November 23, 2011

Minutes of a Special Meeting held in the Council Chambers, 937907 Marsh Bay Road, Coleman Township, on Wednesday, November 23rd, 2011 at 6:0 p.m.

There were present:

Township of Coleman Mayor: D. Cleroux

Councillor: S. Cote C. Marcella P. Tresidder

Clerk-Treasurer: C. Bigelow

WESA Inc.: Rod McGibbon

Town of Cobalt: Victor Legault

ADOPTION OF THE AGENDA

Motion 11-11-52 MOVED BY Cathy Marcella and SECONDED BY Pat Tresidder:
BE IT RESOLVED THAT Council approves the agenda for the regular meeting of November 23rd, 2011 as presented. Carried.

DISCLOSURE OF ANY PECUNIARY INTEREST

None

DELEGATION

Mr. Rod McGibbon, WESA Inc., was in attendance to inform Council regarding the rules and regulations with respect to the Coleman Water Distribution system.

In the past licensing has been traditionally a certificate of approval –
Since the Walkerton event, there are now different requirements
1. Drinking water Works permit
2. Permit to take Water (Cobalt only)
3. Operational Plan – October 2006
4. Accreditation – the Operating Authority (Cobalt) has to be accredited for both Cobalt and Coleman – identical ISO process
5. Financial Plan – Reg 453.07

The Operational Plan was delayed because of the upgrades to the Coleman Water Distribution System. – Regulations create a compliance issue – non compliance will have a definite impact.
– Things we do every day that affect the system
– Document Control – Coleman pays the Town to do the administration of the water
– Certification and accreditation process – audits make sure they are well done

– Record Control – Cobalt makes sure control are serving the purpose – internal audit
A record retention by-law is required – Coleman’s is in place

– Operational Plan – potential issues regarding drinking water supply
Source Water Protection Act

“Is Coleman responsible to protect the source of water” – yes in terms of cause and effect. We don’t own the water, just the infrastructure – pipes and hydrants

– Control Measure – risk assessment – standard requires a description of the drinking water system
– follow the water from intake all the way through the system –
– create a spread sheet to identify the risks (part of operational plan)
– if any changes have to be made – must check cause and effect

– Defining Roles and Responsibilities and what competency are required – employee should understand and know where decisions are to be made.

– Coverage – make sure there is adequate coverage in place – competent personnel

– Communication – supportive process – top management is required to communicate relative aspect of the system being done

– Procurement – identify what is essential – absence of it poses a risk to the public

Annual basis – Review provision of the adequacy of the infrastructure (done for Coleman November 22nd, 2011)

Back Flow – source to curb stop – not presently a requirement
From curb stop to residence falls under the plumbing code – no residential back flow devices installed
Typically look at new construction

Maintenance – who does what, when and where – usually error of omission

Emergency Management – only regarding drinking water to ensure that, if any emergency comes up, there is a contingency plan. Coleman does not have any potential emergency.

Cobalt has five possible emergencies – fire of plant, weather related, labour disruption, pandemic and vandalism
Contact list has been updated.

Internal Audit Process – annual – intent is to fix what is wrong
Confirm that management system is working
Do your homework
Recommendation
Done by Town employees – to date done by Mr. McGibbon because Cobalt wants to make sure it is done right

Coleman – if pipe is broken, operators are not licensed. Cobalt oversees the repair as Cobalt is the operating authority – bring a problem to Coleman’s attention and then Cobalt has done due diligence. It is then up to Coleman to make sure the problem is rectified.

Management Review – shall be done on an annual basis
16 points are reviewed to meet the regulatory requirements
Document prepared identifying the condition of the management system
Report presented to Council
Requires a resolution of Council to approve the review.

Coleman’s Responsibility – Ensure that the accredited authority under contract looks after our system
Ensure provision of resources (infrastructure and human resources)
i.e. illness, complaints – is the job well done

Coleman Council – Review operation plan
Review financial plan

Constant Communication – Cobalt employees are very well trained
High communication

December 9th – course on statutory standard of care – comes into effect Dec. 31, 2012.

Mr. McGibbon will forward a package regarding this presentation which will be provided to Council.

Coleman and Cobalt will review the agreement in the new year – wanted to wait a while as both communities wanted to make sure the Coleman Water Distribution System is operating well.

Mayor thanked Mr. McGibbon for his excellent presentation and Mr. Legault for attending the meeting.

BUSINESS ARISING FROM THE MINUTES

Council reviewed correspondence received from Uniongas regarding the inspection conducted on October 27th, 2011. All installation corrections have been performed – Uniongas will be notified.

The Clerk-Treasurer updated Council following the regular meeting of November 21st, 2011

CORRESPONDENCE

– AMO – breaking news
Plan now for tomorrow
– HazMat Management – headline news
– Imperial Oil – fact book

ADJOURNMENT

Motion 11-11-53 MOVED BY Pat Tresidder and SECONDED BY Cathy Marcella:
BE IT RESOLVED THAT this meeting do now adjourn. Carried.

____________________________ ___________________________
CLERK-TREASURER MAYOR