Environmental Management System Development Process (2013)

Below is the uncorrected machine-read text of this chapter, intended to provide our own search engines and external engines with highly rich, chapter-representative searchable text of each book. Because it is UNCORRECTED material, please consider the following text as a useful but insufficient proxy for the authoritative book pages.

34 ACRP Synthesis—Environmental Management System Development Process TELEPHONE INTERVIEW—all Respondents answered that they would participate in the electronic survey. We have been contracted by the Transportation Research Board—which is part of the National Academy of Sciences and funded by the U.S. government—to survey airports on their Environmental Management System practices. This is an important Airport Cooperative Research Program (ACRP) Synthesis survey that will provide information to you and other leaders in your critical industry. Your name has been given to us as someone who is knowledgeable about your airport’s environmental practices and has an interest in promoting progressive practices. Would you mind answering a few questions for us? Your responses will be anonymous and aggregated for reporting purposes. The final report should be available next winter. Is this a good time—when would be a good time to talk—if not now? What time of day? Assuming yes, 1. Are you the appropriate person to talk with about Environmental Management Systems at your airport? If no, who? And start with next person and whole intro 2. May we confirm spelling of name? 3. Title? (not included in report) 4. Best phone number? (not included in report) 5. E-mail address? (not included in report) 6. Has your airport ever considered or thought about developing an Environmental Management System? Y/N 7. If No, and they offer anything else, that could be considered an Environmental Management System for the purposes of this survey. 8. Would you be willing to respond to an electronic survey/questionnaire that is designed to take somewhere between 5 and 20 minutes depending on your system? Y/N 9. By the way, do you know anybody else who would be interested in answering these questions? ACRP Synthesis—Environmental Management System Development Process ELECTRONIC SURVEY Welcome to the Survey on Environmental Management System practices within the Airport Industry. The survey will take you between 5 and 30 minutes depending on your answers. All information you provide will be aggregated with the information from other airports. No airport-specific information will be disclosed from this survey. You may be asked to later participate in a case study. In that case only information you approve will be disclosed. We recognize that the makeup of environmental management systems can vary and the survey is designed to accommodate these differences. Please fill out the survey based on the environmental management system your airport has developed, is in the process of developing, or has considered developing. Thank you. 1) What is your airport’s current status?* [4] Considering or thinking about an EMS [1] Developing an EMS [12] Have developed an EMS [1] Considered or thought about and rejected implementing an EMS [1] Tried to develop an EMS and failed APPENDIX A Surveys and Electronic Responses

35 Other—please list [1] Management approved an environmental management system; while we have some goals, no developed system. [1] Improved credibility with regulators, environmental organizational community, and concerned public [1] Changed attitude and knowledge internally If you did not develop an EMS 3) Rank the reason that influenced the decision not to develop an EMS. Not Important Somewhat Important Important Very Important Improved environmental performance [0] [0] [4] [15] Improved employee understanding of environmental issues and responsibilities [0] [1] [7] [11] Environmental risk reduction [0] [1] [8] [10] Compliance concerns [0] [3] [5] [11] Improved internal processes [0] [3] [7] [9] Leadership in industry [0] [3] [8] [7] Airport management interest [1] [6] [4] [8] Public or environmental organization interest [0] [8] [6] [5] Cost reductions [2] [6] [6] [5] Improved regulator relationships [2] [5] [9] [3] Tenant or customer interest [2] [11] [2] [4] Elected or appointed officials interest [4] [8] [4] [3] Regulator requirement [10] [4] [2] [3] 2) Rank the following issues as drivers for considering or thinking about an EMS at your airport.* Not Important Somewhat Important Important Very Important Time requirements [0] [0] [1] [1] Have sufficient programs in place [0] [1] [0] [1] Amount of documentation and paperwork required [0] [0] [2] [0] Manpower requirements [0] [0] [2] [0] Potential cost [0] [2] [0] [0] Lack of senior management support [0] [2] [0] [0] 4) Do you have any plans to reconsider this decision?* [1] Yes [1] No

36 End of survey for those who did not develop an EMS If you are considering developing, in process of developing, or have developed, an EMS Please answer the following questions based on what you have already developed or what you plan to develop for your EMS. 5) Does or will the EMS address the following environmental issues (check all that apply)?* [16] Stormwater [14] Air emissions [13] Fuel and petroleum storage and use [14] Chemical storage and use [14] Solid waste management [15] Hazardous or universal waste management [15] Recycling [8] Noise [10] Water use and conservation [10] Deicing [7] Wetlands [12] Energy use/efficiency [9] Renewable energy [7] Alternative and renewable fuels [13] Clean/alternative fuel fleets, vehicles, or GSE [16] Spill avoidance and response [8] Endangered species [8] Environmentally sensitive habitats and receptors [6] Purchasing [8] Green purchasing [8] Green buildings [10] Greenhouse gas emissions [6] Climate change mitigation [4] Adaptation to climate change [8] Resource usage [9] Sustainable design and development [7] Land use planning [3] Other The following questions are about possible components of EMSs. Please identify the components that are included in your EMS. 6) Does or will your EMS include a policy?* [15] Yes [1] No 7) Does or will your EMS include the identification and evaluation of environmental impacts or risks?* [13] Yes [3] No 7a) If yes, is the evaluation of impacts or risks quantitative?* [7] Yes [6] No

37 7b) Will it or does it include environmental impacts or risks associated with Tenants and other operators at airport? [7] Yes [6] No 7c) Will it or does it include environmental impacts or risks associated with Contractors’ operations? [9] Yes [4] No 7d) Are positive as well as negative impacts evaluated and assessed?* [10] Yes [3] No 8) Does or will your EMS include identification and implementation of legal requirements?* [15] Yes [1] No 8a) If yes, does or will it include compliance support for tenants and other operators?* [12] Yes [3] No 8a.1) If yes, do you provide regulatory training for tenants and other operators?* [9] Yes [3] No 8a.2) Do you provide tools or procedures to assess or implement compliance requirements?* [9] Yes [3] No 9) Does or will your EMS include compliance support for contractors?* [10] Yes [6] No 9a) If yes, do you provide regulatory training for contractors?* [6] Yes [4] No 9b) Do you provide tools or procedures to assess or implement compliance requirements?* [9] Yes [1] No 10) Does or will your EMS include setting of goals and development of programs to improve environmental impacts, reduce environmental risks or comply with legal requirements?* [15] Yes [1] No 10a) If yes, on what frequency are or will goals be set?* [11] Annually [2] Quarterly [2] Biannually 10b) Is or will environmental goal setting be part of the planning and budgeting process for the airport?* [12] Yes [13] No

38 10c) Do or will you set measurable environmental performance goals?* [15] Yes [0] No 10d) How will you quantify?* [1] Benchmark, best practices [1] GHG emissions inventories, annual recycling/disposal tonnages, gallons of spillage, BMP compliance inspections/audits, etc. [1] With monitoring and measurements [1] Based on the goal, some numbers are per passenger [1] Using numeric metrics [1] Number of projects implemented [1] Metrics will depend on the goals [1] Number of recordable fuel spills, quantity of fuel that reaches storm drain, reductions in criteria air pollutants, monetary savings, etc. 10e) Metrics used?* [1] Not yet determined [1] Not defined yet, compliance, spill count/volume are ideas [1] GHG emissions inventories (Metric tons CO2 equivalents, annual recycling/disposal tonnages, gallons of spillage, BMP compliance inspections/audits, etc.) [1] From records, what the requirements are, and what goals have been set [1] Several metrics are used/tracked [1] kWh, gallon, ton, $/passenger, etc. [1] Number of project completed [1] Metrics will depend on the goals [1] Annual incidents 10f) Do your goals include the ACI NA Environmental Goals?* [5] Yes [10] No 10g) Do or will operations and/or maintenance personnel have defined responsibilities in achieving goals?* [14] Yes [1] No 10h) Are or will tenants and other operators be included in goal setting?* [5] Yes [10] No 11) Does or will your EMS include defined EMS roles and responsibilities?* [16] Yes [0] No 11a) Are or will most EMS responsibilities on the airport (airside and landside) be assigned to (check best fit)?* [4] Environmental staff [1] Airports operations and/or maintenance staff [10] Split between environment and operations and maintenance staff [1] Other: Assigned to responsible staff in the Environmental and Maintenance/Operations Groups

39 12) Do tenants and other operators have designated contacts with a defined role in the EMS?* [5] Yes [11] No 13) Is there an EMS internal advisory or implementation group that crosses airport functions?* [13] Yes [3] No 14) Is there an EMS advisory group or committee that includes external stakeholders?* [0] Yes [16] No 15) Does or will your EMS include training, EMS awareness and/or competency requirements?* [16] Yes [0] No 15a) Are EMS responsibilities included in job descriptions?* [5] Yes [11] No 15b) Check who receives or will receive environmental compliance training:* [15] Environmental staff [15] Operations staff [15] Maintenance staff [10] Emergency response staff [9] Tenants and other operators [7] Contractors 15c) Check all personnel who receive or will receive EMS awareness training:* [16] Environmental staff [14] Operations staff [14] Maintenance staff [9] Administration and financial staff [11] Emergency response staff [10] Management [8] Tenants and other operators [5] Contractors 16) Does or will your EMS include internal communication?* (16) Yes (0) No 16a) Do or will you have an intra or internet site to provide access to EMS information?* (13) Yes (3) No

40 16b) Do or will you report environmental performance information to (check all that apply)?* [15] Management [15] Environmental staff [11] Operations staff [12] Maintenance staff [10] Administration and financial staff [5] Tenants [6] Other: GRI reporting, business partners, everyone that looks at our Internet website, public/stakeholders, board of directors, construction consultants/contractors 17) Does or will your EMS include external communication with stakeholders and/or regulators?* [11] Yes [5] No 17a) Does your communication include (check all that apply)?* [7] A public report of environmental performance [3] A public sustainability report [3] Public meetings that report on environmental performance [1] Public meetings that report on sustainability [4] Meetings with tenants and other operators to report on environmental performance [11] An intranet site 18) Does or will your EMS include environmental work procedures or instructions?* [12] Yes [4] No 19) Does or will your EMS include environmental related emergency planning and response?* [12] Yes [4] No 19a) Is environmental related emergency planning and response the responsibility of?* [2] Emergency response staff [1] Environmental staff [9] Both 19b) Are environmental personnel included in Part 139 fire drills?* [3] Yes [9] No 20) Does or will your EMS include monitoring and measuring of progress of the EMS (check all that you monitor)?* [15] Progress on goals [13] Training [13] Noncompliances [3] Other: Corrective actions; nonconformance, preventative and corrective actions; voluntary monitoring of groundwater impacts

41 21) Does or will your EMS include monitoring and measurement of environmental performance indicators (check all that apply)?* Collect Data Report Internally Report Externally Not Included No. of Responses Stormwater quality/quantity [14] [13] [13] [0] 16 Wastewater discharges [12] [10] [9] [3] 16 Noise levels [9] [9] [8] [7] 16 Noise mitigation efforts [8] [8] [7] [8] 16 Spills [14] [14] [10] [0] 16 Air emission [12] [12] [11] [3] 16 Greenhouse gas emissions [10] [9] [8] [4] 16 Greenhouse gas reductions [9] [10] [8] [5] 16 Climate change adaptation efforts [2] [3] [2] [13] 16 Water usage [12] [10] [5] [3] 16 Water conservation [9] [9] [4] [6] 16 Energy consumption [12] [12] [6] [3] 16 Energy conservation [11] [11] [8] [4] 16 Renewable energy/Green energy production [6] [7] [4] [9] 16 Solid waste [13] [12] [10] [2] 16 Recycling [13] [14] [10] [1] 16 Noise complaints [8] [9] [6] [7] 16 Petroleum use [8] [9] [7] [7] 16 Renewable/alternative fuels use [5] [6] [4] [10] 16 Chemical use [10] [10] [7] [4] 16 Deicing chemicals use [10] [11] [7] [4] 16 Hazardous and universal waste [13] [10] [9] [2] 16 Endangered species [8] [7] [7] [8] 16 Environmentally sensitive areas and receptors [6] [5] [4] [9] 16 Habitat restoration [4] [6] [6] [9] 16 Green purchasing [7] [7] [4] [8] 16 Green buildings [8] [8] [5] [8] 16 Environmental related spending [4] [5] [2] [11] 16 Fines associated with environmental noncompliance [6] [5] [4] [9] 16 21b) Other environmental performance indicators? Site restorations, air quality conformity, clean air vehicle conversions, groundwater quality

42 21c) Is or will performance data be normalized (check the appropriate box)?* [4] None [11] Some [1] All 22) Does or will your EMS include audits?* [15] Yes [1] No 22a) If yes, do you perform management system audits?* [11] Yes [4] No 22a.1) On what frequency do you perform management system audits?* [1] Biannually [5] Annually [3] Every 3 years [1] When recommended [1] On set schedule 22b) Do you perform compliance audits of airport operations?* [12] Yes [3] No 22b.1) On what frequency do you perform compliance audits of airport operations?* [1] Biannually [2] Semi-annually [5] Annually [3] Every 3 years [1] Quarterly 22c) Are tenants and other operators required to perform compliance audits?* [6] Yes [9] No 22d) Do you perform compliance audits on tenants?* [8] Yes [7] No 22d.1) On what frequency do you perform compliance audits on tenants?* [5] Annually [3] Between 1 and 3 years [1] Every 3 years for those without an EMS [1] Varies by type of tenant operation 23) Are audit findings evaluated for trends?* [11] Yes [4] No

43 24) Does or will your EMS include a corrective and preventive action process?* [15] Yes [1] No 24a) What is addressed through the process (check if included)?* [14] Audit findings [14] Environmental incidents [2] Drill results [7] Employee suggestions [4] Complaints from the public [3] Other: Hazmat, storage, cleanliness, root cause analyses 24b) Are causes of nonconformances ever addressed through formal root cause analysis?* [10] Yes [5] No 24b.1) Who may be included in the root cause analysis (check all that apply)?* [10] Environmental staff [8] Management [9] Operations and maintenance staff [0] Union representatives [3] Contractors [3] Other: Tenants for stormwater or releases, consultants, county department personnel 25) Does or will your EMS include recordkeeping and document control requirements?* [16] Yes [0] No 26) Does or will your EMS include management review of progress of the EMS?* [15] Yes [1] No 27) What resources did you use or will you use to develop your EMS (check all that apply)?* [15] Internal environmental staff [13] Operations and/or maintenance staff [10] Cross functional development team [3] Tenant representatives [3] Stakeholder representatives [11] External consultants [3] External EMS templates or software [5] External training [2] Other: Employees EMS Awareness Training; environmental consulting department 28) Is or will your airport’s EMS be based on the plan-do-check-adjust model?* [15] Yes [1] No

44 31b) If yes, please rank the benefits of certification.* 29) Do or will you use the ISO 14001 Environmental Management System Standard requirements to develop your system?* [12] Yes [4] No 29a) If not, do or will you use another standard?* [0] Yes [4] No 30) What is or will be the primary purpose of your EMS (select one)?* [5] Compliance [11] Beyond compliance 31) Are you or will you be third party certified to ISO 14001?* [6] Yes [10] No 31a) If no, please rank the reasons for not seeking certification.* Not important Somewhat important Important Very important Independent confirmation of EMS effectiveness [0] [0] [2] [4] Credibility [0] [0] [2] [4] Better rate of performance improvement [0] [0] [4] [2] Better employee buy-in [0] [1] [3] [2] Not Important Somewhat Important Important Very Important Cost [0] [1] [5] [4] Time required [0] [3] [5] [2] No value in being certified [1] [6] [2] [1] No need for independent review [3] [5] [1] [1] 32) How long has your EMS been in place?* [1] 15 years [4] 10 years [2] 8 years [1] 7 years [1] 5 years [2] 4 years [1] 2 years 33) How long did it take you to develop your EMS?* [1] less than one year [1] 1 year [5] 2 years

45 Type answer Internal labor costs [6] Unknown [1] $10,000 [1] $30,000 [1] $50,000–$100,000 annually to operate EMS [1] $60,000 [1] $80,000 [1] $1,000,000 Number of internal man hours [7] Unknown [1] 300 [1] 3,000 [1] 45,000 [1] 20,000 External costs [6] Unknown [3] $0 [1] $1,000 [1] $5,000 [1] $5,000,000 Consultant cost [3] Unknown [1] $0 [1] $5,000 annually [2] $50,000 [1] $200,000 [1] $295,373 [1] $400,000 [1] $485,000 [1] 4,000,000 Hardware and software cost [2] Unknown [8] $0 [1] $10,000 [1] $500,000 Other costs [5] Not applicable [3] $0 [1] $5,000 training [1] $12,000 annual hosting [1] $500,000 [3] 3 years [1] 4 years [1] around 10 years 34) What was the cost of implementation?* 35) How would you best characterize the current status of your EMS (check one)?* [8] Mostly the responsibility of environmental personnel [4] Broad responsibility across environmental, maintenance and operations 36) Which department(s) or division(s) was primarily responsible for developing your EMS?* [9] Environmental (Environmental Affairs, Environmental Services, Office of Environmental Quality) [1] Fueling Facilities and Civil Environmental Engineering Groups [1] County Department of Transportation [1] Department of Facilities (Environmental compliance and environmental planning) 37) How would you characterize management support (check answer that best fits)?* [3] Management fully supportive and resources easily available [7] Management somewhat involved and competition for resources [2] Management indifferent and resources difficult to obtain

46 41) What has been your greatest barrier to effective implementation? Did you overcome it, and if so, how?* [1] Communication between all lines of business. [1] Lack of management support, it remains a major problem for EMS implementation. [1] Lack of support and participation from maintenance. Limited resources. 38) Of the following EMS tools, who is provided access (check all that apply)?* 39) Please rank the benefits your airport has received from your EMS:* 40) Characterize the following barriers to implementation as to their relevancy to your experience:* Not relevant Somewhat relevant Relevant Very Relevant Competing priorities [0] [4] [5] [3] Insufficient staff [2] [4] [2] [4] Line management resistance [1] [6] [2] [3] Awareness of the EMS [1] [5] [5] [1] Insufficient resources [3] [5] [1] [3] Lack of top management support [4] [4] [2] [2] Union or staff resistance [5] [5] [1] [1] Don’t have Environmental group Line operations Tenants Public Intra or Internet website [2] [10] [8] [3] [2] EMS database [1] [11] [7] [0] [0] Shared drive [1] [11] [9] [0] [0] Maintenance scheduling and tracking system [2] [8] [8] [0] [0] Geographic information system [3] [8] [7] [0] [0] Flight tracking software [5] [5] [5] [2] [2] Noise monitoring software [4] [6] [3] [0] [0] No benefit Moderate benefit Significant benefit Improved compliance and regulator relationships [1] [6] [5] Improved relationship with public and other stakeholders [2] [7] [3] Improved efficiency [1] [6] [5] Integration of EMS responsibilities into line operations [0] [7] [5] Greater management confidence [1] [7] [4] Improved tenant relationships [5] [7] [0] Environmental risk reduction [1] [9] [2] Cost reductions [1] [9] [2] Improved environmental performance [0] [5] [7] Improved internal processes [1] [7] [4] Improved employee understanding of environmental [including sustainability) issues and responsibilities [1] [3] [8] Recognition of leadership in industry [1] [8] [3]

47 [1] Other staff indifference [1] Senior management indifference [1] Adequate resources/competing priorities and a dedicated point person. Added dedicated point person to manage the overall program. [1] Lack of environmental staff to use the system, as well as no other division staff using the system although trained 5 years ago (each division seems to have their own type of EMS) [1] The amount of labor to set up and maintain the EMS and the lack of interest. Basically, only the environmental staff uses the system. [1] Inconsistent support initially from all involved county departments and contractors. It was overcome by persistence and increasing evidence over time of the value of the EMS. [1] Initial resistance to change from the rank and file. However, once they understood the advantages to their work environ- ment of implementing an EMS, they became the main driving force (the EMS champions). Currently, one of our most significant barriers to implementing our environmental goals is the “red tape” of our governmental centralized procure- ment system. [1] Communication with extended staff and other business partners. Regular visits, audits, and compliance assistance [i.e. relationship building) [1] Presently revamping the EMS into new software structure. Barriers will include integrating new program with existing pro- cesses and gaining support from management and staff. 42) What has been your greatest success?* [1] E-mail alerts when tasks are coming due. [1] Environmental awareness programs, public outreach efforts, pollution prevention initiatives [1] Having the EMS designed and installed was a great accomplishment [1] Organized response to emergent situations [1] Rank and file employees’ awareness of environmental impacts [1] Recognition for environmental leadership [1] Successful recertification on numerous occasions [1] Twice achieving ISO 14001 certification from an independent auditor [1] Survival, the institutionalization of the EMS within all involved county departments, the resulting improved environmen- tal performance and improved credibility of the airport with regulators, environmental organizations and the concerned public [1] The ability to turn around the rank and file perceptions concerning the EMS. Currently, the integration of our EMS system through our intranet (Greenpoint) [1] Working together on the “EMS Working Group” has improved awareness of issues and helps identify risks, which helps prioritize the actions [1] Environmental responsibilities distributed throughout the organization. Adoption of other management systems throughout the airport 43) What would you do differently?* [1] A more accessible/flexible data base system, better integrated with GIS mapping. [1] Build more shared responsibility (beyond environmental staff) into system [1] Have a better understanding of the requirements for the ISO 14001 EMS and the responsibilities [1] Have dedicated point person/program manager [4] Nothing [1] Scale it back or not implement [1] Hire different consultant for EMS implementation [1] Make it more of a priority and infuse it into the culture of the airport by getting all departments more involved [1] Would like to update the different parts of the EMS for the ones that we use and to make more sense on the information that we are inputting.

48 44) How do you hope to improve your EMS over the next 5 years?* [1] Beyond compliance, push sustainability concepts (build sustainability into way of doing business) [1] Bring more people into the process and make it more a part of regular operations [1] Continual improvement of key components of the EMS [1] Continue to add additional facilities [1] Include tenants and contractors with the airport’s EMS and its processes [1] Making it user friendly [1] More staff will use it [1] Our ISO Certifications require the pursuit of continual improvement in our operations [1] Keep it going, keep it relevant [1] Need more resources and management involvement [1] Incorporate software program to provide database to track management of various airport projects and environmental aspects. System shall also provide database to track goals, environmental assessments, and training. [1] Better integration of environmental data into management decisions to enhance performance further and save money, and improved competence and awareness training.