5-Attachment IV - Environmental Management System (EMS) - Administrative Directive 2-49.pdf

City of Dallas

Politica Ambiental

La Ciudad de Dallas tiene el compromiso de mantener un medio ambiente limpio, seguro y sano. Y por ende atenderemos al cuidado ambiental en nuestras relaciones con los empleados, otros gobiernos, ciudadanos, contratistas de la Ciudad, negocios y otros individuos de la comunidad, para bien de nuestro mundo de hoy y de las futuras generaciones. El cuidado del medio ambiente es uno de nuestros valores esenciales, y eso se demuestra asegurando que nuestras actividades esten en armonia con el mundo natural que nos rodea.

Este compromiso se manifiesta en las siguientes medidas:

❖ Puesta en practica de programas y procedimientos con la intencion de cumplir con, o rebasar en el cumplimiento de, todas las leyes y reglamentaciones ambientales pertinentes.

❖ Mejora continua de nuestro desempeno ambiental a traves de control ambiental proactivo y de autoevaluaciones y/o evaluaciones de terceros.

❖ Prevencion de la contaminacion en su origen mediante la puesta en practica de las mejores practicas de control y de medidas de conservacion de recursos para reutilizar, recuperar y reciclar materiales que generamos.

❖ Utilizacion de Sistemas de Control Ambiental (Environmental Management Systems), segun sea apropiado para nuestras operaciones, a fin de proveer una estructura para revisar y reducir de forma sistematica las huellas que dejamos en el medio ambiente.

❖ Los empleados deberan respetar todas las reglamentaciones ambientales y demostrar cumplimiento con lo establecido respecto al medio ambiente en sus practicas laborales diarias.

❖ Educar a los empleados de la Ciudad con relacion a las politicas ambientales de Dallas, y motivar y exhortar a los empleados a practicar el cuidado del medio ambiente a traves de la elevacion de la conciencia y la sensibilidad respecto a los asuntos ambientales mediante politicas, reglamentaciones, capacitacion y dialogo interactivo por parte de la Ciudad.

❖ Llegar a los ciudadanos y negocios de nuestra comunidad a traves de la comunicacion de esta Politica y de educacion sobre la importancia del cuidado del medio ambiente para tener aire y agua limpios y desarrollo sostenible de la Ciudad de Dallas.

Aprobado por el Concejo de la Ciudad de Dallas el 26 de enero de 2005.

Firmado por_______________________________________________________Fecha____________________

Kimberly Bizor Tolbert Administradora de la Ciudad

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City of Dallas

Environmental Policy The City of Dallas is committed to a clean, safe, and healthy environment. As such, we will exercise environmental stewardship in our dealings with employees, other governments, citizens, City contractors, business and others in the community for our world today as well as for future generations. Caring for the environment is one of our core values, and this is demonstrated by ensuring our activities are in harmony with the natural world around us.

This commitment is embodied by the following actions:

❖ Implementation of programs and procedures with an intent to meet or exceed all applicable environmental laws and regulations.

❖ Continual improvement of our environmental performance through proactive environmental management and self-assessments and/or third-party assessments.

❖ Prevention of pollution at its source through implementation of best management practices and resource conservation measures to reuse, reclaim, and recycle materials we generate.

❖ Utilization of Environmental Management Systems, as appropriate for our operations, to provide a framework for systematically reviewing and reducing our environmental footprint.

❖ Employees will abide by all environmental regulations and demonstrate environmental compliance in their daily work practices.

❖ Educate City employees on Dallas' environmental policies and motivate and encourage employees to practice environmental stewardship by raising awareness and sensitivity to environmental issues through City policies, regulations, training, and interactive dialogue.

❖ Outreach to the citizens and businesses of our community by communication of this Policy and education on the importance of environmental stewardship for clean air and water and sustainable development for the City of Dallas.

Approved by Dallas City Council January 26, 2005.

Signed_______________________________________________ Date___________________________ Kimberly Bizor Tolbert City Manager

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Effective Date: 04/28/08 Latest Revision Date: 04/28/08 Issuing Department: Office of Environmental Quality Page 1 of 9

Administrative Directive 2-49

SUBJECT: ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)

1. POLICY

The City of Dallas is committed to a clean, safe, and healthy environment. As such, we will exercise environmental stewardship in our dealings with employees, other governments, citizens, City contractors, businesses and others in the community for our world today as well as for future generations. Caring for the environment is one of our core values, and this is demonstrated by ensuring our activities are in harmony with the natural world around us. This commitment is embodied by the following actions:

1.1. Implementation of programs and procedures with an intent to meet or exceed all applicable environmental laws and regulations.

1.2. Continual improvement of our environmental performance through proactive environmental management and self-assessments and/or third-party assessments.

1.3. Prevention of pollution at its source through implementation of best management practices and resource conservation measures to reuse, reclaim, and recycle materials we generate.

1.4. Utilization of Environmental Management Systems, as appropriate for our operations, to provide a framework for systematically reviewing and reducing our environmental footprint.

1.5. Employees will abide by all environmental regulations and demonstrate environmental compliance in their daily work practices.

1.6. Educate City employees on Dallas’ environmental policies and motivate and encourage employees to practice environmental stewardship by raising awareness and sensitivity to environmental issues through City policies, regulations, training, and interactive dialogue.

1.7. Outreach to the citizens and businesses of our community by communication of this Policy and education on the importance of environmental stewardship for clean air and water and sustainable development of the City of Dallas.

SUBJECT: ENVIRONMENTAL MANAGEMENT SYSTEM AD 2-49

Issuing Department: Office of Environmental Quality Page 2 of 9

2. PURPOSE

The purpose of this Administrative Directive:

2.1. To establish methods and procedures for maintaining an Environmental

Management System (EMS).

2.2. To assist in achieving compliance with applicable environmental laws and regulations.

2.3. To promote pollution prevention and continual improvement in environmental performance.

2.4. To promote awareness of environmental issues and the importance of protecting the environment.

3. SCOPE

This Directive applies to all City departments designated by the City Manager to implement an Environmental Management System.

4. DEFINITIONS

4.1. City wide Environmental Management Representative – The Director of the Office of Environmental Quality (OEQ).

4.2. City wide EMS Core Team – The Environmental Management Representatives

(EMRs) designated by City Departments to develop and implement the EMS, chaired by OEQ.

4.3. Continual Improvement – Process of enhancing the environmental management system to achieve improvements in overall environmental performance in line with the organization’s environmental policy.

4.4. Environment – Surroundings in which an organization operates, including air, water, land, natural resources, flora, fauna, humans, and their interrelation.

4.5. Environmental Aspect – Element of an organization’s activities, products, or services that can interact with the environment.

4.6. Environmental Footprint – The entire geographic area where the environmental impacts of a facility’s operations are realized.

4.7. Environmental Impact – Any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organization’s activities, products, or services.

Issuing Department: Office of Environmental Quality Page 3 of 9

4.8. Environmental Management Program (EMP) – The plan for achieving objectives and targets, which includes action items, assigned responsibilities, resources needed, and a schedule.

4.9. Environmental Management Representative (EMR) – The designated individual from each City Department with the authority and resources to implement the

EMS.

4.10. Environmental Management System (EMS) – The part of the overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing, and maintaining the environmental policy.

4.11. Environmental Management System Audit – A systematic and documented verification process of objectively obtaining and evaluating evidence to determine whether an organization’s environmental management system conforms to the environmental management system audit criteria set by the organization, and for communication of the results of the process to management.

4.12. Environmental Performance – Measurable results of the environmental management system, related to an organization’s control of its environmental aspects, based on its environmental policy, objectives, and targets.

4.13. Environmental Policy – Statement by the organization of its intentions and principles in relation to its overall management performance which provides a framework for action and for the setting of its environmental objectives and targets.

4.14. EPA – United States Environmental Protection Agency, a federal agency.

4.15. EPA Consent Decree - The Consent Decree entered by the United States District

Court (Northern District of Texas) is Civil Action No. 3-06CV0845-B on August 28, 2006 as modified.

4.16. Fenceline – The area, and associated activities, in which an organization chooses to implement its EMS – a department, division, or specific operation.

4.17. Intelex Management System – Computer program used as a repository for City of Dallas EMS data.

4.18. ISO 14001 – International Standard Organization 14001 standard. The ISO 14001 standard is an international Environmental Management System standard.

4.19. Objective – Overall environmental goal, arising from the environmental policy, that an organization sets itself to achieve, and which is quantified where practicable.

Issuing Department: Office of Environmental Quality Page 4 of 9

4.20. Pollution Prevention – Use of processes, practices, materials, or products that avoid reduce or control pollution, which may include recycling, treatment, process changes, control mechanisms, efficient use of resources and material substitution.

4.21. Senior Management Review – Review of the City’s Environmental Management

System by the City Manager and Assistant City Managers at planned intervals to ensure its continuing suitability, adequacy, and effectiveness.

4.22. Target – Detailed performance requirement, quantified where practicable, applicable to the organization or parts thereof, that arises from the environmental objectives and that needs to be set and met in order to achieve those objectives.

5. RESPONSIBILITIES

5.1. The City Council shall:

5.1.1. Adopt the EMS Policy.

5.2. The City Manager’s Office shall:

5.2.1. Direct the City wide EMS Core Team on setting and achieving environmental objectives and targets.

5.2.2. Select the City wide EMR.

5.2.3. Participate in Senior Management Review of the City’s EMS on a semi-annual basis.

5.3. The Executive Environmental Policy Committee shall:

5.3.1. Be comprised of the Directors of the following departments: Aviation, City Attorney’s Office, Code Compliance, Convention and Event Services, Equipment and Building Services, Environmental and Health Services, Fire, Office of Environmental Quality, Park and Recreation, Police, Property Management, CIS, Development Services, Marshal’s Office, Public Works, Police, Sanitation, Street Services, Business Development & Procurement Services Department, and Water Utilities; in addition to other individuals designated by the City Manager.

5.3.2. Approve environmental objectives and targets for the City of Dallas operations.

5.3.3. Meet every six months or as needed to address environmental issues affecting the City and City operations.

5.4. The Office of Environmental Quality shall:

5.4.1. Develop EMS procedures, guidelines, and tools for use by City departments.

Issuing Department: Office of Environmental Quality Page 5 of 9

5.4.2. Facilitate internal communications on environmental issues, including but not limited to, inter-departmental communications, vertical communications, and communications to employees.

5.4.3. Serve as the City wide EMR (OEQ Director) and a focal point for the City’s EMS.

5.4.4. Coordinate and provide training to City personnel on EMS.

5.4.5. Communicate City EMS initiatives to the public.

5.4.6. Monitor federal and state issues associated with EMS.

5.4.7. Conduct a Senior Management Review of the City’s EMS on semi-annual basis.

5.4.8. Assist City departments in developing, implementing, and monitoring their EMS.

5.4.9. Coordinate EMS internal and external audits.

5.4.10. Administer the Intelex Management System (Intelex) EMS program.

5.5. Each Department Director of a City department designated by the City Manager to implement an EMS shall:

5.5.1. Maintain familiarity with the Departmental EMS and provide necessary resources for its implementation.

5.5.2. Designate an EMR, in writing, for the department if someone other than the Department Environmental Coordinator is to serve in that capacity.

5.5.3. Participate in the EMS through the Executive Environmental Policy

Committee.

5.6. Department EMRs shall:

5.6.1. Be responsible for the development, implementation, administration, and maintenance of the Departmental EMS.

5.6.2. Enter and maintain information in Intelex.

5.6.3. Serve on the City wide EMS Core Team.

5.6.4. Track objectives and targets and assist OEQ with reporting.

5.6.5. Assure that any required reports for the EMS are accurate and submitted in a timely manner.

5.6.6. Manage non-conformances for the Department.

5.7. The City wide EMS Core Team shall:

5.7.1. Be responsible for guiding the EMS programs for the City.

5.7.2. Maintain familiarity with the EMS programs for the City.

5.7.3. Review and provide comments on EMS procedures prior to adoption.

5.8. The City Attorney shall:

5.8.1. Provide assistance to City departments and OEQ as requested in analyzing and interpreting legal environmental requirements.

Issuing Department: Office of Environmental Quality Page 6 of 9

6. PROCEDURES

6.1. The City of Dallas has implemented an Environmental Management System (EMS) based on ISO 14001 as a proactive way to manage its environmental issues and initiatives. The City’s EMS also has additional requirements from the EPA Consent Decree signed August 28, 2006. The following Departments were selected to implement and maintain an EMS: Aviation, Sanitation, Equipment and Building Services, Fire, Police, Public Works, Streets, Dallas Water Utilities, Code Compliance, Convention and Event Services, and Parks and Recreation.

The Consent Decree required that the following facilities also should implement an EMS: CIS Radio Shop, Development Services Building Inspection Office, and the City Marshal’s Office.

6.2. The City Manager’s Office has appointed the Director of the Office of Environmental Quality (OEQ) to serve as the City wide EMR to lead the EMS effort City wide.

6.3. Each Department Director has appointed an EMR to lead the EMS effort on a Departmental basis.

6.4. The City wide EMS Core Team will be comprised of the Environmental Management Representatives (EMRs) from each Department and other interested City employees. The EMS Core Team meets regularly with OEQ to review progress on and to identify methods to improve the City’s EMS.

6.5. The Director of the Office of Environmental Quality, in the role of the City wide EMR, will lead the City wide EMS Core Team, assist City Departments with the implementation of the EMS, report EMS results to senior management, and maintain a library of EMS resource materials.

6.6. The City’s EMS shall include the following elements:

• Environmental Policy

• Environmental Aspects, Impacts and Significance Criteria

• Legal and Other Requirements

• Objectives, Targets and Environmental Management Programs

• Structure and Responsibility

• Training, Awareness, and Competency

• Communication (Internal and External)

• Documents and Records Management

• Operational Controls

• Emergency Preparedness and Response

• Monitoring and Measurement

• EMS Auditing

• Evaluation of Compliance

• Nonconformances

• Management of Change

• Senior Management Review

6.7. OEQ has developed procedures that address the above listed elements. The City wide EMS core team shall review and provide comments on the procedures prior

Issuing Department: Office of Environmental Quality Page 7 of 9 to adoption. Changes to these procedures will be managed according to the Documents and Records Management Procedure (Procedure No. OEQ-EMS- 008).

6.8. All Departments within the EMS fenceline shall implement the procedures identified in Section 10.0 (EMS Procedures). These departments also shall identify roles, responsibilities, and authority of personnel involved in EMS preparation, implementation, and maintenance (OEQ-EMS-005).

6.9. All Departments within the EMS fenceline shall ensure that Department personnel are appropriately trained on EMS, applicable environmental regulations, and how their individual job function impacts the environment (OEQ-EMS-006).

6.10. Environmental initiatives by the City of Dallas will be managed by the EMS.

Objectives and targets have been set for these initiatives and tracked through the

EMS (OEQ-EMS-003).

6.11. An employee of OEQ serves as the Lead Auditor for the City and coordinates EMS audits of all departments within the EMS fenceline utilizing EMRs, Environmental Coordinators, and other City employees who are trained in EMS auditing (OEQ-EMS-013).

6.12. The results of the audits will be communicated to the affected department and to the City Manager’s Office and will be used to improve the City’s EMS.

6.13. OEQ will coordinate all outside audits of the EMS.

6.14. Senior Management (the City Manager and Assistant City Managers) shall meet twice a year to review the above-mentioned elements of the EMS to ensure its suitability, adequacy, and effectiveness (OEQ-EMS-014). The review shall also include evaluating opportunities for improvement. The review shall be documented, and records shall be retained.

7. LEGAL REFERENCES

7.1. 30 Texas Administrative Code, Chapter 90, Subchapter C, Environmental Management Systems

7.2. ISO 14001 – Environmental Management Systems – Specification with guidance for use

7.3. Consent Decree, United States of America and State of Texas vs. City of Dallas, August 28, 2006.

7.4. Memorandum of Agreement Between the Texas Natural Resource Conservation Commission and the U.S. Environmental Protection Agency, Voluntary Incentive and Recognition Programs (National Environmental Performance Track and Clean Texas Leader Programs), February 20, 2002.

8. PRIOR ACTION

8.1. No prior action.

9. ISSUING DEPARTMENT: Office of Environmental Quality

Issuing Department: Office of Environmental Quality Page 8 of 9

10. EMS PROCEDURES:

OEQ-EMS-001 Environmental Aspects, Impacts, and Significance Criteria Procedure OEQ-EMS-002 Legal and Other Requirements Procedures OEQ-EMS-003 Objectives, Targets and Environmental Management Programs Procedures OEQ-EMS-004 (Vacant) OEQ-EMS-005 Structure and Responsibility Table Example OEQ-EMS-006 Training, Awareness and Competency Procedure OEQ-EMS-007 Internal Communication Procedure OEQ-EMS-008 Documents and Records Management Procedure OEQ-EMS-009 Procedure for Operational Controls OEQ-EMS-010 Emergency Preparedness & Response Procedure OEQ-EMS-011 Monitoring and Measurement Procedure OEQ-EMS-012 Nonconformance, Corrective/Preventative Action Procedure OEQ-EMS-013 EMS Audits Procedure OEQ-EMS-014 Senior Management Review Procedure OEQ-EMS-015 Calibration Procedure OEQ-EMS-016 City of Dallas Intelex User Manual OEQ-EMS-017 Evaluation of Compliance Procedure OEQ-EMS-018 Guide to the City of Dallas Environmental Management System OEQ-EMS-019 External Communication Procedure OEQ-EMS-020 Management of Change Procedure

Issuing Department: Office of Environmental Quality Page 9 of 9

Exhibit A

AUTHORIZATION

This new Administrative Directive is hereby approved, and shall become effective on

Date

Director of Issuing Department Date

City Attorney Date

City Manager (or his/her designee or other responsible Date Council-appointed officer as applicable)

This Administrative Directive is authorized for electronic placement on the City’s LAN and Intranet

Chief Financial Officer Date