National Federation of Group Water Schemes

National Federation of National Federation of Group Water SchemesGroup Water Schemes

Water Services National Water Services National Training GroupTraining Group

55thth Annual Rural Water Annual Rural Water Services ConferenceServices Conference

Rationalisation in the Rationalisation in the Group Water Scheme Group Water Scheme

SectorSector

Colm Brady N.F.G.W.S.Colm Brady N.F.G.W.S.

RationalisationRationalisation

““Change for the purpose of Change for the purpose of improving the efficiency improving the efficiency

of an organisation”of an organisation”

Presentation ContentsPresentation Contents

BackgroundBackground Water Services BillWater Services Bill Achieving Quality WaterAchieving Quality Water Management of Group Water SchemesManagement of Group Water Schemes Further Rationalisation in the GWS Further Rationalisation in the GWS

sectorsector ConclusionConclusion

GWS originsGWS origins

Rural Group Water Schemes set up in 60s, Rural Group Water Schemes set up in 60s, 70s and 80s 70s and 80s

Pooling of resourcesPooling of resources

Capital Grant AidCapital Grant Aid Voluntary labourVoluntary labour Local ContributionsLocal Contributions

A community coming together to provide A community coming together to provide itself with a cost effective and sustainable itself with a cost effective and sustainable piped water supplypiped water supply

Development of GWS sectorDevelopment of GWS sector

Major demands now on GWS Major demands now on GWS organisersorganisers

– Statutory & Consumer DemandsStatutory & Consumer Demands

Quality WaterQuality Water Quality Consumer Service Quality Consumer Service Quality ManagementQuality Management

Water Services BillWater Services Bill

Will be enacted by end of 2006Will be enacted by end of 2006 (Minister Roche 7(Minister Roche 7thth September 2006) September 2006)

Will provide for licensing of Water Will provide for licensing of Water Services Providers including Group Services Providers including Group Water SchemesWater Schemes

Water Services Bill - LicensingWater Services Bill - Licensing Conditions attaching to a water Conditions attaching to a water

services licence (extracts from bill)services licence (extracts from bill)

– Measures to ensure against risk to human Measures to ensure against risk to human health or the environmenthealth or the environment

– Water supply standardsWater supply standards– Measures to ensure public safetyMeasures to ensure public safety– Operational and management proceduresOperational and management procedures– Standards of serviceStandards of service– Monitoring and supervisionMonitoring and supervision– Sampling and analysisSampling and analysis

Water Services Bill - LicensingWater Services Bill - Licensing Conditions attaching to a water Conditions attaching to a water

services licence (extracts from bill)services licence (extracts from bill)

– evidence of employers and public liability evidence of employers and public liability insuranceinsurance

– conservation measuresconservation measures– measures to prevent source contaminationmeasures to prevent source contamination– emergency plans in the event of any incidentemergency plans in the event of any incident– requirements in relation to the preparation and requirements in relation to the preparation and

publication of the accounts and annual report of publication of the accounts and annual report of the licensee the licensee

– Such other matters as may be prescribed or the Such other matters as may be prescribed or the Minister may direct in relation to the grant of a Minister may direct in relation to the grant of a water services licence.water services licence.

Water Services Bill – LicensingWater Services Bill – LicensingSummarySummary

Water Services Providers (includingWater Services Providers (including

Group Water Schemes) will no Group Water Schemes) will no longer be entitled to supply water longer be entitled to supply water to their consumers if they cannot to their consumers if they cannot consistentlyconsistently demonstrate demonstrate


Quality WaterQuality Water

Provision of Quality Drinking Provision of Quality Drinking WaterWater

Many GWSs require full treatment of raw waterMany GWSs require full treatment of raw water

Generous grant aid available in the context Generous grant aid available in the context of DBO and Bundling and Amalgamation.of DBO and Bundling and Amalgamation.

Efficient network management is also a Efficient network management is also a significant task – particularly in the context of significant task – particularly in the context of treated watertreated water

Source protection is also a significant task for Source protection is also a significant task for GWSsGWSs

Funding – DBO and BundlingFunding – DBO and Bundling

100% Mechanical & Electrical Elements100% Mechanical & Electrical Elements 100% Consultancy Fees100% Consultancy Fees 100% Bulk Metering100% Bulk Metering 85% Critical Mains Replacement85% Critical Mains Replacement 85% All other civil works85% All other civil works Up to 85% universal meteringUp to 85% universal metering

(Can be in excess of 90% funding for overall upgrade)(Can be in excess of 90% funding for overall upgrade)

DBO / Bundling & Amalgamation of DBO / Bundling & Amalgamation of schemes:schemes:

Not cost effective or feasible to fund Not cost effective or feasible to fund DBO treatment plants for all schemesDBO treatment plants for all schemes

Cost to exchequer / TaxpayerCost to exchequer / Taxpayer Capital grant aid limits – Cost to the schemesCapital grant aid limits – Cost to the schemes Operation and Maintenance CostOperation and Maintenance Cost

Amalgamation of schemes is a Amalgamation of schemes is a necessary part of the overall Rural necessary part of the overall Rural Water ProgrammeWater Programme

Funding in the context of Funding in the context of Amalgamation & DBOAmalgamation & DBO

Where amalgamation is recommended in Where amalgamation is recommended in design review reports the following design review reports the following additional funding has been made available additional funding has been made available by the Departmentby the Department

100% funding is available for necessary interconnecting 100% funding is available for necessary interconnecting of schemesof schemes

Interconnecting pipe-workInterconnecting pipe-work Associated tanks / valves bulk meters etcAssociated tanks / valves bulk meters etc Upsizing rising mains if necessaryUpsizing rising mains if necessary

Subject to and only in the context ofSubject to and only in the context of Full amalgamationFull amalgamation of the participating schemes of the participating schemes

Amalgamation of Schemes and Amalgamation of Schemes and DBODBO

Many schemes have agreed to Many schemes have agreed to amalgamate in the context of the DBO amalgamate in the context of the DBO projectsprojects

CavanCavan MayoMayo GalwayGalway RoscommonRoscommon WicklowWicklow WexfordWexford

Any other benefits from Any other benefits from amalgamation?amalgamation?

Larger consumer base to carry fixed Larger consumer base to carry fixed type coststype costs

ManagementManagement MaintenanceMaintenance InsurancesInsurances AuditorAuditor Filing FeesFiling Fees Etc.Etc.

DBO Bundle projectsDBO Bundle projects

Well on the way nationwideWell on the way nationwide

All schemes in need of water All schemes in need of water treatment have been or will be treatment have been or will be afforded the opportunity to participateafforded the opportunity to participate

Major effect on GWS quality Major effect on GWS quality compliancecompliance

Water Services Bill – LicensingWater Services Bill – LicensingSummarySummary

Water Services Providers (includingWater Services Providers (including

Group Water Schemes) will no Group Water Schemes) will no longer be entitled to supply water longer be entitled to supply water to their consumers if they cannot to their consumers if they cannot consistentlyconsistently demonstrate demonstrate


Group Water Group Water Scheme Scheme

ManagementManagement

GWS Management – the GWS Management – the futurefuture

GWS management / operation / maintenance is GWS management / operation / maintenance is becoming more demanding becoming more demanding

The provision of a quality water service requires The provision of a quality water service requires sound management sound management

GWSs must be managed GWSs must be managed as businessesas businesses if they are if they are to surviveto survive

Group water scheme organisers facing significant Group water scheme organisers facing significant challenges in relation to the management of their challenges in relation to the management of their schemesschemes

Water is a food product Water is a food product

GROUP WATER SCHEME GROUP WATER SCHEME Management FunctionsManagement Functions

Repairs and Maintenance Repairs and Maintenance

Reading Meters and Network InspectionReading Meters and Network Inspection

Leakage control and monitoringLeakage control and monitoring

Issuing of Bills and InformationIssuing of Bills and Information

Collection of fees / subscriptionsCollection of fees / subscriptions

Customer ServiceCustomer Service Monitoring and Dealing with ComplaintsMonitoring and Dealing with Complaints

Issuing letters – Planning Permission etcIssuing letters – Planning Permission etc

Connections and DisconnectionsConnections and Disconnections

GROUP WATER SCHEME GROUP WATER SCHEME Management Functions Contd…….Management Functions Contd…….

Maintenance of Books and RecordsMaintenance of Books and Records

Safety Statements and Safety ManagementSafety Statements and Safety Management

Preparing and submission of Subsidy ClaimPreparing and submission of Subsidy Claim

Water Treatment (Monitoring of Same)Water Treatment (Monitoring of Same)

Quality Testing / Quality AssuranceQuality Testing / Quality Assurance

Source ProtectionSource Protection

Audit and AccountsAudit and Accounts

Returns to RegistrarReturns to Registrar

MeetingsMeetings

SURVIVAL!SURVIVAL!

How Can Groups survive? How Can Groups survive? Continue to rely on voluntary input of committee Continue to rely on voluntary input of committee

members??members??

Part Time or Full Time Management, Administration Part Time or Full Time Management, Administration

& Maintenance personnel with committee as & Maintenance personnel with committee as

“Supervisor”“Supervisor”

Pooling resources and expertise through Pooling resources and expertise through

Rationalisation / Amalgamation with other Group Rationalisation / Amalgamation with other Group

SchemesSchemes

SURVIVAL!SURVIVAL!

GWSs must now put in place GWSs must now put in place sound & sound &

sustainablesustainable management and management and

administrative structuresadministrative structures

Dedicated paid managers / administratorsDedicated paid managers / administrators

Dedicated paid caretakers / maintenance Dedicated paid caretakers / maintenance

peoplepeople

Now national policy of NFGWSNow national policy of NFGWS

Main Functions of GWSMain Functions of GWS

Supervision(Board)

Management

Administration Maintenance

The GWS Manager / AdministratorThe GWS Manager / Administrator

General Duties of a GWS Manager / General Duties of a GWS Manager / Administrator:Administrator:

The manager / administrator of the GWS is The manager / administrator of the GWS is appointed by the Board of Directorsappointed by the Board of Directors

to carry out the executive functions of the Boardto carry out the executive functions of the Board to manage the day to day operations of the businessto manage the day to day operations of the business

The manager / administrator is The manager / administrator is under the under the supervision of the Boardsupervision of the Board which is acting which is acting on behalf of the general membership.on behalf of the general membership.

General Responsibilities of the ManagerGeneral Responsibilities of the Manager The Board will decide on the extent of The Board will decide on the extent of

responsibilities, which might include:responsibilities, which might include: Implementing the policies of the GWS as Implementing the policies of the GWS as

decided at the AGM and General Meetingsdecided at the AGM and General Meetings Carrying out the decisions of the BoardCarrying out the decisions of the Board Advising the board with regard to strategy and Advising the board with regard to strategy and

policypolicy Preparing strategic / business plansPreparing strategic / business plans Taking responsibility for operational mattersTaking responsibility for operational matters Assuming responsibility for the recruitment and Assuming responsibility for the recruitment and

removal of staffremoval of staff Providing leadership and direction for staffProviding leadership and direction for staff

Day to day responsibilities of the Day to day responsibilities of the managermanager

The Manager / administrator would be responsible The Manager / administrator would be responsible for ensuring that some or all of the following day to for ensuring that some or all of the following day to day operational functions are carried out day operational functions are carried out

Repairs and Maintenance (Leaks, regular scouring, meter box Repairs and Maintenance (Leaks, regular scouring, meter box repairs & maintenance etc.)repairs & maintenance etc.)

Reading MetersReading Meters Issuing of Bills and InformationIssuing of Bills and Information Collection of fees / subscriptionsCollection of fees / subscriptions Organising schedule of payments (outgoings) for treasurer(s)Organising schedule of payments (outgoings) for treasurer(s) Customer ServiceCustomer Service

Monitoring and Dealing with ComplaintsMonitoring and Dealing with Complaints Issuing letters – Planning Permission etcIssuing letters – Planning Permission etc

Connections and DisconnectionsConnections and Disconnections Safety statements and safety managementSafety statements and safety management

Day to day responsibilities of the Day to day responsibilities of the managermanager

Maintenance of Books and Records – membership, Maintenance of Books and Records – membership, share register, Cheque Payments, Debtors, share register, Cheque Payments, Debtors, Creditors etc.Creditors etc.

Preparing and submission of Subsidy ClaimPreparing and submission of Subsidy Claim Liaising with scheme’s consultant engineers as Liaising with scheme’s consultant engineers as

necessary – Strategic Plans etc.necessary – Strategic Plans etc. Water Treatment (Monitoring of Same)Water Treatment (Monitoring of Same) Monitoring of source and intakeMonitoring of source and intake Quality Testing / Quality AssuranceQuality Testing / Quality Assurance Audit and AccountsAudit and Accounts Attending Meetings on behalf of the GWS Board as Attending Meetings on behalf of the GWS Board as

requiredrequired

Supervision of managementSupervision of management

All functions carried out by the All functions carried out by the manager / administrator manager / administrator

Are carried out on behalf of the Are carried out on behalf of the BoardBoard

Board retains the overall Board retains the overall responsibility in law for the responsibility in law for the business of the Co-operativebusiness of the Co-operative

Manager is not a member of the Manager is not a member of the BoardBoard


In order for the Board to fulfil its In order for the Board to fulfil its responsibilities it must maintain and responsibilities it must maintain and exercise a supervisory role in the exercise a supervisory role in the organisationorganisation

– Regular Board Meetings – monthly, bi-monthly or Regular Board Meetings – monthly, bi-monthly or quarterly.quarterly.

– Manager should attend meetings in a reporting Manager should attend meetings in a reporting and advisory capacityand advisory capacity no vote in decisions and not an elected member of no vote in decisions and not an elected member of

the Board. the Board.


– Manager should present a report in a pre-Manager should present a report in a pre-agreed format to each meetingagreed format to each meeting

– Manager and Board (particularly the Manager and Board (particularly the chairperson) should be in regular contact.chairperson) should be in regular contact.

– Manager should never be sole signatory Manager should never be sole signatory for the Co-op cheque bookfor the Co-op cheque book best practise would be that the Manager / best practise would be that the Manager /

Administrator would not be a signatory.Administrator would not be a signatory.

The GWS Caretaker / The GWS Caretaker / Maintenance PersonMaintenance Person / Operator / Operator

The GWS Caretaker / Operator is appointed The GWS Caretaker / Operator is appointed by the Manager by the Manager (with the approval of the Board)(with the approval of the Board)

Carry out the general day-to-day operational Carry out the general day-to-day operational functions of the GWS. functions of the GWS.

Manager will decide on the tasks that will be Manager will decide on the tasks that will be carried out by the caretaker / operator.carried out by the caretaker / operator.

Some tasks regular day-to-day Some tasks regular day-to-day Some tasks assigned as necessary and as they arise.Some tasks assigned as necessary and as they arise.

The GWS Caretaker / Maintenance The GWS Caretaker / Maintenance PersonPerson / Operator / Operator

Regular tasks:-Regular tasks:-

Regular and on-going maintenance of NetworkRegular and on-going maintenance of Network

– Leak detection and repairLeak detection and repair– Monitoring of Valves and Air-valvesMonitoring of Valves and Air-valves– Regular scouring of linesRegular scouring of lines– Quality monitoring / Chlorine residual testing and Quality monitoring / Chlorine residual testing and

recording (Q.A. Scheme)recording (Q.A. Scheme)– Cleaning / spraying around all valves, meter boxes etcCleaning / spraying around all valves, meter boxes etc– Valve and meter markers – maintenance, repair and Valve and meter markers – maintenance, repair and

replacementreplacement

The GWS Caretaker / The GWS Caretaker / Maintenance PersonMaintenance Person


Meter reading and recordingMeter reading and recording

– Annually or Six monthly or more Annually or Six monthly or more frequently if necessary (bulk meters)frequently if necessary (bulk meters)

– Noting condition of meter and boxNoting condition of meter and box– Repair / replacement of faulty / damaged Repair / replacement of faulty / damaged

meters, boxes or coversmeters, boxes or covers



New ConnectionsNew Connections– Installing new connections – following approval of Installing new connections – following approval of

the Manager / Boardthe Manager / Board– Liaising with new customers re. location of Liaising with new customers re. location of

connection / meter-box etc.connection / meter-box etc.

Small extensionsSmall extensions– where feasible (one or two houses) and when where feasible (one or two houses) and when

approved by managementapproved by management


Regular tasks:-Regular tasks:- Dealing with customer / member Dealing with customer / member

complaintscomplaints– Recording such complaints as they ariseRecording such complaints as they arise– Dealing with relevant complaintsDealing with relevant complaints

– Dirty water in sections of mainsDirty water in sections of mains– Poor pressures in sections of mainsPoor pressures in sections of mains– Leaks reportedLeaks reported

– Recording the outcome / resolution of the Recording the outcome / resolution of the complaintcomplaint


Regular tasks:-Regular tasks:- Liaising with DBO Treatment plant Liaising with DBO Treatment plant

managersmanagers– Down-time due to plant maintenanceDown-time due to plant maintenance– Emergency at plantEmergency at plant– Reservoir levels etcReservoir levels etc– Expected increases in consumption – scouring Expected increases in consumption – scouring

major leaks etc.major leaks etc. MiscellaneousMiscellaneous

– Monitoring Booster pumpsMonitoring Booster pumps– Monitoring of sourceMonitoring of source– Liaising with contractorsLiaising with contractors

Benefits of Appointing Managers Benefits of Appointing Managers and Caretakersand Caretakers

Clearly assigns all day to day responsibilityClearly assigns all day to day responsibility Defines and clarifies roles and Defines and clarifies roles and

responsibilitiesresponsibilities Releases the Board from day to day Releases the Board from day to day

operational issuesoperational issues Will help to make board membership more attractiveWill help to make board membership more attractive

Clear and available points of contact for Clear and available points of contact for consumers and other interested partiesconsumers and other interested parties

Allows for a more proactive organisation Allows for a more proactive organisation rather than a reactive onerather than a reactive one

Will assist with licensing requirementsWill assist with licensing requirements

Further Rationalisation in Further Rationalisation in the GWS sectorthe GWS sector

Can we afford to pay Staff?Can we afford to pay Staff?

Many large schemes have paid staffMany large schemes have paid staff Difficult for smaller schemesDifficult for smaller schemes

Smaller consumer base to share the costSmaller consumer base to share the cost

Neighbouring schemes could come Neighbouring schemes could come together for the purpose of sharing a together for the purpose of sharing a management and maintenance management and maintenance structurestructure

Extension of “Bundling” conceptExtension of “Bundling” concept

Alliances of Group Water Alliances of Group Water SchemesSchemes

A number of schemes coming together A number of schemes coming together to share some or all of the following to share some or all of the following functionsfunctions

ManagementManagement AdministrationAdministration

BillsBills CommunicationsCommunications Subsidy ClaimingSubsidy Claiming Grant ApplicationGrant Application

MaintenanceMaintenance Quality ControlQuality Control

Alliances of Group Water Alliances of Group Water SchemesSchemes

Proposed StructureProposed StructureA Co-operative entityA Co-operative entityEach participating GWS becomes a Each participating GWS becomes a membermember

Board of directors / committee made Board of directors / committee made up of Reps from each of the schemesup of Reps from each of the schemes

Co-operative would employ staff as Co-operative would employ staff as requiredrequired

Objects of an Alliance of GWSsObjects of an Alliance of GWSsExtract from Model Rules developed by NFGWS and ICOSExtract from Model Rules developed by NFGWS and ICOS

To manage, organise, facilitate, administer, develop, act as To manage, organise, facilitate, administer, develop, act as agents for, negotiate participate in and promote suitable agents for, negotiate participate in and promote suitable structures, systems, processes, procedures and practices structures, systems, processes, procedures and practices on behalf of member societies as appropriate for on behalf of member societies as appropriate for

the maintenance of water distribution networks, the maintenance of water distribution networks, the reading of water meters, the issuing of consumer the reading of water meters, the issuing of consumer

bills, bills, the collection of water charges, the collection of water charges, the installation and disconnection of water supplies, the installation and disconnection of water supplies, the integration and consolidation of water distribution the integration and consolidation of water distribution

networks where appropriate,networks where appropriate, the collection and claiming of subsidies, capital the collection and claiming of subsidies, capital

grants and administration chargesgrants and administration charges such other miscellaneous functions related to Group such other miscellaneous functions related to Group

Water Schemes as may be decided by the Society Water Schemes as may be decided by the Society from time to time.from time to time.

West Cavan Alliance of Group West Cavan Alliance of Group Water SchemesWater Schemes

Still in the planningStill in the planning Co-operative has been registeredCo-operative has been registered Databases of membership have been Databases of membership have been

compiledcompiled Consumer bills / communications have Consumer bills / communications have

issued for some schemesissued for some schemes Will be developing over the coming monthsWill be developing over the coming months

Galway DBO 2 Rationalisation Galway DBO 2 Rationalisation projectproject

One “overarching” entity to be formed One “overarching” entity to be formed comprising the 11 amalgamations (up to 36 comprising the 11 amalgamations (up to 36 schemes)schemes)

Each of the 11 amalgamated schemes will Each of the 11 amalgamated schemes will become membersbecome members

Initially the new entity will Initially the new entity will will overseewill oversee the capital grant application the capital grant application

and and the contract for the construction of the necessary the contract for the construction of the necessary

treatment plants and associated infrastructuretreatment plants and associated infrastructure Will also examine other functions and roles Will also examine other functions and roles

for the longer term.for the longer term.

Management Development Management Development Training ProgrammeTraining Programme

Developed specifically for Group Water Developed specifically for Group Water SchemesSchemes

A detailed analysis of GWS management A detailed analysis of GWS management procedures and best practiseprocedures and best practise

Explores the area of appointing paid Explores the area of appointing paid ManagersManagers

Delivered in the scheme’s own areaDelivered in the scheme’s own area All GWS Boards / Committees are urged All GWS Boards / Committees are urged

to avail of this vital trainingto avail of this vital training

ConclusionConclusion Water quality issue is being dealt withWater quality issue is being dealt with GWSs must now concentrate on their GWSs must now concentrate on their

management and maintenance systemsmanagement and maintenance systems GWSs should explore ways of putting in GWSs should explore ways of putting in

place paid managers and maintenance place paid managers and maintenance resources resources

Sharing and pooling of resources can Sharing and pooling of resources can assist in this regardassist in this regard

NFGWS staff have considerable experience NFGWS staff have considerable experience and expertise in this area and are and expertise in this area and are available to advise and assistavailable to advise and assist

Appointment of paid managers is now Appointment of paid managers is now NFGWS policyNFGWS policy

Rationalisation in the Group Rationalisation in the Group Water Scheme SectorWater Scheme Sector

“Change for the purpose of improving the efficiency “Change for the purpose of improving the efficiency of an organisation”of an organisation”

Colm Brady N.F.G.W.S.Colm Brady N.F.G.W.S.

Thank you for your attention.Thank you for your attention.

National Federation of National Federation of Group Water SchemesGroup Water Schemes

Water Services National Water Services National Training GroupTraining Group

55thth Annual Rural Water Annual Rural Water Services ConferenceServices Conference

National Federation of Group Water Schemes

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Transcript of National Federation of Group Water Schemes