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HomeMy WebLinkAboutFIN-07-089 - Implementation & Registratin of ISO 14001:2004 Environmental Management SystemI L REPORT 74 Report To: Finance and Corporate Services Committee Date of i1fleeting: Submitted By: Prepared By: Ward(s) Involved: Date of Report: Report No.: August 13, 2007 Don Miller Don Miller All August 7, 2007 FIN-07-089 Subject: IMPLEMENTATION AND REGISTRATION OF ISO 14001:2004 ENVIRONMENTAL MANAGEMENT SYSTEM 1111� ISO That staff be directed to proceed with the implementation and Registration of an Environmental Management System to the ISO 14001:2004 Standard for the City of Kitcheners Fleet Operations. It was agreed that a report would be brought forward prior to funding being expended at the Finance & Corporate Services Committee-Special Meeting to discuss Capital Budget and 10 Year Capital Forecast held on January 14, 2007. It was resolved at this meeting "That subject to final budget deliberations on April 16, 2007, the project Fleet ISO 14001 Certification (#070101045) be included in the 2007-1016 Capital Forecast." On February 25, 2002, staff report BPS-02-007 made the following recommendations, which were approved by Kitchener Council on February 25, 2002: That the City of Kitchener explore the development of its own 'Made in Kitchener' Environmental Management System based, in part, on ISO 14001; and further., That should the City wish to move towards certification in ISO 14001 at a later date, such certification would not be on a corporate-wide basis but would focus on a specific single municipal operation such as Utilities. ISO 14001 Registration for the City of Kitcheners Fleet Operation is identified as one of the "Five Best Bets for Air Quality Improvement for 2006" in the Environmental Committees Air Quality in Kitchener 2006 Report. In the Environmental Committees Air Quality in Kitchener 2006 Report the Environmental Committee questions: the accountability of a 'Made in Kitchener' plan where an independent monitoring institution is non-existent; and the City's commitment to develop its own EMS plan which was recommended in 2002. ISO 14001 is an accountability mechanism designed to ensure that all parties fulfill their obligation. The Environmental Committee recommends that the City of Kitchener: • Dedicates resources to achieve and maintain certification to the ISO 14001 Standard for several of its operations, beginning with Fleet (see below). • City Councilors and City staff review each of the city's operations to establish a priority matrix identifying those operations with the greatest environmental impacts to be next to work towards ISO 14001 certification. Results to be presented to the Environmental Committee. • City Councilors and staff commit to an implementation schedule for each of the identified city operations. • Initiates ISO 14001 EMS Program for the City of Kitchener's Fleet Operation • Informs local businesses about the benefits of such a program and assists them with its application to their unique fleets. The Environmental Committee views" Fleet Operations" as all areas with like repair and maintenance activities. These areas include Fire Department Mechanical, Community Services- Golf Courses, and Community Services-Operations-Pumping Station Maintenance. REPORT: The program ensures third party audits to evaluate our environmental management system, raising the environmental standards within civic operations above the requirements of regulatory bodies. At the most basic level, ISO 14001 provides a management philosophy that makes environmental considerations part of every operational decision. Council has indicated that the environment is one of their top priorities and this is a way to internalize that within the organization. • Enables us to become a leader in environmental practices • ISO 14001 is recognized as a best practice • Sets the standard for us to maintain compliance with environmental laws, demonstrate leadership through sustainable initiatives, remain accountable for environmental performance, and practice stewardship by reducing environmental impacts. • Provides accountability to work already in place • Fleet will give us the biggest bang for our buck environmentally speaking — need to reassess other divisions once we are familiar with the process and the standards to see if further benefits can be gained in other divisions • Satisfies the Environmental Committee's recommendation �;E• =* MTMF.T M--Me • Maintenance policies and procedures • Operating policies and procedures • Waste Stream Policies and procedures • Spills Response procedures • Environmental Performance Monitoring • Continuous Improvement (Plan-Do-Check Act) • Ensures effective communication of policies and procedures What benefits will we realize, other than just being able to fly the banner? Although it is feasible that we could read the standard and ensure the processes were in place, without formally paying for and acquiring the registration, the main benefit is that we would now be accountable to a 3rd party on an annual basis, which would prevent us from losing focus on this initiative. Next Steps Once implemented in Fleet Operations we will be familiar with the process and the standards to see if further benefits can be gained in other operating areas. What has been the experience of other municipalities who have implemented it? City of Calgary • Registration driven by best practices mentality of director • Also they were facing $200,000 in fines and jail time for unreported release of chlorine into the water supply • During the court case they indicated they were in the process of implementing ISO 14001 • The fine was dropped to $1000 and they were instructed to use the $200,000 to implement ISO 14001 • All business units are registered but it started in Fleet & Purchasing • No financial benefits but highly recommended • Provide due diligence defence and it helped them align their processes and programs • Took two years to implement • Suggest that If we do implement that we think ahead to other standards when choosing a vendor (i.e. 9000 series — Quality and customer service) • They have a corporate environmental office which includes a staff of 4 internal auditors who work only on the standards o They also utilize trained staff from all business units and they contract out the audit work for the 9000 and 18000 since they don't have internal experience in those standards • Currently working towards implementing and registering an ISO 14001 Environmental Management System for their Central garage in downtown Hamilton. Certain aspects of Fleet Management are excluded, like vehicle acquisition and disposal, as are the operations of their seven satellite garages. After ISO 14001, they intend to pursue registration to ISO 18001 (Health and Safety Standard), then ISO 9001 (Quality Standard) over the next two to three years. FINANCIAL IMPLICATIONS: Funding will be provided from Index 345355-Fleet ISO 14001 Certification Consulting Services $355000 Contract Staff Position $205000 Audit/Registration $105000 Contingency $10,00-0 Not applicable at this time. Don Miller Director • Flee!