Transcript Document

National Federation of Group
Water Schemes
Water Services National
Training Group
5th Annual Rural Water
Services Conference
Rationalisation in the Group
Water Scheme Sector
Colm Brady N.F.G.W.S.
Rationalisation
“Change for the purpose of
improving the efficiency of
an organisation”
Presentation Contents
Background
Water Services Bill
Achieving Quality Water
Management of Group Water Schemes
Further Rationalisation in the GWS
sector
 Conclusion
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GWS origins
 Rural Group Water Schemes set up in 60s, 70s
and 80s
 Pooling of resources
 Capital Grant Aid
 Voluntary labour
 Local Contributions
 A community coming together to provide itself
with a cost effective and sustainable piped
water supply
Development of GWS sector
 Major demands now on GWS organisers
– Statutory & Consumer Demands
 Quality Water
 Quality Consumer Service
 Quality Management
Water Services Bill
 Will be enacted by end of 2006
 (Minister Roche 7th September 2006)
 Will provide for licensing of Water
Services Providers including Group Water
Schemes
Water Services Bill - Licensing
 Conditions attaching to a water services
licence (extracts from bill)
– Measures to ensure against risk to human
health or the environment
– Water supply standards
– Measures to ensure public safety
– Operational and management procedures
– Standards of service
– Monitoring and supervision
– Sampling and analysis
Water Services Bill - Licensing
 Conditions attaching to a water services
licence (extracts from bill)
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evidence of employers and public liability insurance
conservation measures
measures to prevent source contamination
emergency plans in the event of any incident
requirements in relation to the preparation and
publication of the accounts and annual report of
the licensee
– Such other matters as may be prescribed or the
Minister may direct in relation to the grant of a
water services licence.
Water Services Bill – Licensing
Summary
Water Services Providers (including
Group Water Schemes) will no longer
be entitled to supply water to their
consumers if they cannot
consistently demonstrate
 Quality Water
 Quality Consumer Service
 Quality Management
Quality Water
Provision of Quality Drinking
Water
 Many GWSs require full treatment of raw water
 Generous grant aid available in the context of
DBO and Bundling and Amalgamation.
 Efficient network management is also a significant
task – particularly in the context of treated water
 Source protection is also a significant task for GWSs
Funding – DBO and Bundling
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100% Mechanical & Electrical Elements
100% Consultancy Fees
100% Bulk Metering
85% Critical Mains Replacement
85% All other civil works
Up to 85% universal metering
(Can be in excess of 90% funding for overall upgrade)
DBO / Bundling & Amalgamation of schemes:
 Not cost effective or feasible to fund
DBO treatment plants for all schemes
 Cost to exchequer / Taxpayer
 Capital grant aid limits – Cost to the schemes
 Operation and Maintenance Cost
 Amalgamation of schemes is a necessary
part of the overall Rural Water
Programme
Funding in the context of
Amalgamation & DBO
 Where amalgamation is recommended in design
review reports the following additional funding
has been made available by the Department
 100% funding is available for necessary interconnecting of
schemes
 Interconnecting pipe-work
 Associated tanks / valves bulk meters etc
 Upsizing rising mains if necessary
 Subject to and only in the context of
 Full amalgamation of the participating schemes
Amalgamation of Schemes and
DBO
 Many schemes have agreed to amalgamate
in the context of the DBO projects
 Cavan
 Mayo
 Galway
 Roscommon
 Wicklow
 Wexford
Any other benefits from
amalgamation?
 Larger consumer base to carry fixed type
costs
 Management
 Maintenance
 Insurances
 Auditor
 Filing Fees
 Etc.
DBO Bundle projects
 Well on the way nationwide
 All schemes in need of water treatment
have been or will be afforded the
opportunity to participate
 Major effect on GWS quality compliance
Water Services Bill – Licensing
Summary
Water Services Providers (including
Group Water Schemes) will no longer
be entitled to supply water to their
consumers if they cannot
consistently demonstrate
 Quality Water
 Quality Consumer Service
 Quality Management
Group Water
Scheme
Management
GWS Management – the future
 GWS management / operation / maintenance is
becoming more demanding
 The provision of a quality water service requires sound
management
 GWSs must be managed as businesses if they are to
survive
 Group water scheme organisers facing significant
challenges in relation to the management of their
schemes
 Water is a food product
GROUP WATER SCHEME Management
Functions
 Repairs and Maintenance
 Reading Meters and Network Inspection
 Leakage control and monitoring
 Issuing of Bills and Information
 Collection of fees / subscriptions
 Customer Service
 Monitoring and Dealing with Complaints
 Issuing letters – Planning Permission etc
 Connections and Disconnections
GROUP WATER SCHEME Management
Functions Contd…….
 Maintenance of Books and Records
 Safety Statements and Safety Management
 Preparing and submission of Subsidy Claim
 Water Treatment (Monitoring of Same)
 Quality Testing / Quality Assurance
 Source Protection
 Audit and Accounts
 Returns to Registrar
 Meetings
SURVIVAL!
 How Can Groups survive?
 Continue to rely on voluntary input of committee
members??
 Part Time or Full Time Management, Administration &
Maintenance personnel with committee as “Supervisor”
 Pooling resources and expertise through Rationalisation
/ Amalgamation with other Group Schemes
SURVIVAL!
 GWSs must now put in place sound &
sustainable management and
administrative structures
 Dedicated paid managers / administrators
 Dedicated paid caretakers / maintenance people
 Now national policy of NFGWS
Main Functions of GWS
Supervision
(Board)
Management
Administration
Maintenance
The GWS Manager / Administrator
General Duties of a GWS Manager /
Administrator:
 The manager / administrator of the GWS is
appointed by the Board of Directors
 to carry out the executive functions of the Board
 to manage the day to day operations of the business
 The manager / administrator is under the
supervision of the Board which is acting on
behalf of the general membership.
General Responsibilities of the Manager
 The Board will decide on the extent of
responsibilities, which might include:
 Implementing the policies of the GWS as decided
at the AGM and General Meetings
 Carrying out the decisions of the Board
 Advising the board with regard to strategy and
policy
 Preparing strategic / business plans
 Taking responsibility for operational matters
 Assuming responsibility for the recruitment and
removal of staff
 Providing leadership and direction for staff
Day to day responsibilities of the manager
 The Manager / administrator would be responsible for
ensuring that some or all of the following day to day
operational functions are carried out
 Repairs and Maintenance (Leaks, regular scouring, meter box
repairs & maintenance etc.)
 Reading Meters
 Issuing of Bills and Information
 Collection of fees / subscriptions
 Organising schedule of payments (outgoings) for treasurer(s)
 Customer Service
 Monitoring and Dealing with Complaints
 Issuing letters – Planning Permission etc
 Connections and Disconnections
 Safety statements and safety management
Day to day responsibilities of the manager
 Maintenance of Books and Records – membership,
share register, Cheque Payments, Debtors,
Creditors etc.
 Preparing and submission of Subsidy Claim
 Liaising with scheme’s consultant engineers as
necessary – Strategic Plans etc.
 Water Treatment (Monitoring of Same)
 Monitoring of source and intake
 Quality Testing / Quality Assurance
 Audit and Accounts
 Attending Meetings on behalf of the GWS Board
as required
Supervision of management
 All functions carried out by the
manager / administrator
 Are carried out on behalf of the Board
 Board retains the overall responsibility
in law for the business of the Cooperative
 Manager is not a member of the Board
Supervision of management
 In order for the Board to fulfil its
responsibilities it must maintain and exercise
a supervisory role in the organisation
– Regular Board Meetings – monthly, bi-monthly or
quarterly.
– Manager should attend meetings in a reporting and
advisory capacity
 no vote in decisions and not an elected member of the
Board.
Supervision of management
– Manager should present a report in a preagreed format to each meeting
– Manager and Board (particularly the
chairperson) should be in regular contact.
– Manager should never be sole signatory for
the Co-op cheque book
 best practise would be that the Manager /
Administrator would not be a signatory.
The GWS Caretaker /
Maintenance Person / Operator
 The GWS Caretaker / Operator is appointed by
the Manager (with the approval of the Board)
 Carry out the general day-to-day operational
functions of the GWS.
 Manager will decide on the tasks that will be
carried out by the caretaker / operator.
 Some tasks regular day-to-day
 Some tasks assigned as necessary and as they arise.
The GWS Caretaker / Maintenance
Person / Operator
Regular tasks: Regular and on-going maintenance of Network
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Leak detection and repair
Monitoring of Valves and Air-valves
Regular scouring of lines
Quality monitoring / Chlorine residual testing and
recording (Q.A. Scheme)
– Cleaning / spraying around all valves, meter boxes etc
– Valve and meter markers – maintenance, repair and
replacement
The GWS Caretaker /
Maintenance Person
Regular tasks: Meter reading and recording
– Annually or Six monthly or more frequently if
necessary (bulk meters)
– Noting condition of meter and box
– Repair / replacement of faulty / damaged
meters, boxes or covers
The GWS Caretaker /
Maintenance Person
Regular tasks: New Connections
– Installing new connections – following approval of the
Manager / Board
– Liaising with new customers re. location of
connection / meter-box etc.
 Small extensions
– where feasible (one or two houses) and when
approved by management
The GWS Caretaker /
Maintenance Person
Regular tasks: Dealing with customer / member
complaints
– Recording such complaints as they arise
– Dealing with relevant complaints
– Dirty water in sections of mains
– Poor pressures in sections of mains
– Leaks reported
– Recording the outcome / resolution of the
complaint
The GWS Caretaker /
Maintenance Person
Regular tasks: Liaising with DBO Treatment plant managers
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Down-time due to plant maintenance
Emergency at plant
Reservoir levels etc
Expected increases in consumption – scouring major
leaks etc.
 Miscellaneous
– Monitoring Booster pumps
– Monitoring of source
– Liaising with contractors
Benefits of Appointing Managers
and Caretakers
 Clearly assigns all day to day responsibility
 Defines and clarifies roles and responsibilities
 Releases the Board from day to day operational
issues
 Will help to make board membership more attractive
 Clear and available points of contact for
consumers and other interested parties
 Allows for a more proactive organisation rather
than a reactive one
 Will assist with licensing requirements
Further Rationalisation in
the GWS sector
Can we afford to pay Staff?
 Many large schemes have paid staff
 Difficult for smaller schemes
 Smaller consumer base to share the cost
 Neighbouring schemes could come
together for the purpose of sharing a
management and maintenance structure
 Extension of “Bundling” concept
Alliances of Group Water Schemes
 A number of schemes coming together to
share some or all of the following
functions
 Management
 Administration
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Bills
Communications
Subsidy Claiming
Grant Application
 Maintenance
 Quality Control
Alliances of Group Water Schemes
 Proposed Structure
 A Co-operative entity
 Each participating GWS becomes a
member
 Board of directors / committee made
up of Reps from each of the schemes
 Co-operative would employ staff as
required
Objects of an Alliance of GWSs
Extract from Model Rules developed by NFGWS and ICOS
 To manage, organise, facilitate, administer, develop, act as
agents for, negotiate participate in and promote suitable
structures, systems, processes, procedures and practices on
behalf of member societies as appropriate for
 the maintenance of water distribution networks,
 the reading of water meters, the issuing of consumer
bills,
 the collection of water charges,
 the installation and disconnection of water supplies,
 the integration and consolidation of water distribution
networks where appropriate,
 the collection and claiming of subsidies, capital grants and
administration charges
 such other miscellaneous functions related to Group
Water Schemes as may be decided by the Society from
time to time.
West Cavan Alliance of Group
Water Schemes
Still in the planning
Co-operative has been registered
Databases of membership have been compiled
Consumer bills / communications have issued for
some schemes
 Will be developing over the coming months
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Galway DBO 2 Rationalisation project
 One “overarching” entity to be formed
comprising the 11 amalgamations (up to 36
schemes)
 Each of the 11 amalgamated schemes will
become members
 Initially the new entity will will oversee
 the capital grant application
and
 the contract for the construction of the necessary
treatment plants and associated infrastructure
 Will also examine other functions and roles for
the longer term.
Management Development Training
Programme
 Developed specifically for Group Water
Schemes
 A detailed analysis of GWS management
procedures and best practise
 Explores the area of appointing paid
Managers
 Delivered in the scheme’s own area
 All GWS Boards / Committees are urged
to avail of this vital training
Conclusion
 Water quality issue is being dealt with
 GWSs must now concentrate on their
management and maintenance systems
 GWSs should explore ways of putting in place
paid managers and maintenance resources
 Sharing and pooling of resources can assist in
this regard
 NFGWS staff have considerable experience
and expertise in this area and are available to
advise and assist
 Appointment of paid managers is now NFGWS
policy
Rationalisation in the Group
Water Scheme Sector
“Change for the purpose of improving the efficiency of
an organisation”
Thank you for your attention.
Colm Brady N.F.G.W.S.
National Federation of Group
Water Schemes
Water Services National
Training Group
5th Annual Rural Water
Services Conference