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Attachment “A” |
Due: September 2010 |
Resolved: No |
Date: Not due yet |
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#1 |
Further discussion with York Region and
Toronto on relief and to clarify what can be done to receive the appropriate
content of water quality data. Also, investigate relief from the Ministry for
lowering the limit to flush; speak to them regarding the regulation
requirements for Markham standards. |
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Action Item |
·
Continuation of 2008 Management Review action item #1 ·
Contact York Region and Toronto regarding chlorine residual. Speak to
Ministry of Environment regarding regulation requirements |
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Action(s) Taken |
o
Markham’s Situation: In the event of a secondary TC or an EC adverse
the regulatory requirements include flushing the system to a chlorine
residual of 1.0 mg/L. The supply water is not always at a level of 1.0mg/L
especially at system extremities. Through discussion and improvements to
SOP’s, communication procedures were improved between Markham and the York
Region Public Health Department advising when such a situation occurs in
order to stay within regulatory requirements. MOE approved our SOP o
Situation Update: Both the City of Toronto (December 2009) and the
Region of York (March 2010) have now
applied for and received new relief
from regulatory requirements during such an adverse event permitting them to flush to a chlorine
residual level of 0.25 mg/L o
In early April the Town of Markham sought direction from our MOE
drinking water inspector regarding receiving the same relief during an
adverse. MOE recommends aligning ourselves with Toronto and York’s relief o
Town of Markham is currently investigating the process and will apply
for such relief. We have asked York Region for input on how they obtained
their regulatory relief o
John Livey approved Waterworks to submit the application for relief
in the 2010 interim Management Review meeting |
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Champion: Peter Loukes |
Due: November 2009 |
Resolved: Yes |
Date: October 6, 2009 |
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Decision
/ Deficiency #2 |
Health
and Safety – town hired H&S Specialist, receives regular updates, gives
status on Commission, not being communicated fully to staff. |
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Action Item |
· To discuss with H&S Specialist the protocol and communication (posting of) minutes to staff |
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Action(s) Taken |
o
Director Loukes’ Administrative Assistant appointed to be the point
of contact with Corporate H&S Specialist, and be responsible to update
the JHSC notice boards at 8100 Warden o
Existing Waterworks JHSC members from 555 Miller also joined the 8100
Warden JHSC as of April 2010 |
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Champion: Brenda Librecz, Peter Loukes & Anna Distefano |
Due: December 2010 |
Resolved: No |
Date: Not due yet |
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Decision
/ Deficiency #3 |
Current
space for Waterworks training is to be converted to Emergency Operations
Center in 2010 and this will affect the Waterworks training plan in 2010. |
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Action Item |
·
Further discussion on when
the |
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Action(s) Taken |
o Anna - to-date most Waterworks training has been scheduled and almost completed at 8100 Warden (lower level) and Fire is in the process (April 2010) of analysing the lower level for EOC construction o Brenda - advised draft plan in place and staff invited for input, Peter Loukes to meet with Steve Andrews o Brenda - advised that EOC will function as training centre when not in use as EOC, no loss except for construction period o Brenda - suggested that Peter Loukes meet with Phil Allen to look at drawings o Anna would like to know timelines, will speak to Phil regarding specifics |
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Champion: Noris Dela Cruz |
Due: December 2009 |
Resolved: Yes |
Date: December 22, 2009 |
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Decision
/ Deficiency #4 |
New,
effective methodology for customer surveying is required as the response
received is low. |
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Action Item |
· Revamp survey to increase response. Suggesting door to door, door knockers or mail outs, even surveying contractors. Also turn KPIs into survey questions |
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Action(s) Taken |
o
Increased survey response for
planned maintenance to over 5% (% in
2009 & 7% in 2010) o
Standardized all survey questionnaires. o
Solicited input from Corporate Communications o
Made forms compliant with Town’s Accessible Customer Service policy o
Customized Hansen for survey data storage o
Created On demand reports and published in Crystal Report server o
Turned survey questions into KPIs o
Customized Hansen application, link |
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Champion: Ernie Ting |
Due: December 2009 |
Resolved: No |
Date: Deferred to Dec. 2010 |
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Decision
/ Deficiency #5 |
Prepare report for Brenda to discuss and
clarify that the pay scale should be consistent along with other project
engineers in the Town |
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Action Item |
· Prepare report for Brenda to discuss and clarify that the pay scale should be consistent along with other project engineers in the Town |
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Action(s) Taken |
o Job function and responsibilities comparison with similar position in Asset Management completed. Report to Commissioner to be completed. Request for job and salary level evaluation to be requested with HR May 28, 2010 o Ernie to work with HR |
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Champion: Peter Loukes |
Due: December 2009 |
Resolved: No |
Date: Deferred to 2011 |
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Decision
/ Deficiency #6 |
Water
Rates and Budget Alignment. |
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Action Item |
·
Carry over item from 2008 Management Review action item #9 · Create report to show Council that the rate change will benefit the Town · Briefing note to be created regarding the working group, detailing what the team is about and who are the members for the Commissioner · Create Terms-of-Reference, why this is beneficial · Investigate what the other municipalities are doing and what their practices are |
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Action(s) Taken |
o
Team established – Noris Dela Cruz (Waterworks ) and Raymond Law
(Finance) o
Water & sewer rate data has been acquired from over 35 other
Canadian municipalities o
Consultant hired to review current rate structure o
Project plan is under development o
Targeting implementation for 2012 o
Data collection started, consultant retained to advise with project
plan, targeting 2012 for implementation taking into acct water conservation o
Brenda suggested that it be an inter-commission initiative o
Variable rate & fixed rate balance re water conservation |
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Champion: Anna Distefano, Peter Loukes |
Due: September 2010 |
Resolved: Yes |
Date: December 1, 2009 |
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Decision
/ Deficiency #7 |
Increased
training of presentation skills |
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Action Item |
·
Carry over item from 2008
Management Review action item #11 · Suggest by group to look for other sources, i.e. community colleges and the Markham Public Library · Director to further follow up with HR |
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Action(s) Taken |
o
Leadership Development Program for Managers facilitated by SENECA o
Presentation Skills will be covered in modules 3 & 4 of the
program o
2-day workshop at Pingle House starting in Feb 2010 o
Maximum of 10 per class o
First come first serve basis o
Registration through MLC (Markham Learn Centre) |
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Champion: Ernie Ting |
Due: December 2009 |
Resolved: No |
Date: Deferred to Dec. 2010 |
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Decision
/ Deficiency #8 |
Contract
preparation, centralization and management. |
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Action Item |
· Carry over item from 2008 Management Review action item# 7 · Survey sent to 17 municipalities and regions with more than 20 questions asked · Create report and recommendation detailing findings of survey sent to other municipalities |
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Action(s) Taken |
o
Survey of 17 municipalities completed. Complete report and
recommendation to be completed by Q2 2010. o
Ernie - Hard to quantify due to differences in how municipalities of
various sizes handle their projects / contracts o
Targeting October 2010 meeting for more updates |
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Champion: Jerry Klaus, Peter Loukes |
Due: December 2009 |
Resolved: No |
Date: Deferred to 2011 |
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Decision
/ Deficiency #9 |
Waterworks
Financial Analyst position was approved and cancelled during hiring process.
Business Analyst is still necessary for Waterworks. |
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Action Item |
·
Carry over item from 2008 Management Review action item #14 · Document this to make Finance Dept. aware of the lack of financial support · Position to be called Business Analyst, rework the way it is requested and presented |
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Action(s) Taken |
o
New business case will be developed for the Business Analyst position
which is still necessary and required o
Brenda would like joint-recommendation |
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Champion: Brenda Librecz, Peter Loukes, Jerry Klaus |
Due: May 2010 |
Resolved: No |
Date: Not due yet |
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Decision
/ Deficiency #10 |
Unclear
about what services and the corresponding service levels other Town
departments are to provide to Waterworks but annual funding has been
allocated to fund other Town departments. |
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Action Item |
· Carry over item from 2008 Management Review action item #15 · Waterworks to provide an update about Waterworks service needs and service levels from other Town’s departments · Commissioner to engage discussion with other Commissioners on establishing service level agreements |
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Action(s) Taken |
o
Jerry / Noris – almost finalized Service Level Agreement with ITS o
Finance, HR, Legal are other departments that will work on for additional agreements |
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Champion: Karen Dennison |
Due: Stage 1: May 2010; Stage 2: December 2011 |
Resolved: No |
Date: Not due yet |
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Decision
/ Deficiency #11 |
Benchmark
other municipalities for water loss/balance, leakage index. |
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Action Item |
· Determine the average across the board · Stage One – Gather data from other municipalities regarding water loss/balance, leakage index. Create report to educate. · Stage Two – Fill in data |
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Action(s) Taken |
o System Engineering is currently creating a presentation entitled “Water Use Component Introduction” for the June 7, 2010 General Committee meeting o Data has been gathered from other municipalities (National Benchmarking records) regarding leakage index, water loss and other types of water loss o Target 2011 to undertake audit o John Livey asked about District metering project. Karen advised that 4 pilot sites on the go, tender closed April 21, 2010 o John Livey asked about infiltration and integration with Region. Peter Loukes advised that he and Alan Brown are on Regional Task force – flow monitoring, regional meters o Karen to provide more update in October 2010 |
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Champion: Noris Dela Cruz, Peter Solymos |
Due: December 2009 |
Resolved: Yes |
Date: April 16, 2010 |
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Decision
/ Deficiency #12 |
Capture
and focus on the top |
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Action Item |
· Expand the work order completion summary to include the top 3 to 4 critical activities |
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Action(s) Taken |
o
Included top critical activities in the work order completion summary Ø
Water Quality Compliance Ø
Fire Code Compliance Ø
Water Distribution Infrastructure Maintenance o
Summarized the number of water
related customer service response |
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Champion: Eddy Wu |
Due: May 2010 |
Resolved: No |
Date: Not due yet |
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Decision
/ Deficiency #13 |
Fire
Department to be made aware of critical control point regarding backflow
contamination. |
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Action Item |
· Organize training with Fire Department to address the issue of potential contamination of the drinking water system from fire fighting activities |
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Action(s) Taken |
o
Risk Assessment annual review to be taken place in May 2010 o
Results will be brought forward to Fire Department’s attention, and
formulate training plan with Chief Training Officer Mike Bekking |
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Champion: Anna Distefano |
Due: September 2010 |
Resolved: No |
Date: Not due yet |
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Decision
/ Deficiency #14 |
Investigate
any similarities and possible merging with Fire Department to conduct the
annual mock emergency exercise. |
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Action Item |
· Determine if there are any similarities with Fire Department and Waterworks emergency exercise |
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Action(s) Taken |
o
Met with Mike Bekking to discuss idea of
merging Waterworks Emergency Mock Exercise with Town Mock Exercise (Nov/09) o
Mike noted: Emergency exercise would
primarily focus on Waterworks specific situations whereby Town wide
involvement might be a challenge and could limit department interaction of
the water related task |
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Champion: Anna Distefano, Eddy Wu |
Due: September 2010 |
Resolved: Yes |
Date: April 15, 2010 |
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Decision
/ Deficiency #15 |
Staff was unfamiliar with the process of how to use the Fan Callout document. |
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Action Item |
· Test the fan callout document on a yearly basis until staff are fully comfortable |
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Action(s) Taken |
o
Jan/Feb 2010 conducted Emergency Management Training to all
Waterworks staff specific to DWQMS Emergency Management SLD 18 o
Incorporated review of Waterworks Fan Callout document in the
training sessions o
Staff had become more confident in using the Fan Callout document ~ becoming
more familiar with the document allows staff to give needed user feedback |
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Champion: Eddy Wu |
Due: January 2010 |
Resolved: Yes |
Date: January 29, 2010 |
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Decision
/ Deficiency #16 |
New
process in place for the recording of major and minor watermains related
projects. |
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Action Item |
· Establish the process with Engineering and Asset Management regarding the use of the new forms in the Drinking Water Works Permit |
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Action(s) Taken |
o
Meetings set up to review the new procedure with Asset Management and
Engineering o
SOPs and Process Map completed o
Engineering came up with an attachment that go along with each major
project o
Waterworks SE Manager to sign off as Owner rep. for major projects
and o
John Livey suggested this is good example of PEP Level 3exercise –
learning, new processes, providing improvements |
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Champion: All Managers |
Due: October 2009 |
Resolved: Yes |
Date: October 2, 2009 |
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Decision
/ Deficiency #17 |
Business
Cases must be written when requesting new staffing position or program that
have financial impact for approval. |
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Action Item |
· Create business case for resource needs, requesting new staffing position or program that have financial impact |
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Action(s) Taken |
o
Business cases for all Waterworks new staffing requirement completed in
October 2009 and forwarded to Commissioner Librecz for o
All business cases presented were not approved o
Waterworks to bring these business cases forward again for 2011
approval |
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Champion: Jerry Klaus |
Due: December 2009 |
Resolved: Yes |
Date: January 28, 2010 |
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Decision
/ Deficiency #18 |
No back
up QMS Representative. |
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Action Item |
· Discuss with Operational Top Management and appoint a backup QMS Representative |
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Action(s) Taken |
o
Discussed with Operational Top Management and nobody could carry on
this extra assignment o
Decided to add this onto the new O&M Manager’s profile and this
position is currently under recruitment. o
Need to assign someone for backup for QMS – added as 2010 Action |
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Champion: Eddy Wu |
Due: April 2010 |
Resolved: Yes |
Date: February 1, 2010 |
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Decision
/ Deficiency #19 |
Shortage
of QMS internal auditors added the burden on existing QMS internal auditors
to conduct more than one audit per year as originally committed. |
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Action Item |
· QMS Internal Auditor Recruitment & Training in 2010 |
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Action(s) Taken |
o
New QMS Internal Auditor training set up to take place in March 2010 o
9 new Waterworks QMS internal auditors are to be trained from this
session o
John Livey suggested this is good example of PEP Level 3 –
sustainability. Best in class |
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