Environmental Management System (EMS) Rivanna Water and Sewer Authority

EPA Third EMS Initiative Participants   Metro Waste Authority - Des Moines, IA   Kansas City Dept of Environmental Management   City of Charlottesville, VA   Orange County Convention Center – Orlando, FL   Clark County Dept of Public Works – Vancouver, WA   Kent County Dept of Public Works – Dover, DE   Oakland County Drain Commission – Waterford, MI   Rivanna Water & Sewer Authority – Charlottesville, VA   Sacramento Municipal Utility District – Sacramento, CA

 Two year program (4 phases) to develop EMS  Managed by US EPA and Global Environment and Technology Foundation (GETF)  Requires investment of $15,000 per year  Includes one 2-3 day visit per year by GETF  Includes EMS Rep. training at the start of each Phase  Agree to make outreach efforts to promote EMSs to other governmental agencies and local industries EPA Third EMS Initiative for Municipalities = MUNI III

Authority-wide Strategy Ultimate Goal  Phased approach.  Begin with designated fencelines.  Apply lessons learned and effective EMS techniques to other facilities.  Capitalize on Core Team expertise. To implement a successful EMS for the entire RWSA and RSWA Strategy

Initial Fenceline Moores Creek Treatment Plant Complex including: Compost Yard Vehicle Maintenance Building & Ground Maintenance Administration Laboratory

What is an EMS ?

EMS Definition An EMS is a set of management processes and procedures that allows an organization to evaluate, control, and reduce the environmental impacts of its activities, products, and services and operate with greater efficiency and control. Greater efficiency and control Environmental compliance Environmental stewardship

And EMS is not…  A “Get out of Jail Free” card.  A reactive approach.  A one-time fix.  A reinvention of the wheel.

EMS GOAL Environmental Compliance and Continual Improvement through Sustainable Operations

EMS Concepts and Terminology  Fenceline  Policy  ISO “The Standard”  EMS Teams  Environmental Aspects  Environmental Impacts  Objectives  Targets  Audits ENVIRO POLICY COMPLIANCECOMPLIANCE P O R L E L V U E T N I T O I N O N IMPROVEMENTIMPROVEMENT

17 Key Elements of an EMS Environmental policy Environmental aspects Legal and other requirements Objectives & targets Env. management programs Structure and responsibility Operational control Training Communication Document, records, and doc control Emergency prep and response Monitoring and measurement Nonconformance & corrective and preventative action EMS audit The commonly used framework for an EMS is the one developed by the International Organization for Standardization (ISO) for the ISO standard, issued in 1996.

Basic Pieces of an EMS An Ongoing Process  Reviewing the organization’s environmental goals  Analyzing environmental impacts and legal requirements  Setting environmental objectives and targets  Establishing programs to meet objectives and targets  Managing significant environmental aspects  Monitoring and measuring progress  Training; ensuring environmental awareness and competence  Reviewing progress and making improvements

Why Implement an EMS?  Compliance Assurance  Credibility with Citizens and Regulators  Positive Public Image  City/County/Organization as a Leader and Innovator  Competitiveness  Better Management of Resources

What are the Benefits that have been seen with EMS Adoption?  Improved communication  Eliminating redundancy in roles and responsibilities  Increased operational efficiency and consistency  Improved environmental management  Improved relationships with regulators  Cost savings  Improved bond ratings  Reduced insurance premiums Benefits extend beyond environmental improvements… and they go beyond compliance as the final goal

EPA Initiative Project Timeline ( January 2003 – January 2005)  Phase I: Getting Started  Phase II: Plan  Phase III: Do  Phase IV: Check and Act PLAN CHECK DOACT

4 Distinct Phases Phase I: Getting Ready Phase II: Plan Phase III: Do Phase IV: Check & Act Environmental Policy, Legal Requirements, Significant Aspects, Objectives & Targets, Environmental Management Programs Structure and Responsibility, Operational Control, Training, Documentation, Document Control, Communication, Emergency Preparedness and Response Monitoring and Measurement, EMS Audit, Corrective and Preventive Action, Records, Management Review Designating an EMR and Core Team, Management Preparation, Gap Analysis

Phase I Getting Ready (Completed) Establish management commitment Establish management commitment Appoint the management representative Appoint the management representative Identify the “fenceline” Identify the “fenceline” Identify organizational goals (Env. Policy) Identify organizational goals (Env. Policy) Communicate and get buy-in Communicate and get buy-in Select and train teams Select and train teams Complete baselines, track activities Complete baselines, track activities Conduct a gap analysis Conduct a gap analysis

Baseline and Gap Analysis (Completed) Baseline – An effort to characterize the organization and understand the basis upon which the EMS will built. Gap Analysis - A review of your current environmental programs and management activities compared against the elements of an EMS. Quarterly Reporting – a resource and project tracking requirement.

EMS Roles and Responsibilities Top Management and Steering Committee EMS Management Representative Implementation Team All Employees in the Organization Core Team

Core Team Core Team  Anne Bedarf, Environmental & Safety Manager  Bob Wichser, Director of Water & Wastewater  Cary Lang, Maintenance Manager  Jennifer Whitaker, Chief Engineer  Mike Ralston, Compost Manager  Mary Knowles, Executive Secretary  Norman Wescoat Wastewater Manager  Patricia Defibaugh, Chemist

Identifying Impacts Energy Water Materials Chemicals Supplies Contractors Operations Maintenance Purchasing Engineering Wastes Emissions Effluent INPUTS PROCESSES OUTPUTS

What are the keys to successful Implementation?  Top Management Support  Dedicated Resources  Employee Buy-in  Strong Core and/or Implementation Teams  Training

Rivanna’s Overall EMS Goals Reduce environmental impact. Promote reduction in resource and raw materials use. Reduce odors. Save money. Foster a better work environment. Ensure better public understanding of our processes. Develop our public image and promote community involvement. Serve as a leader and resource within our region and state.

“Under the Umbrella”   An EMS brings what we’re already doing under a single framework   Integrates environmental considerations into day-to-day operations and decisions   Captures institutional knowledge