january 2010 bc timber sales environmental management system (ems) and sustainable forest management...

January 2010

BC Timber Sales Environmental Management System (EMS) and Sustainable Forest Management (SFM)

Training for LPC Training for LPC Management and Field Management and Field SupervisorsSupervisors

Acronyms used in this training

BCTS = BC Timber SalesBA = Business Area, ie: regional BCTS officeLPC = Licencee, Permittee or ContractorLWCP = Licencee With Cutting PermitEMS = Environmental Management SystemEOP = Environmental Operating ProcedureEFP = Environmental Field ProcedureERP = Emergency Response ProcedureSFMP = Sustainable Forest Management Plan

1. What’s first - EMS Review

A quick review of the basics of EMS: PLAN – DO – CHECK - RESPONDWhat is ISO 14001, andThe BCTS approach

EMS Review

Scope of the BCTS EMS Defining the scope

The activities and locations where the EMS is applied and implemented

Defining the activities Operational Planning (i.e. layout, cruising, etc) Harvesting (i.e. falling, skidding/yarding, processing,

loading) Roads (i.e. subgrade construction, surfacing, culvert

installs) Silviculture (i.e. site prep, planting, surveys)

Defining the locations Areas of land from which timber is sold or will be sold All other areas covered under a permit or contractX Not the LPC’s camps, shops or off-site facilities

EMS Review

Why Do We Need an EMS?To protect the environmentTo allow an outside, 3rd party auditor to verify our claims that BCTS protects the environmentTo have an efficient system for improving our business

EMS Review

Why Do We Need an EMS?Due Diligence defense considers if the following are in place:

Preventative system (e.g. EMS)Training programsInternal / external auditsRisk assessmentsContingency plans designed to prevent events

BC Timber Sales EMS offers all of these elements

EMS Review

What is our EMS?Defines the environmental performance we’d like to achieveDescribes who will do what, when, to achieve itClear roles and responsibilities at all levels of BCTS and for our LPC’sAlways evaluating and improving the system and our performance

EMS Review

What is ISO 14001?A standard (ISO 14001) that defines the necessary elements of an effective environmental management systemRecognized internationally

Implementation in Canada overseen by the Standards Council of Canada

EMS Review What does ISO Certification mean?

The BCTS EMS meets the ISO 14001 standard

Independent auditors confirm that BCTS is following the practices and procedures that are outlined in the EMS

EMS Review

ISO 14001 Certification Does Not: Verify our forest management

practices

Verify that our products come from certified forests

Allow us to use a certification stamp on our products

EMS Review

Plan-Do-Check-RespondThe EMS is based on a “continual improvement” loop:

Plan DoCheck

Respond

etc…

EMS Review

1. The PLAN EMS Policy

States the guiding principles of our EMSCommits to:• Meeting all laws• Preventing pollution, protecting the

environment• Continually improving

EMS Review

1. The PLAN Aspects“An element of an organization’s activities that can interact with the environment”

An environmental aspect lies between an activity and an impact:

RoadConstruction

LandslideAlter or Influence:Soil Productivity

and Stability

EMS Review

1. The PLANAspects

Higher risk environmental aspects are given priority. Examples are:

Improper handling and disposal of: Hydrocarbon productsUncontrolled: FireNegatively Impact: Species at RiskNegatively impact; Riparian AreasNegatively Impact: Hydrology characteristics, (quality, quantity & flow) including groundwaterNegatively Impact: Soil productivity & stabilityNegatively Impact: Natural Drainage Patterns

EMS Review

2. DOImplement “Operational Controls”

EFP’s in the fieldEOP’s for BCTS staffPreworks for all LPC’sMonitoring and inspecting of activitiesChecklists guiding key activities

Must know the requirements for the tasks you are doing

EMS Review 2. DO

Checklists:CHK-001 Consulting Services Prework ReportCHK-002 Access Prework ReportCHK-003 Harvest Prework ReportCHK-004 Silviculture Prework Report CHK-009 Incident Report FormCHK-010 Emergency Response Test-Drill Report FormCHK-011 Planning Insepction ReportCHK-12 Harvest &Roads Inspection ReportCHK-013Silviculture Inspection Report

EFP1 - General2 - Project Supervision3 – Development and Planning4 – Roads, Bridges, and

Culverts5 - Harvesting6 – Fuel Handling7 – Dryland SortEOP1 – Planning2 – LP Operations3 - BCTS Projects4 - LWCP Planning5 - LWCP Operations6 - Incident Reports

EMS Review 2. DO

Must be trained for the tasks you are doingTraining requirements are identified in the Training Matrix provided at the BCTS Prework

Revised: June 2005

Training Needs Matrix

1. BA Staff

Training Package ContentLevel 1 EMS / SFM

Aw areness x x x x x x x x x x x x xLevel 2 EMS Procedures x x x x x x x x x x xLegal Reqts Fire S100 x x x x x x x x

WHMIS x x x x x x x x x x x x xEmergency ERM x x x x x x x

2. Licencees / Permitees / Contractors

Training Package ContentLevel 3 EMS/SFM

Aw areness / Procedures x x x 4

Legal Reqts Fire S100 1 1TDG Certif ication 2 2 2WHMIS 3 3 3 3

Emergency ERM x xERP x x x 4

1 - All w orkers required to conduct Fire control must have certif ication to the S-100 training standard and S-10A annual refreshers

3 - As required by WHMIS w hen handling or exposed to hazardous substances (eg: fuel, chemicals)4 - Truck drivers and trucking contractors require Level 3 and ERP training w here they have the potential to cause a signif icant environmental impact eg: hauling quantities of fuel greater than 2000 litres, self-loading of logs, off-highw ay, etc.

2 - Anyone handling or transporting Class 3 dangerous goods in quantities greater than 2000 liters (i.e. single or aggregate quantities) must be trained by their employer as per TDG requirements and be issued a certif icate

Training Content Guide

BA EMS Committee / TSM

CSO All Relevant All All All All All - Relevant

BCTS Field Staff CSO All Relevant All All All All Relevant - RelevantBCTS Admin. Staff CSO All Relevant - - - - Relevant - RelevantLPC Principal / Supervisor

Approved ** Y All Relevant All All Relevant Relevant - Relevant

Worker * LPC or Approved ** Relevant Relevant All All - - - - -Train-the-Trainer CSO Y All All All All Relevant - All All

* Valid only during employment for the LPC who provided the training** Approved = Holder of a Trainers Card or a BCTS staff member approved by the CSO

Level 1Level 2Level 3

Refresher intervals are not defined. It is the responsibility of the LPC and the Workers to maintain the level of training. BCTS will identify LPCs and Workers who have not maintained adequate levels of training in preworks and inspections, and require

Revised

EMS Review 3. CHECK

Method of Checking

Who is checking

Monitoring (Supervision)

LPC, BCTS

Inspections LPC, BCTS

Performance Reports BCTS

Internal Audits BCTS

External Audits Registrar

EMS Review 3. CHECK

Things to Check Who is checking

Conformance to the project plan

LPC, BCTS

Conformance to EMS requirements

LPC, BCTS

Compliance with legal and other requirements

LPC, BCTS

Progress towards EMS objectives

EMS Review 4. RESPOND

Action Plans are written during inspections – who is to do what, by whenEMS modifications / improvements will be assigned as Action Plans or in annual reviewsIssues will be investigated and Action Plans assigned to address root causesAll actions will be assigned, tracked & followed up

EMS Documentation

EMS ManualEMS Manual

Environmental Operating Procedures (EOPs)

Environmental Field Procedures (EFPs)

•Policy•Tables (e.g.: Training Matrix)•Environmental Program(s)•Administrative Forms•ERM•Records

•Operational Forms/“Checklists”•Records

EMS Documentation

•Policy•Tables (e.g.: Training Matrix)•Environmental Program(s)•Administrative Forms•ERM •Records

Overview: EMS Manual

Consistent with 16 ISO 14001 elements, Policy to Management ReviewDescribes EMS maintenance responsibilities for BCTS managementFor BCTS staff and LPC’s:

Be trained in and follow relevant procedures (EOP’s, EFP’s, ERP’s)Communicate requirements, communicate problems

Key Elements – Chapter 1-601 Introduction Defines the scope

Planning, Harvest, Roads, Silviculture

02 Overview of ISO 14001 Defines ISO 14001Introduces the ISO/EMS cycle

03 Environmental Policy Defines policy components5 overall goals, available to public

04 Environmental Aspects Defines aspect developmentRisk based approach, review annually

05 Legal Requirements Defines applicable legislation to BAMaintain access, “other requirements”

06 Objectives & Targets Defines method & responsibilityWhat’s considered, Who develops

Key Elements – Chapter 7-1207 Environmental

Management ProgramDefines implementation of O&T Who, What, When, and How

08 Structure & Responsibility

Provides overview of Who & WhatOrganization charts, table of roles

09 Training & Awareness Defines requirements & methodTraining matrix, who trains, etc.

10 Communication Defines communication processInternal methods, External methods

11 Document Control Defines creation & maintenanceWho develops/maintains, obsolete docs

12 Operational Controls Provides a List of controlsDevelopment & Maintenance

Key Elements – Chapter 13 - 1813 Emergency Response Defines emergency components

ERM, ERP; development & maintenance

14 Monitor & Measure Defines monitoring methodsConformance, compliance, inspections

15 Corrective/Preventative Action

Defines reporting & trackingIncident reports, tracking & follow up

16 Records Defines record maintenanceWhat is kept, method & duration

17 Audit Program Defines protocol, scope, & methodInternal audits, timing, action plans

18 Management Review Defines scope and review processPerformance reports, responsibilities

•Policy•Tables (e.g.: Aspects)•Environmental Program(s)•Administrative Forms•ERM•Records

EMS Documentation

Environmental Operating Procedures (EOP)

Environmental Field Procedures (EFP)

•Policy•Tables (e.g.: Aspects)•Environmental Program(s)•Administrative Forms•Records

EMS Documentation

Overview: Emergency Response Plan

The ERP must be completed and maintained at the worksiteAll workers must know the location of the ERPAll workers must be able to effectively use the information found in the document

Highlights: Emergency Response PlanContains names and phone numbers of key personnelContains emergency phone numbers of key agencies (PEP, Fire Reporting Centre, etc)Contains spill response steps for Fire, Spills, and Erosion eventsContains test or drill requirements

Overview: Environmental Operating Procedures

Document Applies to:EOP 01 – Planning BCTS Staff

EOP 02 – LP Operations BCTS Staff

EOP 03 – BCTS Projects BCTS Staff

EOP 04 – LWCP Planning Licensees w/ cutting permits

EOP 05 – LWCP Operations Licensees w/ cutting permits

EOP 06 – Incident Reports BCTS Staff

Purpose: Define tasks & responsibilities for BCTS operations

Overview: Checklist Forms

# Name For:

CHK 001

Planning Prework Form All

CHK 002

Harvest/Roads Prework Form All

CHK 003

Silviculture Prework Form All

CHK 004

Planning Inspection Form All

CHK 005

Harvest/Roads Inspection Form

CHK 006

Silviculture Inspection Form All

CHK 007

Incident Report Form All

CHK 008

ER Test & Drill Report Form LPC

Purpose: Checking, Responding, & Data collection

Highlights: Prework Forms (CHK 001-004)

Used by BCTS staff during Preworks with Licensees or Contractors Copy given to LPC to go over workers and have the workers sign the back. Significant issues captured at Preworks

Operational requirements (Project Plans)Legislative & Regulatory requirementsContractual or License requirementsEMS requirements

• Training needs• Emergency Response• Fuel Management

Primary benefits of Preworks – outlines the expectations for site specific environmental management to the recipient prior to commencement of work

Highlights: Inspection Forms (CHK 005-008)

Used by BCTS staff(CHK 005-008)Used by LPC (CHK 0010- 013)Significant Issues captured during inspections:

Conformance and compliance to contractual and legal documentsConformance to operational plans

• Site Plans• Road Plans and Profiles

Conformance to EMS requirements• Training and Competence• Emergency Preparedness and Response• Fuel Management

Highlights: Incident Report Form (CHK 009)

To be used by LPC and BCTS staff to report incidents and initiate investigationsWhen Incident Reports are required:

Spills over 25 litersFires (Natural, man-caused, or industrial)Erosion events or landslidesNon-complianceSignificant Non-conformance (BCTS staff)

Information captured during Incident reporting and investigations

Description of the Incident (scene details)Determination of preliminary and root causesRecommendations and Corrective Action to mitigate future events

Highlights: Test/Drill Report Form (CHK 010)

To be used by LPC to record details of tests or drills conducted for emergency responseRequirement and frequency of tests or drills are outlined at BCTS PreworksInformation captured during Test/Drill reports

Type of test or drill (Fire, Spill, Erosion)Description of the test or drillDescription of the deficiencies during the eventRecommendations for improvement

EMS Documentation

Overview: Environmental Field Procedures

# Name For:

EFP 01 General All workers

EFP 02 Project Supervision LPC supervisors

EFP 03 Development & Planning

Contract workers

EFP 04 Roads, Bridges, & Culverts

LPC workers

EFP 05 Harvesting Licensee workers

EFP 06 Fuel Handling All workers

EFP 07 Dryland Sort Licensee workers

Purpose: Methods to minimize environmental impacts

Highlights: EFP 01 - General

General procedures provided to all workers and designed to minimize impacts while conducting License or contract operations for BCTSKey Highlights

Prework awarenessProject Plan awarenessMonitoring the workSite maintenance & Emergency PreparednessStop Work criteria

Highlights: EFP 02 – Project Supervision

General procedures provided for all field supervisors and designed to minimize impacts by providing clear responsibilities for those who oversee workers during License/Contract operationsKey Highlights

Prework components and documentationSupervisory responsibilities & Stop Work criteriaMonitoring and InspectionsDocumentation managementEmergency Reporting procedures

Highlights: EFP 03 – Development and Planning

General procedures provided to all workers performing operational planning activities and designed to minimize impacts in the field Key Highlights

Project Plan preparationField work requirementsData integration into layout & design workStop Work criteria

Highlights: EFP 04 – Roads, Bridges, and Culverts

General procedures provided to workers performing construction, maintenance, inspection and deactivation activities and designed to minimize impacts in the field Key Highlights

Road & Bridge inspection criteriaConstruction, maintenance, deactivation proceduresBridge & Major Culvert installation, maintenance, and removal precautions and criteriaDisposal proceduresStop Work criteria

Highlights: EFP 05 - Harvesting

General procedures provided to workers performing harvesting activities and designed to minimize impacts in the field Key Highlights

Procedures and criteria for:• Falling• Yarding, Skidding and Forwarding• Loading, processing, and hauling

Stop Work criteria

Highlights: EFP 06 – Fuel Handling

General procedures provided to all workers involved in handling, storing, and transporting of fuel during regular activities and designed to minimize the potential of pollution Key Highlights

Fuel storage and HandlingRefueling requirementsSpill response referencesStop work criteria

Highlights: EFP 07 – Dryland Sort and Log Loading

General procedures provided to workers performing sort yard activities and designed to minimize impacts to sensitive areas and watercourses or water bodies Key Highlights

Sort yard operational requirementsStockpiling & disposal of wasteStop Work criteria

Other EMS Requirements

Plan DoCheck

Respond

etc…

Checking the ProgressThe BCTS staff approach

Inspections• Formal visits to conduct thorough worksite

assessments• Purpose: to identify deficiencies and trends, to collect

data • Frequency: as determined by the Risk Ranking

Primary benefits of Inspections – identifying deficiencies and trends, initiating corrective action, ensuring follow up

Checking the ProgressThe LPC Approach

Supervising (similar to monitoring by BCTS)• Continual on-site checking of work progress,

conformance to operational and EMS requirements• May be documented in diaries or on forms

Inspections• Formal worksite assessments by the field supervisor• Purpose: to identify deficiencies and trends within the

workplace• Frequency: as determined at the BCTS Prework

Type of Inspections• Operational and EMS

Required Records for LPCPrework Records

Indicating points of discussionDate

Inspection RecordsVerify worksite requirements Date and name of Inspector

Training RecordsNames of workersType and date of training

Incident RecordsSpills over 25 liters, Fires, Erosion events, Non-compliancesAt least the Incident details must be completed

Test/Drill RecordsEmergency Response Plan

Other EMS Requirements

Plan DoCheck

Respond

etc…

Respond – Corrective Action

The BCTS ApproachIf deficiencies or trends are noted during monitoring visits or formal inspections, corrective action will be initiated through:

• Documentation on the Inspection Forms• Documentation on the Incident Report Forms• Documentation on Notices to Comply• Issue Tracking System entries (ITS)

If deficiencies or trends are noted during Audits, corrective action will be initiated through Audit Action Plan

Respond – Corrective Action

The LPC ApproachDeficiencies or trends noted during routine supervision or formal inspections should be followed up ASAP with corrective action

• Immediate Action (i.e. cleaning up the spill)• Preventative Action (i.e. further training or

change to work procedures)

If noted during inspections, corrective action should be noted on form along with the date when corrected

Be Prepared for AuditsLPC Supervisors

Ensure workers are instructed by an authorized trainer (can be a company trainer if holding a BCTS EMS certification card) as per the Training Needs MatrixMake appropriate documents available at the worksite (ERP, EFP)Conduct Preworks prior to commencement of the projectFollow the procedures outlined in the EFP’s to minimize site deg, contamination, and erosionConduct Inspections at the frequency outlined at the BCTS Prework sessionTake action if non-conformances or non-compliances are discoveredMaintain records as required for the EMS

Be Prepared for AuditsWorkers

Know the location of the EFP’s and the ERP and have them readily accessibleParticipate in Preworks prior to commencement of the projectFollow the procedures outlined in the EFP’s to minimize site deg, contamination, and erosionBe able to explain how to respond to spills, fires, and major landslides or erosion eventsMake sure you have spill kits and fire tools available to you and they are in working order

EMS SUMMARY• Plan – Know how to operate with regard

to the environment

• Do – Follow procedures while conducting business that protect the environment / achieve your plan

• Check – Take the time to review how you do vs. what the plan states

• Respond – Take action and learn from your performance to do better next time

SUSTAINABLE FOREST MANAGEMENT

1. What’s first - SFM Review

A quick review of the basics of Sustainable Forest Management PlansWhat is Z809 (2002) and SFI, andThe BCTS approach

SFM Review

Types of SFM CertificationsCSA Z809(2002) – describes how a sustainable forestry management plan (SFMP) should be developed, implemented, and maintained SFI – similar in scope and application to CSA Z809, AmericanFSC - similar in scope and application to CSA Z809, International

SFM Review

Sustainable Forest Management Requirements

Requires a SFM Plan (SFMP) be in placeRequires a Management System be in place (i.e. an EMS)Results in certification of a Designated Forest Area (DFA) (therefore, most CSA certifications require cooperation amongst all but the smallest licencees operating in the DFA)CSA Standard includes a substantial commitment to involve the public in developing the SFM plan

SFM Review

Why develop a SFM Plan?Market Demand

Buyers world-wide are incorporating Sustainable Forest Management commitments into their purchasing agreementsAn estimated 150 Canadian & US firms have SFM commitments in their procurement policies (2004 statistics)

Enhanced performanceImprovement in SFM planning and performanceBetter community relationsStronger aboriginal relationsImportant indicator for the public of the commitment towards long-term forest management & sustainability

SFM Review

Scope of SFM PlansDefining the scope

The Defined Forest Area (DFA) as outlined in the Sustainable Forest Management Plan

A DFA may consist of an entire Timber Supply Area or be comprised of any number of smaller areas

DFA’s must be areas where the participant can maintain control of the activities in order to ensure the achievement of goals outlined in the SFM Plan

SFM Review

What are the Key Objectives of an SFM Plan?

To outline the targets and actions required to meet criteria established by the Z809(2002) or SFI standardTo ensure that responsibilities for these actions are assignedTo ensure that SFM progress is properly reported and achieved

SFM Review

SFM Plans do not: Provide a management system

framework to ensure the goals are achieved (that’s what an EMS is for)

Revised: June 2005

SFM Review

Where SFM Plans need an EMS to work:To become SFM certified, a management system that defines the following must be in place:

Legal requirementsRoles and ResponsibilitiesTraining and AwarenessInternal & External communicationDocument management and controlOperational proceduresEmergency Preparedness & ResponseMonitoring and MeasuringCorrective & Preventative ActionRecord KeepingInternal AuditsManagement Reviews

SFM Review

Where SFM Plans have their impact:

Influences higher-level planning by introducing its own criteria for forest managementRequires data gathering and reporting to verify adherence to SFM targetsCan produce changes to operational plans

Modification of block size and shapesIntroduction of additional protective measures for resource features and sensitive zonesChanges in road locations and design

SFM Review

How YOU conform to SFM Plans:Follow the Operational PlansFollow EMS requirements

Environmental Field ProceduresEmergency Response PlansLegislation and RegulationsTraining requirements

Follow Contract & License requirementsFollow Legislative and Regulatory requirements

Revised: January 2010

SFM SUMMARY• A Higher Level Plan – SFM Plans influence

changes primarily at the planning stage of an organization

• Most common SFM standards – current and future SFM certifications will be primarily to the Z809 or SFI standards

• Your Role • Follow the Project Plans and your EMS requirements

• Use good environmental practices in the workplace

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