municipal Drinking Water Licence
(MDWL) or Drinking Water Works Permit
(DWWP). Except records specifically
referenced in O. Reg. 170/03 or otherwise
specified in the MDWL or DWWP.
5 years
MDWL
Ministry forms referenced in the DWWP,
including Form 1, Form 2, Form 3 and Director
Notifications (applies to forms that have been
completed by OCWA as the authorized by the
owner)
10 years
DWWP
3.10 The Operational Plan is reviewed for currency by the QEMS Representative during
internal/external audit and Management Review processes. Other QEMS-related
documents are reviewed as per the frequencies set out in this Operational Plan or as
significant changes (e.g., changes in regulatory requirements, corporate policies or
operational processes and/or equipment, etc.) occur. QEMS documents and records
are reviewed for evidence of control during each internal system audit as per OP-19
Internal QEMS Audits.
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DOCUMENT AND RECORDS CONTROL
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
4. Related Documents
OP-05A Document and Records Control Locations
OP-19 Internal QEMS Audits
OP-20 Management Review Minutes
5. Revision History
Date
Revision #
Reason for Revision
2010-06-10
0
Procedure issued
2012-03-05
1
Correction of Process Compliance Manager's title; clarification of
responsibility and method of maintaining currency of documents (5.4);
description of how network security is maintained (5.5); clarification of
retention times (5.9); inclusion of the operation plan review (5.10)
2013-03-14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2013-05-24
3
Updated location of internal documents, added a second location
where the operational plan can be accessed by the public
2016-06-30
4
Included Regional Manager; updated Table 1 to include client reports
and capital expenditures list
2018-12-18
5
Appendix C, QP-01 procedure renamed OP-05. Removed Scope and
Responsibilities sections. Moved the former Table 1 (Designated
location for documents and records required by OCWA's QEMS) to its
own appendix (OP-05A). Assigned responsibility for ensuring current
versions of QEMS documents are being used to the QEMS
Representative (s. 3.4). Clarified that requests for revisions/new
QEMS documents are made to the QEMS Representative (s. 3.6).
Moved the former Table 2 (Relevant regulatory and corporate
minimum retention periods) to be part of s. 3.9 and expanded on the
minimum retention times for documents and records required to
demonstrate compliance with legislation. Other minor wording
changes.
2022-09-16
6
Procedure updated. Added: clarity to version control requirements to
align with the Director's Directions dated May 2021, detail to the
approval process for Operational Plan, clarity on how electronic
documents are handled. Updated: the table in section 3.9 (clarified
minimum retention time requirements for documents/records required
to demonstrate conformance with the DWQMS, added forms required
by the MDWL and DWWP, including their minimum retention times
and requirement reference).
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DOCUMENT AND RECORDS CONTROL
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
Date
Revision #
Reason for Revision
2024-08-27
7
Procedure updated as follows: added multi factor authentication to
3.5, section 3.9 table revised to include Schedule 23 & 24 records
retention times for Large Municipal Residential (LMR) and Small
Municipal Resident (SMR) systems, added chain of custody as record
for retention for various sampling requirements, lead program clarified
to include pH and alkalinity; added GUDI/Non-GUDI Reports, minor
wording and type-o's, removed watermark. Replaced Senior Operator
with Operations Supervisor.
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DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Designated locations for documents and records required by OCWA's QEMS
Type of Document/Record
Designated Document
Control Location
(HC = Hardcopy, EC = Electronic)
Internal QEMS Documents
Confined Space Program
HC - Fauquier Water Treatment Plant
Corporate Emergency Response Plan (CERP)
EC - OCWA's SharePoint site (ocwanet.ocwa.com)
Facility Emergency Plan (FEP) Binder
(includes Emergency Contact List, Essential Supplies
and Services List, Contingency Plans, Site Specific
Emergency Procedures and OCWA's Emergency
Management Program)
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
OCWA's Health & Safety Management System
EC - OCWA's SharePoint site (ocwanet.ocwa.com)
On-call Schedule
EC - Microsoft Outlook Shared Calendar
Operational Plan
(OP-01 to OP-21 and appendices, including
Schedule "C" - Subject System Description Form)
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
HC - Fauquier Water Treatment Plant
HC - Township of Fauquier - Strickland Municipal Office
ORO Letter
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
QEMS Policy
EC - OCWA's SharePoint site (ocwanet.ocwa.com)
EC - OCWA's public website (www.ocwa.com)
HC - Fauquier Water Treatment Plant
Sampling Schedule/Plan/Calendar
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
HC - Fauquier Water Treatment Plant
Vacation Calendar
EC - Microsoft Outlook Shared Calendar
Internal QEMS Forms (blank)
Analysis and Action Plan (AAP) Form
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS
Community Complaint Form
Contingency Plan Review/Test Summary Form
Distribution Maintenance and Repair Form
Environmental Incident Report Form
Facility Rounds Sheets
Incidents of Non-Compliance Form
Instrumentation Calibration/Maintenance Form
Laboratory Chain of Custody Forms
Loss of Pressure Incident Form
Summary of Action Items
Tailgate Meeting Form
Watermain Commissioning Form
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DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Type of Document/Record
Designated Document
Control Location
(HC = Hardcopy, EC = Electronic)
External QEMS Documents
American Water Works Association (AWWA)
Standards (as referenced in the DWWP) & Ontario's
Watermain Disinfection Procedure
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\NEO -
AWWA Standards & WM Disinfection Procedure
Applicable Federal and Provincial Legislation
Provincial online at www.e-laws.gov.on.ca
Federal online at www.laws.justice.gc.ca
DWQMS Standard
EC - https://www.ontario.ca
Equipment Operation / Maintenance Manuals
HC - Fauquier Water Treatment Plant
EC - Internet
Ministry Inspection Reports
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Municipal By-laws
Municipal Office
Municipal Drinking Water Licence (MDWL) /
Drinking Water Works Permit (DWWP) /
Permit to Take Water (PTTW)
HC - Fauquier Water Treatment Plant
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Operations Manual
(including standards operating procedures)
HC - Fauquier Water Treatment Plant
Operator Certificates (OCWA)
HC - Fauquier Water Treatment Plant
External QEMS Forms (blank)
Adverse Water Quality Incident (AWQI) Form
EC - \\ocwfilereg\NEO Collab\NEO DWQMS
EC - https://forms.mgcs.gov.on.ca
Ministry Forms (Form 1,2,3 and Director Notification)
EC - \\ocwfilereg\NEO Collab\NEO DWQMS
EC - https://forms.mgcs.gov.on.ca
QEMS Records
Adverse Water Quality Incident (AWQI) Reports
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Analysis and Action Plan (AAP) Report
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Annual Compliance / Summary Reports for
Municipalities
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Audit Reports - External
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Audit Reports - Internal
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Call In/Call Back/Call Out Reports
EC - Workplace Management System (Maximo)
Community Complaint Records
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Contingency Plan Review/Test Summary
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
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DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Type of Document/Record
Designated Document
Control Location
(HC = Hardcopy, EC = Electronic)
Distribution Maintenance and Repair Records
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Environmental Incident Reports
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Facility Operations Logbook
HC - Fauquier Water Treatment Plant (Prior to 2021-05-
17)
EC - https://ocwa.eriscloud.com/
Facility Rounds Sheets
HC - Fauquier Water Treatment Plant
Hydrant Flushing and Valve Exercising Records
HC - Fauquier Water Treatment Plant
Incidents of Non-Compliance Records
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Infrastructure Review (Capital Letter & 5 Year
Capital/Major Maintenance Recommendations)
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Laboratory Analytical Reports and completed Chain of
Custody Forms
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Loss of Pressure Incident Records
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Maintenance & Calibration Records (completed WMS
work orders)
EC - Workplace Management System (Maximo)
EC - \\ocwfilereg\Public\Northeastern\NEOShared\
Hearst Cluster\Calibrations
Management Review Documentation
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Ministry Records (Form 1,2,3 & Director Notification)
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Operational Reports (to the Owner)
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Operator Training Records (OCWA)
EC - OCWA's Training Summary Database
QEMS Communications - External
EC - Microsoft Outlook E-mail and/or \\ocwfilereg\NEO
Collab\NEO DWQMS\DWQMS - Fauquier Drinking Water
System
QEMS Communications - Internal
EC - Microsoft Outlook E-mail and/or \\ocwfilereg\NEO
Collab\NEO DWQMS\DWQMS - Fauquier Drinking Water
System
SCADA Records
EC - Outpost5/Wonderware
Summary of Action Items
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
Tailgate Records
HC - Fauquier Water Treatment Plant
Transportation of Dangerous Goods Record
HC - Fauquier Water Treatment Plant
Visitor's Logbook
HC - Fauquier Water Treatment Plant
Watermain Commissioning Record
EC - \\ocwfilereg\NEO Collab\NEO DWQMS\DWQMS -
Fauquier Drinking Water System
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DOCUMENT AND RECORDS CONTROL LOCATIONS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Revision History
Date
Revision #
Reason for Revision
2018-12-18
5
Appendix issued; Table was originally included within the Document
and Records Control Procedure (QP-01) (revision 4, dated June 30,
2016). Added section for blank external QEMS forms, changed
location for Confined Space Program and Operational Plan and
changed name of OCWA's Safety Manual to OCWA's Health and
Safety Management System and its location.
2024-08-27
6
Appendix updated with MECP revised to Ministry, updated Corporate
Emergency Plan (CERP) name, minor wording, removed watermark,
reference to QEMS Reference Manual and OCWA's intranet (replaced
with OCWA's SharePoint site). The address to the NEO DWQMS has
been updated with the server change, added reference to Hydrant
Flushing and Valve Exercising Records, Loss of Pressure Incidents,
Visitor Logbook, Watermain Commissioning Form, and added row to
header to show who reviewed and approved the document.
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DRINKING WATER SYSTEM
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1. Purpose
To document the following for the Fauquier Drinking Water System:
-
The name of the Owner and Operating Authority; and
-
Provide a description of the system, including all applicable water sources, treatment
system processes and distribution system components.
2. Definitions
Distribution System - means the part of a drinking water system that is used in the
distribution, storage or supply of water and that is not part of a treatment system.
Primary Disinfection - means a process or series of processes intended to remove or
inactivate human pathogens such as viruses, bacteria and protozoa in water.
Secondary Disinfection - means a process or series of processes intended to provide and
maintain a disinfectant residual in a drinking water system's distribution system, and in
plumbing connected to the distribution system, for the purposes of:
(a) protecting water from microbiological re-contamination;
(b) reducing bacterial regrowth;
(c) controlling biofilm formation;
(d) serving as an indicator of distribution system integrity; and
includes the use of disinfectant residuals from primary disinfection to provide and maintain a
disinfectant residual in a drinking water system's distribution system for the purposes
described in clauses (a) to (d).
Treatment System - means any part of a drinking water system that is used in relation to the
treatment of water and includes,
(a) any thing that conveys or stores water and is part of a treatment process, including
any treatment equipment installed in plumbing,
(b) any thing related to the management of residue from the treatment process or the
management of the discharge of a substance into the natural environment from the
system, and
(c) a well or intake that serves as the source or entry point of raw water supply for the
system;
3. Procedure
3.1 Drinking Water System Overview
Owner / Operating Authority
The Fauquier Drinking Water System is owned by the Corporation of the Township of
Fauquier-Strickland. The Water Treatment Plant is a Class 2 and the Water Distribution
System is a Class 1. The Ontario Clean Water Agency (OCWA) is the accredited
operating authority and is designated as the Overall Responsible Operator for both the
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water treatment and water distribution facilities. The water treatment plant is located in
the village of Fauquier on 12 Gravel Avenue and serves the residents of Fauquier. The
subject system is not interconnected to any other drinking-water systems owned by
different owners.
3.2 Source Water
Raw Water Supply
The water treatment plant is located in the village of Fauquier on 12 Gravel Avenue
and serves the residents of Fauquier. The system is equipped with two 100 mm intake
pipes, which draw raw water from the Groundhog River at a maximum capacity of 545
m3/day. The intakes are located at different elevations in the river and are equipped
with 12-gauge aluminum raw water screens with a 3/16" clear opening. The raw water
is gravity fed from the intake structures into a wet well housed in the low lift pumping
station. Each intake structure has isolation gates, which permit one or both intakes to
draw water, depending on water quality. The water from the wet well is pumped to a
common raw water header by two submersible low lift pumps each rated at 6.3 L/s.
Water levels in the wet well automatically control the low lift pump activity.
Soda ash is injected prior to the static mixer using two metering pumps (one duty and
one standby). Polyaluminum chloride is also injected prior to the static mixer using one
duty pump (a standby pump is available). Soda ash is used for alkalinity adjustment
and PAC is used in the coagulation process. A magnetic flow meter is installed on
each treatment unit and measures the raw water as it flows into the system.
General Characteristics
The raw water source for the treatment plant is Groundhog River. The water from
Groundhog River is typically low in turbidity and alkalinity. Temperature fluctuates
significantly through the seasons ranging from approximately 1.6 ºC in the winter to as
high as 24.7 ºC during the summer. Bacteriological analysis of the raw water indicates
a source of relatively good quality. The results of chemical analyses are consistently
below the Ontario Drinking Water Quality Standards.
Groundhog River: Raw Water Characteristics (based on 2022 & 2023 data)
Characteristic
2022
2023
Minimum
Maximum
Average
Minimum
Maximum
Average
Alkalinity (mg/L)
15
102
58
37
87
62
Colour (TCU)
49
319
121
32
136
79
E. coli (CFU/100 mL)
< 2
170
16
0
70
14
Total Coliforms (CFU/100 mL)
11
> 1630
159
0
> 1000
156
Temperature (oC)
2
24.1
11.9
2.3
22.5
11.9
Turbidity (NTU)
1.71
30.0
5.82
1.12
38.9
5.45
pH (units)
6.50
7.95
7.24
6.10
8.61
7.14
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Common Fluctuations
Raw water turbidity increases during spring runoff and significant rainfall events. Jar
tests are performed when necessary.
Water temperature changes significantly from winter to summer. Warm summer
temperatures may result in an increase of taste and odor concerns. No new chemical
treatment is added in response to taste and odor or temperature changes, rather the
chemical dosage is optimized.
Threats
Potential sources of raw water contamination include spills from boats and snow
mobiles. The hydro dam upstream could also cause an increase in bacteria and
potentially chemicals if it was greatly damaged or let go entirely.
Upstream and downstream sampling is not deemed necessary at this time.
Operational Challenges
Spring and fall temperature changes in the river are the greatest operational
challenges for the Fauquier WTP. The turnover creates higher demands on process
operations. It can affect the source waters alkalinity, pH, temperature and turbidity.
These changes can occur quickly and require adjustments to chemical dosages.
3.3 Treatment System Description
Water Treatment
The raw water enters two AWC treatment package plants consisting of a flocculation
tank with dual mixers, clarifier, and multimedia gravity filter. The water is mechanically
mixed in the flocculation tank and at this point polymer is added as a flocculant aid.
The water is gravity fed to the clarifier equipped with tube settlers, a motorized valve
with a timer to allow for the systematic removal of sludge, and filter overflow troughs to
evacuate wash water generated during a filter backwash operation. The clarified water
then passes through a filter composed of anthracite, sand and garnet.
Backwashes are done as required either manually or automatically. The backwash
water enters a surge tank, which is connected to the sewage system for final disposal.
The filtered water from both package plants are pumped using two small variable
frequency drive controlled pumps that advance the water into a dual bank Trojan Swift
UV system for initial primary disinfection. Afterwards, the piping merges into a
common discharge pipe where the effluent flow is measured with an additional
magnetic flow meter and then sodium hypochlorite is added, before entering two
interconnected baffled clearwells. Sodium hypochlorite is injected prior to the clearwell,
using one duty pump and a standby pump. Each clearwell cell has a volume of 341 m3
which are connected by an 8" valve. The valve remains open except when the
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clearwells are undergoing maintenance. Soda ash is injected at the end of the
clearwell, in the highlift well. Two high lift pumps, each rated at 8.7 L/s are used to
pump the treated water to a common header where pH adjustment and post
chlorination may occur before entering the distribution system. Ammonium sulphate is
injected into the treated water for secondary disinfection before entering the distribution
system. A fire pump, rated at 31.8 L is available for emergencies.
Water Storage and Pumping Capabilities
The system is equipped with two 100 mm intake pipes, which draw raw water from the
Groundhog River at a maximum capacity of 545 m3/day. The intakes are located at
different elevations in the river and are equipped with 12-gauge aluminum raw water
screens with a 3/16" clear opening. The raw water is gravity fed from the intake
structures into a wet well housed in the low lift pumping station. Each intake structure
has isolation gates, which permit one or both intakes to draw water, depending on
water quality. The water from the wet well is pumped to a common raw water header
by two submersible low lift pumps each rated at 6.3 L/s. Water levels in the wet well
automatically control the low lift pump activity. Two high lift pumps, each rated at 8.7
L/s are used to pump the treated water to a common header where pH adjustment and
post chlorination may occur before entering the distribution system.
There are no off-site water storage facilities in the distribution system, as storage is
incorporated within the treatment plant.
Emergency Power
The plant is equipped with a 100 kW diesel-fueled standby generator that is available
to provide emergency power during a power failure.
3.4 Treatment System Process Flow Chart
Refer to Figure 1 (following Section 5).
3.5 Description of the Distribution System Components
The Fauquier Water Treatment System is classified as a Large Municipal Residential
Drinking Water System which has approximately 153 service connections that serves
an estimated population of 325 residents. This system supplies residential and
commercial users but no industrial facilities. The owner is not aware of any low
pressure zones; however, there are approximately eight dead end locations. These
dead ends are managed by one bleeder located at Highway 11 east.
3.6 Distribution System Components Flow Chart
Refer to Figure 2 (following Section 5)
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4. Related Documents
None
5. Revision History
Date
Revision #
Reason for Revision
2010-06-01
0
Operational Plan issued
2013-03-14
1
Updated raw water quality results to 2010 to 2012 data.
2013-05-24
2
Updated the process flow diagram
2014-06-24
3
Updated the system description to include chloramination
2016-06-30
4
Updated raw water quality results to 2012 to 2014 data and updated the
process flow diagram
2019-01-28
5
Procedure issued - Information within OP-06 (s. 3) was originally set out
in Appendix D (revision 4, dated June 30, 2016) of the Fauquier Drinking
Water System Operational Plan. New Purpose, Definitions, Procedure,
Related Documents and separate Revision History sections. Updates
based on revisions to DWQMS (e.g. removal of critical upstream or
downstream processes, separation of systems that provide primary
and/or secondary disinfection and systems that do not, for systems that
are connected to another system with different owners, must now
include which system is relied upon to ensure the provision of safe
drinking water). Moved order of system description to follow the process
(e.g., source water first, then treatment, then distribution). Updated the
Raw Water Characteristics table with more current data.
2024-09-05
6
Updated the Raw Water Characteristics table with more current data,
minor wording changes to indicate OCWA as the Operating Authority
better, updates to the emergency power, process flow diagram, and
treatment system description due to upgrades. Updated template to the
new corporate standard, which removed the watermark and included the
uncontrolled printed document disclaimer in the footer.
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Figure 1 - Fauquier Water Treatment Plant Process Flow Diagram (PFD)
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Figure 2 - Fauquier Distribution Map
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OP-07
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RISK ASSESSMENT
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1. Purpose
To document the process for conducting a risk assessment to identify and assess potential
hazardous events and associated hazards that could affect drinking water safety.
2. Definitions
Consequence - the potential impact to public health and/or operation of the drinking water
system if a hazard/hazardous event is not controlled
Control Measure - includes any processes, physical steps or other practices that have been
put in place at a drinking water system to prevent or reduce a hazard before it occurs
Critical Control Point (CCP) - An essential step or point in the subject system at which
control can be applied by the Operating Authority to prevent or eliminate a drinking water
health hazard or reduce it to an acceptable level
Drinking Water Health Hazard - means, in respect of a drinking water system,
a) a condition of the system or a condition associated with the system's waters,
including any thing found in the waters,
i.
that adversely affects, or is likely to adversely affect, the health of the users of
the system,
ii. that deters or hinders, or is likely to deter or hinder, the prevention or
suppression of disease, or
iii. that endangers or is likely to endanger public health,
b) a prescribed condition of the drinking water system, or
c) a prescribed condition associated with the system's waters or the presence of a
prescribed thing in the waters
Hazardous Event - an incident or situation that can lead to the presence of a hazard
Hazard - a biological, chemical, physical or radiological agent that has the potential to
cause harm
Likelihood - the probability of a hazard or hazardous event occurring
3. Procedure
3.1 Operations Management ensures that operations personnel are assigned to conduct a
risk assessment at least once every thirty-six months. At a minimum, the Risk
Assessment Team must include the QEMS Representative, at least one Operator for
the system and at least one member of Operations Management.
3.2 The QEMS Representative is responsible for coordinating the risk assessment and
ensuring that documents and records related to the risk assessment activities are
maintained.
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3.3 The Risk Assessment Team performs the risk assessment as follows:
3.3.1 OP-07 Risk Assessment and OP-08 Risk Assessment Outcomes are reviewed.
3.3.2 For each of the system's activities/process steps, potential hazardous events and
associated hazards (possible outcomes) that could impact the system's ability to
deliver safe drinking water are identified. At a minimum, potential hazardous
events and associated hazard as identified in the most current version of the
Ministry document titled "Potential Hazardous Events for Municipal Residential
Drinking Water Systems" (as applicable to the system type) must be considered.
3.3.3 For each of the hazardous events, control measures currently in place at the
system to eliminate the hazard or prevent it from becoming a threat to public
health are specified. Control measures may include alarms, monitoring
procedures, SOPs/contingency plans, preventive maintenance activities, backup
equipment, engineering controls, etc.
3.3.4 To ensure that potential drinking water health hazards are addressed and
minimum treatment requirements as regulated by SDWA O. Reg. 170/03 and the
Ministry's "Procedure for Disinfection of Drinking Water in Ontario" (as amended)
are met, OCWA has established mandatory Critical Control Points (CCPs).
As a minimum, the following must be included as CCPs (as applicable):
-
Equipment or processes required to achieve primary disinfection (e.g.,
chemical and/or UV disinfection system, coagulant dosing system, filters,
etc.)
-
Equipment or processes necessary for maintaining secondary disinfection
in the distribution system
-
Fluoridation system
3.3.5 Additional CCPs for the system are determined by evaluating and ranking the
hazardous events for the remaining activities/process steps (i.e., those not
included as OCWA's minimum CCPs).
3.3.6 Taking into consideration existing control measures (including the reliability and
redundancy of equipment), each hazardous event is assigned a value for the
likelihood and a value for the consequence of that event occurring based on the
following criteria:
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Value
Likelihood of Hazardous Event Occurring
1
Rare - Estimated to occur every 50 years or more (usually no documented
occurrence at site)
2
Unlikely - Estimated to occur in the range of 10 - 49 years
3
Possible - Estimated to occur in the range of 1 - 9 years
4
Likely - Occurs monthly to annually
5
Certain - Occurs monthly or more frequently
Value
Consequence of Hazardous Event Occurring
1
Insignificant - Little or no disruption to normal operations, no impact on public
health
2
Minor - Significant modification to normal operations but manageable, no impact on
public health
3
Moderate - Potentially reportable, corrective action required, potential public health
impact, disruption to operations is manageable
4
Major - Reportable, system significantly compromised and abnormal operations if
at all, high level of monitoring and corrective action required, threat to public health
5
Catastrophic - Complete failure of system, water unsuitable for consumption
The likelihood and consequence values are multiplied to determine the risk value
(ranking) of each hazardous event. Hazardous events with a ranking of 12 or greater
are considered high risk.
3.3.7 Hazardous events and rankings are reviewed and any activity/process step is
identified as an additional CCP if all of the following criteria are met:
The associated hazardous event has a ranking of 12 or greater;
The associated hazardous event can be controlled through control
measure(s);
Operation of the control measures can be monitored and corrective actions
can be applied in a timely fashion;
Specific control limits can be established for the control measure(s); and
Failure of the control measures would lead to immediate notification of
Medical Officer of Health (MOH) or Ministry or both.
3.4 The outcomes of the risk assessment are documented as per OP-08 Risk Assessment
Outcomes.
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3.5 At least once every calendar year, the QEMS Representative facilitates the verification
of the currency of the information and the validity of the assumptions used in the risk
assessment in preparation for the Management Review (OP-20). When performing
this review, the following may be considered:
-
Process/equipment changes
-
Reliability and redundancy of equipment
-
Emergency situations/service interruptions
-
CCP deviations
-
Audit/inspection results
-
Changes to the Ministry document "Potential Hazardous Events for Municipal
Residential Drinking Water Systems" (as amended)
4. Related Documents
OP-08 Risk Assessment Outcomes
OP-20 Management Review
Ministry's "Potential Hazardous Events for Municipal Residential Drinking Water Systems"
(as amended)
Ministry's "Procedure for Disinfection of Drinking Water in Ontario" (as amended)
5. Revision History
Date
Revision #
Reason for Revision
2018-06-15
0
Procedure issued - Information within OP-07 was originally set out in
the QEMS Procedure QP-02 Risk Assessment and Risk Assessment
Outcomes (revision 3, dated June 30, 2016).
Revised Purpose to reflect element 7 requirements only. Included
minimum requirements for the Risk Assessment Team (QEMS
Representative, at least one operator for the system and at least one
member of Operation Management. Clarified role of QEMS
Representative in coordinating the risk assessment and maintaining
documents and records. Re-worded procedure for performing the risk
assessment (process itself remains essentially unchanged). Included
reference to Ministry's "Potential Hazardous Events for Municipal
Residential Drinking Water Systems". Removed requirements for
documenting the outcomes of the risk assessment (now covered in OP-
08). Changed annual review to at least once every calendar year and
included potential considerations when performing the review.
2024-12-31
1
Procedure updated - Added "(as amended)" directly following any
references to Ministry documents to point to the most current version of
the document and added the Ministry document "Potential Hazardous
Events for Municipal Residential Drinking Water Systems" (as amended)
to the list of items that may be considered when performing the annual
verification of the currency of the information in the risk assessment.
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RISK ASSESSMENT OUTCOMES
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1. Purpose
To document the outcomes of the risk assessment conducted as per OP-07 Risk
Assessment.
2. Definitions
Critical Control Point (CCP) - An essential step or point in the subject system at which
control can be applied by the Operating Authority to prevent or eliminate a drinking water
health hazard or reduce it to an acceptable level
Critical Control Limit (CCL) - The point at which a Critical Control Point response procedure
is initiated
3. Procedure
3.1 The QEMS Representative is responsible for updating the information in OP-08A
Summary of Risk Assessment Outcomes as required.
3.2 The results of the risk assessment conducted as per OP-07 are documented in Table 2
of OP-08A. This includes:
-
Identified potential hazardous events and associated hazards (possible
outcomes) for each of the system's activities/process steps;
Note: Hazards listed in the Ministry's "Potential Hazardous Events for Municipal
Residential Drinking Water Systems" (as amended) are indicated in the
appropriate column using the reference numbers in Table 1 of OP-08A.
-
Identified control measures to address the potential hazards and hazardous
events; and
-
Assigned rankings for the hazardous events (likelihood x consequence = risk
value) and whether the hazardous event is a Critical Control Point (CCP)
(mandatory or additional).
Note: If the hazardous event is ranked as 12 or higher and it is not being
identified as a CCP, provide rationale as to why it does not meet the criteria set
out in section 3.3.7 of OP-07).
3.3 Operations Management is responsible for ensuring that for each CCP:
-
Critical Control Limits (CCLs) are set;
-
Procedures and processes to monitor the CCLs are established; and
-
Procedures to respond to, report and record deviations from the CCLs are
implemented.
The identified CCPs, their respective CCLs and associated procedures are
documented in Table 3 of OP-08A.
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3.4 A summary of the results of the annual review/36-month risk assessment is recorded in
Table 4 of OP-08A.
3.5 Operations Management considers the risk assessment outcomes during the review of
the adequacy of the infrastructure (Refer to OP-14 Review and Provision of
Infrastructure).
4. Related Documents
OP-07 Risk Assessment
OP-08A Summary of Risk Assessment Outcomes
OP-14 Review and Provision of Infrastructure
Ministry's "Potential Hazardous Events for Municipal Residential Drinking Water Systems"
(as amended)
5. Revision History
Date
Revision #
Reason for Revision
2018-06-15
0
Procedure issued - Information within OP-08 was originally set out in
the QEMS Procedure QP-02 Risk Assessment and Risk Assessment
Outcomes (revision 3, dated June 30, 2016). Clarified role of QEMS
Representative in updating the information in OP-08A Summary of Risk
Assessment Outcomes. Included requirements for how to document the
risk assessment outcomes using the tables in OP-08A and OP-08B.
Clarified responsibility of Operations Management to ensure Critical
Control Limits are set and related procedures are developed. Included
reference to OP-14 Review and Provision of Infrastructure to emphasize
the need for Operations Management to review the risk assessment
outcomes during the infrastructure review.
2024-12-31
1
Procedure updated - Added "(as amended)" directly following references
to the Ministry's "Potential Hazardous Events for Municipal Residential
Drinking Water Systems" to point to the most current version of the
document. Removed reference to OP-8B.
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SUMMARY OF RISK ASSESSMENT OUTCOMES
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Table 1: Potential Hazardous Event/Hazard Reference Numbers (based on the Ministry's "Potential Hazardous Events for Municipal
Residential Drinking Water Systems" dated April 2022)
If the hazardous event/hazard is not applicable to this drinking water system (DWS), it will be noted in the first column of this table.
System Type
(indicate all that apply to this DWS)
Reference
Number
Description of Hazardous Event/Hazard
X
All Systems
1
Long Term Impacts of Climate Change
X
All Systems
2
Water supply shortfall
X
All Systems
3
Extreme weather events (e.g., tornado, ice storm)
X
All Systems
4
Sustained extreme temperatures (e.g., heat wave, deep freeze)
X
All Systems
5
Chemical spill impacting source water
X
All Systems
6
Terrorist and vandalism actions
X
Distribution Systems
7
Sustained pressure loss
X
Distribution Systems
8
Backflow
X
Treatment Systems
9
Sudden changes to raw water characteristics (e.g., turbidity, pH)
X
Treatment Systems
10
Failure of equipment or process associated with primary disinfection
(e.g., coagulant dosing system, filters, UV system, chlorination system)
X
Treatment Systems and
Distribution Systems providing
secondary disinfection
11
Failure of equipment or process associated with secondary disinfection (e.g.,
chlorination equipment, chloramination equipment)
X
Treatment Systems using Surface
Water
12
Algal blooms
X
All Systems
13
Cybersecurity threats
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Table 2: Risk Assessment Table
Note: Processes referred to in OP-07 Risk Assessment must be identified as mandatory Critical Control Points (CCPs) as applicable. Mandatory CCPs are not required to be ranked.
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Source/Intake
Spill of biological or
chemical material
into Groundhog River
(snowmobiles or
water crafts and
hydro dam)
Contamination of
source water
Intake is up stream of bridges
Monitor and sample
Approximately 2 to 3 days' supply
from clearwells
Procedures
for
off-site
Chemical/Fuel Spill, Water Supply
Shortage
Hauled water
5, 9, 12
2
3
6
Yes - Mandatory
Yes - Additional
No
Source/Intake
Breakage/blockage
of intake pipe
Loss of water supply
Redundancy (2 intake pipes)
Approximately 2 to 3 day supply
from clearwells
Scheduled maintenance activities
Procedures for: Raw Intake Line
Blocked, Water Supply Shortage,
Water conservation and delivery
2
2
2
4
Yes - Mandatory
Yes - Additional
No
Source/Intake
Spring/fall turnover
Increased demand
on process
operations such as
chemical
optimization for
changes in colour,
odour, pH, alkalinity,
temperature and
turbidity
Operational adjustments
In-house testing (pH, alkalinity,
colour, and temperature)
Turbidity off the filters analyzer
Filter turbidity alarms with
automatic plant shut down
1, 2, 3, 4, 9
4
2
8
Yes - Mandatory
Yes - Additional
No
Source/Intake
Harmful Algal Bloom
(Blue-green algae)
Contamination of
source water
Visual inspections water near
intake
Monitor and sample
Site specific procedure for Algal
Bloom Monitoring
1, 9, 12
1
4
4
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Source/Intake
Low river levels /
drought
Loss of water supply
There is a hydro generating
station upstream of the intake that
helps ensure a consistent flow of
water
1, 2, 3, 4, 9
1
3
3
Yes - Mandatory
Yes - Additional
No
Low Lift Pumps
Low lift pump failures
Loss of water supply
Redundancy (1 duty pump, 1
standby pump - manual
switchover)
Scheduled maintenance activities
Alarms for low clearwell level and
low lift pump failure
Procedure for Low Lift Pump
Failure
2
2
3
6
Yes - Mandatory
Yes - Additional
No
Filtration Process
Includes: flocculation,
coagulation, dual
media gravity filters
Poly Aluminum
Chloride (PAC) feed
pump failure
Ineffective removal
of pathogens
(minimum treatment
requirements not
met)
Redundancy
(back-up
pump
available - manual switchover)
Operator inspections (tank levels,
calculate dosage)
Scheduled maintenance activities
Alarms: chemical pump failure,
turbidity
Filter to waste above 0.3 NTU
enabled
10
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Filtration Process
Includes: flocculation,
coagulation, dual
media gravity filters
Caustic soda feed
pump failure
(pre-treatment)
Lowered pH
Ineffective
coagulation process
Potential for
increased turbidity
and/or potential
Adverse Water
Quality Incident
(AWQI)
Redundancy (1 in use and 1 in
stand-by for with pre or post;
manual switchover)
Operator inspections (tank levels,
calculate dosage)
Scheduled maintenance activities
High turbidity alarm with filter to
waste
Procedures for High Turbidity,
Reporting an Adverse Water
Quality
10
3
2
6
Yes - Mandatory
Yes - Additional
No
Filtration Process
Includes: flocculation,
coagulation, dual
media gravity filters
Polymer feed pump
failure
Increased turbidity
Ineffective removal
of pathogens
Potential for AWQI
On-line monitoring of filter effluent
turbidity
High turbidity alarm with filter to
waste
Operator inspections (tank levels,
calculate dosage)
Scheduled maintenance activities
Increase backwash schedule
Procedures for High Turbidity,
Reporting an Adverse Water
Quality
10
3
1
3
Yes - Mandatory
Yes - Additional
No
Filtration Process
Includes: flocculation,
coagulation, dual
media gravity filters
Filter breakthrough
Increased turbidity
Ineffective removal
of pathogens
Potential for AWQI
On-line monitoring of filter effluent
turbidity
Redundancy (2 filters)
Regular backwash schedule
Scheduled maintenance activities
High turbidity alarm with filter to
waste
Procedures for High Turbidity,
Reporting an Adverse Water
Quality
10
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Filtration Process
Includes: flocculation,
coagulation, dual
media gravity filters
Backwash system
failure
Increased turbidity
Ineffective removal
of pathogens
Potential for AWQI
Potential for loss of
treated water supply
Redundancy (2 filters, 2 backwash
pumps)
On-line monitoring of filter effluent
turbidity
High turbidity alarm with automatic
plant shutdown
Scheduled maintenance activities
Manual or automatic backwash
Procedures for High Turbidity,
Reporting an Adverse Water
Quality, Backwash Failure
(Filters), Water Supply Shortage
10
5
2
10
Yes - Mandatory
Yes - Additional
No
Filtration Process
Includes: flocculation,
coagulation, dual
media gravity filters
Turbidity analyzer
failure
Unknown turbidity
levels Potential for
AWQI
Filter redundancy (take filter out of
service
until
analyzer
replaced/repaired)
System has approximately 2 to 3
day supply from clearwells to allow
for repairs,
Spare analyzer available within
hub
Scheduled maintenance activities
In-house turbidity readings every
15 min
Operator inspections
OCWA
Instrumentation
Technician available to repair
analyzer
Procedure for Reporting an
Adverse Water Quality; reporting
non-Compliance
10
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Sodium Hypochlorite
System
(primary disinfection)
Hypochlorite pump
failure
Loss of disinfection
Low chlorine
residual Inadequate
inactivation of
pathogens
Potential for AWQI
Redundancy (1 back-up pump -
manual switchover)
On-line monitoring with alarms
In-house residual testing and
dosage calculations
Scheduled maintenance activities
Procedures for Sodium
Hypochlorite Pump Failure, Low
or High Chlorine Residual in
Treated Water; CT, Reporting an
Adverse Water Quality
10, 11
Yes - Mandatory
Yes - Additional
No
Sodium Hypochlorite
System
(primary disinfection)
Free chlorine
analyzer failure
Unknown chlorine
residual levels
Potential for AWQI
Failure alarm
Spare analyzer available within
hub
In-house residual testing every 5
min
OCWA
Instrumentation
Technician available to repair
analyzer
Scheduled maintenance activities
Procedures for Reporting an
Adverse Water Quality,
Calculating CT
10
Yes - Mandatory
Yes - Additional
No
Sodium Hypochlorite
System
(primary disinfection)
Low supply of
sodium hypochlorite
and/or low supply of
analyzer reagents
Inadequate
disinfection Potential
for AWQI
Operator checks
Chemical available within hub
Procedures for Reporting an
Adverse Water Quality
10,11
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Clearwells
Low level
Inadequate contact
time for primary
disinfection
Inadequate treated
water supply
Potential AWQI
Redundancy
(dual
celled
clearwells -isolate one cell)
Low level clearwell alarm
Schedule
maintenance
and
inspection activities
Water hauling service available
Township
ordered
water
conservation or ban
Procedures for: Clearwell-Low
Level, Water Supply Shortage,
CT
7, 10
3
3
9
Yes - Mandatory
Yes - Additional
No
Clearwells
Cell out of service for
repair or
maintenance
Inadequate contact
time for primary
disinfection
Dual-celled clearwell with isolation
valves
Increase chlorine dosage into
clearwell
Schedule
controlled
maintenance plan
Procedure for CT
7, 10
3
3
9
Yes - Mandatory
Yes - Additional
No
Post pH Adjustment
Caustic soda pump
failure
Lowered pH
Redundancy (1in use and 1 back-
up for pre or post pump - manual
switchover)
Operator inspections (tank levels,
calculate dosage)
Scheduled maintenance activities
Chemical pump failure alarm
11
3
1
3
Yes - Mandatory
Yes - Additional
No
Secondary Disinfection
Vandalism/terrorism
Contamination of the
water supply
Damage to critical
equipment
Water plant kept locked
Appropriate signage
Visited regularly by operational
staff
Highly visible in a residential area
Procedures for Vandalism or
Suspected Unauthorized Entry
6, 7, 11
2
3
6
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Secondary Disinfection
Loss of residual in
distribution
Failure
to
control
biofilm
and
pathogens
(long
term)
Potential for AWQI
Continuous on-line monitoring of
chlorine
residual
into
the
distribution system
System-wide residual testing
Scheduled maintenance
Low alarms for chlorine residual in
water entering distribution system
Procedures for Reporting
Adverse Water Quality
11
Yes - Mandatory
Yes - Additional
No
High Lift Pumps
Failure of one pump
Low supply of water
Lower pressure
Redundancy (2 pumps, 1 fire
pump)
Small HL pump on-site but not
installed
No flow alarm - low pressure
assist mode on PLC
Scheduled maintenance activities
Procedures for High Lift Pump
Failure; Loss of Pressure; Water
Supply Shortage, Calculating CT
6
3
2
6
Yes - Mandatory
Yes - Additional
No
High Lift Pumps
Failure of two pumps
Low supply of water
Loss of pressure
Redundancy (2 pumps, 1 fire
pump)
Small HL pump on-site but not
installed
No flow alarm, low free chlorine
alarm (no flow to analyzer),
Scheduled maintenance activities
Procedures for High Lift Pump
Failure; Loss of Pressure; Water
Supply Shortage, Calculating CT
6, 7, 8
2
4
8
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Water Treatment
System
Power failure
Loss of treated water
supply
Back-up diesel generator
Scheduled maintenance activities
for back-up generator
Operator checks
Procedures for Power Failure of
Long Duration, Standby Power
Failure
3, 4, 6
4
2
8
Yes - Mandatory
Yes - Additional
No
Water Treatment
System
Back-up power
failure
Loss of treated water
supply, loss of
pressure, loss of fire
protection
Scheduled maintenance activities
for back-up generator
Annual test by certified contractor
Portable generator available
within 1-2 hours
Procedure for Standby Power
Failure
2, 7, 8, 10, 11
2
4
8
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Water Treatment
System
Cybersecurity threats
(Wonderware and
SCADA)
Loss of system
process visibility for
operators (e.g.,
unable to monitor
treatment
processes)
Interruption of data
recording leading to
a loss of
critical/compliance
data
inability to remotely
control processes
and/or loss of
automatic control
installation of
malicious programs
like ransomware,
which can disable
business enterprise
until money is paid
Loss of data (stolen
or maliciously
deleted)
Implementing Identity and Access
Management throughout the
account management lifecycle.
Privileges are granted to users
with two principles - need to
know and least privileges. Users
are assigned only the privileges
they need to perform their job.
Employing default to fail secure.
The application or system failure
will cause little or no harm to
other systems. Data will not fall
into the wrong hands.
Applying multiple layers of
defense including:
o Intrusion detection systems
constantly monitoring traffic flow
(borders)
o Firewalls that provide real-time
filtering and blocking (walls)
o Cryptography and layered
authentication (zones)
o Certified professionals ensuring
system integrity (gatekeepers)
Constant monitoring and tracking
for quick and effective response
to attacks
Perform routine vulnerability
scans and threat assessments
Carry out periodic cyber security
audits and risk compliance
checks
13
2
4
8
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Watermains
Watermain structural
failure/breaks
Contamination
Loss of pressure
Loss of supply
Potential for AWQI
Notification/complaints
from
customers
Operator checks
Low clearwell level alarm
High flow into lagoons
Ontario's Watermain Disinfection
Procedure and AWWA Standards
Procedures for Water Line
Breaks, Water Supply Shortage
6, 7, 8
3
3
9
Yes - Mandatory
Yes - Additional
No
All (watermains,
connections, valves,
construction, etc.)
Accidental damage
Vandalism
Contamination
Loss of water supply
Loss of pressure
Potential for AWQI
Notification/complaints
from
customers
Operator checks
Low clearwell level alarm
Procedure
for
Water
Supply
Shortage
Ontario's Watermain Disinfection
Procedure and AWWA Standards
6, 7, 8
3
3
9
Yes - Mandatory
Yes - Additional
No
Service connections
Cross Connection
Contamination
Procedure for Reporting an
Adverse Water Quality
6, 7, 8
2
4
8
Yes - Mandatory
Yes - Additional
No
Service connections
Structural
failure/breaks
Contamination
Loss of pressure
Customer notification/complaints
Low clear well
High flow levels
Procedure for Reporting an
Adverse Water Quality
6, 7, 8
3
2
6
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Valves
Failure
Loss of control
(unable to isolate
some areas)
Line breaks and/or
contamination
Loss of pressure
Loss of water supply
Maintenance program (Township)
Alarms: low clearwell and high
flow
Procedures for Reporting an
Adverse Water Quality, Water
Supply Shortage
6, 7, 8
3
3
9
Yes - Mandatory
Yes - Additional
No
Flushing
Accumulation of
biofilm and
tuberculation
Not following proper
procedure
Loss of chlorine
residual
Potential AWQI
Contamination
Lower pressure
Maintenance program
Monitoring for HPC
Customer complaints/notifications
Procedures for Reporting an
Adverse Water Quality
7, 8
2
2
4
Yes - Mandatory
Yes - Additional
No
New construction
Sub-standard
construction and /or
commissioning
Contamination
Loss of pressure
Ontario Watermain Disinfection
Procedure and AWWA Standards
OCWA oversees repairs
Testing
Training of staff
Provincial building codes
(curbstops)
7, 8
2
3
6
Yes - Mandatory
Yes - Additional
No
Sampling (watermain
breaks)
Failure to sample
(equipment/human
error)
Contamination
Potential AWQI
Ontario Watermain Disinfection
Procedure and AWWA Standards
OCWA oversees repairs
Training of staff
Operator Certification
7, 8
2
3
6
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Activity/
Process Step
Description of
Hazardous Event
Possible
Outcome
(Hazards)
Existing Control Measures
Ministry's
Potential
Hazardous
Event/Hazard
Reference #
(see Table 1)
Likelihood
Consequence
Risk Value
CCP?
Distribution System
Adverse Water
Quality Result as
described in O. Reg.
170/03
Potential for unsafe
drinking water
Procedures for sampling,
sampling schedule, Reporting an
Adverse Water Quality
11
3
4
12
Yes - Mandatory
Yes - Additional
No - does not
meet all criteria
outlined in section
3.37 of OP-07 Risk
Assessment
Entire System
Pandemic
Shortage of staff
Supply shortages
Loss of sample
locations
CP for Critical Shortage of Staff
Staff training and PPE
OCWA's Emergency Operations
Center (EOC)
Staff isolation / remote work done
where possible
Alternate suppliers available,
refer to ESS list
2
3
6
Yes - Mandatory
Yes - Additional
No
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Table 3: Identified Critical Control Points (CCPs)
CCP
Critical Control Limits
Monitoring Procedures
Response, Reporting and Recording
Procedures
Filtration Process
Filter Effluent Turbidity Alarm
High set point = 1.0 NTU
(Automatic plant shutdown at 1.0 NTU)
>0.3 NTU Plant will automatically switch to
rinse to waste mode until turbidity improves
- Continuous online analyzers
- Daily operator checks including
dosage calculations
- Redundancy (2 filters)
- Review trends (charts) and sign-
off as per O. Reg. 170/03
Refer to site specific procedures for:
- Reporting an Adverse Water Quality
Sodium Hypochlorite System
(Chemical Feed)
Free Chlorine Residual - Treated Alarms
Low set point = no lower than 0.6 mg/L
High set point = no higher 4.0 mg/L
- Continuous online analyzers
- Daily operator checks including
dosage calculations
- Review trends (charts) and sign-
off as per O. Reg. 170/03
Refer to site specific procedures for:
- Reporting an Adverse Water Quality
- CT
- Sodium Hypochlorite Pump Failure
- Low or High Chlorine Residual in Treated
Water
Loss of Distribution Residual
Combined Chlorine Residual -
Distribution
Operational Low = 1.0 mg/L
Regulatory Low = 0.25 mg/L
(and free residual <0.05 mg/L)
- Distribution chlorine residuals
monitored as per O. Reg. 170/03
- Monitor total chlorine residual
leaving the plant
Refer to site specific procedures for:
- Reporting an Adverse Water Quality
High Distribution Residual
Combined Chlorine Residual -
Distribution
Operational High = 2.5 mg/L
Regulatory High = 3.0 mg/L
- Distribution chlorine residuals
monitored as per O. Reg. 170/03
- Monitor total chlorine residual
leaving the plant
Refer to site specific procedures for:
- Reporting an Adverse Water Quality
Note: Standard Operating Procedures (SOPs) referenced in Tables 1 and 2 are controlled as per OP-05 Document and Records Control.
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Table 4: Record of Annual Review/36-Month Risk Assessment
The Drinking Water Quality Management Standard (DWQMS) requires that the currency of the information and the validity of the
assumptions used in the risk assessment be verified at least once every calendar year. In addition, the risk assessment must be conducted
at least once every thirty-six months.
Date of Activity
Type of Activity
Participants
Summary of Results
2010-05-20
Initial Risk Assessment
Amanda Dubuc (PCT),
André Doucet (Operations Manager),
Marc Desbiens (ORO)
Conducted initial risk assessment.
2010-06-01
Review
Amanda Dubuc (PCT)
Desktop review prior to submission of Partial Accreditation
application. No changes.
2011-04-26
Review
Amanda Dubuc (PCT),
Eric Nielson (Senior Operations Manager),
André Doucet (Operations Manager),
Marc Desbiens (ORO)
Review during Internal Audit. No changes.
2011-06-21
Review
Amanda Dubuc (PCT),
Tony Janssen (Senior Operations Manager),
Eric Nielson (Senior Operations Manager),
André Doucet (Operations Manager)
Review during management review meeting. No changes.
2012-05-24
Review
Amanda Dubuc (PCT), Marc Desbiens
(ORO)
Review during Internal Audit. No changes.
2013-05-16
Risk Assessment
Amanda Dubuc (PCT),
Marc Desbiens (ORO)
Conducted 36 month risk assessment. All changes are listed in the
revision history.
2014-04-02
Risk Assessment
April Swanson (PCT),
Bruce Larstone (Senior Operator)
Conducted a risk assessment to include the chloramination system
2015-04-14
Review
April Swanson (PCT)
Ben Parent (Operator)
Reviewed during internal audit
2016-04-05
Risk Assessment
April Swanson (PCT)
Marc Desbiens (ORO)
No significant changes
2017-04-05
Review
April Swanson (PCT)
Marc Desbiens (ORO)
Clarified the high lift failure and outcomes based on the number of
pump failures
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SUMMARY OF RISK ASSESSMENT OUTCOMES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
Date of Activity
Type of Activity
Participants
Summary of Results
2018-06-18
Risk Assessment
April Swanson (PCT)
Braden Atkinson (PCT COOP)
Benoit Parent (Operator)
René Miville (Operator)
Conducted risk assessment to include Ministry's potential hazardous
events. No significant changes.
2019-04-11
Risk Assessment
April Swanson (PCT)
Bruce Larstone (Team Lead)
René Miville (Operator)
No significant changes
2020-07-21
Risk Assessment
April Swanson (PCT)
Bruce Larstone (Team Lead)
Rod Blake (Operator)
No significant changes
2021-10-21
Review
April Swanson (PCT)
Bruce Larstone (Team Lead)
Jacob Boisvert (Operator)
No significant changes
2022-11-02
Risk Assessment
April Swanson, PCT
Michel Plourde, Team Lead
Claude Rancourt, Senior Operations
Manager
Added cyber security threat to the Ministry's list of potential threats
and a description of a hazardous event. Also added pandemic as a
description of a hazardous event
2023-10-19
Review
Michael Case (PCT)
Claude Rancourt (Senior Operations
Manager)
Trevor Legault (Operator)
Dylan Gagnon (Operator)
Chad Petit (Operator)
Review with new operational staff. Minor edits to some existing
control measures and updated turbidity critical control limit to the
regulatory requirement
2024-12-19
Risk Assessment
Michael Case (PCT)
Claude Rancourt (Senior Operations
Manager)
Dylan Gagnon (Operator)
Updated to the corporate template. Added harmful algal blooms,
cyber security, and low river elevation/drought to Table 2. Updated
Table 3, and added an operation value to the critical control points
for distribution residuals. Minor edits to some existing control
measures and risk values.
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SUMMARY OF RISK ASSESSMENT OUTCOMES
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Approved by: Senior Operations Manager
Revision History
Date
Revision #
Reason for Revision
2010 05 20
0
Initial risk assessment conducted
2012 03 05
1
Template revised to include a table to 'Record of Annual Review/36-Month Risk Assessment' and updated Critical
Control Limit set points. Changed coagulant from Alum to Poly Aluminum Chloride.
2013 03 14
2
Revised position titles; Operations Manager has been changed to Senior Operations Manager, Cluster Manager has
been changed to Operations Manager, and Process Compliance Manager has been removed as the position was
discontinued.
2013 05 23
3
Removed set points for the filtration process in Table 1, removed reference to EEP for adverse chlorine for the
clearwell process, added post pH adjustment (soda ash), clarified that the plants are visited regularly and not daily,
ranked vandalism of the water treatment plant and removed it from a mandatory CCP, added back-up power failure
process step, removed reference to SCADA as it is not in place and changed high chlorine set point in CCP Table
2014 06 24
4
Revised Risk Assessment to include the chloramination system
2015 04 14
5
Updated Table 3 Record of Annual Review/36-Month Risk Assessment to include the review on April 14, 2015
2016 04 05
6
Updated Table 3 Record of Annual Review/36-Month Risk Assessment
2017 04 05
7
Updated Table 3 Record of Annual Review/36-Month Risk Assessment
2018 06 18
8
Summary of Risk Assessment Outcomes assigned document number (OP-08A); added table to reference Ministry's
"Potential Hazardous Events for Municipal Residential Drinking Water Systems"; and added Hazardous Events for
Municipal Residential Drinking Water Systems to Risk Assessment Outcome Table;
Previous Table 3 (Record of Annual Review/36-Month Risk Assessment) was removed and assigned a document
number (OP-08B)
2019 04 11
9
Minor edits
2020 07 21
10
Minor edits
2021 10 21
11
Minor edits
2022 11 02
12
Added cyber security threat to the Ministry's list of potential threats and a description of a hazardous event. Also
added pandemic as a description of a hazardous event
2023 10 19
13
Minor edits to Table 2 and update Table 3
2024-12-31
14
Removed the document OP-8B and brought table 4 back into this document. Updated Record of Annual
Review/36-Month Risk Assessment table and minor edits as summarized in Table 4
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ORGANIZATIONAL STRUCTURE, ROLES, RESPONSIBILITIES AND AUTHORITIES
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1. Purpose
To document the following for the Fauquier Drinking Water System:
-
Owner;
-
Organizational structure of the Operating Authority;
-
QEMS roles, responsibilities and authorities of staff, Top Management and
individuals/groups that provide corporate oversight; and
-
Responsibilities for conducting the Management Review
2. Definitions
Operations Management - refers to the General Manager, Senior Operations Manager
and/or Operations Manager that directly oversees a facility's operations
Senior Leadership Team (SLT) - members include President and CEO, Executive Vice
President and General Counsel, Vice Presidents of OCWA's business units and Regional
Hub Managers
Top Management - a person, persons or a group of people at the highest management
level within an operating authority that makes decisions respecting the QMS and
recommendations to the owner respecting the subject system or subject systems
Operations Personnel - Employees of the drinking water system who perform various
activities related to the compliance, operations and maintenance of the drinking water
system that may directly affect drinking water quality
3. Procedure
3.1 Organizational Structure
The Fauquier Drinking Water System is owned by the Corporation of the Township of
Fauquier-Strickland and is represented by the Mayor, Clerk-Treasurer and Council.
The organizational structure of OCWA, the Operating Authority, is outlined in appendix
OP-09A: Organizational Structure.
3.2 Top Management
Top Management for the Fauquier Drinking Water System consists of:
-
Operations Management - Hearst Cluster
-
Regional Hub Manager - Northeastern Ontario Regional Hub
-
Safety, Process & Compliance Manager - Northeastern Ontario Regional Hub
Irrespective of other duties (see Table 9-2 below), Top Management's responsibilities
and authorities include:
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-
Endorsing the Operational Plan as per the Commitment and Endorsement
procedure (OP-03);
-
Ensuring that the QEMS meets the requirements of the DWQMS;
-
Ensuring staff are aware of the applicable legislative and regulatory
requirements;
-
Communicating the QEMS according to the Communications procedure (OP-
12);
-
Providing resources needed to maintain and continually improve the QEMS;
-
Appointing and authorizing a QEMS Representative (OP-04); and
-
Undertaking Management Reviews as per the Management Review procedure
(OP-20).
Note: Specific responsibilities of the individual members of Top Management are
identified in the referenced procedures.
3.3 Corporate Oversight
Roles, responsibilities and authorities for individuals/groups providing corporate
oversight of OCWA's QEMS are summarized in Table 9-1 below.
Table 9-1: Corporate QEMS Roles, Responsibilities and Authorities
Role
Responsibilities and Authorities
Board of Directors
-
Set the Agency's strategic direction, monitor overall performance
and ensure appropriate systems and controls are in place in
accordance with the Agency's governing documents
-
Review and approve the QEMS Policy
Senior Leadership
Team (SLT)
-
Establish the Agency's organizational structure and governing
documents and ensure resources are in place to support strategic
initiatives
-
Monitor and report on OCWA's operational and business
performance to the Board of Directors
-
Review the QEMS Policy and recommend its approval to the
Board
-
Approve corporate QEMS programs and procedures
Corporate
Compliance
-
Manage the QEMS Policy and corporate QEMS programs and
procedures
-
Provide support for the local implementation of the QEMS
-
Monitor and report on QEMS performance and any need for
improvement to SLT
-
Consult with the Ministry and other regulators and provide
compliance support/guidance on applicable legislative, regulatory
and policy requirements
-
Manage contract with OCWA's DWQMS accreditation body
3.4 Regional Hub Roles, Responsibilities and Authorities
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QEMS roles, responsibilities and authorities of Regional Hub personnel are
summarized in Table 9-2 below. This information is kept current as per the Document
and Records Control procedure (OP-05) and is communicated to staff as per the
Communications procedure (OP-12).
Additional duties of employees are detailed in their job specifications and in the various
QEMS programs and procedures that form, or are referenced in, this Operational Plan.
Table 9-2: QEMS Roles, Responsibilities and Authorities for the Regional Hub
Role/Position
Responsibilities and Authorities
All Operations Personnel
-
Perform duties in compliance with applicable legislative and
regulatory requirements
-
Be familiar with the QEMS Policy and work in accordance
with QEMS programs and procedures
-
Maintain operator certification (as required)
-
Attend/participate in training relevant to their duties under
the QEMS
-
Document all operational activities
-
Identify potential hazards at their facility that could affect
the environmental and/or public health and report to
Operations Management
-
Report and act on all operational incidents
-
Recommend changes to improve the QEMS
Regional Hub Manager
(Top Management)
-
Oversee the administration and delivery of contractual
water/wastewater services on a Regional Hub level
-
Fulfill role of Top Management
-
Ensure corporate QEMS programs and procedures are
implemented consistently throughout the Regional Hub
-
Manage the planning of training programs for Regional Hub
-
Report to VP of Operations/SLT on the regional
performance of the QEMS and any need for Agency-wide
improvement
Operations Management
(Top Management)
-
Manage the day-to-day operations and maintenance of
their assigned facilities and supervise facility staff
-
Fulfill role of Top Management
-
Ensure corporate and site-specific QEMS programs and
procedures are implemented at their assigned facilities
-
Determine necessary action and assign resources in
response to operational issues
-
Report to the Regional Hub Manager on facility operational
performance
-
Ensure operational training is provided for the cluster (in
consultation with the SPC Manager as required)
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Role/Position
Responsibilities and Authorities
-
Act as Overall Responsible Operator (ORO) when required
(based on certification). Refer to the ORO Letter.
Safety, Process &
Compliance (SPC)
Manager
(Top Management)
-
Supervise facility compliance staff and provide technical
and program support to the Regional Hub related to
process control and compliant operations
-
Fulfill role of Top Management
-
Ensure corporate/regional QEMS programs and
procedures are implemented consistently throughout the
Regional Hub
-
Assist in the development of site-specific operational
procedures as required
-
Ensure training on applicable legislative and regulatory
requirements and the QEMS is provided for the Regional
Hub (in consultation with Operations Management as
required)
-
Monitor and report to the Regional Hub Manager and
Operations Management on the compliance status and
QEMS performance within their Regional Hub and any
need for improvement
-
Act as alternate QEMS Representative (when required)
-
May act as Operator-in-Charge (OIC) and/or ORO when
required (based on certification). Refer to the ORO Letter.
Process & Compliance
Technician (PCT)
(QEMS Representative)
-
Implement, monitor and support corporate programs
relating to environmental compliance and support
management by evaluating and implementing process
control systems at their assigned facilities
-
Fulfill role of QEMS Representative (OP-04)
-
Monitor, evaluate and report on compliance/quality status
of their assigned facilities
-
Implement facility-specific QEMS programs and
procedures consistently at their assigned facilities
-
Participate in audits and inspections and assist in
developing, implementing and monitoring action items to
respond to findings
-
Report to the SPC Manager on QEMS implementation and
identify the need for additional/improved processes and
procedures at the Regional Hub/cluster/facility level (in
consultation with the Operations Management as required)
-
Communicate to Owners on facility compliance and
DWQMS accreditation as directed
-
Deliver/participate in/coordinate training including
applicable legislative and regulatory requirements and the
QEMS
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Role/Position
Responsibilities and Authorities
Certified Operator
May include the following
positions:
-
Operations
Supervisor Water &
Wastewater
-
Water & Wastewater
Lead
-
Senior Water &
Wastewater Operator
-
Water & Wastewater
Operator
-
Water & Wastewater
Operator-In-Training
(OIT)]
-
Perform duties outlined under Operations Personnel
-
Monitor, maintain and operate facilities in accordance with
applicable regulations, approvals and established operating
procedures
-
Collect samples and perform laboratory tests and
equipment calibrations as required
-
Regularly inspect operating equipment, perform routine
preventive maintenance and repairs and prepare and
complete work orders as assigned
-
Ensure records of adjustments made to the process under
their responsibility, equipment operating status during their
shifts and any departures from normal operations observed
and actions taken are maintained within facility logs/record
keeping mechanisms (as per O. Reg. 128)
-
Participate in facility inspections and audits
-
May act as OIC and/or ORO when required (based on
certification). Refer to the ORO Letter.
NOTE: OITs cannot act as OIC and/or ORO. OITs perform the
above duties under the direction of the OIC/ORO and as
assigned by Operations Management or designate.
Instrumentation
Technician
May include the following
positions:
-
Utility Plant
Instrument Technician
(UPIT)
-
Instrumentation
Technician
-
Provide advice and technical expertise on the services
required for process control and automation systems
-
Discuss and advise on detailed system and programming
requirements, modify existing and new software in
response to plant requests, analyze and resolve
problems/error conditions, document
changes/modifications and configure, install and support
related software, hardware and network for such systems
-
Conduct inspections of the process control and automation
systems to validate that all is operating within established
parameters as requested
-
Install and commission new electrical/electronic equipment
and automation systems
-
May fulfill role of Certified Operator as required (based on
certification).
4. Related Documents
OP-03 Commitment and Endorsement
OP-04 QEMS Representative
OP-05 Document and Records Control
OP-09A Organizational Structure
OP-12 Communications
OP-20 Management Review
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OCWA Position Descriptions/Job Specifications
5. Revision History
Date
Revision #
Reason for Revision
2018-12-18
0
Procedure issued - Information within OP-09 (s. 3) was originally set
out in Appendix D of the Fauquier Drinking Water System Operational
Plan (revision 3, dated May 24, 2013). New Purpose, Definitions,
Procedure, Related Documents and separate Revision History
sections. Added definitions for Operations Management and
Operations Personnel and throughout procedure replaced 'Senior
Operations Manager' references with 'Operations Management'.
Incorporated OCWA's new org structure, including SPC Manager.
Removed two levels of Top Management (e.g. Facility Level and
Corporate level), instead Top Management is only at the facility level
and corporate has been moved to Corporate oversight. Re-worded
QEMS Roles, Responsibilities and Authorities for each position.
Added QEMS Roles, Responsibilities and Authorities for Mechanic
and Data Clerk.
2024-08-15
1
Procedure updated with revisions to Table 9-2 as follows:
Role/Position updated to clarify roles are performed by multiple
positions, position titles updated, note added regarding OITs operating
limitations. Removed position/roles no longer applicable.
Additional revisions include replaced MOECC with Ministry, minor
rewording and type-o's, removed watermark.
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ORGANIZATIONAL STRUCTURE
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OPERATING AUTHORITY
Ontario Clean Water Agency
Board of Directors
*President & Chief Executive
Officer
*Vice President of Operations
*Vice President of Operations
Corporate Oversight
Director of Operational Support
Services
QEMS Coordinators
Compliance Systems
Coordinators
*Regional Hub Manager
Northeastern Ontario Region
Top Management
Corporate Compliance
OWNER
The Township
of Fauquier-
Strickland
Administrative
Support
Operations Management
Hearst Cluster
Top Management
Safety, Process &
Compliance Manager
Top Management
Alternate QEMS
Representative
Process & Compliance
Technician
QEMS Representative
OPERATIONS PERSONNEL
- Operations Supervisor, Water & Wastewater
- Water & Wastewater Lead
- Senior Water & Wastewater Operator
- Water & Wastewater Operator
- Instrumentation Technician
- Water & Wastewater Operator in Training
- Utility Plant Instrumentation Technician
Day-to-Day Operations of the
Fauquier Drinking Water System
*NOTE: Members of OCWA's
Senior Leadership Team (SLT)
include:
−
President and CEO &
Executive Vice President and
General Counsel
−
Vice Presidents of OCWA's
business units (includes VPs of
Operations)
−
Regional Hub Managers
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Revision History
Date
Revision #
Reason for Revision
2010-06-01
0
Organizational Chart issued.
2012-03-05
1
Updated 'Cluster Manager' tittle
2013-03-14
2
Corporate Level Top Management tittle changes
2014-06-14
3
Corrected management tittles
2018-12-18
4
Appendix issued - Organizational Chart previously contained as
Appendix I of the Operational Plan. Moved to a new Appendix.
2024-08-15
5
Revision to reflect change to reporting structure - Corporate
Compliance now reports to VP of Operations. Revised to include
Senior Leadership Team (SLT) in reporting structure and identify
members, added Compliance System Coordinators, updated
Operations Personnel position titles, removed watermark.
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COMPETENCIES
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
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1. Purpose
To document a procedure that describes:
-
the competencies required for personnel performing duties directly affecting drinking
water quality;
-
the activities to develop and/or maintain those competencies; and
-
the activities to ensure personnel are aware of the relevance of their duties and how they
affect safe drinking water.
2. Definitions
Competence - the combination of observable and measurable knowledge, skills, and
abilities which are required for a person to carry out assigned responsibilities
Operations Management - refers to the General Manager, Senior Operations Manager
and/or Operations Manager that directly oversees a facility's operations
Operations Personnel - employees of the drinking water system who perform various
activities related to the compliance, operations and maintenance of the drinking water
system that may directly affect drinking water quality
Top Management - a person, persons or a group of people at the highest management level
within an operating authority that makes decisions respecting the QMS and
recommendations to the Owner respecting the subject system or subject systems
3. Procedure
3.1 The following table presents the minimum competencies required by operations
personnel.
Role/Position
Required Minimum Competencies
Operations Management
(Top Management)
Valid operator certification; if required to act as Overall
Responsible Operator (ORO), certification must be at the
level of the facility or higher
Experience and/or training in managing/supervising drinking
water system operations, maintenance, financial planning
and administration
Training and/or experience related to drinking water system
processes, principles and technologies
Training on OCWA's QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies,
guidelines and procedures
Experience using computers and operational computerized
systems
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Role/Position
Required Minimum Competencies
Safety, Process &
Compliance (SPC)
Manager
(Top Management)
(May also fulfill the role
of Alternate QEMS
Representative)
Valid operator certification required to fulfil certified operator
duties (if assigned).
Experience in providing technical support and
leading/managing programs related to process control and
compliant operations
Experience and/or training in conducting compliance audits,
and management system audits
Experience and/or training in preparing and presenting
informational and training material
Training on OCWA's QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies,
guidelines and procedures
Experience using computers and operational computerized
systems
Process & Compliance
Technician
(QEMS Representative)
Valid operator certification required to fulfil certified operator
duties (if assigned)
Experience and/or training in resolving/addressing
compliance issues for drinking water systems
Experience and/or training in monitoring, assessing and
reporting on facility performance against legal requirements
and corporate goals
Experience and/or training in preparing and presenting
informational and training material
Experience in conducting management system audits or
internal auditor education/training
Training on OCWA's QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies,
guidelines and procedures
Experience using computers and operational computerized
systems
Certified Operator
May include the
following:
-
Operations
Supervisor Water &
Wastewater
-
Water & Wastewater
Lead
-
Senior Water &
Wastewater
Operator
-
Water & Wastewater
Operator
Valid operator certification
If required to act as ORO, certification must be at the level of
the facility or higher
If required to act as Operator-in-Charge (OIC), certification
must be level 1 or higher
Training and/or experience in inspecting and monitoring
drinking water system processes and performing/planning
maintenance activities
Training on OCWA's QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies,
guidelines and procedures
Experience using computers and operational computerized
systems
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COMPETENCIES
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Role/Position
Required Minimum Competencies
-
Water & Wastewater
Operator-in-Training
Instrumentation
Technician
May include the
following:
-
Utility Plant
Instrument
Technician
-
Instrumentation
Technician
Valid operator certification required to fulfil certified operator
duties (if assigned)
Experience and/or training in monitoring, programming,
installing and troubleshooting network, hardware, software
and instrumentation
Experience and/or training in drinking water system
processes, design, instrumentation, process control and
automation systems
Training on OCWA's QEMS and the DWQMS
Training on relevant legislation, regulations, codes, policies,
guidelines and procedures
Experience using computers and operational computerized
systems
3.2 OCWA's recruiting and hiring practices follow those of the Ontario Public Service
(OPS). As part of the OPS, minimum competencies, which include education, skills,
knowledge and experience requirements, are established when designing the job
description for a particular position. As part of the recruitment process, competencies
are then evaluated against the job description. Based on this evaluation, the hiring
manager selects and assigns personnel for specific duties.
3.3 OCWA's Operational Training Program aims to:
- Develop the skills and increase the knowledge of staff and management;
- Provide staff with information and access to resources that can assist them in
performing their duties; and
- Assist OCWA certified operators in meeting the legislative and regulatory
requirements with respect to training.
3.4 The Program consists of Director Approved, continuing education and on-the-job
training and is delivered using a combination of methods (e.g., traditional classroom
courses, e-learning/webinars and custom/program-based courses/sessions). A formal
evaluation process is in place for all sessions under the Operational Training Program
and is a critical part of the Program's continual improvement.
3.5 Awareness of OCWA's QEMS is promoted during the orientation of new staff, at
facility/cluster/regional hub level training sessions and meetings and through OCWA's
Environmental Compliance 101 (EC 101) course. All new staff are required to
complete the EC 101 course within their first year of joining OCWA. The purpose of the
EC 101 course is to ensure staff are aware of applicable legislative and regulatory
requirements, to promote awareness of OCWA's QEMS and to reinforce their roles and
responsibilities under OCWA's QEMS.
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3.6 Staff are also required to complete the training listed in OCWA's Mandatory Training
Requirements procedure, based on their position and/or the duties they perform. This
list includes mandatory environmental and health and safety compliance training, as
well as the training deemed mandatory by OCWA corporate and Ontario Public Service
(OPS) policies and is available on OCWA's intranet (sharepoint site).
3.7 Operations personnel also receive site-specific training/instruction on relevant
operational and emergency response procedures to ensure effective operational
control of processes and equipment which may impact the safety and quality of
drinking water.
3.8 As part of OCWA's annual Performance Planning and Review (PPR) process,
employee performance is evaluated against their job expectations. Professional
development opportunities and training needs (which could include formalized courses
as well as site-specific on-the-job training or job shadowing/mentoring) are identified as
part of this process (and on an ongoing basis). In addition to this process, OCWA
employees may at any time request training from either internal or external providers
by obtaining approval from their Manager.
3.9 Certified drinking water operators are responsible for completing the required number
of training hours in order to renew their certificates based on the highest class of
drinking water subsystem they operate. They are also responsible for completing
mandatory courses required by Safe Drinking Water Act (SDWA) O. Reg. 128/04
Certification of Drinking Water System Operators and Water Quality Analysts. The
Operations Management takes reasonable steps to ensure that every operator has the
opportunity to attend training to meet the requirements.
3.10 It is the responsibility of operations personnel to ensure Operations Management are
aware of any change to the status/classification of their drinking water operator
certificate(s), the validity of their driver's licence (required to hold at a minimum a Class
G license which is initially verified upon hire) and/or the validity of any other required
certificates/qualifications.
3.11 Individual OCWA employee training records are maintained and tracked using a
computerized system, the Training Summary database, which is administrated by
OCWA's Learning and Development Department. Training records maintained at the
facility are controlled as per OP-05 Document and Records Control.
4. Related Documents
OCWA's Learning and Development Resources (OCWA Intranet/sharepoint)
OCWA's Mandatory Training Requirements (OCWA intranet/sharepoint)
Performance Planning and Review Database
OP-5 Document and Records Control
OCWA Training Summary Database
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5. Revision History
Date
Revision #
Reason for Revision
2018-12-18
0
Procedure issued - Information within OP-10 (s. 3) was originally set
out in Appendix J of the Fauquier Drinking Water System Operational
Plan (revision 4, dated May 31, 2017). New Purpose, Definitions,
Procedure, Related Documents and separate Revision History
sections. Added definitions for Operations Management and
Operations Personnel and throughout procedure replaced 'Senior
Operations Manager' references with 'Operations Management'.
Modified table in procedure (s. 3.1 and s. 3.2): removed/revised non-
measurable competencies, added the word 'minimum' to
competencies; removed 'Valid Class G Driver's License' listed under
individual positions and referenced in s. 3.11; added competencies for
SPC Manager and Data Clerk and merged competencies for Senior
Operations Manager and Operations Manager under Operations
Management. Updated training sections (s. 3.4 to s. 3.7) to reference
new Environmental 101 course, Mandatory Compliance Training list
and removed specific references to Orientation Training Program.
Added s. 3.11 related to ensuring operators make Operations
Management aware of changes to operator certification and other
certificates/licenses. Other minor changes to wording.
2024-08-15
1
Procedure updated with revisions to table in 3.1 Role/Position updated
to clarify roles are performed by multiple positions, position titles
updated, removed watermark, updated Procedure to reflect changes
to title and content of OCWA's Mandatory Training Requirements
Document, added sharepoint. Removed position/roles no longer
applicable.
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PERSONNEL COVERAGE
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To describe the procedure for ensuring that sufficient and competent personnel are
available for duties that directly affect drinking water quality at the Fauquier Drinking Water
System.
2. Definitions
Competency - an integrated set of requisite skills and knowledge that enables an individual
to effectively perform the activities of a given occupation
Essential Services - services that are necessary to enable the employer to prevent,
(a) danger to life, health or safety,
(b) the destruction or serious deterioration of machinery, equipment or premises,
(c) serious environmental damage, or
(d) disruption of the administration of the courts or of legislative drafting.
(Crown Employees Collective Bargaining Act, 1993)
3. Procedure
3.1 Operations Management ensures that personnel meeting the competencies identified
in OP-10 Competencies are available for duties that directly affect drinking water
quality.
3.2 The Fauquier Drinking Water System is considered an un-manned facility. OCWA
operations personnel routinely visit the system twice per week and monitor the facility
daily using OCWA's remote monitoring SCADA system.
3.3 Operations personnel are assigned to act as and fulfill the duties of Overall
Responsible Operator (ORO) and Operator-in-Charge (OIC) in accordance with SDWA
O. Reg. 128/04.
A properly certified operator is designated as ORO. When the ORO is unavailable, the
alternate is designated as the ORO and is recorded as such in the facility logbook
(refer to the ORO Letter).
The designated OIC for each shift is recorded in the facility logbook.
3.4 The Senior Operations Manager (or designate) assigns an on-call operator for the time
that the facility is un-staffed (i.e., evenings, weekends and Statutory Holidays). The
on-call shift rotates every Tuesday morning at 07:30. The on-call schedule is
Based on the 2005 National Occupational Guidelines for Canadian Water and Wastewater Operators and International Board of
Standards for Training, Performance and Instruction
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maintained by the Team Lead and is available to on-call operators in the Microsoft
Outlook shared calendar.
3.5 The on-call operator conducts an inspection of the facility process at least once per day
during the weekends and Statutory Holidays either on-site or via OCWA's remote
monitoring system. Details of the inspection are recorded in the facility logbook and/or
round sheets.
3.6 The alarm system auto dialer is programmed to contact the operator on-call. The
operator on-call is responsible for responding to the alarm within a reasonable
timeframe. If the nature of the alarm requires additional staff, the on-call operator can
request assistance from any of the other certified operators. The on-call operator
records details of the call-in in the facility logbook and OCWA operators also record
details in OCWA's Workplace Management System (WMS/Maximo).
3.7 The Senior Operator or Operations Management is responsible for approving vacation
time for their staff in a manner which ensures sufficient personnel are available for the
performance of normal operating duties.
3.8 OCWA's operations personnel are represented by the Ontario Public Service
Employees Union (OPSEU). In the event of a labour disruption, Operations
Management, together with the union, identifies operations personnel to provide
"essential services" required to operate the facility so that the quality of drinking water
is not compromised in any way.
3.9 A contingency plan for Critical Shortage of Staff is included in the Facility Emergency
Plan. This plan provides direction in the event that there is a severe shortage of
operations personnel due to sickness (e.g., pandemic flu) or other unusual situations.
4. Related Documents
Call-In Reports (WMS)
Critical Shortage of Staff Contingency Plan (Facility Emergency Plan)
Facility Logbook
Facility Round Sheets
On-Call Schedule
ORO Letter
Vacation Schedule
OP-10 Competencies
5. Revision History
Date
Revision
Reason for Revision
2010 06 01
0
Procedure issued
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Date
Revision
Reason for Revision
2012 03 05
1
Procedure 5.9 was added to reference contingency planning for Critical
Shortage of Staff
2013 03 14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2013 05 24
3
Changed frequency of facility visits and on-call schedule rotation
changed from Monday to Tuesday
2016 06 30
4
Changed frequency of facility visits
2018 12 18
5
Appendix K, QP-03 procedure renamed OP-11. Removed Scope and
Responsibilities sections. Other minor edits in wording.
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COMMUNICATIONS
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1. Purpose
To describe the procedure for facility level internal and external QEMS-related
communications between Top Management and:
-
OCWA staff;
-
the Owner;
-
essential suppliers and service providers (as identified in OP-13); and
-
the public.
2. Definitions
Operations Management - refers to the General Manager, Senior Operations Manager
and/or Operations Manager that directly oversees a facility's operations
Operations Personnel - employees of the drinking water system who perform various
activities related to the compliance, operations and maintenance of the drinking water
system that may directly affect drinking water quality.
3. Procedure
3.1 Operations Management and the QEMS Representative are responsible for identifying
and coordinating any site-specific communications in relation to the status/
development of the facility's QEMS.
3.2 Internal and external communication responsibilities and reporting requirements for
emergency situations are set out under OCWA's Emergency Management Program
(i.e., Facility Emergency Plan and OCWA's Corporate Emergency Response Plan).
Refer to OP-18 Emergency Management for more information.
3.3 Communication with OCWA staff:
3.3.1 Within the first year of hire, all staff are required to complete the Environmental
Compliance 101 (EC 101) course. The objective of the EC 101 course is to
ensure that staff are aware of applicable legislative and regulatory requirements
and of OCWA's QEMS and to reinforce their roles and responsibilities under
OCWA's QEMS.
3.3.2 Operations Management are responsible for ensuring operations personnel
receive site-specific training on the Operational Plan, the organizational structure
for the facility including the roles and responsibilities and authorities (outlined in
OP-09 Organizational Structure, Roles, Responsibilities and Authorities), QEMS
Procedures and other related operating instructions and procedures as part of the
orientation process and on an on-going basis as required.
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3.3.3 The SPC Manager is responsible for ensuring training is provided for the
Regional Hub (in consultation with Operations Management as required) on
applicable legislative and regulatory requirements and the QEMS.
3.3.4 The QEMS Representative assists Operations Management and/or the SPC
Manager in the coordination/delivery of training as required.
3.3.5 Revisions to the QEMS and associated documentation are communicated as per
OP-05 Document and Records Control.
3.3.6 The QEMS Policy is available to all OCWA personnel through OCWA's intranet
and as outlined in 3.6.2 of this procedure.
3.3.7 Operations personnel are responsible for identifying potential hazards at the
facility that could affect the environmental and/or public health, and
communicating these to Operations Management. They may also recommend
changes be made to improve the facility's QEMS by making a request to the
QEMS Representative (as per OP-05).
3.3.8 The QEMS Representative is responsible for ensuring that the Operations
Management and the Safety, Process and Compliance Manager are informed
regarding the compliance/quality status of the facility and QEMS implementation
and any need for improved processes/procedures at the cluster/facility level.
3.3.9 The SPC Manager reports to the Regional Hub Manager on the compliance
status, the QEMS performance and effectiveness, any need for improvement and
on issues that may have Agency-wide significance. Operations Management
reports to the Regional Hub Manager on facility operational performance.
3.4 Communication with the Owner:
3.4.1 The Regional Hub Manager, Operations Management, SPC Manager ensures
that the Owner is provided with QEMS updates and that they are kept informed of
the status of the facility's operational and compliance performance during
regularly scheduled meetings and/or through electronic and/or verbal
communications. The QEMS Representative/PCT assists in the coordination of
these meetings and with communicating the updates as directed.
3.4.2 The continuing suitability, adequacy and effectiveness of OCWA's QEMS are
communicated to the Owner as part of the Management Review process (refer to
OP-20 Management Review).
3.5 Communications with Essential Suppliers and Service Providers:
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3.5.1 Communication requirements to ensure essential suppliers and service providers
understand the relevant OCWA QEMS policies, procedures and expectations are
described in OP-13 Essential Supplies and Services.
3.6 Communication with the Public:
3.6.1 Media enquiries must be directed to the facility's designated media spokesperson
as identified in the Facility Emergency Plan. The media spokesperson
coordinates with local and corporate personnel (as appropriate) and the Owner in
responding to media inquiries.
3.6.2 OCWA's QEMS and QEMS Policy are communicated to the public through
OCWA's public website ( www.ocwa.com ). The QEMS Policy is also posted at
the Fauquier Water Treatment Plant.
3.6.3 Facility tours for interested parties must be approved in advance by the Owner or
Operations Management. A record of any tour is made in the facility logbook.
3.6.4 All complaints, whether received from the consumer, the community or other
interested parties, are documented on a Community Complaint form. As
appropriate, the Operations Management ensures that the Owner is informed of
the complaint and/or an action is developed to address the issue in a timely
manner. The QEMS Representative ensures that consumer feedback is included
for discussion at the Management Review.
4. Related Documents
OP-05 Document and Records Control
OP-09 Organizational Structure, Roles, Responsibilities and Authorities
OP-13 Essential Supplies and Services
OP-18 Emergency Management
OP-20 Management Review
Facility Emergency Plan
Corporate Emergency Response Plan
Community Complaint Form
5. Revision History
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Date
Revision #
Reason for Revision
2010-06-01
0
Procedure issued
2012-03-05
1
Correction of some employee titles and update to Procedure 5.2 to
include information how revisions are communicated
2013-03-14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2013-05-24
3
Changed location of OCWA's QEMS Policy to the Fauquier WTP
2014-06-25
4
Updated wording of 5.2 to more accurately describe this part of the
hiring process
2016-06-30
5
Added the client reports to section 6.0 Related Documents
2018-12-18
6
Appendix L, QP-04 procedure renamed OP-12. Removed Scope and
Responsibilities sections. Added definitions for Operations
Management and Operations Personnel. Reordered and created
separate sections to clarify communications to each of the 4 parties.
Clarified suppliers were those listed as essential as per Element 13
(as per DWQMS v. 2.0) and replaced references to Senior Operations
Manager with 'Operations Management'. Updated training sections for
OCWA personnel (s. 3.3.1 to s. 3.3.4) to reference new Environmental
Compliance 101 course completed within first year of hire and to
outline how training is coordinated between SPC Manager/Operations
Management, and QEMS Representative. Included sections on R&Rs
for performance reporting within OCWA (s. 3.3.7 to s. 3.3.9) and to
Client (3.4.1). Replaced identification of media spokesperson (s. 3.6.1)
with 'as identified in Facility Emergency Plan'. Added reference to site-
specific records/documents used for recording tours (s. 3.6.3). Other
minor edits.
2024-08-15
7
Procedure revised to reference updated title of Corporate Emergency
Response Plan, removed watermark.
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ESSENTIAL SUPPLIES AND SERVICES
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To describe OCWA's procedures for procurement and for ensuring the quality of essential
supplies and services.
2. Definitions
Essential Supplies and Services - supplies and services deemed to be critical to the
delivery of safe drinking water
3. Procedure
3.1 Essential supplies and services for the Fauquier Drinking Water System are contained
in the Facility Emergency Plan on the Essential Supplies and Services List. The list is
reviewed at least once every calendar year by the QEMS Representative and updated
as required.
3.2 Purchasing is conducted in accordance with OCWA's Corporate Procurement and
Administration policies, procedures and guidelines, which are adopted from those of
the Ontario Public Service.
Purchases of capital equipment are subject to formal approval by the facility's owner.
3.3 As part of the corporate procurement process, potential suppliers/service providers are
informed of relevant aspects of OCWA's QEMS through the tendering process and
through specific terms and conditions set out in our agreements and purchase orders.
Essential suppliers and service providers (including those contracted locally) are sent a
letter that provides an overview of the relevant aspects of the QEMS.
3.4 Contractors are selected based on their qualifications and ability to meet the facility's
needs without compromising operational performance and compliance with applicable
legislation and regulations.
Contracted personnel including suppliers may be requested or required to participate in
additional relevant training/orientation activities to ensure conformance with facility
procedures and to become familiar with OCWA workplaces.
If necessary, appropriate control measures are implemented while contracted work is
being carried out and communicated to all relevant parties to minimize the risk to the
integrity of the drinking water system and the environment.
3.5 All third-party drinking water testing services are provided by accredited and licensed
laboratories. The Ministry of the Environment, Conservation and Parks (MECP) has
agreement with The Canadian Association for Laboratory Accreditation (CALA) for
accreditation of laboratories testing drinking water. The QEMS Representative is
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responsible for notifying the Ministry of any change to the drinking water testing
services being utilized.
3.6 Internal verification and calibration activities (e.g. chlorine analyzer, turbidimeter,
flowmeters, etc.) are conducted by operations personnel in accordance with equipment
manuals and/or procedures (Refer to OP-17 Measurement Recording Equipment
Calibration and Maintenance).
3.7 External calibration activities, if required are conducted by qualified third-party
providers. Qualifications of the service provider are verified during the procurement
process. The service provider is responsible for providing a record/certificate of all
calibrations conducted.
3.8 Chemicals purchased for use in the drinking water treatment process must meet
AWWA Standards and be ANSI/NSF certified as per the Municipal Drinking Water
Licence (MDWL).
3.9 The facility orders and receives ongoing deliveries of chemicals to satisfy current short-
term needs based on processing volumes and storage capacities. Incoming chemical
orders are verified by reviewing the manifest or invoice in order to confirm that the
product received is the product ordered.
3.10 Process components/equipment provided by the supplier must meet applicable
regulatory requirements and industry standards for use in drinking water systems prior
to their installation.
4. Related Documents
ANSI/NSF Documentation
AWWA Standards
Calibration Certificates/Records
Essential Supplies and Services List
Municipal Drinking Water Licence (MDWL)
OP-17 Measurement Recording Equipment Calibration and Maintenance
5. Revision History
Date
Revision
Reason for Revision
2010 06 01
0
Procedure issued
2012 03 05
1
Addition of Procedure 5.3 clarifying how suppliers are informed of relevant
aspects of OCWA's QEMS
2013 03 14
2
Revised position titles; Operations Manager has been changed to Senior
Operations Manager, Cluster Manager has been changed to Operations
Manager, and Process Compliance Manager has been removed as the
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ESSENTIAL SUPPLIES AND SERVICES
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Date
Revision
Reason for Revision
position was discontinued.
2018 12 18
3
Appendix M, QP-05 procedure renamed OP-13. Removed Scope and
Responsibilities sections. Changes to wording to provide clarification on
ensuring quality of essential supplies and services (s. 3.5, 3.6, 3.7 and
3.9).
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REVIEW AND PROVISION OF INFRASTRUCTURE
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To describe OCWA's procedure for reviewing the adequacy of infrastructure necessary to
operate and maintain the Fauquier Drinking Water System.
2. Definitions
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, software and supporting services, such as transport or
communication
3. Procedure
3.1 At least once every calendar year, Operations Management in conjunction with
operations personnel (Senior Operator, Team Lead, PCT, operators, mechanics and
instrumentation technicians) conducts a review of the drinking water system's
infrastructure to assess its adequacy for the operation and maintenance of the system.
Operations personnel assist with identifying the need for infrastructure repairs,
replacements or alterations and with prioritizing each identified item. Documents and
records that are reviewed may include:
Maintenance records
Call-in reports
Adverse Water Quality Incidents (AWQIs) or other incidents
Health & Safety Inspections
Ministry Inspection Reports
QEMS Audit Reports
3.2 The outcomes of the risk assessment documented as per OP-08 are considered as part
of this review.
3.3 The output of the review is a 5 year rolling Recommended Capital and Major
Maintenance Report to assist the Owner and OCWA with planning infrastructure needs
for the short and long-term. A letter, summarizing capital works recommendations and
estimated expenditures for the upcoming year, is submitted to the Owner for review and
approval. A capital letter is submitted, at least once every calendar year by Operations
Management.
3.4 The final approved capital items form the long term forecast for any major infrastructure
maintenance, rehabilitation and renewal activities as per OP-15.
3.5 Operations Management ensures that results of this review are considered during the
Management Review process (OP-20).
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REVIEW AND PROVISION OF INFRASTRUCTURE
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4. Related Documents
Capital and Major Maintenance Recommendations Report
Capital Letter & Acknowledgement/Approval from the Owner
Management Review Minutes
OP-08 Risk Assessment Outcomes
OP-15 Infrastructure Maintenance, Rehabilitation and Renewal
OP-20 Management Review
5. Revision History
Date
Revision
Reason for Revision
2010 06 01
0
Procedure issued
2012 03 05
1
Revised to include the position of Process Compliance Manager
2013 03 14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2018 10 19
3
Appendix N, QP-06 procedure renamed OP-14. Removed Scope and
Responsibilities sections. Replaced 'once every 12 months' with 'once
every calendar year' (s. 3.1) to reflect wording in DWQMS v. 2.0. Added
s. 3.2 to consider the outcomes of the risk assessment under Element 8
during the review to reflect wording in DWQMS v. 2.0. Changes to
wording to provide clarification on who is required to attend the review
and what documents and records may be considered during the review
(s. 3.1). Linked the procedure with OP-15 in terms of documenting a
long-term forecast (s. 3.3 and s. 3.4).
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INFRASTRUCTURE MAINTENANCE, REHABILITATION AND RENEWAL
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To describe OCWA's infrastructure maintenance, rehabilitation and renewal program for the
Fauquier Drinking Water System
2. Definitions
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, software and supporting services, such as transport or
communication
Rehabilitation - the process of repairing or refurbishing an infrastructure element.
Renewal - the process of replacing the infrastructure elements with new elements.
3. Procedure
3.1 OCWA, under contract with the Owner, maintains a computerized Work Management
System (WMS) to manage maintenance, rehabilitation and renewal of infrastructure for
which it is operationally responsible. The major components of the WMS consist of
planned maintenance, unplanned maintenance, rehabilitation, renewal and program
monitoring and reporting.
3.1.1 Planned Maintenance
Routine planned maintenance activities include:
Inspect, adjust and calibrate process control equipment to ensure proper
operation of water systems, pumps, chemical feeders, and all other
equipment installed at the facilities.
Inspect reservoir
Perform routine maintenance duties to equipment including checking
machinery and electrical equipment when required.
Maintain an inventory of all equipment
Maintain accurate records of work conducted, activities, and achievements.
Planned maintenance activities are scheduled in the WMS that allows the user
to:
Enter detailed asset information;
Generate and process work orders;
Access maintenance and inspection procedures;
Plan preventive maintenance and inspection work;
Plan, schedule and document all asset related tasks and activities; and
Access maintenance records and asset histories.
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OP-15
2018 11 01
0
2 of 3
INFRASTRUCTURE MAINTENANCE, REHABILITATION AND RENEWAL
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
Planned maintenance activities are communicated to the person responsible for
completing the task through the issuance of WMS work orders. Work orders are
automatically generated on a daily, weekly, monthly, quarterly and annual
schedule as determined based on manufacturer's recommendations and site
specific operational and maintenance needs and are assigned directly to the
appropriate operations personnel. This schedule is set up by the Team Lead.
Work orders are completed and electronically entered into WMS by the person
responsible for completing the task. Records of these activities are maintained as
per OP-05 Document and Records Control.
The Team Lead maintains the inventory of equipment in WMS and ensures that
appropriate maintenance plans are in place. Maintenance plans are developed
according to the manufacturer's instructions, regulatory requirements, industry
standards, and/or client service requirements. Equipment Operation and
Maintenance (O&M) manuals are accessible to operations personnel at the
locations specified in OP-05 Document and Records Control.
3.1.2 Unplanned Maintenance
Unplanned maintenance is conducted as required. All unplanned maintenance
activities are authorized by the Operations Management. Unplanned
maintenance activities are recorded in the facility's logbook and as
corrective/emergency work order and are entered into WMS by the person
responsible for completing the unplanned maintenance activity.
3.1.3 Rehabilitation and Renewal
Rehabilitation and renewal activities including capital upgrades (major
infrastructure maintenance) are determined at least once every calendar year in
consultation with Operations Management and the Owner A list of required
replacement or desired new equipment is compiled and prioritized by Operations
Management in conjunction with operations personnel and is presented to the
Owner for review and comment. All major expenditures require the approval of
the Owner. In addition to the short-term facility needs (i.e. current year), the
Capital and Major Maintenance Recommendations Report also provides a long-
term (i.e. rolling 5-year) list of major maintenance recommendations. (Refer to
OP-14 Review and Provision of Infrastructure).
3.1.4 Program Monitoring and Reporting
Maintenance needs for the facility are determined through review of
manufacturer's instructions, regulatory requirements, industry standards, and/or
client service requirements and are communicated by means of work orders.
Additionally, Operations Management and operations personnel (Team Lead,
PCT, operators, mechanics and instrumentation technicians) conduct a review of
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INFRASTRUCTURE MAINTENANCE, REHABILITATION AND RENEWAL
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
the drinking water system's infrastructure to assess its adequacy for the
operation and maintenance of the system. (Refer to OP-14 Review and Provision
of Infrastructure).
To assist in monitoring the effectiveness of the program Operations Management
(or designate) are provided monthly summary reports which are automatically
generated and emailed from WMS.
3.2 OCWA's infrastructure maintenance, rehabilitation and renewal program is initially
communicated to the Owner through the operating agreement. OCWA's program is
communicated to the Owner on an on-going basis through client reports and at a
minimum once every calendar year through submission of the capital letter and the
results of the Management Review.
4. Related Documents
Capital and Major Maintenance Recommendations Report
Capital Letter & Acknowledgement/Approval from the Owner
Minutes of Management Review
OP-05 Document and Records Control
OP-14 Review and Provision of Infrastructure
5. Revision History
Date
Revision #
Reason for Revision
2018 11 01
0
Procedure issued - Information within OP-15 (s. 3) was originally set out
in Appendix O of the Fauquier Drinking Water System Operational Plan
(last revision 1, dated March 05, 2012). New Purpose, Definitions,
Procedure, Related Documents and separate Revision History sections.
Added the requirement to ensure the long term forecast is reviewed at
once every calendar year and to document a long term forecast (s.
3.1.3) to reflect in DWQMS v. 2.0. Minor wording updates to reflect
OCWA's current WMS.
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OP-16
2024-08-16
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SAMPLING, TESTING AND MONITORING
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To describe the procedure for sampling, testing and monitoring for process control and
finished drinking water quality.
2. Definitions
Challenging Conditions - any existing characteristic of the water source or event-driven
fluctuations that impact the operational process as identified and listed under OP-06
Drinking Water System
3. Procedure
3.1 All sampling, monitoring and testing is conducted at a minimum in accordance with
SDWA O. Reg. 170/03, the facility's Municipal Drinking Water License (MDWL).
3.2 Sampling requirements for the facility are defined in the facility's sampling
schedule/plan/calendar which is available to operations personnel, at the location(s)
noted in OP-05 Document and Records Control. The sampling schedule is maintained
by the PCT and is updated as required.
3.3 Samples that are required to be tested by an accredited and licensed laboratory, are
collected, handled and submitted according to the directions provided by the licensed
laboratory(ies) that conducts the analysis. The laboratory(ies) used for this facility are
listed in the Essential Supplies and Services List (within the Facility Emergency Plan
(FEP)).
Electronic and/or hardcopy reports received from the laboratory are maintained as per
OP-05 Document and Records Control. Analytical results from laboratory reports are
uploaded into OCWA's Process Data Management system (PDM).
3.4 Continuous monitoring equipment is used to sample and test for the following
parameters related to process control and finished drinking water quality:
- pH - process water and treated water into distribution system
- Discharge pressure
- Flow rates for raw water, UV effluent, and treated water
- Filter turbidity
- Level for the Clearwell depth
- UV intensity for each bank
- Free chlorine at the reservoir
- Total chlorine at the clearwell and point of entry into distribution system
Test results from continuous monitoring equipment are captured by the SCADA system
and are reviewed by a certified operator in accordance with the requirements of SDWA
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SAMPLING, TESTING AND MONITORING
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
O. Reg. 170/03. A Data Review Protocol and a Standard Operating Procedure for the
Continuous Monitoring of Operational Parameters for Drinking Water Systems are
available in the systems Facility Emergency Plan (FEP) Binder.
3.5 Adverse water quality incidents are responded to and reported as per the procedures
found in the Facility Emergency Plan (FEP) Binder.
3.6 In-house process control activities are conducted on a regular basis by the certified
operator(s) on duty and at a minimum are conducted as follows:
Operational Parameter
Location
Minimum Frequency
Alkalinity
Raw Water
1x per week (normally 2x)
Turbidity
Raw Water
1x per week (normally 2x)
Colour
Raw Water
1x per week (normally 2x)
pH
Raw Water
1x per week (normally 2x)
Temperature
Raw Water
1x per week (normally 2x)
Process pH
Floc Tank
1x per week (normally 2x)
Process Alkalinity
Floc Tank
1x per week (normally 2x)
Process Temperature
Floc Tank
1x per week (normally 2x)
Turbidity
Filter Influent
1x per week (normally 2x)
Aluminum Residual
Filter Effluent
1x per week (normally 2x)
Colour
Filter Effluent
1x per week (normally 2x)
Turbidity
Filter Effluent
1x per week (normally 2x)
Colour
Treated Water
1x per week (normally 2x)
Alkalinity
Treated Water
1x per week (normally 2x)
Turbidity
Treated Water
1x per week (normally 2x)
pH
Treated Water
1x per week (normally 2x)
Temperature
Treated Water
1x per week (normally 2x)
Free Chlorine
Treated Water
1x per week (normally 2x)
Total Chlorine
Treated Water
1x per week (normally 2x)
Free Chlorine
Reservoir
1x per week (normally 2x)
Total Chlorine
Clearwell
1x per week (normally 2x)
Ammonium Sulfate Dosage
Chemical Room
1x per week (normally 2x)
Polyaluminum Chloride Dosage
Chemical Room
1x per week (normally 2x)
Chorine Dosage
Chemical Room
1x per week (normally 2x)
Caustic Dosage
Chemical Room
1x per week (normally 2x)
Polymer Dosage
Chemical Room
1x per week (normally 2x)
Free Chlorine
Distribution Water
2x per week
Total Chlorine
Distribution Water
2x per week
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SAMPLING, TESTING AND MONITORING
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
In-house samples are analyzed following approved laboratory procedures. The
sampling results are recorded on a facility round sheet and entered into the PDM
system. Any required operational process adjustments are recorded in the facility log
book.
3.7 Additional sampling, testing and monitoring activities related to the facility's most
challenging conditions are summarized as follows;
-
Monitoring/sampling for harmful algal blooms (HABs) is conducted during the HAB
season (the warm seasonal period at a minimum starting on June 1st and
continuing until October 31st each year) based on the drinking water systems HAB
Monitoring, Reporting and Sampling Plan.
3.8 There are no relevant upstream sampling, testing and monitoring activities that take
place for this facility/system.
3.9 Sampling, testing and monitoring results are readily accessible to the Owner at the
Fauquier Water Treatment Plant and/or the Municipal Office.
At a minimum, Owners are provided Operations Reports, which include regulatory
results and operational issues, an annual summary of sampling, testing and monitoring
results through the SDWA O. Reg. 170/03 Section 11 Annual Report, the Schedule 22
Municipal Summary Report and through the Management Review process outlined in
OP-20 Management Review.
In addition, updates regarding sampling, testing and monitoring activities are provided
as per the operating agreement and during regular client meetings.
4. Related Documents
Facility Logbook
Facility Roundsheets
OP-05 Document and Records Control
OP-06 Drinking Water System
OP-20 Management Review
Laboratory Analysis Reports
Laboratory Chain of Custody Forms
Annual Report (O. Reg. 170 Section 11)
Municipal Summary Report (O. Reg. 170 Schedule 22)
Operations Reports
Process Data Management System (PDM) records
Emergency Contact List and Essential Supplies & Services List (Contacts section of FEP)
Facility Emergency Plan (FEP) Binder
SOP - Reporting and Responding to Adverse Results (FEP Binder)
SOP - Online Check - Water and Wastewater Facilities (FEP Binder)
Sampling Plan/Calendar/Schedule
SCADA Records
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SAMPLING, TESTING AND MONITORING
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
HAB Monitoring, Reporting and Sampling Plan
5. Revision History
Date
Revision #
Reason for Revision
2010-06-01
0
Procedure issued
2012-03-05
1
Addition of Process Compliance Manager (3.0 Responsibility) and
clarification of sampling under 5.0 Procedure
2013-03-14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2016-06-30
3
Updated 5.2 to include WISKI, corrected typo in 5.7, added the Client
Report to section 6.0
2018-12-18
4
Appendix P, QP-07 procedure renamed OP-16. Removed Scope and
Responsibilities sections. Updated s. 3.1 to reference Municipal
Drinking Water License and s. 3.2 to reference sampling calendar/plan
and removed sampling table. Expanded information related to
accredited and licensed laboratories (s. 3.3). Removed pumping and
static levels. Reordered some sections and other minor edits.
2024-08-16
5
Updated section 3.4 to reflect the complete list of continuous
monitoring equipment and updated the table in Section 3.6 to reflect
the current sampling parameters and frequency. Removed OCWA
watermark from document. Modified section 3.6 to clarify that the
frequency of in-house process control activities is at a 'minimum'
frequency which will allow for flexibility if additional sampling
conducted beyond that referenced in table/sampling schedule. Added
reference to HAB Plan under s. 3.7 and s. 4.
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MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND
MAINTENANCE
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To describe the procedure for the calibration and/or verification and maintenance of
measurement and recording equipment at the Fauquier Drinking Water System.
2. Definitions
None
3. Procedure
3.1 All measurement and recording equipment calibration and maintenance activities must
be performed by appropriately trained and qualified personnel or by a qualified third-
party calibration service provider (refer to OP-13 Essential Supplies and Services).
3.2 The Instrumentation Technician establishes and maintains a list of measurement and
recording devices and associated calibration and/or verification schedules using the
automated Work Management System (WMS). When a new device is installed, it is
added to the WMS system by a primary user. The new device is tagged with a unique
identification number and the maintenance schedule is set up. Work orders are then
automatically generated as per the schedule (refer to OP-15 Infrastructure
Maintenance, Rehabilitation and Renewal).
3.3 Details regarding the results of the calibration and/or verification are recorded within
each individual work order generated by the WMS, and in the facility logbook.
3.4 Calibration and maintenance activities are carried out in accordance with procedures
specified in the manufacturer's manual, instructions specified in WMS or OCWA's
calibration procedures.
3.5 Standards, reagents and/or chemicals that may be utilized during calibration and/or
verification and/or maintenance activities are verified before use to ensure they are not
expired. Any expired standards, reagents and/or chemicals are appropriately disposed
of and are replaced with new standards, reagents and/or chemicals as applicable.
3.6 Any measurement device which does not meet its specified performance requirements
during calibration and/or verification must be removed from service (if practical) until
repaired, replaced or successfully calibrated. The failure must be reported to
Operations Management and ORO, as soon as possible so that immediate measures
can be taken to ensure that drinking water quality has not been compromised by the
malfunctioning device. Any actions taken as a result of the failure are recorded in the
facility logbook and Instrumentation Calibration/Maintenance form. Operations
Management or the PCT ensures that any notifications required by applicable
legislation are completed and documented within the specified time period.
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MEASUREMENT AND RECORDING EQUIPMENT CALIBRATION AND
MAINTENANCE
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
3.7 Calibration and maintenance records and maintenance/equipment manuals are
maintained as per OP-05 Document and Records Control.
4. Related Documents
Calibration/Maintenance Records
Facility Logbook
Maintenance/Equipment Manuals
WMS Records
OP-05 Document and Records Control
OP-13 Essential Supplies and Services
OP-15 Infrastructure Maintenance, Rehabilitation and Renewal
5. Revision History
Date
Revision
Reason for Revision
2010 06 01
0
Procedure issued
2012 03 05
1
Revised to include proper title for Process Compliance Manager
2013 03 14
2
Revised position titles; Operations Manager has been changed to Senior
Operations Manager, Cluster Manager has been changed to Operations
Manager, and Process Compliance Manager has been removed as the
position was discontinued.
2018 12 18
3
Appendix Q, QP-08 procedure renamed OP-17. Removed Scope and
Responsibilities sections. Added s. 3.3 to clarify how calibration and/or
verification activities are documented. Added s. 3.5 to include how
standards, reagents and/or chemicals are verified before use to ensure
they are not expired. Other minor edits.
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OP-18
2024-08-15
5
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EMERGENCY MANAGEMENT
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To describe the procedure for maintaining a state of emergency preparedness at the facility
level under OCWA's Emergency Management Program.
2. Definitions
Corporate Emergency Response Plan (CERP) - a corporate-level emergency preparedness
plan for responding to and supporting serious (Level 3) operations emergencies
Facility Emergency Plan (FEP) - a facility-level emergency preparedness plan for
responding to and recovering from operations emergencies
Operations Management - refers to the General Manager, Senior Operations Manager
and/or Operations Manager that directly oversees a facility's operations
3. Procedure
3.1 The Facility Emergency Plan (FEP) is the corporate standard for emergency
management at OCWA-operated facilities. The FEP supports the facility-level
response to and recovery from Level 1, 2 and 3 events related to water and
wastewater operations and directly links to the Corporate Emergency Response Plan
(CERP) for management of Level 3 events that require corporate support. Operations
Management is responsible for establishing a site-specific FEP that meets the
corporate standard for this drinking water system.
3.2 OCWA recognizes three levels of events:
Level 1 is an event that can be handled entirely by plant staff and regular contractors.
The event and the actions taken to resolve it (and to prevent a reoccurrence, if
possible) are then included in regular reporting (both internally and externally).
Examples may include response to an operational alarm, first aid incident, small on-site
spill, or a process upset that can be easily brought under control.
Level 2 is an event that is more serious and requires immediate notification of others
(regulator, owner). Examples may include minor basement flooding, injury to staff that
requires medical attention, or a spill that causes or is likely to cause localized, off-site
adverse effects. If the event reaches this level, the instructions indicate the need to
contact the Safety, Process and Compliance Manager/Regional Hub Manager.
Level 3 is an actual or potential situation that will likely require significant additional
resources and/or threatens continued operations. It may require corporate-level
support including activation of the OCWA Action Group and opening of an Emergency
Operations Centre (EOC) as described in the CERP. Level 3 events usually involve
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EMERGENCY MANAGEMENT
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
intervention from outside organizations (client, emergency responders, Ministry, media,
etc.). Examples may include:
-
Disruption of service/inability to meet demand;
-
Critical injury including loss of life;
-
Breach of security that is a threat to public health;
-
Intense media attention;
-
Community emergency affecting water supply/treatment;
-
Declared pandemic; or
-
Catastrophic failure that could impact public health or the environment or cause
significant property damage.
3.3 Potential emergency situations or service interruptions identified for the Fauquier
Drinking Water System include:
-
Unsafe Water
-
Spill Response
-
Critical Injury
-
Critical Shortage of Staff
-
Loss of Service
-
Security Breach
3.4 The processes for responding to and recovering from each potential emergency
/service disruption are documented within a site-specific contingency plan (CP). The
CPs and related standard operating procedures (SOPs) are contained within the FEP.
3.5 OCWA's training requirements related to the FEP are as follows:
Training Topic
Training
Provider
Type of
Training
Frequency
Required For
Establishing and
maintaining a FEP
that meets the
corporate standard
Safety, Process
and Compliance
Manager and/or
Corporate
Compliance (as
required)
On-the-Job
Practical
Upon hire and
when changes
are made to
the corporate
standard*
PCTs (or others
identified by the
Operations
Management)
Contents of the site-
specific FEP
Facility Level
(coordinated by
QEMS
Representative)
On-the-Job
Practical
Upon hire and
when changes
to the FEP are
made*
All operations
personnel with
responsibilities for
responding to an
emergency
*Note: Changes to the corporate standard or site-specific FEP may only require the change to be
communicated to Operations for implementation. Therefore, not all changes will require training.
3.6 At least one CP must be tested each calendar year and each CP must be reviewed at
least once in a five-calendar year period. The reviews and tests are recorded on the
FEP-01 Contingency Plan Review/Test Summary Form and in WMS as appropriate.
This record includes the outcomes of the review/test, and identifies any opportunities
for improvement and actions taken. A scheduled test of a CP may be regarded as a
review of that particular CP as long as the outcomes are evaluated using the FEP-01
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EMERGENCY MANAGEMENT
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
form. A CP-related response to an actual event may also be considered a review or a
test. A review of the incident including lessons learned should be recorded on FEP-01
following the resolution of the actual event, along with any opportunities for
improvement/actions identified.
3.7 Revisions to the CPs, SOPs and other FEP documents are made (as necessary)
following a review, test, actual event or other significant change (e.g., changes in
regulatory requirements, corporate policy or operational processes and/or equipment,
etc.). Results of the emergency response testing and any opportunities for
improvement/actions identified are considered during the Management Review (OP-
20).
3.8 Roles and responsibilities for emergency management at OCWA-operated facilities are
set out in the FEP. Specific roles and responsibilities related to a particular emergency
or service interruption (including those of the Owner where applicable) are set out in
the relevant site-specific CP. A general description of the respective responsibilities of
the Owner and the operating authority in the event an emergency occurs is included in
the service agreement with the Owner (as required by the Safe Drinking Water Act).
3.9 Where they exist, any relevant sections of the Municipal Emergency Response Plan
(MERP) are included or referenced in the appendices section of the FEP. Measures
specified in the MERP are incorporated into CPs where appropriate.
3.10 An emergency contact list in conjunction with the essential supplies and services list is
contained within the FEP and is reviewed/updated at least once per calendar year. An
emergency communications protocol is contained within the FEP. Specific notification
requirements during emergency situations or service interruptions are set out in the
individual CPs and in the CERP.
4. Related Documents
Facility Emergency Plan
Corporate Emergency Response Plan
FEP-01 Contingency Plan Review/Test Summary Form
WMS
Municipal Emergency Response Plan (as applicable)
Emergency Contact List/Essential Supplies & Services List (Contacts section of FEP)
OP-20 Management Review
5. Revision History
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EMERGENCY MANAGEMENT
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
Date
Revision #
Reason for Revision
2010-06-01
0
Procedure issued
2012-03-05
1
Corrected Process Compliance Manager's title
2013-03-14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2016-06-30
3
Updated contingency
2018-12-18
4
Appendix R, QP-09 procedure renamed OP-18. Removed Scope and
Responsibilities sections and reordered some sections. Added
definition 'Operations Management'. Throughout procedure replaced
'Senior Operations Manager' references with 'Operations
Management'. Removed references to 'OCWA's Approach to Facility
Emergency Planning' document throughout procedure and referenced
FEP instead. Aligned wording for level 1, 2 & 3 events (s. 3.2) with
wording in 'OCWA's Emergency Response Plan'. Updated training
section to include role of SPC Manager (s. 3.5) and expanded
testing/review section specifically to clarify how an actual test is
documented (s. 3.6). Other minor edits.
2024-08-15
5
Procedure updated as follows: Ministry of Environment and Climate
Change revised to Ministry, removed watermark. Modified references
to Emergency Response Plan to indicate it is now referred to as
Corporate Emergency Response Plan (CERP). Corrected the list in
3.3 to reflect the actual potential emergencies.
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INTERNAL QEMS AUDITS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To describe the procedure for conducting internal audits at the facility level that evaluate the
conformance of OCWA's Quality & Environmental Management System (QEMS) to the
requirements of the Drinking Water Quality Management Standard (DWQMS).
This procedure applies to Internal QEMS Audits conducted at the Fauquier Drinking Water
System for the purpose of meeting the DWQMS requirements for internal audits.
Note: This procedure does not apply to internal compliance audits conducted in accordance
with OCWA's Internal Audit Program.
2. Definitions
Audit Team - one or more Internal Auditors conducting an audit
Internal Auditor - an individual selected to conduct an Internal QEMS Audit
Internal QEMS Audit - a systematic and documented internal verification process that
involves objectively obtaining and evaluating documents and processes to determine
whether a quality management system conforms to the requirements of the DWQMS
Lead Auditor - Internal Auditor responsible for leading an Audit Team
Non-conformance - non-fulfillment of a DWQMS requirement
Objective Evidence - verifiable information, records or statements of facts. Audit evidence
is typically based on interviews, examination of documents, observations of activities and
conditions, reviewing results of measurements and tests or other means. Information
gathered through interviews should be verified by acquiring supporting information from
independent sources
Opportunity for Improvement (OFI) - an observation about the QEMS that may, in the
opinion of the Internal Auditor, offer an opportunity to improve the effectiveness of the
system or prevent future problems; implementation of an OFI is optional
3. Procedure
3.1 Audit Objectives, Scope and Criteria
3.1.1 In general, the objectives of an internal QEMS audit are:
-
To evaluate conformance of the implemented QEMS to the requirements of
the DWQMS;
-
To identify non-conformances with the documented QEMS; and
-
To assess the effectiveness of the QEMS and assist in its continual
improvement.
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INTERNAL QEMS AUDITS
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3.1.2 The scope of an internal QEMS audit includes activities and processes related to
the QEMS as documented in the Operational Plan.
3.1.3 The criteria covered by an internal QEMS audit include:
-
Drinking Water Quality Management Standard (DWQMS)
-
Current Operational Plan
-
QEMS-related documents and records
3.1.4 The audit scope and criteria may be customized as necessary to focus on a
particular process/critical control point and/or any elements of the DWQMS which
may warrant specific attention. The results of previous internal and external
audits should also be considered.
3.2 Audit Frequency
3.2.1 Internal QEMS audits may be scheduled and conducted once every calendar
year or may be separated into smaller audit sessions scheduled at various
intervals throughout the calendar year. However, all elements of the DWQMS
must be audited at least once every calendar year.
3.2.2 The QEMS Representative is responsible for maintaining the internal QEMS
audit schedule. The audit schedule may be modified based on previous audit
results.
3.3 Internal Auditor Qualifications
3.3.1 Internal QEMS audits shall only be conducted by persons approved by the
QEMS Representative and having the following minimum qualifications:
-
Internal auditor training or experience in conducting management system
audits; and
-
Familiarity with the DWQMS requirements.
3.3.2 Internal Auditors that do not meet the qualifications in s.3.3.1 may form part of
the Audit Team for training purposes, but cannot act as Lead Auditor.
3.3.3 Internal Auditors must remain objective and, where practical, be independent of
the areas/activities being audited. It may not be possible for internal auditors to
be fully independent of the activity being audited, but every effort should be made
to remove bias and encourage objectivity. Auditors should maintain objectivity
throughout the audit process to ensure that the audit findings and conclusions
are based only on the audit evidence. Objectivity can be demonstrated by
obtaining sufficient appropriate evidence to provide a reasonable basis for the
audit findings.
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INTERNAL QEMS AUDITS
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
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3.4 Audit Preparation
3.4.1 Together, the QEMS Representative and the Lead Auditor:
-
Establish the audit objectives, scope and criteria;
-
Confirm the audit logistics (locations, dates, expected time and duration of
audit activities, any health and safety considerations, availability of key
personnel, audit team assignments, etc.).
3.4.2 Each Internal Auditor is responsible for:
-
Reviewing documentation to prepare for their audit assignments including:
o the Operational Plan and related procedures;
o results of previous internal and external QEMS audits;
o the status and effectiveness of corrective and preventive actions
implemented;
o the results of the management review;
o the status/consideration of OFIs identified in previous audits; and
o other relevant documentation.
-
Preparing work documents (e.g., checklists, forms, etc.) for reference
purposes and for recording objective evidence collected during the audit
3.5 Conducting the Audit
3.5.1 Opening and closing meetings are not required, but may be conducted at the
discretion of the QEMS Representative and the Lead Auditor taking into account
expectations of Top Management.
3.5.2 The Audit Team gathers and records objective evidence by engaging in activities
that may include conducting interviews with Operations Management and staff (in
person, over the phone and/or through e-mail), observing operational activities
and reviewing documents and records.
3.5.3 The Audit Team generates the audit findings by evaluating the objective
evidence against the audit criteria (s. 3.1.3). In addition to indicating
conformance or non-conformance, the audit findings may also lead to the
identification of opportunities for improvement (OFIs). The Lead Auditor is
responsible for resolving any differences of opinion among Audit Team members
with respect to the audit findings and conclusions.
3.6 Reporting the Results
3.6.1 The Lead Auditor reviews the audit findings and conclusions with the QEMS
Representative and Top Management. Other audit participants may also take
part in this review as appropriate. This review may take place in person (e.g.,
during a closing meeting) or through other means (phone call, email, etc.). Any
diverging opinions regarding the audit findings and conclusions should be
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Approved by: Senior Operations Manager
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discussed and, if possible, resolved. If not resolved, this should be noted by the
Lead Auditor.
3.6.2 The Lead Auditor submits a written report and/or completed work documents to
the QEMS Representative. The submitted documentation must identify (at a
minimum):
-
Audit objectives, scope and criteria;
-
Audit Team member(s) and audit participants;
-
Date(s) and location(s) where audit activities where conducted;
-
Audit findings including:
o Related objective evidence for each element;
o Any non-conformance identified referencing the requirement that was
not met; and
o OFIs or other observations.
-
Audit conclusions.
3.6.3 The QEMS Representative distributes the audit results to Top Management and
others as appropriate.
3.6.4 The QEMS Representative ensures that results of internal QEMS audits are
included as inputs to the Management Review as per OP-20 Management
Review.
3.7 Corrective Actions and Opportunities for Improvement (OFIs)
3.7.1 Corrective actions are initiated when non-conformances are identified through
internal QEMS audits and are documented and monitored as per OP-21
Continual Improvement.
3.7.2 OFIs are considered, and preventive actions initiated, documented and
monitored as per OP-21 Continual Improvement.
3.8 Record-Keeping
3.8.1 Internal QEMS audit records are filed by the QEMS Representative and retained
as per OP-05 Document and Records Control.
4. Related Documents
Internal Audit Records (checklists, forms, reports, etc.)
OP-05 Document and Records Control
OP-20 Management Review
OP-21 Continual Improvement
Fauquier DWS - Summary of Action Items
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INTERNAL QEMS AUDITS
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5. Revision History
Date
Revision #
Reason for Revision
2010-06-01
0
Procedure issued
2012-03-05
1
Clarification of time frames in Procedure 5.1; corrected Process
Compliance Manager's title; updated the development of audit
protocol in Procedure 5.2
2013-03-14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2018-06-05
3
Appendix S, QP-10 procedure renamed OP-19. Removed Scope and
Responsibilities sections and moved scope wording to purpose
section. Added definition 'Objective Evidence' and modified 'non-
conformance' definition. Replaced 'audit evidence' with 'objective
evidence', and 'conformity' with 'conformance' throughout procedure.
Replaced 'once every 12 months' with 'once every calendar year' (s.
3.2.1, s. 3.2.3 and s. 3.4.1) to reflect wording in DWQMS v. 2.0.
Added s. 3.2.3 (and modified s. 3.4.1) to describe the frequency for
auditing all DWSs covered in multi-facility Operational Plans. Changed
s. 3.4.2 to include preventive actions, the results of the management
review and the status/consideration of OFIs. Included wording 'for
each element', and 'identified referencing the requirement that was not
met' to s. 3.6.2. Moved description of process for corrective actions
from QP-10 s. 5.7 and OFIs from QP-10 s. 5.8 to OP-21. Added s. 3.7
to refer to OP-21.
2024-08-15
4
Procedure updated to describe and document how objectivity is
maintained when an internal auditor is not fully independent of the
activity being audited with additions to 3.3.3, removed watermark.
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Ontario Clean Water Agency
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OP-20
2018 11 01
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MANAGEMENT REVIEW
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
1. Purpose
To describe the procedure for conducting a Management Review of the Quality &
Environmental Management System (QEMS) at the facility level.
2. Definitions
Management Review - a formal (documented) meeting conducted at least once every
calendar year by Top Management to evaluate the continuing suitability, adequacy and
effectiveness of OCWA's Quality & Environmental Management System (QEMS)
Operations Management - refers to the Senior Operations Manager and/or Operations
Manager that directly oversees a facility's operations
Top Management - a person, persons or group of people at the highest management level
within an operating authority that makes decisions respecting the QMS and
recommendations to the owner respecting the subject system or subject systems.
OCWA has defined Top Management for the Fauquier Drinking Water System as:
Operations Management - Hearst Cluster
Regional Hub Manager - Northeastern Ontario Regional Hub
Safety, Process & Compliance (SPC) Manager - Northeastern Ontario Regional Hub
3. Procedure
3.1 Top Management ensures that a Management Review is conducted at least once
every calendar year.
Management Reviews for more than one drinking water system may be conducted at
the same meeting provided the systems belong to the same owner and the
considerations listed in section 3.4 below are taken into account for each individual
system and documented in the Management Review meeting minutes.
3.2 At a minimum, the QEMS Representative, at least one member of Top Management
and at least one facility operator must attend the Management Review meeting. Other
members of Top Management may participate though their attendance is optional.
3.3 Other staff may be invited to attend the Management Review meeting or to assist with
presenting information or in reviewing the information presented, where they offer
additional expertise regarding the subject matter.
3.4 The standing agenda for Management Review meetings is as follows:
a) Incidents of regulatory non-compliance;
b) Incidents of adverse drinking water tests;
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MANAGEMENT REVIEW
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
c) Deviations from critical control limits and response actions;
d) The effectiveness of the risk assessment process;
e) Internal and third-party audit results (including any preventive actions implemented
to address Opportunities for Improvement (OFI) or rationale as to why OFIs were
not implemented);
f) Results of emergency response testing (including any OFIs identified);
g) Operational performance;
h) Raw water supply and drinking water quality trends;
i)
Follow-up on action items from previous Management Reviews;
j)
The status of management action items identified between reviews;
k) Changes that could affect the QEMS;
l)
Consumer feedback;
m) The resources needed to maintain the QEMS;
n) The results of the infrastructure review;
o) Operational Plan currency, content and updates;
p) Staff suggestions; and
q) Consideration of applicable Best Management Practices (BMPs).
3.5 In relation to standing agenda item q), applicable BMPs, if any, to address drinking
water system risks discussed during other agenda items, are identified and
documented in the Management Review minutes. Review and possible adoption of
applicable BMPs are revisited during subsequent Management Reviews and are
incorporated into preventive and/or corrective actions as per OP-21 as appropriate.
3.6 The SPC Manager coordinates the Management Review and distributes the agenda
with identified responsibilities to participants in advance of the Management Review
meeting along with any related reference materials.
3.7 The Management Review participants review the data presented and make
recommendations and/or initiate action to address identified deficiencies as appropriate
as per OP-21.
3.8 The QEMS Representative ensures that minutes of and actions resulting from the
Management Review meeting are prepared and distributed to the appropriate OCWA
Top Management, personnel and the Owner.
3.9 The QEMS Representative monitors the progress and documents the completion of
actions resulting from the Management Review.
4. Related Documents
Management Review Reference Materials
Minutes and actions resulting from the Management Review
OP-21 Continual Improvement
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OP-20
2018 11 01
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MANAGEMENT REVIEW
Reviewed by: A. Swanson, PCT
Approved by: Y. Rondeau, SPC Manager
5. Revision History
Date
Revision
Reason for Revision
2010 06 01
0
Procedure issued
2012 03 05
1
Corrected Process Compliance Manager's title
2013 03 14
2
Revised position titles; Operations Manager has been changed to
Senior Operations Manager, Cluster Manager has been changed to
Operations Manager, and Process Compliance Manager has been
removed as the position was discontinued.
2018 11 01
3
Removed Scope and Responsibilities sections. Added definitions for
Top Management and Operations Management. Revisions based on
new requirements of the Standard; at least once every 12 months
changed to once every calendar year (s. 3.1) and efficacy changed to
effectiveness (s. 3.4). Added s. 3.2 and s. 3.3 to describe who is
participating in the Management Review process. Added clarification on
including any preventive actions implemented to address Opportunities
for Improvement (OFI) or rationale as to why OFIs were not
implemented when reviewing audit results (s. 3.4.e). Added Best
Management Practices (BMPs) as a standing agenda item (s. 3.4.q).
Added s. 3.5 to include consideration of BMPs and link OP-20 to OP-21
Continual Improvement.
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CONTINUAL IMPROVEMENT
Reviewed by: Process and Compliance Technician
Approved by: Senior Operations Manager
PRINTED COPIES OF THIS DOCUMENT ARE CONSIDERED TO BE UNCONTROLLED
1. Purpose
To describe the procedure for tracking and measuring continual improvement of the Quality
& Environmental Management System (QEMS) for the Fauquier Drinking Water System.
2. Definitions
Continual Improvement - recurring activity to enhance performance (ISO 14001:2014)
Corrective Action - action to eliminate the cause of detected nonconformity of the QMS with
the requirements of the DWQMS or other undesirable situation
Non-conformance - the non-fulfilment of a DWQMS requirement
Preventive Action - action to prevent the occurrence of nonconformity of the QMS with the
requirements of the DWQMS or other undesirable situation
3. Procedure
3.1 OCWA strives to continually improve the effectiveness of its QEMS for this drinking
water system(s) through the identification and implementation of corrective/preventive
actions and, as appropriate, through review and consideration of applicable Best
Management Practices (BMPs).
3.2 Corrective Actions
3.2.1 Non-conformances may be identified through an internal or external QEMS
audit(s) conducted for this drinking water system. They may also be identified as
a result of other events such as:
-
an incident/emergency;
-
community/Owner complaint;
-
other reviews; and
-
operational checks, inspections or audits.
3.2.2 The QEMS Representative (in consultation with Operations Management and/or
the SPC Manager) investigates the need for a corrective action to eliminate the
root cause(s) so as to prevent the non-conformance from recurring. The
investigation may also include input from the operators and other stakeholders
and the consideration of BMPs as appropriate.
3.2.3 The QEMS Representative determines the corrective action needed based on
this consultation. The Operations Management (or designate) assigns
responsibility and a target date for resolution.
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3.2.4 The QEMS Representative ensures corrective actions are documented using
the Summary of Action Items spreadsheet. The QEMS Representative monitors
the progress of corrective action(s) and provides status updates to Top
Management.
3.2.5 The implementation and effectiveness of corrective actions are verified during
subsequent internal QEMS audits and are considered during the Management
Review. If there is evidence that the action taken was not effective, the
Operations Management (or designate) initiates further corrective action and
assigns resources as appropriate until the non-conformance is fully resolved.
3.3 Preventive Actions
3.3.1 Potential preventive actions may be identified through an internal or external
QEMS audit as Opportunities For Improvement (OFIs), during the Management
Review or through other means such as:
-
staff/Owner suggestions;
-
regulator observations;
-
evaluation of incidents/emergency response/tests;
-
the analysis of facility/Regional Hub or OCWA-wide data/trends;
-
non-conformances identified at other drinking water systems; or
-
a result of considering a BMP.
3.3.2 The QEMS Representative (in consultation with Operations Management and/or
the SPC Manager) considers whether a preventive action is necessary. The
review may also include input from the operators and other stakeholders and the
consideration of BMPs as appropriate.
3.3.3 If it is decided that a preventive action is necessary, the QEMS Representative
determines the action to be taken based on this consultation and the Operations
Management (or designate) assigns responsibility and a target date for
implementation.
3.3.4 The implementation of preventive actions are tracked by the QEMS
Representative using the Summary of Action Items spreadsheet.
3.3.5 The implementation and effectiveness of preventive actions are verified during
subsequent internal QEMS audits and are considered during the Management
Review. If there is evidence that the action taken was not effective, the
Operations Management (or designate) may consider further preventive actions
and assigns resources as appropriate.
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CONTINUAL IMPROVEMENT
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3.4 The QEMS Rep. and Operations Management monitor corrective/preventive actions on
an ongoing basis and review the status and effectiveness of the actions during
subsequent Management Review meetings.
3.5 Best Management Practices (BMPs)
3.5.1 The QEMS Representative and/or Operations Management in consultation with
the SPC Manager will review and consider applicable internal and/or external
BMPs identified by internal and/or external sources as part of the Management
Review (OP-20) and in the corrective and preventive action processes described
above.
3.5.2 BMPs may include, but are not limited to:
-
Facility/Regional Hub practices developed and adopted as a result of
changes to legislative or regulatory requirements, trends from audit findings
or drinking water system performance trends;
-
OCWA-wide BMPs/guidance or recommended actions;
-
Drinking water industry based standards/BMPs or recommendations; or
-
Those published by the Ministry of the Environment and Climate Change.
3.5.3 At a minimum, applicable BMPs must be reviewed and considered once every 36
months.
4. Related Documents
OP-05 Document and Records Control
OP-20 Management Review
Internal Audit Records
Summary of Action Items spreadsheet
5. Revision History
Date
Revision #
Reason for Revision
2018-12-18
0
Procedure issued - The original information within the main body of the
Fauquier Drinking Water System Operational Plan (revision 5, dated
June 30, 2016) was not used in OP-21 as it did meet the requirements
of the new DWQMS v. 2.0. Information from QP-10 Internal Audit (s. 5.7
and s. 5.8) was incorporated into s. 3.2 and s. 3.3 of OP-21 but was
modified to address non-conformances identified from additional inputs
other than internal audits and preventive actions resulting from means
other than OFIs from internal audits. In addition R&Rs were revised to
include the SPC Manager, and to clarify the role of the QEMS
Representative in investigating and determining corrective and
preventive actions needed. A section on Best Management Practices (s.
3.5) was added to meet the new requirements of DWQMS v. 2.0
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CONTINUAL IMPROVEMENT
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Approved by: Senior Operations Manager
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Date
Revision #
Reason for Revision
2024-09-10
1
Updated template to the new corporate standard, which removed the
watermark and included the uncontrolled printed document disclaimer in
the footer. Updated the document reference from "QEMS - Summary of
Findings" to the correct document name "Summary of Action Items"
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Page 189 of 190
By-Law 2025-34
The Corporation of the Township of Fauquier-Strickland
Confirmatory By-Law
Adopted 2025-08-05
THE CORPORATION OF THE TOWSNHIP OF FAUQUIER-STRICKLAND
BY-LAW 2025-34
BEING A BY-LAW TO CONFIRM THE PROCEEDINGS OF THE SPECIAL MEETING OF
COUNCIL ON August 5, 2025
WHEREAS Section 5 (3) of the Municipal act, 2001, S.O. 2001, Chapter 25 as amended,
requires a
municipal Council to exercise its powers by By-Law, except where otherwise required;
AND WHEREAS Section 10 (2) of the Municipal Act, 2001, S.O. 2001, Chapter 25 authorizes
single-tier municipalities to pass by-laws respecting: 2. Accountability and transparency of the
municipality and its operations.
AND WHEREAS Council or a Committee of Council often authorizes action to be taken which
does not lend itself to an individual By-law;
AND WHEREAS the Council of the Township of Fauquier-Strickland deems it desirable to
confirm the proceedings of Council at its meeting hereinafter set out;
THEREFORE, BE IT RESOLVED that the Corporation of the Township of Fauquier-Strickland
enacts as follows:
1.
Ratification and Confirmation
THAT the action of this Council at its meetings set out below with respect to each
motion, resolution and other action passed and taken by this Council at its meetings
(except where the Township is specifically authorized to do otherwise), is hereby
adopted, ratified, and confirmed as if such proceedings and actions were expressly
adopted and confirmed by By-law: Meeting held: Tuesday , August 5, 2025
2.
Execution of all documents
THAT the Mayor of the Council and the proper officers of the Township are hereby
authorized and directed to do all things necessary to give effect to the said action or to
obtain approvals where required and except where otherwise provided, the Mayor and
Deputy Clerks are hereby authorized and directed to execute all necessary documents
and to affix the Corporate Seal of the Township to such documents.
Read a first, second and third time, and finally passed this 5th day of August 2025.
_____________________________
MAYOR
Madeleine Tremblay
______________________________
CLERK
Shannon Pawlikowski
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