Washington State Department of Ecology An Environmental Management System Alternative to

1. Washington State Department of Ecology • An Environmental Management System Alternative to • Pollution Prevention Planning • EMS Implementation Part II: • Communication & Engagement • December 11, 2012 • 2012 -2013 Webinar Series Partners: • National Pollution Prevention Roundtable • Stewardship Action Council • The Auditing Roundtable

2. 2012 -2013 Webinar Series Overview • Introduction to EMS – National Pollution Prevention Roundtable September 25, 2012 • Introduction to Ecology’s EMS Program • EMS Overview • ISO14001 Gap Analysis Tool • Introduction to EMS – Part 2 National Pollution Prevention Roundtable October 16, 2012 • Ecology’s EMS Program • Toxics Reduction Overview • Objectives & targets

3. 2012 -2013 Webinar Series Overview • EMS Implementation Part I – Stewardship Action Council (November 5, 2012) • Monitoring & Measurement • EMS Implementation Part II – Stewardship Action Council (December 11, 2012) • Ecology EMS Program • Global Reporting Initiative • Communications & Engagement

4. 2012 -2013 Webinar Series Overview • EMS Auditing Session I - The Auditing Roundtable (January 22, 2013) conducted by Dennis Sasseville, Senior Associate with Normandeau Associates. • Preparing for and Conducting EMS Audits • Understanding EMS Auditing • EMS Auditor Qualifications • Pre-Audit Planning & Preparation • Conducting the EMS Audit • Ecology EMS Guidance • EMS Auditing Session II - The Auditing Roundtable (February 19, 2013) • Audit Reporting, Evaluations and Management Review

5. Ecology EMS Alternative • Provides flexible approach to P2 planning. • Meets RCW 70.95C; Chapter 173-307 WAC requirements • Work with Ecology to demonstrate operating EMS is in place.

6. EMS Alternative Process • Work with regional Ecology staff at earliest opportunity. • Submit request describing how EMS meets P2 planning criteria. • Submit EMS documentation for regional staff review & collaboration.

7. EMS Alternative Process • Host an Ecology EMS Site Visit. • Conduct Facility Periodic Assessment (at least once every five years – 3 years recommended. • Submit annual progress report via TurboPlan or e-mail supporting materials to regional staff.

8. Ecology’s Pollution Prevention Criteria 2.1 Pollution Prevention Policy 2.2 Implementation 2.3 Monitoring & Measurement

9. Ecology’s Global Reporting InitiativeSustainability Report

10. Why Engage? • Enhanced engagement opportunities for employees and stakeholders. • Continuous improvement. • Lead by example. • GRI database listed more than 4,700 organizations worldwide that had published over 10,400 reports.

11. Table of Contents Strategy and Analysis Ecology’s Organizational Profile Our Report Governance Environmental (EN) Labor Practices (LA) Social Impact (SO) Economic Impact (EC) CONCLUSION http://www.ecy.wa.gov/about/GRI/2011/index.html

12. Communications & EngagementKey Elements • First environmental agency in North America. • Integrates sustainability into our decision-making, employee education and ecological footprint.

13. Communications & EngagementKey Elements • Highlights activities to reduce waste, improve efficiencies, engage stakeholders and promote lean innovation.

14. Communications Plan • Report website • A ‘printable’ pdf document • Governor’s Alert • Press release • Statewide media listserv • Business journals

15. Communications Plan • Online sustainability blogs • Twitter tweet (also appears on Facebook) • Targeted emails • Special distributions lists, e.g. sustainability interests, business? • Legislators • GRI org coordinated promo • Work with Focal Point USA external relations

18. Environmental Management Systems Training (EMS):Communications and Engagement Presented by Stewardship Action Council Anne Vogel-Marr, Executive Director Charlotte Valentine, Program Manager

19. Content • Introduction • Review • Characteristics of an EMS • Basic Management System Framework • Operational Controls • Communications and Engagement

20. Stewardship Action Council • Who we are • Coalition of diverse stakeholders, including industry, state government, NGO community, social investment groups and academia • What we do • Drive and recognize sustainable performance though • Webinars • Sharing of ideas • Creation of a learning network • Promoting the accomplishments of our members • Regional collaborative partnerships • Design and implementation of a sustainability index

21. Your Role In EMS • Employees should understand all elements of your system and how they work together • Each part of the EMS system is dependent upon the other parts functioning as intended. • Failure of one part of the system can result in failure of the system as a whole. • The role each person plays is absolutely critical.

22. Purpose Why have an EMS? External drivers, as well as internal ones, dictate the need for an EMS program. Assist in maintaining compliance Drive continuous improvement Replace P2 Planning in the state of Washington

23. What happens when you do not have a system in place? Reactive response to problems Recurring problems Overwhelmed “specialists” Inability to capitalize on opportunities to improve environmental performance Reinventing the wheel; inefficiency. Changes can cause upsets and compliance problems Problems such as these can be fixed, but without a system in place, they will likely reoccur again and again.

24. How would you recognize an organization with a strong EMS?

25. The Four Elements of an EMS: Cycle for Continuous Improvement Management systems are similar whether you are managing environmental issues, finance concerns, safety, or any other business issue. In addition to the policy, they consist of four critical elements: • Review • Plan • Management Review • Site Activities (Aspects) and Impacts • Legal and Other Requirements • Objectives and Targets • Management of Change • Check, Correct & Prevent • Implement • Monitor &Measure • Corrective & Preventative Actions • Self-Assessment Process • Roles and Responsibilities • Design, Construction & Operational Controls • Training, Awareness & Compliance • Communication • Community Outreach & Stewardship • Documentation & Record keeping

26. Implementing Controls This session will focus on: Communicating Important Information to Stakeholders Community Outreach and Engagement Training Employees • Review • Plan • Management Review • Site Activities (Aspects) and Impacts • Legal and Other Requirements • Objectives and Targets • Management of Change • Check, Correct & Prevent • Implement • Monitor &Measure • Corrective & Preventative Actions • Self-Assessment Process • Roles and Responsibilities • Design, Construction & Operational Controls • Training, Awareness & Compliance • Communication • Community Outreach & Stewardship • Documentation & Record keeping

27. Communication • Questions to Think About • What systems are in place to report on environmental performance internally? • How do you ensure senior management (corporate) is provided with required information and kept up to date? • What procedures are in place to receive, document, and respond to communication from external interested parties related to environmental issues, such as neighbor complaints, customer inquiries, regulator communications? • What communications does facility management have with external stakeholders, such as local community leaders, regarding information on progress in meeting targets and objectives and social, environmental, and economic performance?

28. Communicating Internally

29. Getting Employee Support for EMS Key Steps to Consider Methods Trainings - classroom and computer based Meetings, tailgates, etc. Appoint a dedicated and energetic individual to drive and support the EMS Keep it simple Management needs to communicate support Recognition and reward program • Emphasize why it is needed and how it will help them do their job • Tie to performance appraisal • Tie to bonus • Provide recognition • Provide reward

30. Examples of Employee Engagement3M Key Learning and Recommendations Activities Pollution Prevention Pays 8,400 Projects Since 1975 Employee driven projects that prevent pollution or raw material use and save money Any employee can participate Projects recognized by senior leadership and through nominal prizes Employee Education Programs Sustainability Speaker Series Internal newspaper Sustainability Newsletter New Hire Training on Sustainability In-Depth Targeted Training (i.e Green chemistry) • Link efforts directly to values, goals and principles articulated by executive leadership • Include both professional and personal actions • Give permission to innovate • Provide tools and opportunities to collaborate • Have Fun!

31. Examples of Employee EngagementContinuous Improvement – Energy Company Key Learning and Recommendations Activities • Create competition within and across sites • Tie to employee review/performance appraisal or bonus • Communicate and promote program often • Provide tools and opportunities to collaborate • Have Fun! Footprint Reduction Program • Part of Company Bonus Program • Required annual environmental improvements linked to footprint • Projects approved by senior management • Projects listed in detail on company intranet • Over $30 MM saved in 3 years

32. Sample Projects

33. Communicating Externally Who do you need or want to communicate with? Regulators Community at large Target community group SRI’s Other interested parties What do you want to communicate? Performance Goals General info about the facility What communications mechanisms are available? Press release Open House Website Facility/company report Community Project Third party communication on your behalf

34. Listen and Learn • Communication should be two-way • Ask stakeholders what they care about • Taylor communications to areas of stakeholder interest • If stakeholders are critical, learn why and engage them

35. Community Outreach • If shared interests exist, look for ways to work together • Energy company sponsoring energy savings programs for customers • Healthcare company training sponsoring training programs for nurses

36. Training Benefits of Training Ensures that all employees know what is required and the proper ways to carry out tasks Ensures each employee knows how their actions and jobs can affect the environment Communicates consequences of improper actions

37. Training • Questions to Think About • How do you identify and document training needs, by personnel role and responsibility? • How do you ensure that all individuals with roles and responsibilities that could create a significant environmental impact received appropriate training? • How do you track who has received training? • How do you ensure people get trained who were absent the day a training was offered? • What training do new employees get? Those transferred between departments? • How do you measure if the training was effective? • How do you ensure that employees are aware of environmental expectations, the environmental risks associated with their job, their role, and the consequences of departure from procedures? • How do you ensure individuals are competent to perform their assigned responsibilities?

39. Contact Information Anne Vogel-Marr, Executive Director anne@stewardshipaction.org(301)482-2523 Charlotte Valentine, Program Manager charlotte@stewardshipaction.org (202)296-3952 Stewardship Action Council 1155 15th Street NW, Suite 500, Washington, DC 20005 www.stewardshipaction.org