1. Department of Environmental Quality Environmental Management System Overview

2. Course Objectives EMS concepts Discuss DEQ EMS
Development process
Contents
Staff responsibilities
Review information resources for future reference
This training is being conducted for all DEQ staff.

3. What is an EMS? An EMS is a tool for an organization to:
Determine the interactions of its activities and products with the environment
To manage them so as to achieve continually improving environmental performance
Integrate environmental considerations within a business’s decision making process.
Eliminate the “separateness” of environmental decisions.

4. Typical EMS Benefits Enhanced regulatory compliance
Identification of cost saving environmental opportunities
Reduced risk and liability
Enhanced relationship with regulators
Improved public, customer & shareholder relations
May be required by customers
EMSs are generally thought of in terms of businesses - here are some of the typical reasons that a business would pursue an EMS. Many of them are also relevant to DEQ.
Benefits:
Identification of cost saving - P2 & energy efficiency
Reduced EHS risk and liability - to workers, public, suppliers & customers
Drivers:
Increased acceptance and expectation in national and international markets.
Executive Orders for federal agencies to develop EMSs.
EPA National Environmental Performance Track
DEQ Virginia Environmental Excellence Program and other states’ programs

5. Why is DEQ doing an EMS? Lead by example
Provide template for others
Document savings & successes
Reduce DEQ’s environmental impact
DEQ is part of a growing list of government agencies (local, state & federal) undertaking EMSs:
Tri-County Metropolitan Transportation District (Portland OR)
NH Dept of Transportation Traffic Bureau
Port of Houston
University of Massachusetts
Louisville & Jefferson County Metropolitan Sewer District
Virginia Examples:
City of Roanoke
City of Winchester
Fairfax County WWTP
SPSA
City of Manassas
Manassas High School
VDOT
DGS

6. The Path to DEQ’s EMS
Governor’s Commission on Environmental Stewardship (1997)
VIP2 (1999)
Virginia Environmental Excellence Program (2000)
DEQ Environmental Management System (2001)

7. General Structure of EMSs
Commitment and policy
Planning
Implementation and operation
Checking and corrective action
Review and improve
Many models of EMS - all have some basic components.
Commitment and policy
Environmental policy, targets and objectives, assure compliance and continuous improvement beyond compliance, communicate to stakeholders and public
Planning
Procedures to identify aspects and impacts, identify legal and other requirements, establish targets, obtain stakeholder input, designate responsibilities and resources
Implementation and operation
Train employees, implement procedures, document conformance to procedures.
Checking and corrective action
Monitor activities, performance, and conformance; correct non-conformances; internal audits; outside audits.
Review and improve
Review EMS effectiveness, improve procedures and accountability, update targets and objectives, communicate to stakeholders and public.

8. Development Process Procedures Manual Implementation Plan
DEQ EMS
Development Process
Procedures Manual
Implementation Plan
These are the 3 aspects of the DEQ EMS that we will review today.
We will spend most of our time reviewing the procedures manual because that is the heart of the EMS and it is important for everyone to have a general understanding of its contents.
KEEP IN MIND that our EMS is focused on our operations rather than our mission - we may move that way in the future (e.g., we are not talking about permitting, inspecting and enforcing per se but rather how we carry out those activities)

9. DEQ EMS Development Process
Regional/CO representation
Followed ISO model
Assistance of consultant
Development period January - June
Builds on/relates to some existing policies & procedures
EMS Program Team Charter
WHAT IS ISO14001?
Most prominent and widely recognized EMS.
Sanctioned by the International Organization for Standards
DEQ EMS Program Team met monthly for days

10. DEQ Procedures Manual 1. Environmental Policy
2. Environmental Aspects, Objectives, Targets
3. Legal & Other Requirements
4. Structure & Responsibility
5. Training, Awareness & Competence
6. Communication
7. Documentation, Document Control/Records
8. Operational Controls
9. Emergency Preparedness &
Response
10. Monitoring & Measurement
11. Nonconformance,Corrective
& Preventive Action
12. Environmental Management
System Audits
13. Management Review
Major components of EMS
Entire document only 11 pages long
Available on web site
We will review each section so that you are aware of its contents
The Procedures Manual sets out the overall EMS schedules, identifies roles, establishes ways of tracking progress and outlines how the EMS will be documented.
No easy way to present this - suggest that you review slides and procedures manual later

11. 1.Environmental Policy
Commitments: The DEQ, in its operations and activities, will demonstrate leadership & environmental stewardship through an EMS that:
Ensures DEQ’s compliance with all applicable environmental laws and regulations;
Identifies and implements techniques and environmentally sound practices that emphasize the environmental management hierarchy of pollution prevention (source reduction), reuse, recycling, treatment, and environmentally safe disposal;
Promotes continual improvement in the DEQ’s EMS practices and procedures leading to improved environmental performance;
Policy addresses 3 things related to the EMS:
Our commitments
Our partnerships
Our performance

12. 1. Environmental Policy
Openly communicates to all employees and the public, the DEQ’s EMS policy, our identified environmental aspects, objectives and targets and programs to achieve them, and the results of these efforts;
Provides human, financial and technical resources appropriate to the active management and maintenance of the EMS; and
Encourages all employees, to the best of their abilities, to be accountable for implementing, maintaining, and upholding this policy.

13. 1.Environmental Policy
Partnership: The DEQ will encourage environmental stewardship and foster improved environmental collaboration with stakeholders by:
Exchanging mutually beneficial knowledge with, and encouraging open communication among, all partners including the regulated and non-regulated communities, the general public, DEQ employees, and other State agencies; and
Encouraging and recognizing innovative ideas and solutions.

14. 1.Environmental Policy
Performance: To achieve the goals and objectives of the EMS, and to promote continual improvement, the DEQ will develop and implement an environmental management system that includes:
A direct link to DEQ’s strategic planning and budgeting process;
Appropriate procedures and training; and
Performance measures, self-assessment, and independent assurance reviews.

15. 2.Environmental Aspects, Objectives & Targets
Each February:
develop inventory of aspects and impacts
determine which are significant
establish objectives & targets for next year
establish plans and programs to achieve objectives & targets
Each February, the EMS Program Team will:
develop an inventory of DEQ’s environmental aspects and impacts
determine which are potentially significant impacts
use this information to establish environmental objectives and targets for the upcoming fiscal year - develop management plans and programs (with person responsible) for their achievement (how, when)
Aspect: element of an organizations activities, products or services that can interact with the environment
Impact: any change (adverse or beneficial) resulting from an organization’s activities, products or services

16. 3.Legal & Other Requirements
CO & RO will compile archives of relevant environmental laws, regulations, ordinances and other requirements
Policy Office to maintain archives
Reviewed annually for compliance
Establish plans to achieve full compliance
Director of Administration and each RD must compile an archive of relevant environmental laws, regulations, ordinances and other requirements (charters, principles, guidelines, codes of conduct, by-laws, etc.) applicable to the people, activities and facilities under their control
The Manager of Legislative Affairs will maintain the archive.
Must monitor for new laws, regs, changes, etc.
Director of Admin will review the archive and develop management plans to achieve full compliance - plans submitted to Chief Deputy to ensure that they are carried out.

17. 4.Structure & Responsibility
EMS Program Team: establish & maintain EMS
EMS Manager: chair of EMS Program Team, maintain EMS day-to-day
Director & EMT: provide resources
Management Review Team: conduct annual review each November
Major Roles & Responsibilities:
EMS Program Team, a permanent program team with members appointed by the Director of Administration and the Regional Managers with at least three representatives of the EMT - responsible for establishing and maintaining the EMS and ensuring its conformance with ISO and the VEEP E3 program.
EMS Manager (for now Harry Gregori, Mary Jo Leugers, John Cunningham & Jay Gutshall) shall chair the EMS Program Team, ensure the day-to-day maintenance of the EMS and be accountable to the Director for the performance of the EMS
The Director and the EMT shall be responsible for providing the resources essential to the implementation and control of the EMS
A Management Review Team, comprised of the Director and members of the EMS, shall annually in November review the EMS for suitability, adequacy and effectiveness.
Others:
Legislative Affairs Manager - maintain legal archive
RDs - develop local legal archive
Dir of Admin - develop management plans for legal responsibilities
Chief Deputy - assure full compliance
Training Manager - maintain training records

18. 5.Training, Awareness & Competence
All staff will be trained
Training needs identified during annual review of aspects
Records of EMS training will be maintained
All DEQ employees will receive general awareness EMS training.
After this initial round of training, the EMS training will be embedded in the overall DEQ training curriculum being developed by the DEQ Training Committee (mention grant funds).
Each February, concurrent with its determination of which of DEQ’s environmental aspects are potentially significant, the EMS Program Team will identify the training needed and make a recommendation to the Training Committee. These training needs will become part of the Environmental Objectives and Targets for the upcoming fiscal year. The Training Committee will determine how the training will be delivered.
The Training Manager will maintain records related to EMS training.

19. 6.Communication Internally communicate:
Environmental aspects & impacts
Environmental objectives & targets
Environmental management roles & responsibilities
DEQ’s performance on objectives & targets
Environmental policies & procedures
Consistent with the statement in the environmental policy statement that DEQ is encouraging open communication among all DEQ employees, the EMS Manager is responsible for communicating relevant information related to the EMS to all staff.

20. 6.Communication Externally communicate:
EMS Manager will respond to external inquiries
EMS Program Team will establish outreach objectives
DEQ will maintain EMS information on its website
In line with the environmental policy statement’s commitment to encourage environmental stewardship and foster improved environmental collaboration with stakeholders, DEQ will openly communicate mutually beneficial knowledge and information to all external, interested parties.
Any employee receiving a communication about the EMS or DEQ’s environmental performance from an external party shall refer that communication to either the EMS Manager, the Director of Administration or appropriate RD for a decision on response.

21. 7.Documentation, Document Control & Records
Procedures Manual documents EMS
Legal archive
Training records
Documentation: EMS Procedures Manual describes the core elements of the EMS and provides direction to related materials (the items that we are now reviewing).
Document Control: EMS Manager is responsible for maintaining the EMS Procedures Manual and other associated documents.
Ensure that manual and other documents are posted on website and that it is updated
Preserve an original of all documents and changes (and a record of changes) - ensure that documents are numbered, dated, signed, etc. as necessary
EMS Records: As noted earlier:
The Manager of Legislative Affairs must maintain an archive of relevant environmental laws, regulations, ordinances and other requirements
Training Manager will maintain records of EMS training
EMS Manager will maintain record of external communications and their disposition.

22. 8.Operational Controls Each February:
Identify operations & activities associated with significant impacts and establish operational controls
Determine potential significant impacts associated with good and services and communicate relevant information to suppliers and contractors
After the environmental aspects are identified in February, the EMS Program Team will:
Identify the DEQ operations and activities associated with these significant environmental impacts
Direct the manager of the operation or activity involved to establish and maintain operational controls to avoid the occurrence of a significant environmental impact, deviations from the environmental policy or failure to achieve environmental objectives and targets. The operational control opportunities identified shall become part of the Environmental Objectives and Targets for the upcoming year.
Concurrent with the February review, the EMS Program Team will:
review the goods and services used by DEQ
determine the potential significant environmental impacts associated with these goods and services.
EMS Manager shall communicate relevant procedures and requirements to the suppliers and contractors of these goods and services in order to reduce their adverse environmental impact

23. 9.Emergency Preparedness & Response
EMS Program Team has established an Emergency Response Subcommittee
Each October:
Develop inventory of emergency & accident exposures
Determine which are significant
Establish management objectives and targets for next year
Review and revise Plan as necessary
Emergency Response Subcommittee:
- Safety Director
- Craig Nicol (chair)
- also recommended: Grady DeVilbiss, Stacy Bowers, John Conover, Dave Ormes, Jennifer Irvin, Sidney Keith, Margaret Wagner, Charlie Morgan, Jay Gutshall, Roger Everton, Rodney White, Chuck Klaus & Ron Phillips
Plan - in establishing its objectives and targets, the ERS shall pay particular attention to preventing and mitigating the environmental impacts associated with emergency and accident situations.
ERS shall review and revise the elements of the Emergency Preparedness and Response plan based on what it determines are significant emergency and risk exposures and following the occurrence of an accident or emergency situation.
The EMT shall periodically direct the test of the procedures.

24. 10.Monitoring & Measurement
Each February, EMS Program Team will establish procedures to monitor and measure potentially significant impacts
Internal audit each October of regulatory requirements
External audit once every 5 years
When aspects are identified as potentially significant environmental impacts, the EMS Program Team will establish procedures to monitor and measure key characteristics of these operations and activities in order to avoid the occurrence of significant environmental impacts
EMS Manager shall assist the EMT in evaluating actual compliance with relevant environmental laws and regulations by arranging for an environmental regulatory compliance audit by an internal team each October (external auditors once every five years)

25. 11.Nonconformance,Corrective & Preventive Action
DEQ will investigate nonconformance with EMS
Regional/CO
Agency-Wide
Individual Employee
DEQ stall investigate all instances of nonconformance to identify the root cause
Events that would automatically trigger a nonconformance:
Adverse findings of an EMS or regulatory compliance audit
Discovery of noncompliance with an environmental law, regulation, ordinance or other requirement
Occurrence of a sudden, catastrophic event (or near one)
Failure to achieve environmental objectives and targets
Noncompliance with environmental policy
Regional or Central Office Nonconformances: If RD or Dir of Admin is told about a nonconformance, they will establish a committee to investigate - take corrective actions after getting report
Agency Wide: EMS Manager will establish a committee
Employee: If it is determined that an employee has intentionally violated the EP or any of the EMS procedures and is the cause of an EMS nonconformance, the agency standards of conduct will be applied as appropriate.

26. 12.Environmental Management System Audits
EMS audit by 5-person internal team each October
EMS audit by external auditors in October once every five years
EMS Program Team will arrange for an audit every October (internal and every five years by external group) to ensure that the EMS conforms to the requirements of ISO and the VEEP E3.
Auditors shall be competent in terms of training and experience. To the extent practicable, internal auditors shall be independent of the people and activities audited.
Audit reports will be submitted to the Management Review Team for its use in conducting the management review of the EMS each November (next slide)

27. 13.Management Review
Management Review of the EMS will take place every November:
Environmental policy appropriateness
EMS effectiveness
Changing circumstances influencing EMS
Adequacy of roles & responsibilities
Achievement of objectives & targets
Adequacy of resources
Management Review Team shall determine how the EMS has performed by evaluating:
The appropriateness of the EP to the nature, scale and environmental impacts of DEQ’s activities
The effectiveness of the EMS in accomplishing top management’s objectives for an EMS
Changing circumstances which influence the suitability, effectiveness or adequacy of the EMS
Extent to which environmental objectives and targets have been achieved
Adequacy of human, financial and technological resources to EMS implementation and control

28. 13.Management Review Results of legal review
Results of compliance and EMS audits
Monitoring results
Whether EMS still meets VEEP requirements
Improvement in EMS during last year
Results of the review of environmental laws, regulations and ordinances to which DEQ is subject (which is it in compliance with?)
Results of environmental regulatory compliance audits & EMS audits
Results of monitoring and measuring activities and operations associated with the significant environmental impacts
Extent to which the DEQ meets the E3 requirements
Extent to which the EMS has been improved over last year

29. DEQ Procedures Manual 1. Environmental Policy
2. Environmental Aspects, Objectives, Targets
3. Legal & Other Requirements
4. Structure & Responsibility
5. Training, Awareness & Competence
6. Communication
7. Documentation, Document Control/Records
8. Operational Controls
9. Emergency Preparedness &
Response
10. Monitoring & Measurement
11. Nonconformance,Corrective
& Preventive Action
12. Environmental Management
System Audits
13. Management Review
Major components of EMS
Entire document only 11 pages long
Available on web site
We will review each section so that you are aware of its contents
The Procedures Manual sets out the overall EMS schedules, identifies roles, establishes ways of tracking progress and outlines how the EMS will be documented.
No easy way to present this - suggest that you review slides and procedures manual later

30. 2.Environmental Aspects, Objectives & Targets
Each February:
develop inventory of aspects and impacts
determine which are significant
establish objectives & targets for next year
establish plans and programs to achieve objectives & targets
Each February, the EMS Program Team will:
develop an inventory of DEQ’s environmental aspects and impacts
determine which are potentially significant impacts
use this information to establish environmental objectives and targets for the upcoming fiscal year - develop management plans and programs (with person responsible) for their achievement (how, when)
Aspect: element of an organizations activities, products or services that can interact with the environment
Impact: any change (adverse or beneficial) resulting from an organization’s activities, products or services

31. Environmental Aspects & Impacts Significant Environmental Impacts
Objectives & Targets
Training Objectives
Environmental Aspects & Impacts
Significant Environmental Impacts
Operational Control Objectives
Monitoring & Measurement Objectives

32. Environmental Aspects & Impacts
Solid Waste
Vehicle Use
Storm Water Runoff
Thermal Energy Use
Electrical Energy Use
Materials Consumption
Use of Outside Services
Objectives & Targets
Significant Environmental Impacts
Training Objectives
Operational Control Objectives
Monitoring & Measurement Objectives

33. Environmental Aspects & Impacts
Solid Waste
Vehicle Use
Storm Water Runoff
Thermal Energy Use
Electrical Energy Use
Materials Consumption
Use of Outside Services
Objectives & Targets
Significant Environmental Impacts
SOLID WASTE
Training Objectives
Operational Control Objectives
Monitoring & Measurement Objectives

34. Environmental Aspects & Impacts Significant Environmental Impacts
SOLID WASTE
Objectives & Targets
Solid Waste
Training Objectives
Vehicle Use
Storm Water Runoff
Thermal Energy Use
Electrical Energy Use
Materials Consumption
Use of Outside Services
Operational Control Objectives
Monitoring & Measurement Objectives

35. EMS Implementation Plan
Environmental Objectives
Training Objectives
Operational Control Objectives
Monitoring and Measuring Objectives
E3 Requirements
Last part of the DEQ EMS that we will go over today - how we are going to implement it
You will notice common themes in the training objectives, operational control objectives and monitoring & measurement objectives

36. Environmental Objectives
Solid Waste Generation
Reduce volume by 5% 6/30/02
Reduce volume by 25% by 6/30/06
Based on input from DEQ staff, a long list of impacts was developed. Examples of the types of DEQ activities that were identified as negatively impacting the environment include:
parking vehicles with oil leaks in agency parking lots - using water
boat use (fluids) boat washing
procurement of goods and services office lighting
heating & cooling buildings - printing & copying
driving vehicles to site visits, meetings and to/from work - vehicle washing
use of energy-consuming devices such as computers, printers, etc.
A few that we have data on:
~230 agency & pool vehicles driven 2.5+ million miles last year (16 CNG vehicles)
our 48 copiers produced just over 7 million copy pages last year
printing costs for last year $106,000
Most of these impacts will be addressed in some manner through training, operational controls or monitoring/measurement. The one that we felt was significant and that we could get a handle on this first attempt was solid waste.
Developing baseline measures right now
We will be providing waste reduction training to DEQ staff

37. Training Objectives Vehicle Use Flex-time Alternatives
Storm-Water Runoff
Electrical Energy Use
Thermal Energy Use
Solid Waste Generation
Materials Consumption
Use of Outside Services
ISO requires that employees whose job responsibilities could create a significant impact on the environment be trained and competent to carry out their responsibilities
The EMS Program Team has identified these as potentially significant environmental impacts. We have developed training objectives for each of them. For instance:
Vehicle use: provide information to DEQ staff about new automotive technologies that reduce environmental impacts of vehicle use
Flex Time: provide training for managers in the management of personnel working on alternative, flextime and telecommute schedules (these can benefit the environment and may be underutilized because managers have not learned how to effectively manage staff who are not in the office when they are working)
Storm-Water Runoff: Provide awareness training to DEQ employees about the nonpoint impacts of vehicle use & washing and boat washing
Electrical energy use: provide electric power use efficiency training for staff, landlords and their staffs
Thermal energy use: provide training to all DEQ staff on thermal energy conservation
Materials consumption: provide environmentally preferential products awareness training for staff to guide their personal purchase choices
Use of Outside services: encourage consultants who are hired by DEQ to apply for E2 status

38. Operational Controls Vehicle Use Storm-Water Runoff
Electrical Energy Use
Thermal Energy Use
Materials Consumption
Outside Services
ISO requires organizations to put in place operational control over activities that could create a significant impact on the environment. These were identified by the program team as categories of potentially significant environmental impact.
Storm Water Runoff - make impervious/pervious surfaces an element of consideration in RFPs for property leases
Thermal Energy Use - establish a uniform eco-efficient policy on HVAC performance for DEQ facilities and make in a contractual requirement of leases
Materials Consumption:
Work with DGC to increase EPP from environmentally preferential suppliers
Increase DEQ’s environmentally preferential purchases from environmentally preferential suppliers

39. Operational Controls - Vehicles
Public Transit Use
Preferential Parking
Eco-Efficient Alternative Schedules
Telecommuting
Hybrid Vehicle Operation
Eco-Efficient Driving Techniques
Limit SUV Use
Vehicle use:
Continue to encourage/subsidize public transit where available
Establish preferential parking spaces for ride share vehicles at each office where possible
Encourage the use of eco-efficient alternate work schedules and flextime
Evaluate the telecommuting policy’s ability to achieve eco-efficiency
Provide training in the natural gas refueling of hybrid fuel vehicles
Provide training in eco-efficient driving techniques
Establish a policy for the use of SUVs for agency buisness that limits their use to circumstances requiring an SUV (DONE)

40. Operational Controls - Electrical Energy
Review Power Contracts
Lights Off When Unoccupied
Cleaning Crew Power Shutdown
Energy Efficiency in Leases
Electric Energy:
Evaluate any peak-hour provisions in power contracts
Ensure that DEQ facilities go into sleep mode when unoccupied
Review guidelines for cleaning crew shutdown of power and revise as necessary to ensure minimal power use at night (DONE)
Make electric power use efficiency an element of RFPs for property leases

41. Operational Controls - Outside Services
EMS as condition for contract for outside services
Require E2 for emergency services contractors
Encourage consultants on DEQ websites to apply for E2

42. Monitoring and Measurement
Vehicle Use
Storm-water Runoff
Electrical Energy Use
Thermal Energy Use
Solid Waste Generation
Materials Consumption
ISO requires that organizations monitor and measure the key characteristics of activities that can have a significant impact on the environment.
VEHICLE USE:
Measure agency vehicle & commuter mileage (survey recently done - Dona)
Monitor agency fleet vehicle composition
STORMWATER RUNOFF: (Mark Alling)
Ratio of pervious/impervious surface
Assess watershed sensitivity at each DEQ facility
Visually inspect runoff at each DEQ facility
ELECTRICAL ENERGY USE:
Measure electricity consumption (Jay)
THERMAL ENERGY USE:
Measure consumption of thermal energy fuels (Jay)
SOLID WASTE GENERATION:
Measure solid waste generated by each DEQ facility (Steve Coe)
MATERIALS CONSUMPTION:
Measure Ratio of EPP/Total Purchases & $ Value of Services Purchased (Jay/Bill Stagg)

43. VEEP E3 Requirements Exemplary Environmental Enterprise (E3):
Fully developed EMS
Pollution Prevention Program (8/01)

44. Next Steps DEQ Staff Training Prepare Emergency Preparedness Plan
Establish Legal Archive
RO/CO Team Formation
External Communication
EMS Plan Assessment
E3 Application Review (External)
External communications:
- announcement at VSFII conference
- enhance web site
- ECOS article
- Trade journal article
- work local governments, state agencies
Plan assessment by November
E3 application after plan OK’d

45. DEQ EMS Web Site www.deq.state.va.us/p2/ems
Review of Key Concepts for DEQ EMS:
DEQ environmental policy statement
EMS documentation
EMS implementation

46. Additional Resources OPP web site: www.deq.state.va.us/p2
Regional Office EMS Teams
EMS Program Team
DEQ OPP staff
Mention membership on regional office teams and RO/CO reps on EMS Program Team (rotating membership 2 year terms)

47. (apologies to Scott Adams)
Questions? ?
(apologies to Scott Adams)