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An EMS Primer for Ports: Advancing Port Sustainability

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An EMS Primer for Ports: Advancing Port Sustainability An Environmental Management System (EMS) Primer for Ports: Advancing Port Sustainability April 2007 INTERIM FINAL DRAFT [This page intentionally left blank] U.S. Environmental Protection Agency An Environmental Management System Primer for Ports: Advancing Port Sustainability April 25, 2007 Prepared for: U.S. Environmental Protection Agency Office of Policy, Economics, and Innovation Sector Strategies Division Kathleen Bailey, Port Sector Liaison Tel 202-566-2953 [email protected] In partnership with: American Association of Port Authorities Prepared by: ICF International 9300 Lee Highway Fairfax, VA 22031 (703) 934-3000 In cooperation with: Global Environment & Technology Foundation [This page intentionally left blank] An EMS Primer for Ports: Advancing Port Sustainability Table of Contents List of Acronyms............................................................................................................................................iii Introduction ...................................................................................................................................................1 Overview of EMSs.........................................................................................................................................1 How an EMS Advances Port Sustainability ..................................................................................................3 Elements in Developing an EMS ..................................................................................................................4 Primer Layout................................................................................................................................................5 Element 1: Define Scope of EMS and Assign Responsibilities ....................................................................6 Element 2: Create Environmental Policy Statement.....................................................................................9 Element 3: Identify Relevant Legal and Other Requirements.....................................................................13 Element 4: Identify Environmental Aspects & Significant Environmental Aspects .....................................15 Element 5: Establish Objectives, Targets, and Action Plans ......................................................................19 Element 6: Develop Operational Controls...................................................................................................22 Element 7: Develop Emergency Preparedness and Response Program...................................................24 Element 8: Set Up a Training Program for Competence and Awareness ..................................................26 Element 9: Create a Communications Strategy..........................................................................................28 Element 10: Set Up Documentation for the EMS .......................................................................................30 Element 11: Monitor, Measure, Evaluate, and Record Performance .........................................................32 Element 12: Conduct Audits and Correct Problems ...................................................................................35 Element 13: Conduct Management Review................................................................................................36 Security Management Systems (SMSs) Based on the Plan-Do-Check-Act Model....................................37 Conclusion ..................................................................................................................................................39 Interim Final Draft, April 2007 i U.S. Environmental Protection Agency [This page intentionally left blank] An EMS Primer for Ports: Advancing Port Sustainability List of Acronyms AAPA American Association of Port Authorities BMP Best management practice C&M Construction & maintenance CAA Clean Air Act CEO Chief executive officer CERCLA Comprehensive Environmental Response, Compensation, and Liability Act CFR Code of Federal Regulations CIF Continual Improvement Form CFT Cross-functional team COO Chief operating officer COOP Continuity of operations CWA Clean Water Act DVD Digital versatile disc or digital video disc EA Environmental aspect EBIT Earnings before interest & taxes EH&S Environmental, health, and safety EI Environmental impact EMP Environmental management plan EMR Environmental management representative EMS Environmental management system EO Executive order EPA U.S. Environmental Protection Agency EPCRA Emergency Planning & Community Right-to-Know Act EP&R Emergency preparedness and response FEMA Federal Emergency Management Agency FRP Federal Response Plan FSP Facility security plan GETF Global Environment & Technology Foundation GHG Greenhouse gas GRI Global Reporting Initiative ha hectare HMTA Hazardous Materials Transportation Act HNE Harbors, Navigation, and Environment [AAPA Sustainability Working Group] HVAC Heating, ventilating, and air conditioning ICP Integrated Contingency Plan ILO International Labour Organization ISO International Organization for Standardization ISPS International Ship and Port Security JRRF James River Reserve Fleet LEED Leadership in Energy and Environmental Design MARAD Maritime Administration MARSEC Maritime Security MFM Marine Facility Management MOA Memorandum of agreement MTSA Maritime Transportation Security Act NIT Norfolk International Terminals NOV Notice of violation NOx Nitrogen oxides NRAMP Natural resources assessment and implementation plan PAS Publicly available specification PDX Portland International Airport PM particulate matter RCRA Resource Conservation & Recovery Act Interim Final Draft, April 2007 iii U.S. Environmental Protection Agency An EMS Primer for Ports: Advancing Port Sustainability List of Acronyms SAFE Security and Accountability for Every [Port Act of 2006] SEA Significant environmental aspect SMS Security management system SOLAS Safety of Life at Sea SOP Standard operating procedure SPCC Spill Prevention, Control and Countermeasure 3Es Economic, environmental, and social (equity) 3Ps Profit/prosperity, planet, and people TSCA Toxic Substances Control Act USACE U.S. Army Corps of Engineers USGC U.S. Coast Guard VIT Virginia International Terminals V-REMS Virginia Regional Environmental Management System VPA Virginia Port Authority Interim Final Draft, April 2007 iv U.S. Environmental Protection Agency An EMS Primer for Ports: Advancing Port Sustainability Introduction Waterborne commerce is increasing rapidly and presenting ports with challenges that could not have been imagined even two decades ago. By 2020, the total volume of cargo shipped by water is expected to be double that of 2001 volumes.1 At the same time, lifestyle changes have made the cruise industry the fastest growing segment of the travel industry – achieving more than 2,100 percent growth since 1970.2 To accommodate increases in trade volume, increases in the size of cargo and cruise ships, and new security requirements, many U.S. ports are investing billions of dollars in infrastructure improvements such as deeper channels, larger cranes, and other facility and property enhancements. While many of these investments facilitate improvements in the operational efficiency of existing port operations, many ports also need to physically expand to meet business demands. Even the ports that have traditionally viewed themselves as environmental stewards of coastal resources are finding it challenging to balance economic, environmental, and social issues, i.e., to grow sustainably. To ensure that this growth is executed responsibly, many ports have proactively addressed their environmental and related socio-economic responsibilities through the development of Environmental Management Systems (EMSs). The purpose of this primer is to help ports develop EMSs and understand how an EMS can advance port sustainability. Overview of EMSs An EMS is a formal system for proactively managing the environmental footprint of a port. It incorporates environmental considerations and decision making into a port’s day-to-day operations and into its strategic planning. Additionally, an EMS provides a structured framework designed to achieve continual environmental improvement beyond regulatory compliance. An EMS can help ports to improve efficiency, reduce costs, and minimize negative impacts on human health and the environment. Over the last several years, the U.S. Environmental Protection Agency (EPA) has been involved in a wide range of voluntary activities to facilitate adoption of EMSs, including the Sector Strategies Program, which promotes the use of EMSs at ports as well as a dozen other economic sectors nationwide.3 EPA also has EMSs at its own facilities and assists other government agencies in developing theirs.4 While each EMS is unique to an organization’s culture and priority issues, most follow the Plan-Do-Check-Act model. This model establishes a framework to examine and prioritize the environmental aspects of an organization, then develop, implement, monitor, review, and revise environmental programs and procedures to 1 See www.aapa-ports.org/Industry/content.cfm?ItemNumber=1022&navItemNumber=901, accessed March 30, 2007. 2 See www.cruising.org/press/sourcebook2006-midyear/profile_cruise_industry.cfm, accessed March 30, 2007. 3 See www.epa.gov/sectors/ports/index.html for information on port participation in EPA’s Sector Strategies Program. 4 On October 16, 2006, EPA
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