National Federation of Group Water Schemes

1
National Federation of Group Water Schemes

• Water Services National Training Group
• 5th Annual Rural Water Services Conference

2
Rationalisation in the Group Water Scheme Sector

• Colm Brady N.F.G.W.S.

3
Rationalisation

• Change for the purpose of improving the
  efficiency of an organisation

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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

6
Development of GWS sector

• Major demands now on GWS organisers
• Statutory Consumer Demands
• Quality Water
• Quality Consumer Service
• Quality Management

7
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

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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

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Water Services Bill - Licensing

• Conditions attaching to a water services licence
  (extracts from bill)
• 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.

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Water Services Bill LicensingSummary

• 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

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Quality Water
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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

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Funding DBO and Bundling

• 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)

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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

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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

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Amalgamation of Schemes and DBO

• Many schemes have agreed to amalgamate in the
  context of the DBO projects
• Cavan
• Mayo
• Galway
• Roscommon
• Wicklow
• Wexford

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Any other benefits from amalgamation?

• Larger consumer base to carry fixed type costs
• Management
• Maintenance
• Insurances
• Auditor
• Filing Fees
• Etc.

18
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

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Water Services Bill LicensingSummary

• 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

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Group Water Scheme Management
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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

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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

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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

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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

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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

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Main Functions of GWS
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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.

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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

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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

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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 schemes 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

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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 Co-operative
• Manager is not a member of the Board

32
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.

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Supervision of management

• Manager should present a report in a pre-agreed
  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.

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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.

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The GWS Caretaker / Maintenance Person / Operator

• Regular tasks-
• Regular and on-going maintenance of Network
• 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

36
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

37
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

38
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

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The GWS Caretaker / Maintenance Person

• Regular tasks-
• Liaising with DBO Treatment plant managers
• 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

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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

41
Further Rationalisation in the GWS sector
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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

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Alliances of Group Water Schemes

• A number of schemes coming together to share some
  or all of the following functions
• Management
• Administration
• Bills
• Communications
• Subsidy Claiming
• Grant Application
• Maintenance
• Quality Control

44
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

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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.

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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.

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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 schemes own area
• All GWS Boards / Committees are urged to avail of
  this vital training

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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

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Rationalisation in the Group Water Scheme
SectorChange for the purpose of improving the
efficiency of an organisation

• Colm Brady N.F.G.W.S.

Thank you for your attention.
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National Federation of Group Water Schemes

• Water Services National Training Group
• 5th Annual Rural Water Services Conference