ISO Certified. Presented By: Cynthia I. Walters, EMS Coordinator. Quality Always ITS ABOUT THE PEOPLE. 1

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1 Utilities Department Environmental Management System ISO Certified Presented By: Cynthia I. Walters, EMS Coordinator Quality Always ITS ABOUT THE PEOPLE. 1

2 rotect The Environment nderstand Regulations educe Pollution nsure Knowledge PHOTO: FIRST BROAD RIVER Quality Always ITS ABOUT THE PEOPLE. 2

3 City of Shelby Utilities Department Environmental Policy The City of Shelby Wastewater Treatment Division is committed to the collection, treatment, and disposal of wastewater and biosolids in a responsible and environmentally safe way. The Wastewater Treatment Division will: Ø Ø Ø Ø Ø Ø Comply with all regulations, laws, and standards applicable to our processes and waste. Commit to continual improvement of the environment by setting and reviewing objectives and targets. Communicate this policy to the public. Ensure that all Plant personnel are trained, understand and knowledgeable of their environmental responsibilities. Protect the environment by the disposal of waste in a safe and healthy manner. Commit to corrective and preventive action. Identify, and correct any problems and prevent any reoccurrences. PROTECT THE ENVIRONMENT UNDERSTAND REGULATIONS REDUCE POLLUTION ENSURE KNOWLEDGE City Of Shelby Utilities Electric, Gas, Water, Wastewater - Quality Always - It s about the people. 3

4 Overview of City of Shelby Wastewater Treatment Division ************************************************** The City of Shelby s Wastewater Treatment Division (SWWTD ) is located at 1940 South Lafayette Street, Shelby,NC. The 6.0 MGD Wastewater Treatment Facility is responsible for the treatment of domestic, and commercial wastewater to meet all state and federal regulations and limits into the surface waters of the First Broad River. The City of Shelby s compost facility, also located at the wastewater treatment site, is responsible for the management and disposal of its bios lids in an 4 environmentally safeway.

5 Who will Develop the EMS? 5

6 THE DIRTY DOZEN City of Shelby Utilities Wastewater Treatment Division Environmental Management System Team 6

7 EMS Responsible Persons EMS Function Person Position EMS Coordinator Management Representative Cynthia I. Walters Utility Systems Technician Execetive Management John Rhom Plant Operations Superintendent EMS Steering Committee Ron Mode Operator Responsible Charge Steve Tolbert Lab / Pretreatment Coordinator Jerry Turner Maintenance Supervisor Cynthia I. Walters Utility Systems Technician John Rhom Plant Operations Superintendent EMS Committee Mark Swink Plant Mechanic Adam Howell Plant Mechanic Stan Bettis Plant Operator Lee Douglass Plant Operator Steven Bennett Compost Operator Wayne Goins Compost Operator Camden Lenair Compost Operator Contact Person Cynthia I. Walters Date Completed : 05/17/2002 All WWTD Staff Members participated with the development and implementation of the Environmental Management System. 7

8 EMS Development Ems Coordinator developed the ISO 14001EMS Procedures. The Plant Operations Superintendent, Supervisors and/or staff members wrote the operational controls, emergency preparedness and response program. The Utilities staff have the responsibility to carry out their job assignments following approved procedures to facilitate effective environmental management. For each level and function that has established environmental objectives and targets, the roles and responsibilities of the operator shall be defined and it shall be documented that the staff has received the appropriate training to accomplish the work assignment. 8

9 The EMS Team was trained on the ISO Standard and awareness by the EMS Coordinator. 9

10 City of Shelby Utilities Department EMS Team Responsibilities s Structure and Responsibility Procedure EMS EMS Management Steering Committee is responsible for establishing the EMS program, developing the policy and procedures conforming to ISO requirements,,providing gguidance and training to departmental EMS implementing committees. The Utilities staff have the responsibility to carry out their job assignments following approved procedures to facilitate effective environmental management. 10

11 EMS Team Meetings The EMS Team meet once a month to review : Progress on the EMS Improvement Plans. New developments or modified activities Ensure that staff members receive appropriate training. Procedures are established and maintained. Consider any changes to policy, objectives and other elements of the EMS. 11

12 4.3.1 Environmental Aspects The City of Shelby Utilities shall identify all known environmental aspects and related impacts of its activities and products that they can control and have influence over, in order to determine which can have a significant impact on the environment. The EMS Team will review a list of environmental aspects and related impacts at least annually. The EMS Steering Committee will use the aspect Procedure and form # (EMS & 20.1A) and related documents to carry out the identification and significance ce ranking of aspects s and associated impacts 12

13 Aspects and Impacts Procedure EMS This procedure describes the process that is to be used in identifying i environmental aspects of the utilities department and for determining if identified aspects should be categorized as significant. Environmental aspects shall be identified for all key EMS departmental activities having the potential for harmful interactions with the environment and public health. 13

14 Standard Operating Procedures: EMS B Name: Ranking Aspects Form Revision # :1 Prepared By: Cynthia I. Walters, Utility Systems Technician Revision Date: 02/08/2002 Approved By: John E. Rhom, Plant Operations Superintendent Effective Date:02/08/2002 Signature: Location Activity Environmental Aspect Generator Plant Equipment Power Failure X X X X X X X X Influent Lift Station Hydro-Ranger / Pumps Raw sewage X X X Influent Lift Station Septage Receiving Station Raw sewage X X X Influent Lift Station Grit removal grit, sand, etc. X X X X X X Influent Lift Station Mechanical bar screen rags / debris X X X X Influent Lift Station Wetwell Overflow Raw sewage X X X X X X Disinfections Facility Cl2 / SO2 Leak Air X Operation Building Scada System Power Failure X X X X X X X X Yard Sludge Holding Tank Overflow X X X X X X Wastewater Plant Fuel / Protroleum Spill X X X X X Effluent Discharge Toxicity Permit Regulations X X Effluent Discharge TSS Permit Regulations X X X Effluent Discharge Fecal Permit Regulations X X Compost Biofilters Odor X Compost Biosolids Recycle X **WE NEED SOP'S FOR ALL OF THE SIGNIFICANT ASPECTS LISTED ABOVE** Degradation of air qua ality Degradation of surface water soil contamination ground water contami mnation land consumption (lan ndfill) Depletion of water sup pply Depletion of energy res esources Local Aesthetics Severity Frequency 14

15 Legal Requirements Procedure EMS This procedure is used dfor the tracking of flegal lrequirements and to assist departments in the maintenance of regulatory compliance applicable to ISO Environmental Management System activities and services. Department heads are responsible to identify and analyze environmental regulations and other legal requirements relevant to their activities or services and communicating this information to the staff within their department. The EMS Team will review the EMS Manual approximately every 18 months. Any required revisions will be reported to the Plant Operations Superintendent for approval and the EMS Coordinator will make the appropriate changes. 15

16 Standard Operating Procedures - EMS A Name : Legal and Other Requirements Revision #:1 Prepared By: Cynthia I. Walters, Utility Systems Technician Revision Date:06/17/2002 Approved By: John E. Rhom, Plant Operations Superintendent Effective Date: 06/17/2002 Signature: PAGE 1 OF 1 Legal Requirements LOCATION OF ISSUE CONTROL DOCUMENT Permit Number Effective Date Expiration Date Renewal Date ORC/Contact SUPERINTENDENT NPDES PERMIT OFFICE NC /1/1999 8/31/2003 3/5/2003 Ron Mode DMR LAB SUPERVISOR OFFICE NC /1/199 8/31/2003 3/5/2003 Ron Mode LAB CERTIFICATION LABORATORY /31/2002 Steve Tolbert COMPOST PERMIT SUPERINTENDENT OFFICE WQ /31/1998 2/28/2003 8/28/2002 John E. Rhom COMPOST ANNUAL REPORT SUPERINTENDENT OFFICE WQ ANNUAL ANNUAL N/A John E. Rhom COMPOST TCLP LAB SUPERVISOR REPORT OFFICE WQ ANNUAL ANNUAL N/A John E. Rhom PRETREATMENT ANNUAL REPORT PRETREATMENT COORDINATOR OFFICE MARCH N/A N/A Steve Tolbert COMPOST CQ REPORT PRETREATMENT COORDINATOR OFFICE QUARTERLY N/A N/A John E. Rhom SWWTP CHRONIC TOXICITY Pretreatment Headwork Analysis Pretreatment Longterm Monitoring PRETREATMENT COORDINATOR OFFICE QUARTERLY N/A N/A Ron Mode PRETREATMENT COORDINATOR OFFICE 1/28/ /31/2001 N/A Steve Tolbert PRETREATMENT COORDINATOR OFFICE 7/21/2000 Quarterly Steve Tolbert 16

17 Objectives and Targets Procedure EMS This procedure requires the analysis of operational details, environmental impacts, regulatory standards, technological options and financial resources in the establishment of objectives and targets to meet the policy statement. It is the responsibility of the Steering committee to assure an appropriate analysis is conducted in the formulation and setting of objectives and targets. In order to help achieve the set objectives and targets, a separate action plan for each objective will be prepared. All major steps or actions will be identified, including the team or individual id to perform the work. Responsibilities i and authority will be defined. A timetable for completion of the objective, or steps within the objective, is required. 17

18 2002 Environmental Objectives & Targets Improvement Plan Summary Purpose : To establish a summary of objectives and targets t for the prevention of pollution and for continual improvement through h specific programs. Prepared By : Cynthia I. Walters, Utility Systems Technician Revision # :2 Document# Approved By: John E. Rhom, Plant Operations Superintendent Revision Date: 06/12/2002 EMS A Effective Date : 06/12/2002 Signature: Aspect Item Objectives Target Improvement Program Performance Indicator Reduce equipment failures Complete better preventive Review PM Program and Reports are reviewed semi-annually Influent Lift Station failuresand protect maintenance program make any needed improvements at the MRB. MOR reports. the environment from by March to the existing PM program. Track progress of the program wastewater overflows. EMS A development and implementation. Review number of failures, if any. Dev elop better written Train operators on proper handling Review progress semi-annually Disinfections Facility Prevent any degradation procedures and training by of CL2 ton cylinders and of any during MRB. Track progress to the air quality. September necessary precautions. for improvements. EMS B Review number of leaks, and the corrective action taken. Dev elop better operational Train operators on proper sludge Review progress semi-annually Sludge Holding Reduce the risk of control procedures wasting procedures. Investigate during MRB. Track progress Tank overflow. by the September program for monitoring sludge tank of program. level for improvement. EMS C Review the number of overflows and the corrective action taken. Develop Scada System Train designated staff members on Track progress of the program Scada System Reduce Wastewater procedure by December Scada Program. development and implementation. Treatment EMS D Once implemented review for any Plant failure. Plant power failures. MOR reports. Any corrective action taken. 18

19 Training, Awareness and Competence Procedure EMS **************************************** Each EMS Steering Committee shall identify training needs. The EMS Steering Committee is responsible for maintaining environmental training requirements Environmental training needs will be evaluated ed annually by the department. 19

20 Benefits of Training Documented training of all Utilities Staff members on environmental awareness. All visitors to the Utilities Department will receive nominal awareness training. Contractors and persons performing work at any utilities Department will receive documented environmental training. 20

21 Name: Training, Awareness and Competence Sheet EMS B Revision # : 0 Revision Date : Effective Date :06/11/02 Received Training Training Sufficient Procedure Name Procedure # Name ( PRINT ) Trainers Name Date Sludge Holding Tank EMS Camden Lenair Ronald Mode 5/24/2002 Sludge Holding Tank EMS Wayne Goins Ronald Mode 5/24/2002 Fuel Product Handling EMS Camden Lenair Ronald Mode 5/24/2002 Fuel Product Handling EMS Wayne Goins Ronald Mode 5/24/2002 Fuel Product Handling EMS Ronald Mode Wayne Goins 5/24/2002 Membrane Filter Method EMS Lee Douglass Steve Tolbert 1/30/2002 Membrane Filter Method EMS Ronald Mode Steve Tolbert 1/28/2002 Membrane Filter Method EMS Stanley Bettis Steve Tolbert 2/12/2002 Membrane Filter Method EMS Cynthia Walters Steve Tolbert 2/19/2002 Membrane Filter Method EMS John Rhom Steve Tolbert 2/20/2002 Membrane Filter Method EMS Steven Bennett Steve Tolbert 2/26/2002 Membrane Filter Method EMS Jerry Turner Cynthia Walters 3/5/2002 Membrane Filter Method EMS Steve Tolbert Cynthia Walters 3/13/2002 Scada System EMS Ronald Mode John Rhom 5/16/2002 Scada System EMS Stanley Bettis John Rhom 5/16/2002 Scada System EMS Lee Douglass John Rhom 5/16/2002 Scada System EMS Jerry Turner Jerry Turner 5/28/2002 Scada System EMS John Rhom Ronald Mode 5/28/2002 CL2 / SO2 Normal EMS John Rhom Ronald Mode 5/28/2002 CL2/SO2N Normal EMS Jerry Turner Ronald Mode 5/28/2002 CL2 Tank Change EMS John Rhom Ronald Mode 5/28/2002 CL2 Tank Change EMS Jerry Turner Ronald Mode 5/28/2002 CL2 / SO2 Emergency EMS John Rhom Ronald Mode 5/28/2002 CL2 / SO2 Emergency EMS Jerry Turner Ronald Mode 5/28/2002 Wetwell Overflow EMS Ronald Mode John Rhom 5/28/2002 Wetwell Overflow EMS John Rhom Ronald Mode 5/28/2002 Wetwell Overflow EMS Jerry Turner Ronald Mode 5/28/

22 EMS Document Control Procedure EMS This document describes the procedure to be followed for the approval, issue, and maintenance of all environmental management system (EMS) controlled documentation. ****************************************************** EMS procedures, processes, work instructions, associated records shall be defined, appropriately documented and updated as necessary. Each department will clearly define the various types of documents and records which establish the EMS. A record (master list) of EMS controlled documentation affecting all Utilities Department shall be maintained within the EMS Coordinator s office. EMS documentation (i.e., procedures or work instructions, records) which are specific to a department, shall maintain controlled copies within the department. t 22

23 Name: EMS Documentation ( Matrix )EMS Corresponding Requirements: Prepared By: Cynthia I. Walters, Utility Systems Technician ISO Standard :4.4.5 Approved by: John E. Rhom, Plant Operations Superintendent EMS Manual:4.4.5 Revision # : 2 Signature: PAGE 1 of 4 Revision Date:06/17/2002 Effective Date:07/30/2002 Procedures for Environmental Management System Document Title Document # Revision Retain Frequency Master Copy Location Environmental Management COMPUTER System Manual EMS AS NEEDED AS NEEDED EMS Coordinator Office Environmental Policy EMS AS NEEDED AS NEEDED COMPUTER EMS Coordinator Office Aspects and Impacts Procedure EMS AS NEEDED AS NEEDED COMPUTER EMS Coordinator Office Legal & Other Requirements EMS AS NEEDED AS NEEDED COMPUTER EMS Coordinator Office Objective and Targets EMS AS NEEDED AS NEEDED EMS Documentation EMS AS NEEDED AS NEEDED Structure and Responsibilities EMS AS NEEDED AS NEEDED Training, Aw areness and Competence EMS AS NEEDED AS NEEDED External Communication EMS AS NEEDED AS NEEDED Internal Communication EMS AS NEEDED AS NEEDED Document Control Procedure EMS AS NEEDED AS NEEDED Operational Control Procedure EMS AS NEEDED AS NEEDED COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office Maintenance Procedure EMS AS NEEDED AS NEEDED COMPUTER EMS Coordinator Office COMPUTER Emergency Response Procedure EMS AS NEEDED AS NEEDED EMS Coordinator Office Monitor and Measuring Procedure EMS AS NEEDED AS NEEDED Inspection Measuring Test procedure EMS AS NEEDED AS NEEDED COMPUTER EMS Coordinator Office COMPUTER EMS Coordinator Office 23

24 Corrective / Preventive Action Procedure EMS **************************************** This procedure is to define the steps to initiate, execute and document corrective or preventive actions taken in response to nonconformance, the potential for nonconformance or system weakness. This procedure applies to all departments at Utilities where EMS requirements are in place and environmental nonconformities occur. The department head has the responsibility and authority to review the associate request for adequacy and relevance to the EMS. The EMS Coordinator has the responsibility and authority to initiate a request for corrective/preventive action, verify the corrective action for completeness, close and communicate the corrective/preventive action results with the affected department(s). 24

25 City of Shelby WWTD EMS Corrective/Preventive Action Request Type or print clearly. Complete one form for each request. Action Requested Corrective Action Preventive Action EMS Corresponding Requirement: Tracking Number (Assigned by EMS Mgr.) Section A. Identification of Associate and Program Unit - This section is to be completed by the requestor. 1. Associate Identification (Name) (Title) (Telephone) 2. Section/Department 3. Signature (Date) Section B. Description of Corrective/Preventive Action - This section is to be completed by the requestor and forwarded to his/her department head or supervisor. Be specific and describe the situation and proposed method of correction as clearly and accurately as possible in order that the situation can be properly assessed. Use additional paper if necessary. B(1). Description B(2). Proposed Method of Correction Section C. Department Review for EMS Relevance - This section is to be completed by the department head/supervisor of the associate submitting this form and forwarded to the EMS Manager for tracking number assignment and implementation. 1. Department Head/Supervisor Identification (Name) (Title) (Telephone) 2. Results of Review 3. If rejected, state reason. Accepted Rejected (Date) 4. Signature of Department Head/Supervisor 5. Date forwarded to EMS Manager for action (if accepted) Section D. Verification/Findings - This section to be completed by the EMS Manager. 1. Date Received 2. Expected Completion Date 3. Date Closed 4. Findings/Comments 5. Signature 25

26 Responsibility & Authority All Utilities staff have the authority and responsibility to initiate a request for preventive/corrective action by notifying their supervisor. The department head has the responsibility and authority to review the staff members request for adequacy and relevance to the EMS. The EMS Coordinator has the responsibility and authority to initiate a request for corrective/preventive action, verify the corrective action for completeness, close and communicate the corrective/preventive action results with the affected department(s). 26

27 EMS Records Procedure #: EMS The purpose of this procedure is to define the steps that the Utilities department follows to ensure that environmental management system (EMS) records are properly identified, collected, indexed and filed to allow for ready access and retrieval. 27

28 Internal Environmental Audit Procedure EMS **************************************** It is the responsibility of the EMS coordinator to ensure internal audits are scheduled and conducted at least annually and that audit results are promptly reported to the department head (and to upper management if major findings). It is the responsibility of the EMS coordinator (or designee) to follow up on audit findings and to prepare audit reports of internal audits for Management Review. It is the responsibility of the Utilities Department staff to cooperate fully during EMS audits, understanding they are the drivers for the continual improvement of the environmental management system. 28

29 Management Review Procedure EMS 4.6 Executive management is responsible for calling management review meetings for the relevant tdepartments t to evaluate the working of the EMS. Management reviews will be conducted, initially on a quarterly basis for the relevant departments, and subsequently on a lesser frequency as necessary, but at least annually. 29

30 Management Review The agenda as a minimum will include: A) Review of department established objectives and targets; B) Review of C/PAR Tracking Log; C) Review of status of corrective and preventive actions resulting from past reviews; D) Review of audit findings, Nonconformance/Observation Reports with corrective actions and follow up activities; E) Review of reports of customer complaints; F) Review of relevant Interested Party issues or requests; G) Audit reports of EMS process conformance; H) Reports of regulatory compliance; I) Evaluate the suitability and effectiveness of the EMS, identifying changes needed in the EMS, in light of EMS audit results, changing circumstances and the commitment to continual improvement. 30

31 Time Consuming Steps of EMS Implementation ****************************************** Policy development Identification of aspects and their impact on the environment. Standard d d Operating Procedures for the significant ifi aspects. Environmental objectives and targets. Training on SOP s for significant aspects. 31

32 Benefits of an EMS Improvements in overall environmental performance. Increased d efficiency i when managing environmental obligations. Better communication among staff of the Utilities Department. Effective training. Documentation of training. Focuses on meeting environmental objectives. It keeps environmental issues in the spotlight. 32

33 SUMMARY 33

ISO Environmental Management System Manual

ISO Environmental Management System Manual Corresponding Requirements: ISO Standard / EMS Manual: 4.4.4 City of Gastonia Wastewater Treatment Division ISO 14001 - Environmental Management System Manual Prepared By: Beth Eckert, Industrial Chemist