^^ Environmental Management Systems:
stematically Improving
vour Performance
Ports Sector
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Catching the Wave of Sustainable and Secure
Port Communities
Public ports face numerous, daunting challenges as they
strive to meet the growing demand of international trade,
Escalating environmental compliance requirements,
emerging security standards, and the need to maintain
and strengthen community confidence all challenge ports
to analyze, manage, and control the consequences of
their every activity Today's market realities require new
approaches to achieve sustainable, secure ports,
Ports across the globe have found adoption of
Environmental Management Systems (EMSs) is a way to
plan for continuous improvement in environmental per-
formance, Ports nationwide have realized some of the fol-
lowing benefits by implementing an EMS:
• Improved community relations and public image
• Increased cost savings
• Improved environmental compliance and performance
• Improved internal communication
• Reduced risk and improved security
If you are looking for a proven, efficient way to
manage your port in an environmentally friendly
and secure way, then an EMS may be right for you.
"We see the EMS as a valuable tool to
help us meet the environmental
challenges facing our port. We have
seen enough positive signs with our
pilot program, that we are encouraged
to expand the program port-wide to
cover all aspects of our operations.
The response from affected employees
has been very positive."
—Ralph G. Af/py, Ph.D., Director of Environmental Management,
Port of Los Angeles
V
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Environmental Management System (EMS)
Fundamentals
An EMS weaves environmental decision making into the
fabric of an organization's overall business practices,
facilitating compliance while improving performance, An
EMS's systematic approach allows organizations to be
more efficient, more competitive, and better able to meet
important challenges, While each EMS is unique, most
follow the Plan-Do-Check-Act model, A Plan-Do-Check-
Act approach establishes a framework to examine the
environmental aspects of your organization, then
develop, implement, monitor, review, and revise environ-
mental programs and procedures to continually promote
improvement, Many ports already have components of
an EMS in place that they can build upon, such as
written and unwritten procedures, best management
practices, and regulatory compliance programs,
An EMS's systematic approach also can be applied to
your port's security management while assisting
with emergency response planning,
Continual
Improvement
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Improve Your Port's Public Image
EMSs provide you with a structured and comprehensive
way to demonstrate your environmental efforts to the com-
munities in which you operate and serve, Ports that adopt
EMSs can enjoy improved community relations, and overall
public image, You can use an EMS to identify opportunities
to not only inform, but also to involve communities in envi-
ronmental issues, By engaging the local community, as well
as tenants and carriers, you can build credibility and trust for
your port,
Ports that adopt EMSs also can build a positive relationship
with regulators by taking advantage of available state and
national programs, such as the U.S. Environmental
Protection Agency's National Environmental Performance
Track, which offer incentives ranging from public recognition
to regulatory flexibility to facilities that consistently perform
beyond regulatory compliance,
"There are a lot of eyes on the port
because our drinking water wellhead
is near solvent-contaminated sites
with ongoing remediation. The
Department of Ecology and the City
of Vancouver, both having roles in
protecting our community's drinking
water, were very pleased to learn
about our EMS effort. The EMS
ultimately will help coordinate
cleanup efforts with the protecti|
our drinking water system."
—Larry Paulson, Port Executive Director,
Port of Vancouver (WA)
"Because a residential area abuts our
port, outreach to the surrounding
community is a priority. At Massport,
we strive to be good corporate
citizens as well as good neighbors.
Informing the local community about
various Massport programs and
initiatives at our facilities helps us to
accomplish this. Our efforts to
implement more sound environmental
policies, such as those outlined in the
EMS, are certainly appreciated and in
this case applauded."
—Michael A. Leone, Port Director,
Massachusetts Port Authority
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Identify Opportunities to Reduce Costs
Ports that implement an EMS can experience cost
savings, even within the preliminary stages of EMS devel-
opment and implementation, Savings attributed to EMS
include:
• Increased operational efficiencies;
• Lower insurance premiums and improved bond ratings;
• Reduced water and energy use; and
• Reduced waste and associated disposal costs,
For example, the Port of Houston expects by 2005 to
reduce energy consumption by five percent by making
building modifications and re-powering crane engines,
Upfront costs for an EMS can be quickly recovered
through its early identification of pollution prevention initia-
tives, potential liabilities, and opportunities to reduce risks,
In addition, an EMS can help you weigh the costs and
benefits of potential environmental improvements so that
you can make informed decisions,
"Our EMS helps us meet our
environmental goals while at the
same time saving money. In 2001 the
Port of Portland began targeting
product categories, such as paper
towels, office paper and toner
cartridges, for environmentally
preferable purchasing. Within two
years, 74 percent of our purchases of
these products were environmentally
preferable and, in addition, saved the
port more than $60,000 annually."
—Bill Wyatt, Port Executive Director,
Port of Portland (OR)
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Facilitate Environmental Compliance while
Improving and Measuring Performance
Complex and stringent environmental laws and regulations
compel ports to consider formalized systems to identify
and resolve environmental problems, reduce liabilities, and
manage risks, An EMS's systematic approach can bring
a sense of order to the environmental compliance process
and keep environmental issues from falling through the
cracks, which can result in violations and fines,
Likewise, you can proactively improve performance in pri-
ority areas; for example, reducing air emissions, improving
water quality, and minimizing impacts of growth, An EMS
helps ports set goals and measure progress,
"Our port's EMS is helping us identify
and prioritize environmental issues,
especially those with the greatest
impact. It is also helping us document
procedures and stay on top of every
regulation out there."
—Gary PLaGrange, President & CEO, Port of New Orleans
"The Port of Virginia's EMS is
encouraging port operators to be
more proactive in exceeding
compliance requirements. It is our
hope that this positive approach will
result in quantifiable reductions in air
and water quality impacts as well as
improve operational efficiency and
provide measurable cost savings."
—-J. Robert Bray, Executive Director,
Virginia Port Authority
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Open Channels of Internal Communication
Effective communication among employees plays a criti-
cal role in improving a port's operational efficiencies,
Proactive communication also can lead to increased
employee morale and elevated employee retention rates,
Ports that communicate about their EMS effort and
expand opportunities for employee participation often
boast more informed, involved, and proactive employees,
Forthright communication with employees also demon-
strates commitment to environmental protection and
worker safety, Employee participation on EMS implemen-
tation teams gives them an important and empowering
role in decision making,
'An EMS allows everyone to feel
ownership of environmental
responsibility, from the top to the
shop. It provides a common
language for people to understand
because it helps define their jobs and
responsibilities."
—HankHabicht, Chief Executive Officer,
Global Environment & Technology Foundatio
"Morale is high. When we presented
the EMS initiative to our maintenance
and facility personnel, we stressed
that the suits are not coming down
and telling you what to do. We all
work side-by-side, and when we start
identifying procedures, everyone is
involved in the process."
—Rick Larrabee, Director, Port Commerce Department,
Port Authority of New York & New Jersey
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Enhance Security to Meet New Demands
Ports play a vital role in national and regional economies
as well as in the country's national defense, Preventing
security vulnerabilities at ports is a priority of utmost impor-
tance, An EMS offers a systems approach to effectively
identify, assess, manage, and prevent security risks, some
of which are also environmental risks,
The system's Plan, Do, Check, and Act method allows for
the integration of environmental and security risk assess-
ment, An EMS can help protect ports by:
• Integrating security into everyday operations;
• Identifying threats and risks;
• Incorporating emergency response planning; and
• Improving employee vigilance,
An EMS allows ports to handle today's increased trade in
a secure and environmentally responsible way,
"The requirements and demands of
port security literally have changed
overnight. Using a systems approach
allows us to manage the rapidly
changing security regulations and
deadlines. Today the approach is
helping the Port of Houston identify
and prioritize vulnerabilities and risks
so that we can make security better,
faster."
—-James T. Edmonds, Chairman,
Port of Houston Authority
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Get Started with an Environmental
Management System
Now that you've learned how an EMS can enhance your
port's public image, reduce costs, improve environmental
compliance and performance, improve internal communi-
cation, and reduce risk and improve security, here are a
few steps to get you started,
Take Advantage of Assistance and Tools
Tailored to the Ports Industry
The American Association of Port Authorities (AAPA) and
the Global Environment and Technology Foundation
(GETF) are working with EPA's Sector Strategies Program
to help public ports develop EMSs, Take advantage of the
customized training resources, expertise, and support
available through this partnership, To begin developing
your port's own customized EMS, refer to numerous online
resources including a list of Technical Assistance
Providers, sample documents, as well as other EMS tools
by visiting www.epa.gov/ems and www.peercenter.net,
Other organizations, such as state environmental agen-
cies, universities, and AAPA's Sustaining Members, may
also offer EMS expertise, For more information about EPA
Sector Strategies Program, visit www.epa.gov/sectors,
You also can work with AAPA to ensure that your port's
voice is heard in discussions with EPA about future
environmental programs by getting involved in AAPA's
Harbors, Navigation and Environment Committee
(www.aapa-ports.org/programs/hne),
Start Small and Build Momentum
An EMS is based on common sense and intuitive busi-
ness decisions, Learn from the tools listed above, then
start by taking small, achievable steps and build momen-
tum from there, To be effective, you will need proactive
involvement from senior management, front-line workers,
and supervisors throughout your port, Keep the big
picture in mind, but define reasonable expectations, set
goals and timeframes in line with your expectations, then
monitor progress, making corrections where necessary,
Capitalize on any elements of an EMS your port may
already have in place to advance to the next level in
environmental management,
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Ports with EMSs in Place
The Port of Houston Authority
Houston, Texas
www, portofhouston, com
Massachusetts Port Authority
East Boston, Massachusetts
www.massport.com
PORT OF PORTLAND
Port of Portland
Portland, Oregon
www. portof portland, com
Ports Developing EMSs
OF CORPUS CHRISTI
The Port of Corpus Christi
Corpus Christi, Texas
www, portofcorpuschristi.com
Port Everglades
Broward County, Florida
www, broward, org/port
The Port of Los Angeles
San Pedro, California
www, portof la.org
HEW ORLEANS
The Port of New Orleans
New Orleans, Louisiana
www.portno.com
THE PORT AUTHORITY
OFNY&NJ
The Port Authority of
New York & New Jersey
New York, New York
www.panynj.gov
PORT
OF
VANCOUVER
USA
Port of Vancouver
Vancouver, Washington
www, portvanusa, com
THE ort °f
VIRGINIA
Virginia Port Authority
Norfolk, Virginia
www, vaports , com
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Discover what other leading ports across the
country are finding—
EMS is a
GOOQ Business
Decision
ort Everslades
an area that is very dependant on tourist-related dollars. We
have to be environmentally proactive. Our EMS is formalizing
our practices and establishing an operating philosophy that
will sustain itself
—KenKrauter, Port Director, Port Everglades
ibne of the greatest benefits of having an EMS comes
from the confidence that it provides. We know we are
managing our environmental responsibility and
lessening the potential of environmental problems™
—John P. LaRue, Executive Director, Port of Corpus Christ! Authority
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SectorStrategies
Insight • Innovation • Results
visit www.epa.gov/sectors or contact your trade association
Global Environment &
Technology Foundation
September 2004
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