NORTHERN IRELAND GUARDIAN AD LITEM AGENCY. Recycling & Waste Management Policy

Transcription

1 NORTHERN IRELAND GUARDIAN AD LITEM AGENCY Recycling & Waste Management Policy Approved by SMT: September 2013 Reviewed: August 2013 Original Approval Date: June 2007

2 Statement The Northern Ireland Guardian ad Litem Agency (NIGALA) has produced a Recycling & Waste Management Policy to demonstrate its commitment to the environment and provide details and guidance on the NIGALA s handling, safe management and disposal of all types of waste generated, including redundant furniture and equipment. The NIGALA has a duty to ensure collection and disposal of waste from its facilities is carried out in a safe and responsible manner. To meet this requirement the NIGALA will classify and segregate its wastes prior to handling and/or disposal by any of the following routes: Re-use; Recycle; Removal from the premises; Final disposal (usually to landfill). Despite being a small Agency, an integral part of NIGALA s commitment is to ensure the health, safety and well being of its staff, and of those attending meetings in the office. NIGALA will do its utmost to contain the environmental impact of its activities to a practicable minimum, consistent with maintaining its responsibilities and in providing a high quality service. This policy includes the responsibilities of those involved with waste and recycling in an aim to reduce the risk of exposure to staff and visitors and to reduce the NIGALA s impact on the environment. The NIGALA s Recycling and Waste Management Policy is supported by other information and policies available on the NIGALA intranet and GCIS document library. This includes Health & Safety Policy Statement, Risk Management Strategy and the COSHH bulletins. It should be noted that goods for recycling in the Armagh & Derry Offices might differ as not all recycling services are available in their areas. 2

3 Policy CONTENTS PAGE NO Introduction 4 Background 5 Definition of Waste 5 Legal Requirements 6 Purpose of Policy and Objectives 7 Roles and Responsibilities 7 Accountability 8 General Guidance for Waste 11 Waste Minimisation 11 Appendix I: Waste Definition 13 Appendix II: Waste Disposal 16 Appendix III: Disposal of Confidential Waste Paper 17 Appendix IV: Green Initiatives for NIGALA 18 3

4 INTRODUCTION The policy comes into force with immediate effect, but may be reviewed annually to clarify any issues arising from its implementation. This policy mirrors a hierarchy of waste reduction (see figure 1) and NIGALA will endeavour to continually improve in waste management by use of suitable quantitative targets such as: The reduction in the number of waste bags for landfill; The increase in the number of bags for recycling. Figure 1 The duty to dispose of waste properly is set out in the Environmental Protection Act 1990 (section 34) and the Environmental Protection (Duty of Care) Regulations Waste arising from healthcare organisations falls under the Controlled Waste Regulations 1992; Special Waste Regulations 1996 (soon to be replaced by The Hazardous Waste Regulations 2005) and Radioactive Substances Act Waste originating from Agency premises is considered as being controlled waste as defined in The Waste and Contaminated Land (Northern Ireland) Order In accordance with the provisions contained in that Order, the Agency has a duty of care as to how the storage, consignment, etc of waste is to be managed. BACKGROUND This policy has been prepared with the objective of:- 4

5 Ensuring compliance with all relevant legislation; Providing all staff with guidance in the safe handling and disposal of waste in line with health and safety and infection control requirements; Enabling staff to recognise and comply with all legal requirements; Identifying specific responsibilities; Identifying and promoting safe methods of segregation and disposal; Reducing the impact that the NIGALA s business has on the environment This policy will ensure that the NIGALA works towards a concept of total waste management, with waste prevention and reduction at its heart, to reduce pollution and make efficiency cost savings. DEFINITION OF WASTE Waste is defined by the European Waste Framework Direction 75/443/EEC as: any substance or object, which the producer or the person in possession of it discards or intends to discard, or is required to discard. Waste is a substance or object that is no longer part of the normal commercial cycle or chain of utility. Most waste goes to landfill, incineration or is disposed of using alternative technologies. Waste, irrespective of its disposal method, has the potential to pollute land, air and water. For complete definition of waste see Appendix 1. Waste must be classified and segregated in accordance with the regulations to ensure that each category of waste transported by or on behalf of the NIGALA meets the waste acceptance criteria. This Policy requires that waste produced by the NIGALA is segregated into defined waste categories to ensure compliance with the regulations and maintain a safe working environment for the NIGALA. All members of the NIGALA have a responsibility to ensure that the waste generated by their activities are segregated and identified (refer to Appendix II which details waste disposal procedures). LEGAL REQUIREMENTS 5

6 This policy describes the Agency s arrangements for discharge of these responsibilities particularly under: Employer s Liability (Defective Equipment and Compulsory Insurance) (NI) Order 1972; Health and Safety at Work Order (NI) 1978; SI 1978/1049 Pollution Control and Local Government (Northern Ireland) Order; SI 1985/1208 Local Government (Miscellaneous Provisions) (Northern Ireland) Order; SI 1997/2778 Waste and Contaminated Land (Northern Ireland) Order 1997; SI 1998/1762 Producer Responsibility Obligations (Northern Ireland) Order; SI 2002/3153 Environment (Northern Ireland) Order; SI 1994/1896 Litter (Northern Ireland) Order; Waste and Emissions Trading Act 2003; Waste Electrical and Electronic Equipment (WEEE) Regulations 2006; Northern Ireland Waste Management Strategy The aim is to meet or exceed all current and forthcoming legislation governing the safe and correct handling, storage, treatment and disposal of all wastes. PURPOSE OF POLICY AND OBJECTIVES The purpose of the policy is to achieve the NIGALA s aim of ensuring there is a maximum re-use of waste or recycling thereby reducing the amount of waste to landfill or incineration to a minimum. This will be achieved in a number of ways: 1. Ensure all waste produced is managed by compliance with all relevant Northern Ireland legislative requirements regarding the handling of waste and disposal. 2. To ensure that all waste is properly classified, segregated, stored, transported and disposed of. 3. Ensuring all types of waste generated are correctly packaged and left ready for collection and disposal. 4. Ensure all transfers of waste are recorded and documented. 5. To provide a safe, effective and compliant waste service via promotion of waste minimisation and reduce the environment impact of waste through beneficial use and where not practicable by safe disposal. 6. To identify the specific responsibilities of those involved with the waste and recycling processes. 6

7 ROLES AND RESPONSIBILITIES The Corporate Services Manager will be responsible for informing the Chief Executive of any change required in the operation of the handling of waste due to changes in legislation or changes in Codes of Practice. The Corporate Services Manager will have overall responsibility for implementing the policy and for ongoing policy development. He will ensure all relevant staff are provided with required training and maintain training records which will be made available to interested parties on request. The Corporate Services Manager will devolve responsibility for the control and handling of waste at the point of production to staff throughout the Agency and ensure that it is part of their duties. The Administration Manager will be responsible for the day-to-day operation of waste collection and disposal. The Administration Manager will be responsible for the correct handling and disposal of waste. 7

8 ACCOUNTABILITY The Chief Executive has ultimate responsibility and accountability for Waste Management within the NIGALA and will ensure, along with the Senior Management Team, that through policies and procedures, the Agency is compliant with all Legal/Statutory responsibilities and directives issued by the DHSSPSNI and, where possible, the production of waste is minimised and that risks associated with handling, transporting and disposing of waste are assessed and eliminated or reduced. The Corporate Services Manager has responsibility for Waste Management. The establishment of a reporting mechanism to provide relevant information to the Senior Management Team, Risk Management Committee and to the Board is a key task. All Managers should ensure that their staff are aware of, and comply with, all aspects of this Waste Management Policy and promote and encourage a culture of waste reduction, re-use, and cost savings within their business area. All Staff have a personal responsibility for the way in which their conduct impacts on the environment with particular regard to minimising waste. This personal responsibility extends to ensuring such waste is dealt with in accordance with the principles and guidance set out in this policy. The Risk Management Committee (RMC) will monitor and review arrangements for the management of waste and will advise the Chief Executive as to their effectiveness in making sure that: Waste production is minimised in so far as is possible and the risks associated with handling, transportation and disposal are adequately controlled; Legislative and other requirements are complied with, and waste is disposed of effectively and safely. The Corporate Services Manager will ensure that: Waste is disposed of in a timely manner and in accordance with the guidance set out in the policy. Appropriate arrangements are in place for the collection, safe storage and removal of waste by approved contractors. Approved containers are provided for each type of waste. Administration staff are compliant with this policy and safety training and equipment is adequate to carry out duties associated with Waste Management. 8

9 Staff within his/her Team promote reduction, re-use and cost saving throughout all aspects of Administration work areas. Guidance is issued to staff regarding waste management arrangements or recycling initiatives. Incident reporting and investigation procedures are carried out where appropriate Application of policy Risk assessments are undertaken and action is taken to minimise risks identified Copies of liability insurance, carriers licences and disposal site licences etc. from contractors handling or receiving waste from the Agency are kept on file. Trends in waste reduction are monitored. Administration Manager will: Manage waste reduction initiatives; Ensure waste is removed on a timely basis from the premises by the relevant contractors Ensure that personal protection and basic hygiene precautions are adhered to; Assist with procedures to classify and segregate waste; Ensure that all relevant staff, have received awareness training on waste management Keep records of training; Assist in ensuring waste disposal procedures comply with the appropriate codes of practice e.g. correct use of coloured bags; Ensure receptacles, collection and storage points are kept clean and tidy etc; Ensure that any adverse incidents are documented and reported to the Head of Administration, with actions followed up; Administer procedures for recording waste consignments. Should ensure all purchases are made bearing in mind the impact of packaging; Will aim to eliminate secondary packaging; Specifies packaging type on requisition criteria; Makes suppliers responsible for the removal of their own packaging by inclusion in the requisition criteria; Should ensure compliance to the Packaging (Essential Requirements) Regulations Managers: Ensure that the objectives noted in the policy are attained and the arrangements detailed in the associated procedures are implemented; 9

10 Should ensure that wastes which may require disposal as special waste, for example those exhibiting a COSHH warning symbol, are identified to their Director to enable their disposal in accordance with applicable regulations; Should ensure that any adverse incident relating to waste, whether or not injury, damage or loss has been experienced, occurring in areas for which they are responsible, is notified to the Administration Manager in accordance with the Agency s procedure for recording and reporting incidents. All Staff: Should be familiar with the policy and procedures for waste management; Should follow the guidance and comply with the waste management procedure including taking responsibility for the correct disposal of waste in the relevant bins provided. Should report dangerous waste situations to their line managers as soon as they are identified, and assist with completion of the adverse incident report form; Should not handle any waste considered being too heavy, or for which the correct method of disposal is unfamiliar. If in doubt the employee must contact his/her manager; Should ensure that the nature and dangers of any waste to be carried are made known to the collectors, handlers etc. through proper segregation and clear labelling; Should ensure that personal protection and basic hygiene precautions are adhered to; Should assist with the correct classification of waste and the reduction of waste produced. 10

11 GENERAL GUIDANCE FOR WASTE Waste should be segregated according to its content, and disposed of in the appropriate manner and in the appropriate container (Appendix 2). All confidential waste paper should be disposed of in accordance with the procedure detailed in Appendix 3. Segregation should be carried out at source; by ensuring it is placed into the appropriate bin/waste container. Office waste bins should be provided to facilitate the correct and safe segregation of waste at source. All waste bags should be removed for disposal when half full. Bins should only be used for the purpose they are designed for. Cardboard for recycling should be flat packed and left for collection in a tidy and safe manner (At the alarm point in Centre House, and kitchen areas in Dobbin Centre and Spencer House). Disposal of Electronic Equipment Waste Electrical and Electronic Equipment (WEEE) is any item that is powered by mains or battery electricity. WEEE must be segregated from other waste in accordance with the Waste Electrical and Electronic Regulations Any electronic/electrical equipment of NIGALA s that has memory capability i.e. laptops, blackberry etc, is to be sent to a company specialising in the erasure of memory. It will then be that company s responsibility to dispose of the item accordingly (as per the NIGALA s policy on disposal of IT equipment 1 ). The Information Manger will ensure all electronic goods are disposed of as specified above. WASTE MINIMISATION The cost of waste disposal is increasing. Generation and disposal of waste not only increases costs, but also requires additional resources in materials, space and preventive techniques, so the true cost of waste for the Agency can be much greater than is apparent. 1 This policy is currently being devised. 11

12 The Agency promotes waste recycling/recovery and reuse, and advises staff of practical approaches to do this, such as: ALWAYS using transit envelopes for internal mailing of non-confidential information. Re-using other envelopes for confidential internal mailing. Re-using files and stationery when appropriate. The re-use of office equipment & furniture. Producing electronic copies of documents and avoiding dependence on paper copies. Making further use of the Intranet for document/information dissemination Scanning incoming post to electronic format and shredding the paper document. There are sound reasons for adopting these and additional programmes. They will satisfy the requirement to have effective waste management in place in the Governance process. They can also help to reduce harmful effects on the environment and so contribute to an improvement in the health of the local population. They will demonstrate to all staff and service users a commitment to an ongoing programme of improvement. Furthermore, minimising waste will reduce waste disposal costs. POLICY REVIEW The NIGALA is committed to ensuring all policies are kept under review to ensure they remain compliant with relevant legislation. This policy will be reviewed every 3 years or sooner if required. Review date will be noted on any subsequent version of this policy, even when there are no substantive changes made or required. 12

13 APPENDIX I: Definitions of Waste Hazardous Waste (non-clinical) Non Hazardous Waste Batteries Fluorescent Tubes Oils/Lubricating/Hydraulic/insulating Asbestos Solvents/Refrigerants/Aerosol Propellants PC s, TV s, White Goods Printer/Photocopier Cartridges Photographic Developer Spent Cleaning agents/aerosols Topsoil, Grass Wooden Furniture Waste Paper o Confidential o Non Confidential o Cardboard Food Waste o Cooking Oil o General General Waste o Glass o Plastics Metal o Aluminium Cans o Scrap Clinical Waste In accordance with the recommendations of the Health Service Advisory Council, as endorsed by the Health and Safety Commission, clinical waste is defined as being in one of the following five categories: Group A All human tissue including blood (whether infected or not) animal carcasses and tissue from veterinary centres, hospitals or laboratories, and all related swabs and dressings. Waste materials, where the assessment indicates a risk to stag handling them, for example from infectious disease cases. Soiled surgical dressings, swabs and other soiled waste from treatment areas. Group B Discarded syringe needles, cartridges, broken glass and any other contaminated disposable sharp instruments or items. 13

14 Group C Microbiology cultures and potentially infected waste from pathology departments (laboratory and post-mortem rooms) and other clinical or research laboratories. Group D Certain pharmaceutical products Group E Items used to dispose or urine, faeces and other bodily secretions or excretions assessed as not falling within group A. This includes used disposable bedpans or bedpan liners, incontinence pads, stoma bags and urine containers. Where the risk assessment shows there is no infection risk, group E wastes are not clinical waste as defined. General/Domestic Material that poses no risk to health may be disposed of by landfill. In the main, general waste is that arising from offices, staff and visitor catering areas, kitchens, stores, residences, homes, workshops and other areas where there is no risk of potentially infected material being present. The following principles should be adhered to: Clinical/special waste should not be mixed with general waste; Black bags contained on the bin holders in the kitchen areas should be used for disposal of general waste; Black bags are removed by the Agency contracted cleaners to the bins for landfill. 14

15 Solvent/Chemical Waste Substances under both of these categories are dealt with by approved and appropriate disposal methods, by an approved waste management contractor following assessment by the department of the substance type. The following principles should be adhered to: Local protocols for the storage and disposal of this waste should be produced; Protocols must comply with current legislation; Advice and guidance should be sought from the Local Water Authority concerning discharges to foul sewers. Radioactive Waste Any radioactive material is governed by the Radioactive Substances Act (RSA) and the Environmental protection act These Acts are enforces by Her Majesty s Inspectorate of Pollution (HMIP). The following principles should be adhered to: Local Protocols for the storage and disposal of this waste should be produced by those laboratories using radioactive materials; Protocols should comply with Radioactive materials Waste Removal/Disposal Policy contained within the Guardian ad Litem Agency Waste Disposal Policy; Approved containers or sharp boxes as appropriate should be used to contain this waste, labelled with the radioactive trefoil and then secondary bagged in an unmarked yellow clinical waste bag; Radioactive waste, when transported from the department, must not be carried with any other type of waste. 15

16 APPENDIX II: Waste Disposals Procedures Waste Type NIGALA Disposal Method Final Disposal Method General Office/ Domestic Waste Place into bins with BLACK lid / Landfill Bins for daily collection. Sita (NI) Ltd (Landfill) All paper with writing/printing Any waste paper with no identifiable printing/writing Place all waste paper with writing/printing into the metal shredding bins Place all waste paper with no identifiable printing/writing into bins with BLUE lid for collection. Bailey Recycling Collected by Bryson House for recycling Cardboard Flat pack and store in cardboard box neatly for collection. Collected by Bryson House for recycling Sanitary Waste Plastic Bottle Aluminium Cans Place all such waste in the Designated Containers located in the staff washroom. (Contracted cleaner will arrange for removal to designated area and disposal) Place rinsed plastic bottles into the Recycling bin with ORANGE lid for collection. Place empty cans into the Recycling bin marked with ORANGE lid for collection. Sita (NI) Ltd (Landfill) Collected by Bryson House for recycling. Collected by Bryson House for recycling. Mobile Phones, laptops, pcs (any device with memory) TVs, White Goods Printer Cartridges Contact Information Manager. Item to be forwarded to company specialising in erasing memory. Contact Administration Manager to arrange for collection and appropriate removal. Place in recycling bin in Corporate Services Office or with the IT Support Officer. Responsibility for final disposal of item lies with the company the item sent to for memory erasure. Disposed of via BSO Collected by Printer Contractor for recycling. Wooden Furniture Contact Administration Manager to arrange removal and reuse or final disposal when appropriate. Re-used or disposed of. ** NB: Procedures in the satellite offices might differ, dependant upon what recycling services are available in the area. Please see Appendix V. 16

17 APPENDIX III: Procedure for Disposal of Confidential Waste ALL WASTE PAPER (including CONFIDENTIAL WASTE PAPER) is to be disposed of in the appropriate receptacle. 1. All confidential waste paper in Guardian Ad Litem Agency to be placed in lockable shredding bins. 2. There are a number of lockable shredding bins situated in all three offices. Belfast confidential waste collected weekly or sooner if required. Derry confidential waste collected every two weeks or sooner if required. Armagh confidential waste collected every two weeks or sooner if required. 3. Shredding bags will be removed and transported from NIGALA offices by the approved contractors for recycling. 4. Shredding bags are secured with coded cable ties. Codes are recorded and a Controlled Waste Transfer Note is given to NIGALA by the approved contractor. 5. Levels of waste will be monitored and information captured. 17

18 APPENDIX IV: Green Initiatives for NIGALA Reducing, reusing and recycling at work needn t be a chore, lets follow these handy hints and we are on the way to becoming green-collar workers. Drowning in paperwork You can cut down the paper mountain by making a few simple changes to the way you work: Think before you print read a document onscreen or have one hard copy for the office instead of one each. If the document is important have it placed on the staff website for everyone to access Photocopy and print double-sided most printers and photocopiers have a duplex function; select it and half the paper you need to use. Reuse scrap paper one-sided paper is great for putting in the fax machine, internal printing and making notes. Use secure where possible rather than posting letters etc. The meeting minute and agenda will be available via PowerPoint therefore reducing the need for staff to bring a printed copy of each to meetings. Don t be a mug! When having that morning or afternoon cuppa boil what you need or use the hot water boiler. Every cup you boil from the kettle is equal to 25 cups of carbon used. Keep your cool Water coolers are a must have for any office in the summer but all those plastic cups are a real waste. Do your bit by using a glass instead. NIGALA will be taking steps not to purchase plastic cups, but to have an ample supply of glasses. Make your envelopes go further Give your envelopes a new life by using an envelope reuse label that sticks over the old address and allows you to write a new one over the top. Alternatively why not use your old envelopes to send internal mail in. Cut down on packaging There are lots of things we will do to reduce office packaging. 18

19 We will persuade sandwich makers to use less packaging when ordering food for meetings and will ask caterers to provide you with china plates and cutlery to reduce on waste. When we provide tea & coffee refreshments at meetings we will reduce waste by providing sugar in a bowl and milk in a jug! By returning your empty inkjet and laser print cartridges to the relevant bin you can save both waste and money. Say no to staples Instead of using staples in the office - fold and rip instead (where possible). Fold the corner over, and then make a little square rip within the corner, and fold that too. If everyone in UK offices saved one a staple a day that would be 72 tonnes of metal saved a year. (Source - "The conservers companion 1993") Buy recycled! Where possible we will buy recycled stationery and paper that way we will support sustainable markets for recycling and send out a positive environmental message. Separate Waste Please ensure that waste is filtered correctly and placed in the relevant bins in the designated areas throughout the Agency. Desks bins will no longer be available for waste disposal. Save on Energy Power off plugs and turn of lights including the air conditioning to save over 519 kg of carbon per year. Small notices will be placed at all light switches to remind staff. NIGALA where possible will procure equipment which uses less energy consumption. Toilet Hygiene Used hand towels compromise a hygienically clean toilet area therefore everyone should be encouraged to use the hand dryer to dry their hands. 19

20 APPENDIX V: Recycling in the Satellite Offices Recycling services in the Armagh & Derry offices are not available to the same extent as they are in Belfast. Armagh City & District Council and Derry City Council do not provide recycling services to businesses in their areas. Bryson House do not provide recycling services to these offices either and given the small size of both the Armagh and Derry offices another private contractor would not be financially viable. Staff in the Armagh and Derry offices still ensure all confidential waste is segregated and collected by BAILEY WASTE MANAGEMENT, as in the Belfast office. Day to day waste (non-confidential) is collected by the contracted cleaners in each office and removed to a designated area and then disposed of by the Landlord of the building, who has their own specific disposal arrangements in place. Restrooms in each of the premises are serviced by the Landlord and any related waste, eg paper towels etc, is dealt with by the Landlord. 20

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