TITLE Environmental Management Policy Summary Purpose Operational date Review date To detail the arrangements by which the Health and Social Care Board (HSCB) will meet its legal obligations and mandatory requirements in respect of environmental management Version Number Supersedes previous Director Responsible Lead Author Lead Author, Position Additional Author(s) Department / Service Group V4 Michael Bloomfield, Head of Corporate Services Patricia Crossan Corporate Business Manager, HSCB Helena Doherty, Carol Reynolds, Shirley McReynolds Corporate Services Contact details patricia.crossan@hscni.net
ENVIRONMENTAL MANAGEMENT POLICY November 2012
CONTENTS Page No 1.0 Statement of Intent 2 2.0 Introduction 3 3.0 Aims of the Policy 3 4.0 Application 4 5.0 Environmental Management Accountability Structure 4 6.0 Roles and Responsibilities 5 7.0 Risk Assessment and Arrangements to Mitigate Environmental Risks arising from HSCB Activities 8 8.0 Legislative Compliance, Relevant Policies, Procedures 9 and Guidance 9.0 Equality and Human Rights Considerations 10 10.0 Policy Approval 10 11.0 Review of Policy 10
1.0 STATEMENT OF INTENT The Health and Social Care Board (HSCB) is committed to environmental protection and to the elimination or minimisation, in so far as is reasonably practicable, of any risk to the environment arising from its activities as a commissioner of health and social care services. The purpose of the Environmental Management policy is to ensure that the HSCB complies with: key environmental legislation including Clean Air (NI) Order 1981; Pollution Prevention and Control Regulations (Northern Ireland) 2003, Water (Northern Ireland) Order 1999; government targets/initiatives including: NI Sustainable Development Strategy (2006),Carbon Reduction Commitment Energy Efficiency Scheme (2010) and NI Greenhouse Gas Inventory (2011) and; all other relevant environmental legislation and guidance. The policy will comply with Risk Management processes and the DHSSPS Controls Assurance Standard for Environmental Management. The HSCB will ensure: effective management of activities that may have a potential impact on the environment, including: monitoring of emissions and discharges, management of energy and water; management of waste, transport and car parking; procurement of goods/services ; maintenance of buildings, plant and equipment and; grounds maintenance the development and implementation of management plans to effect progressive improvement in its overall environmental performance timely provision of resources to implement relevant legislation and guidance This policy shall apply to all premises and land under the control of the HSCB and will apply to all HSCB and other Health and Social Care staff based in HSCB premises. All personnel employed by, or working on behalf of the HSCB, must recognise an obligation to comply with this policy. This Environmental Management Policy is part of the overall governance framework of the HSCB and is one of the key requirements of the Controls Assurance Standards established by the DHSSPS. This policy will be communicated to staff, with a copy posted on HSCB Intranet, and training awareness sessions will be provided to all staff based in HSCB premises.
2.0 INTRODUCTION The HSCB is committed to the protection of the environment through the implementation of an effective environmental management policy that meets all legislative, regulatory and government requirements placed on it. The roles and responsibilities for environmental management are based on DHSSPS Controls Assurance Standards which are adapted to reflect the primary function of the HSCB as a commissioner of health and social care services. 3.0 AIMS OF THE POLICY The Environmental Management policy reflects the nature, scale and environmental impacts of the activities of the HSCB as a commissioner of health and social care services. The aims of this policy are: To comply with relevant environmental legislation, regulations and government targets particularly the NI Executive target of reducing Greenhouse Gas Emissions and the objectives of the NI Sustainable Development Strategy Implementation Plan for reducing water usage and waste disposal as contained in the HSCB Corporate Plan 2012/13 2014/15 To provide a framework for setting and reviewing environmental objectives and targets To define roles and responsibilities for implementing the environmental management requirements chain To promote environmental awareness and initiatives amongst staff and within all premises occupied by the HSCB This policy is complemented by the HSCB Waste Management policy (September 2012). 3
4.0 APPLICATION This policy, and associated procedures, will apply in all premises and land under the control of the HSCB and will apply to all HSCB and other Health and Social Care staff based in HSCB premises. All visitors and personnel employed by, or working on behalf of the HSCB, must recognise an obligation to comply with this policy. 5.0 ENVIRONMENTAL MANAGEMENT ACCOUNTABILITY STRUCTURE Health and Social Care Board Chief Executive Governance Committee Directors Director with responsibility for Environmental Management (Head of Corporate Services) Premises Committee HSCB/PHA/BSO representatives Lead Nominated Environmental Management Officer (Corporate Business Manager, HQ) Specialist Environmental Management Adviser All Staff Site Nominated Environmental Management Officers (Corporate Business Managers, Local Offices) 4
6.0 ROLES AND RESPONSIBILITIES 6.1 Health and Social Care Board The Board of the HSCB has overall responsibility for environmental management. 6.2 Governance Committee The HSCB Governance Committee provides an assurance to the Board of the HSCB each year on the adequacy and effectiveness of the system of internal controls. 6.3 Chief Executive The Chief Executive is accountable to the Board of the HSCB for the overall implementation, monitoring and evaluation of the policy. The Chief Executive has overall responsibility for ensuring that the aims of this policy are met and that resources are made available to implement the policy. 6.4 Director with responsibility for Environmental Management The Head of Corporate Services will provide an assurance to the Chief Executive and the Governance Committee that the policy is developed, monitored and reviewed and that staff receive the relevant guidance and awareness training. 6.5 Premises Committees In recognition of the responsibility of the HSCB to: contribute to the NI Executive target of reducing Greenhouse Gas Emissions; meet the objectives of the NI Sustainable Development Strategy Implementation Plan for reducing water usage and waste disposal and; comply with the Carbon Reduction Commitment Energy Efficiency Scheme (2010), the Premises Committee of each Local Office will monitor environmental management issues as part of its function. 5
6.5. Lead Nominated Environmental Management Officer (HSCB Corporate Business Manager) The Lead Nominated Environmental Management Officer (HSCB Corporate Business Manager) reports to the Head of Corporate Services and will be responsible for the co-ordination of environmental matters across all premises occupied by the HSCB. The HSCB Corporate Business Manager will be responsible for the establishment of a reporting mechanism to the HSCB Senior Management Team and HSCB Governance Committee. The HSCB Corporate Business Manager will ensure that the Controls Assurance Standard (Environmental Management) is met. The HSCB Corporate Business Manager will ensure: The application of and compliance with the policy across all premises occupied by the HSCB The production of an Environmental Action Plan, to include Key Performance Indicators, to monitor implementation and progress against objectives and targets; A review of current Environmental Management initiatives and development of further initiatives The provision of awareness sessions and guidance for staff on the Environmental Management Policy Prompt reporting of any environmental related incident; Incidents reportable under the Reporting of Incidents, Diseases and Dangerous Occurrences Regulations (RIDDOR) are reported to the Northern Ireland Health and Safety Executive; 6.7. Specialist Environmental Management Adviser/s The HSCB shall have access to Specialist Environmental Management Adviser(s), either directly or indirectly (eg through a Service Level Agreement), who shall provided advice and technical expertise on environmental management issues, including the programme of awareness training for HSCB staff. 6.8 Site Nominated Environmental Management Officers (Local Offices) The role of Site Nominated Environmental Management Officer is fulfilled by the HSCB Facilities Manager and Assistant Corporate Business Manager in each of the premises occupied by HSCB (Local Offices). 6
The Site Nominated Environmental Management Officers will: 6.9. Line Managers Assist with the application of the policy across all premises occupied by the HSCB Assist with the production of an Environmental Action Plan, to include Key Performance Indicators, to monitor implementation and progress against objectives and targets Assist in the review of current Environmental Management initiatives and development of further initiatives Assist with the arrangements for awareness sessions and guidance for staff on the Environmental Management Policy Act as first point of contact for staff who may have concerns regarding Environmental Management issues Ensure prompt reporting of any environmental related incident Ensure incidents reportable under the Reporting of Incidents, Diseases and Dangerous Occurrences Regulations (RIDDOR) are reported to the Northern Ireland Health and Safety Executive Line Managers shall: 6.10. All Staff Ensure that the aims of this policy are promoted and the arrangements detailed in the associated procedures are implemented Ensure that any adverse incident relating to the environment whether or not injury/damage/losses have been experienced, in areas for which they are responsible is reported in accordance with HSCB procedure for recording/reporting incidents All Health and Social Care Board staff have a responsibility to: be familiar with the policy and procedures for managing the environment attend awareness training sessions on environmental management report dangerous environmental situations to their line manager as soon as they are identified and assist with the completion of an adverse incident report form. 7
6.11 Non-Staff/Contractors All personnel employed by, or working on behalf of the HSCB, must recognise an obligation to comply with this policy. Contractors must consider, at the initial stage, the environmental impact of any works to be undertaken in any of the premises occupied by HSCB staff. 6.12 Landlord Procedures Where HSCB staff are tenants in a building, there may also be additional specific landlord procedures for the building. Where applicable these will be available to staff. 7.0. RISK ASSESSMENT AND ARRANGEMENTS TO MITIGATE ENVIRONMENTAL RISKS ARISING FROM HSCB ACTIVITIES 7.1. Risk Assessments Risk assessments should be carried out on any activity undertaken by the HSCB which may have the potential to create a risk of significant injury or harm. This includes those risk assessments required by specific legislation such as the Control of Substances Hazardous to Health Regulations (COSHH) (NI) 2003, and incidents reportable under RIDDOR. The following action will be taken to monitor working conditions to ensure that safe working practices are being followed: Environmental management risk assessments will be carried out as appropriate Complaints and adverse incidents will be monitored and reported to the Board on an annual basis, recording corrective action as required Reports of accidents and incidents will be investigated A programme of unannounced inspections will be carried out An annual health and safety inspection will be undertaken. Where appropriate, any significant environmental risks identified following the risk assessment will be included in the HSCB Risk Register which will be submitted to the HSCB Governance Committee for approval. 8
7.2. Incident and Near Miss Reporting Incidents and near misses shall be reported in accordance with the Health and Social Care Board Policy on Incident and Near Miss Reporting. These will be analysed by the Premises Committees to identify trends and to monitor the effectiveness of control measures in place. Any serious incidents will be reported in line with the Board s policy as per Circular HSC (SQSD) 08/2010. Any incident reportable under The Reporting of Injuries, Diseases and Dangerous Occurrence Regulations (RIDDOR) (NI) 1997 will be reported to the Northern Ireland Health and Safety Executive via the HSCB Corporate Business Manager. The Premises Committees will review and consider any referrals made under RIDDOR. Directors must ensure that environmental management incidents are reported, monitored and reviewed within their area of responsibility and any action recommended as a result of an incident taken to prevent recurrence. 8.0 LEGISLATIVE COMPLIANCE, RELEVANT POLICIES, PROCEDURES AND GUIDANCE 8.1 Statutes, guidance, circulars and other publications relevant to this Policy are listed in the HPSS Controls Assurance Standard for Environmental Management, and can be located at http://www.dhsspsni.gov.uk/index/hss/governance/governancecontrols.htm. 8.2 List of Environmental Legislation (Northern Ireland) Current list available at following link: www.netregs.gov.uk/netregs/legislation/current/63546.aspx Other Guidance NI Sustainable Development Strategy Implementation Plan 9
9.0 EQUALITY AND HUMAN RIGHTS CONSIDERATIONS 9.1 Equality This policy has been screened for equality implications as required by Section 75 of Schedule 9 of the Northern Ireland Act 1998. It has been concluded that the policy does not in any way have an impact on the nine equality groupings or the three good relations duties. This policy will therefore not be subject to an Equality Impact Assessment. 9.2 Human Rights This policy has been considered under the terms of the Human Rights Act 1998, and was deemed compatible with the European Convention Rights contained in the Act. 9.3 This policy will be included in the Health and Social Care Board s Register of Screening documentation and maintained for inspection whilst it remains in force. 10.0 POLICY APPROVAL 10.1 This policy was presented in draft to the Health and Social Care Board Senior Management Team and subsequently approved on [date]. 10.2 This policy was presented and approved by the Health and Social Care Board s Governance Committee at its meeting on [date]. 11.0 REVIEW OF POLICY 11.1 The Health and Social Care Board is committed to ensuring that all policies are kept under review to ensure that they remain compliant with relevant legislation. 11.2 This policy will be reviewed bi annually by the Head of Corporate Services and may be subject to change, consistent with any new guidance, legislation or corporate change being introduced. That review will be noted on a subsequent version of this policy, even where there are no substantive changes made or required. 10