ENVIRONMENTAL MANAGEMENT MANUAL

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NPI ENVIRONMENTAL MANAGEMENT MANUAL

Document Controller: Systems Manager


Page:
1

of
13


(Uncontrolled if printed. Refer to the Intranet for the current version)









Nelson Pine Industries Limited






ENVIRONMENTAL
MANAGEMENT MANUAL















Uncontrolled if printed

Refer to the Intranet for the current version (Environmental site)







NPI ENVIRONMENTAL MANAGEMENT MANUAL

Document Controller: Systems Manager


Page:
2

of
13


(Uncontrolled if printed. Refer to the Intranet for the current version)

Table of Contents

1

Introduction

................................
................................
................................
................................
...

4

1.1

Definitions

................................
................................
................................
..............................

4

1.2

Scope of This Environmental Management System

................................
...............................

4

2

Environmental Management Policy

................................
................................
...............................

5

3

Environmental Aspects

................................
................................
................................
.................

6

3.1

Identification of Environmental Aspects

................................
................................
.................

6

3.2

Assessment of Environmental Aspects

................................
................................
..................

6

3.3

Records of Environmental Aspects

................................
................................
........................

6

3.4

Review of Environmental Aspects

................................
................................
..........................

6

4

Legal and Other Requirements

................................
................................
................................
.....

7

5

Objectives and Targets

................................
................................
................................
.................

7

6

Enviro
nmental Management Programmes

................................
................................
....................

7

7

Structure and Responsibility

................................
................................
................................
.........

7

7.1

Management Representatives

................................
................................
...............................

8

7.2

Specific Responsibilities

................................
................................
................................
........

8

7.2.
1

Manufacturing Manager

................................
................................
................................
..

8

7.2.2

Production Manager (Mouldings) and Supervisors

................................
.........................

8

7.2.3

Mechanical Engineering Manager and Electrical Engineer

................................
.............

8

7.2.4

All Employees

................................
................................
................................
.................

8

8

Training and

Competence

................................
................................
................................
.............

8

9

Communication

................................
................................
................................
.............................

9

10

Environmental Management System Documentation

................................
................................

9

11

Operational Control

................................
................................
................................
...................

9

11.1

Identification of Procedures with Significant Environmental Aspects

................................
......

9

11.2

Documented Procedures

................................
................................
................................
.......

9

11.3

Suppliers and Contractors

................................
................................
................................
.....

9

12

Emergency Preparedness & Response

................................
................................
...................

10

12.1

Introduction

................................
................................
................................
..........................

10

12.2

Identification of Emergency Situations

................................
................................
.................

10

12.2.1

Responsibility

................................
................................
................................
...............

10

12.2.2

Identification Methods

................................
................................
................................
...

10

12.3

Emergency Procedures

................................
................................
................................
.......

11

12.4

Emergency Procedure Information

................................
................................
.......................

11

13

Monitoring and Measurement

................................
................................
................................
..

11

13.1

General

................................
................................
................................
................................

11

13.2

Calibration of Monitoring Equipment

................................
................................
....................

11

13.3

Compliance with Legislative, Regulatory and Other Requirements

................................
......

11

14

Non
-
Conformance, Corrective and Preventive Action

................................
..............................

12

NPI ENVIRONMENTAL MANAGEMENT MANUAL

Document Controller: Systems Manager


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14.1

Environmental Incident Recording an
d Reporting

................................
................................

12

14.2

Environmental Incident Investigation

................................
................................
....................

12

15

Records and Records Management

................................
................................
........................

12

16

Internal Audit

................................
................................
................................
...........................

13

17

Management Review

................................
................................
................................
...............

13

17.1

NPIL Management Meeting

................................
................................
................................
.

13

17.1
.1

EMS Review Input

................................
................................
................................
........

13

17.1.2

EMS Review Output

................................
................................
................................
.....

13




NPI ENVIRONMENTAL MANAGEMENT MANUAL

Document Controller: Systems Manager


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1

Introduction

1.1

Definitions

The following definitions are based on “ISO 14001


Environmental Management Systems


Specification with guidance for use”.


Environmental
aspect

Element of an
organization’s

慣瑩aiti敳Ⱐ灲潤p捴s 潲o
獥牶i捥猠c桡t 捡c i湴敲a捴 wit栠h桥 敮vir潮m敮t.

b湶ir潮m敮t慬
im灡捴

A湹 捨c湧攠t漠t桥 敮vir潮m敮tI w桥t桥r 慤v敲獥e潲o
扥湥fi捩慬I w桯lly 潲o灡rti慬ly r敳elti湧 from 慮
organization’s activities, product or services.

pig湩fi捡ct

敮vir潮m敮t慬
慳a散e

A渠
environmental aspect

that has or can have a
significant environmental impact.


1.2

Scope of This Environmental Management System

This environmental management system applies to all the operations of Nelson Pine
Industries at its site
at Lower Queen Street, Richmond, Nelson. This includes the
manufacture of medium density fibreboard (MDF), veneer and laminated veneer lumber (LVL)
and related added
-
value products.

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2

Environmental Management Policy


The above Environmental Policy applies t
o all the operations of Nelson Pine Industries at its
site at Lower Queen Street, Richmond, Nelson. This includes the manufacture of medium
density fibreboard (MDF), veneer and laminated veneer lumber (LVL) and related added
-
value products.

The Environmental Policy is publicly available by visiting our web site at
www.nelsonpine.co.nz
.


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3

Environmental Aspects

3.1

Identification of
Environmental Aspects

The Research and Environmental Manager has authority
and responsibility for ensuring that
environmental aspects of NPIL’s activities, products and services are systematically identified
and periodically reviewed.

Any method deemed appropriate for identification of environmental aspects may be used.
Typical m
ethods that have been used include:



Site / workplace surveys and inspections.



Expert advice / monitoring.



MSDS review.



Supplier and customer recommendations.



Employee suggestions and concerns (e.g. using the Hazard Report system).

Identification of environ
mental aspects and identification of health and safety hazards are
closely interrelated. Hazard identification and environmental aspect identification may
therefore be frequently carried out at the same time using the same techniques.

3.2

Assessment of Environ
mental Aspects

The Research and Environmental Manager is responsible for ensuring that environmental
aspects over which NPIL has an influence are assessed to determine whether they have
significant environmental impacts.

Assessment is carried out using the

Environmental Risk Rating Matrix
.

3.3

Records of Environmental Aspects

A

Register of Environmental Aspects

is maintained on a Microsoft Excel file in the
Environmental site on the NPIL Intranet
.

3.4

Review of Environmental Aspects

Objective

To e
nsure that all Environmental Aspects are reviewed at least every two years.

Review Procedure

The
Research and Environmental Manager ensures that the list of environmental aspects is
reviewe
d with the relevant area manager or Supervisor
.

Unless otherwise st
ated the review is
generally conducted annually. The Research and Environmental Manager may vary the
frequency of review based on the level of risk and the likelihood of changes to conditions.

Within each quarter that a departmental review falls due, the r
elevant manager ensures that
the review is completed.

When conducting a review the following inputs should be considered:



Incidents



Changes to process and plant



Environmental objectives achieved

Reviews include:

Revision of the currently listed
environmental aspects and the stated control measures and
comments.

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Re
-
assessment of the risk rating of each aspect to account for any changes or incidents since
last rated.

An inspection of the area concerned to identify new aspects.

The Systems Manager o
r Environmental Manager updates the Register of Environmental
Aspects spreadsheet.

4

Legal

and Other Requirements

The Research and Environmental Manager has responsibility for identifying legal and other
requirements relating to environmental management

and
for evaluating compliance with
them
. This is achieved by subscribing to and/or participating in relevant industry and
professional publications, organizations, forums and advisory services

and by reviewing
compliance in the 3
rd

quarter of each year
.

Prior
to approval of any new process or significant change to any existing process, legal and
other environmental requirements must be assessed. Proposals for such projects must be
signed by the Research & Environmental Manager prior to submission for approval.

Relevant legal and other requirements are communicated to employees by training, through
their supervisors and/or through crew meetings. The in
-
house publication “Nelson Pine News”
is also used as a vehicle for communicating relevant information to staff.

Where necessary, legal and other requirements are communicated to contractors and
suppliers in formal contracts, by letter (e
-
mail or hard copy) or through the Contractors Policy
Manual and updates to it.

Legal and other requirements are included in the
L
ist of External Documents

on the company
Intranet.

5

Objectives and Targets

Environmental objectives and targets

are established annually prior to the commencement of
each financial year. The Research and Environmental Manager is responsible for presenting
p
roposed annual environmental objectives and targets to top management for approval and
allocation of resources.

6

Environmental Management Programmes

This manual and other documents referred to by it constitute NPIL’s environmental
management plan.

Programmes for achieving environmental objectives and targets are documented in the
annual environmental objectives and targets document, Environmental Management Plan,
relevant operations manuals, or in documents referred to from them.

New or modified act
ivities or products should be referred to the Research and Environment
Manager for assessment of possible environmental aspects and development of
environmental management programmes to control them.

7

Structure and Responsibility

Nelson Pine Industries Ltd
operates management systems that are integrated where practical
to provide the required outcomes while avoiding duplication.

The roles, responsibilities and authorities for environmental management are defined in
individual position descriptions, this manu
al and the operations and policy manuals.

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7.1

Management Representatives

The Research & Environmental Manager has authority and responsibility for ensuring that the
environmental management system requirements are established, implemented and
maintained in ac
cordance with ISO 14001 and for reporting on environmental management
system performance to top management for review and as a basis for improvement.

7.2

Specific Responsibilities

The following specific environmental management responsibilities have been ident
ified.

7.2.1

Manufacturing Manager

To establish, implement and maintain environmental controls and programmes in accordance
with:



NPIL’s environmental policy, objectives and targets.



The Resource Management Act, The Hazardous Substances and New Organisms
Act and related Regulations and local body requirements;



ISO 14001 and the related management systems.

In conjunction with the relevant Area Managers, Engineers and Supervisors, to en
sure
personnel are competent, on the basis of appropriate education, training and experience, to
perform assigned tasks taking into account the identified environmental aspects associated
with those tasks.

7.2.2

Production Manager

(Mouldings)

and

Supervisors

T
o implement and maintain environmental management systems within
their
area of
responsibility in accordance with:



NPIL’s environmental policy, objectives and targets.



The Resource Management Act, The Hazardous Substances and New Organisms
Act and related R
egulations and local body requirements;



ISO 14001and the related management systems.

In conjunction with the Manufacturing Manager, to ensure personnel are competent, on the
basis of appropriate education, training and experience, to perform assigned task
s taking into
account the identified environmental aspects associated with those tasks.

7.2.3

Mechanical
Engineering Manager
and Electrical Engineer

To ensure personnel for whom this position is responsible are competent, on the basis of
appropriate education, t
raining and experience, to perform assigned tasks, taking into
account the identified environmental aspects associated with those tasks.

7.2.4

All Employees



To ensure that their actions or
inactions

do not harm the environment.



To protect the environment by com
pliance with all related NPIL systems, procedures
and policies.



To assist in improving environmental management by pointing out opportunities for
improvement.

8

Training and Competence

The relevant Area Supervisor

a)

determines the necessary competence for pers
onnel performing work which could
affect the environment.

b)

provides training, or takes other action, to satisfy these needs,

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c)

evaluates the effectiveness of the actions taken,

d)

ensures that its personnel are aware of the relevance and importance of their
acti
vities and how they contribute to the achievement of NPIL’s environmental
objectives; and

e)

maintains appropriate records of education, training, skills and experience.

The
Training Procedure

is documented under the Personnel tab of the NPIL Intranet
.

9

Communication

Internal communication regarding the environm
ental management system is achieved via:

a)

The Nelson Pine News;

b)

Crew meetings;

c)

Posting of information and statistics of interest on notice boards;

d)

Progress review meetings.

e)

Posting of information on the NPIL Intranet.

In addition, it is the responsibility o
f each person to ensure that any others reporting to them
are informed regarding relevant matters concerning environmental management, and to
ensure that the concerns of those reporting to them are communicated to the appropriate
positions.

The Research an
d Environmental Manager handles external communication on
environmental matters. All enquiries and other communications from external people or
organisations should be referred to him. All NPIL communication to external interested parties
should be made by

him, or referred to him for approval prior to being sent. The Research and
Environmental Manager maintains records of all external communications

regarding
environmental issues
.

10

Environmental Management System Documentation

This manual and other documents

referenced by it define the NPIL environmental
management system. The Systems Manager is the document controller for this manual.

Document and data control procedures are as defined in the System
s site on the NPIL
Intranet.

Refer to
Document Control

and in the sections of this manual pertaining to specific
system elements.

11

Operational Control

11.1

Identification of Procedures with Significant
Environmental Aspects

Operations and activities associated with identified significant environmental aspects of
NPIL’s business are listed in the
register
of environmental aspects

(an MS Excel file).

11.2

Documented Procedures

Where necessary, documented procedures relating to the operational control of these
operations and activities may be found
in the
NPIL Intranet
.

Hard copy procedures are available in the areas concerned where on
-
line access is not
appropriate.

11.3

Suppliers and Contractors

Where significant environmental aspects of goods and services used by NPIL have been
identified, appropriate procedures and requirements must be established and communicated
to relevant suppliers and contractors.

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The managers of the areas using the goods
and services are responsible for ensuring that
suitable procedures and requirements are established and appropriate communication takes
place.

12

Emergency Preparedness & Response

12.1

Introduction

To avoid harm to the environment, it is necessary to have clearly understood procedures in
place to deal with specific emergency situations if they arise.

The relevant Area Supervisor, in consultation with the Research & Environmental Manager,
is
required

to ensure that:

Potential environmental emergency situations are identified and documented procedures
established for dealing with them.

Overall responsibility for control of emergency situations is allocated and this information is
communicated to releva
nt personnel.

Appropriate training is provided relevant to the individual roles of personnel in an emergency.

Emergency preparedness and response procedures are regularly rehearsed and reviewed at
appropriate intervals and especially after emergency situat
ions have occurred.

Emergency instructions and contacts are clearly communicated throughout the organization.

Emergency equipment is inspected, tested and maintained at regular intervals.

Control of emergency situations is reviewed.

12.2

Identification
of

Emerg
ency Situations

12.2.1

Responsibility

The Research & Environmental Manager is responsible for ensuring that potential emergency
situations relating to environmental aspects of NPIL’s activities are identified.

The manager of each functional area is responsible fo
r ensuring suitable emergency
procedures are in place to deal with potential environmental emergency situations in his area
of responsibility.

12.2.2

Identification Methods

Methods for identifying potential environmental emergency situations include, but are not
limited to:


Consultation with personnel to identify potential emergencies.


Requirements of local and central government legislation, Resource Consents,
permits, etc.


Review of identified environmental aspects to determine what emergencies may arise
from th
em.


Review of published information such as codes of practice, industry publications,
MSDS, equipment and materials manufacturer’s publications (manuals etc.).


Professional information, surveys and advice.


Site inspections.

Where there is doubt, professio
nal advice should be sought to determine if a potential
emergency situation exists.

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12.3

Emergency Procedures

A documented emergency procedure is prepared for each significant emergency situation
identified. The manager of each functional area is responsible fo
r ensuring that emergency
procedures are in place. The emergency procedure should specify:


When to invoke the emergency procedure.


Who has overall responsibility for controlling the emergency situation.


The procedures to be followed during the emergency,
including individual
responsibilities. Procedures should include steps to prevent harm occurring to people
or the environment and steps to mitigate harm if it does arise.


Emergency contacts (internal and external).


Emergency materials and equipment require
d and where it is located or can be
obtained in an emergency.


Procedures and responsibilities for inspection, testing and maintenance of emergency
equipment, including signs and alarms; and for emergency drills or training.

12.4

Emergency Procedure Information

Environmental emergency procedures are published on the NPIL
Intranet
and are
incorporated in the operations manuals for the relevant areas.

Where appropriate, emergency procedure signs are used.

The
manager or supervisor (as applicable)
of each work area
is responsible for ensuring that
the relevant emergency procedure information is provided in a readily accessed and easily
understood form.

The manager
or supervisor
of each work area is also responsible for ensuring that
appropriate training in emergency
procedures is conducted.

13

Monitoring and Measurement

13.1

General


Monitoring may include the following, as appropriate to specific situations:


Monitoring of processes with significant environmental aspects to ensure controls are
effective.


Inspection of work are
as to ensure compliance with environmental requirements
.


Measurement of environmental effects such as noise and dust to ensure emissions
meet planned objectives.

Procedures for use of monitoring and measurement equipment, where required, may be
found in

t
he
Laboratory Procedures Manual
.

13.2

Calibration of Monitoring Equipment

Procedures for calibration of monitoring equipment are documented
in
th
e
Laboratory
Calibration Manual

or, where appropriate, the operations manual for the relevant fu
nctional
area.

13.3

Compliance with Legislative, Regulatory and Other Requirements

See
Legal and Other Requirements above

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14

Non
-
C
onformance, Corrective
a
nd Preventive Action

14.1

Environmental Incident Recording and Reporting

Environmental incidents are defined as
unintentional events that may have an environmental
impact outside the boundaries of NPIL’s property. This could include such incidents as
unintentional or unauthorized discharges to air, land or water.

In the event of an environmental incident the supervi
sor of the area or function involved must
notify the Research & Environmental Manager (or in his absence, the Manufacturing
Manager) as soon as possible. The Research & Environmental Manager (or deputy), after
establishing initial details, then contacts th
e TDC Environmental Officer by phoning 544 8176
(all hours). This must be done within a maximum of 24 hours of an incident occurring;
however, if the condition is ongoing or emergency facilities are required to mitigate the
environmental impact, appropriat
e urgency must be given to notification.

Environmental incidents are recorded on an

Environmental Incident Report

form by the
supervisor or person in control of the area concerned as soon as practicable after the event
causing the impact has been brought u
nder control.

Copies of the Environmental Incident Report are given to the Manager responsible for the
area concerned and the Research & Environmental Manager.

14.2

Environmental Incident Investigation

The purpose of the investigation is to identify actions th
at can be taken to mitigate impacts of
the incident and to minimize the risk of recurrence.

The Manager of the area concerned is responsible for investigating the incident. This may
involve interviewing any person who may be able to contribute to the inves
tigation and the
convening of meetings to discuss the investigation and remedial and preventative actions.

The investigation is recorded on the
Environmental Incident Report

form, attaching further
related documents as necessary. Corrective and preventativ
e actions are recorded on the
form, with responsibilities and time frames.

The
Manager of the area concerned has responsibility for ensuring that relevant people are
informed of findings and changes to plant, practices or procedures arising from the
invest
igation.

On completion of the investigation, a copy of the form and any supporting documents are
given to the Research & Environmental Manager. The Research and Environmental Manager
has authority to assess whether the proposed actions will meet the requi
rements of NPIL’s
environmental policy, objectives, legal and other commitments and make further
recommendations accordingly.

On satisfactory completion of the remedial and preventative actions, the Research &
Environmental Manager closes the investigation

by signing off the Environmental Incident
Investigation form.

15

Records and Records Management

The Systems Manager maintains a list of environmental records in the

Register of Records
.
The list provides information on filing, retention, disposition and access, and who is
responsible for controlling each record.

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16

Internal Audit

Internal audits of the environmental management system are in
tegrated with the quality
and
health & safety
system audits wherever practicable.

Internal Audit

procedures are
documented in the Systems site on the NPIL Intranet
.

17

Management Review

17.1

NPIL Management Meeting

Management meetings are held to review the continued effectiveness of the
company’s
management system
s

and the company’s stated policy and object
ives.
Regular attendees are
the Chief Executive Officer, Manufacturing Manager, Research and Environmental Manager,
LVL Manager, Systems Manager
, Technical Manager MDF and Technical Manager LVL
.
Other management staff may be invited to attend as needed.

T
hese meetings are generally held on a monthly basis, but a

minimum of four meetings are to
be held per calendar year.

17.1.1

EMS Review Input

The
Research and Environmental Manager reports to the meeting on
the following
. In some
cases this will be on an excepti
on basis
, i.e. when a condition requiring senior management
attention occurs
:


Audits undertaken since previous review.


Outstanding hazard reports relating to environmental issues.


Environmental complaints and incidents received during the month.


Changes
to the organisational structure that may affect the environmental
management system.


Changes to manuals in the environmental management system.


Statistical analysis or monitoring undertaken.


Changes to any processes or procedures

that may affect environmental aspects or
the EMS
.


Performance of the system compared to its stated objectives.


Opportunities for improvement of the system
.

17.1.2

EMS Review Output

Minutes of this meeting are recorded by the Systems Manager and retained on compu
ter for
at least 5 years.

Minutes of the meeting are circulated to
the attendees and the Managing Director
.

The Managing Director conveys significant issues to the Board
of

Directors at Board
meetings.