What Do I Do Now? Starting Your EMS July 27, 2007

Agenda Select Fenceline Management Support Selecting and Training Your Team Communicating/Training the EMS Redirecting Assistance

Select Fenceline The Fenceline is the Geographic Boundary or Operational Boundary of the EMS Can Be by Facility, Department, Operation, or Organization Most Recommend Starting Small with a Fenceline that Has Environmental Issues Already (WWTP, Maintenance Shop, Landfill)

Management Support The Number One Reason an EMS Fails is Lack of Management Support Get Management Support at the Very Beginning In Writing (you will refer to it OFTEN). Include Time Table for Implementation and Staff Requirements Memo to Department Directors from City Manager Council Resolution Distribute Support Memo Widely Secure Management Support Throughout Your Fenceline…Don’t Forget Middle Managers

Management Support Difficulty in Getting Support? Call an EMS Practitioner to Talk About Management Concerns Funding? Benefits? Belief It is Just a Paperwork Exercise? EMS Isn’t Applicable to Cities Tons of Assistance Available in “Selling” the Benefits of EMS

EMS Champion The EMS Champion or Environmental Management Representative (EMR) Should be Selected to Lead the EMS Responsible for the Day-to-Day Implementation of the EMS Program and Meeting Time Lines Key Considerations Must Have the Time and Desire Important Traits: Team Builder, Organizer, and Proficient Speaker Environmental Background is a Plus Senior Management Should Designate the EMR in Writing and Provide a Direct Conduit for Progress Reports

EMS Champion Specific Responsibilities Select, Train, and Schedule EMS Core Team Write EMS Procedures Develop Templates Communicate Progress and Identify Deficiencies Develop Training Program Select and Train Audit Team Assist with Environmental Compliance Conduct Management Review External and Internal Communication of the EMS

EMS Champion Send the EMR to Training Recommend ISO 14001 Lead Auditor Training EMS Implementation Training Environmental Compliance Bootcamp Facilitator Training

Select and Train the EMS Core Team Core Team Members Are Responsible for Guiding and Directing the EMS Select/Volunteer a Team (less than 20 people) and Provide EMS Training (1 - 2 Days) Core Team Should Include the Environmental Champions and the Naysayers Core Team Should be Cross Functional EMS Core Team Members Should Have EMS in their Performance Plan

EMS Core Team Schedule Regular Meetings Every Month and KEEP ATTENDANCE RECORDS Keep Meeting Minutes and Distribute Use Each Meeting to Also Conduct Training for Next EMS Piece Get Commitment for Core Team Members for At Least the Term of Implementation Have City Manager Write Each Member a Letter of Support

Communication of the EMS Start Engaging Staff of the EMS at the Beginning of Implementation Emails, Bulletins, Paycheck Notes, Posters Adopt an Environmental Policy and Use it for Employee Support Develop an EMS Training Course and Ask HR to Deliver During New Employee Orientation

Communication of the EMS Develop an Environmental Awards Program Recognizing Employees for Their Effort Consider an Environmental Logo/Logo Contest Buy Trinkets (Pens/Paper/Hats) for Dissemination Send Good News Bullets To Management Frequently Consider Council Briefings on Progress

EMS Training Determine the Appropriate Level of Training for Staff by Job Description/Title EMR Needs Immediate and Upfront Training EMS Core Team Needs Detailed Training and Must Understand EMS Terms Training in Order of Importance Facility Manager’s Need to Understand Objectives and Targets and Significant Environmental Aspects Management Needs to Understand EMS Commitments General Staff Should Have EMS Awareness Training Each Year

Redirect Set Your Target and Timeline for EMS Implementation Use Templates and Examples from Other Organizations Tailor Documents and Approaches to Meet Your Organization If Something Isn’t Working, Stop, Reassess Goal, and Redirect. During EMS Implementation, You Will Constantly Evaluate and Redirect Your Course

Top Three Lessons Learned Don’t Give Up…It’s Worth It in the End Ask For Help Call TCEQ, EPA, or Another City Great website www.peercenter.net Always Remember the EMS is About Environmental Improvements, Not the Documents

Contact Information Laura Fiffick 214 670 5942 www.dallascityhall.com Laura.fiffick@dallascityhall.com