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Commissionaires EMS Guidelines (ISO 14001:2015) v3.6 30 Aug 17 1

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Canadian Corps of Commissionaires

Environmental Management System

Guidelines (ISO 14001:2015)

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TABLE OF CONTENTS

Record of Amendment Table .................................................................................................. 4

Introduction .............................................................................................................................. 5

Foreword ........................................................................................................................................... 5

Methodology ...................................................................................................................................... 6

Section 4 – Context of the Organisation ................................................................................ 7

Determining Relevant Needs and Expectations of Relevant Interested Parties (ISO 14001: 2015 – art 4.2.3) ................................................................................................................................................. 7

Scope of EMS (ISO 14001:2015 – art 4.3) ......................................................................................... 8

Section 5 – Leadership .......................................................................................................... 11

Commissionaires Quality and environmental Policy (ISO 14001:2015 – art 5.2) .............................. 11

Section 6 - Planning .............................................................................................................. 12

Processes and Interaction of Processes (ISO 14001:2015 – art 6.1.1) ............................................ 12 Waste Management Process .......................................................................................................................... 13 Energy / Resource Management Process ...................................................................................................... 14 Abnormal Condition Process .......................................................................................................................... 15 Paper Consumption Reduction Process ......................................................................................................... 16 Process for Planning Environmental Objectives / Change to Context of the Organisation – CNO – Support Process ........................................................................................................................................................... 17 Communications Process - Support ............................................................................................................... 18 Interaction of Processes ................................................................................................................................. 19

Environmental Aspects (ISO art 6.1.2) ............................................................................................. 20

Compliance obligations (ISO 14001:2015 art. 6.1,3) ........................................................................ 24

Environmental Objectives and Planning (ISO 14001:2015 art. 6.2.1 / 6.2.2) .................................... 24

Section 7 – Support ............................................................................................................... 25

Resources (ISO 14001:2015 art 7.1)................................................................................................ 25

Competence (ISO 14001:2015 art 7.2) ............................................................................................ 25

Internal Communication (ISO 14001:2015 art 7.4.2) ........................................................................ 25

External Communication (ISO 14001:2015 art 7.4.3) ....................................................................... 25

Section 8 – Operation ............................................................................................................ 27

Operational planning and control (ISO 14001:2015 art.8.1) ............................................................. 27

Procedure Paper Consumption ........................................................................................................ 27

Procedure for Waste Management / Water usage............................................................................ 28

Contractors Relationship process .................................................................................................... 28

Procedure for Fuel or Toxic Substance Spill .................................................................................... 29

Procedure in Case of a Fire or Explosion ......................................................................................... 29


Section 9 – Performance and Evaluation ............................................................................ 31

Monitoring, Measurement, Analysis and Evaluation (ISO 14001:2015 art 9.1) ................................. 31

Evaluation of Compliance (ISO 14001:2015 art 9.1.2 ....................................................................... 34

Management Review (ISO 14001:2015 art 9.3) ............................................................................... 34

Section 10 – Improvement .................................................................................................... 35

General – Internal Audits and Mangement Review (ISO 14001:2015 art 10.1) ................................ 35

Nonconformity and Corrective Actions (ISO 14001:2015 art 10.2) ................................................... 35

Annex A - List of Sites and Government Regulations ........................................................ 36

Annex C – Summary of Action Items / Modifications to EMS Guidelines ......................... 37

Annex D – Internal Audit Checklist - ISO 14001:2015 ......................................................... 39

References ...................................................................................................................................... 44

Annex E – Points of Contact – ISO 14001:2015 .................................................................. 46

Annex F – Evaluation of Compliance – ISO 14001:2015 art. 9.1.2 ..................................... 47

Annex G – Site Inspection Checklist with EMS Scoring .................................................... 48


Record of Amendment Table

Document

EMS Guidelines

Reviewer:

CEO Division/ Chief of Staff (CNO)

Approver: Chair NBMC

Signature:

Signature:

Summary of Amendment Date Revised

V2 29 Sep 16 – Major revision for new version of standard (ISO 14001:2015) and observations from readiness evaluation at CNO 21 Apr 16

29 Sep 16

V2.1 Dec 16 – Minor revision for section 4 – Context of the organisation and section 9 – Performance measurements

4 Dec 16

V3.0 Apr 17 – Major revision for all sections based on readiness evaluation Dec 16 12 Apr 17

V3.1 Apr 17 – Minor revision for interested parties (section 4) 24 Apr 17

V3.2 Jun 17 – Several minor changes for scope, processes and internal audit checklist 19 Jun 17

V3.3 Jul 17 – Changes made to summary of action table (annex C) 11 Jul 17

V3.4 Aug 17 – Change made to internal audit checklist (annex D) to correct major NCR during external audit Jul 17

24 Aug 17

V.3.5 Aug 17 – Addition of Annex E – Points of Contact to reflect Ntl MRC Meeting decision 5 July 2017

30 Aug 17

V3.6 Aug 1 – Evaluation of compliance 9.1.2, new Annex F and Annex G for performance measurements

1 Aug 18


Introduction

FOREWORD

These guidelines have been promulgated to address the requirements of ISO 14001:2015 in relation to the Environmental Management System (EMS). The guidelines define and delineate Commissionaires ISO members’ responsibilities and requirements regarding the environment in the day-to-day conduct of business.

This document is designed to operate in conjunction with the current Commissionaires Quality Manual for ISO 9001:2015, which will remain the authoritative document for common areas such as processes, procedures, master list of documents and quality control records. Areas where the process and/or procedure vary will be stipulated in this document.

The document is an internal resource intended to guide Commissionaires through EMS standard requirements necessary to maintain continuous improvement and to enable Commissionaires to operate effectively and efficiently within the eco-system in which we conduct our business.

Additional documents/records required to meet the ISO 14001:2015 standard will be promulgated by CNO and each participating Division as required to meet the legal and regulatory requirements for each province, region and/or municipality.


METHODOLOGY

The Commissionaires EMS is based on the methodology of Plan – Do – Check – Act (PDCA).

Plan – establish the objectives and process necessary to deliver results in accordance with the organization’s environmental policy.

Do – implement the process.

Check – monitor and measure processes against environmental policy, objectives, targets and legal or other requirements and report the results.

Act – take actions to continually improve performance of the environmental management system.

ISO 14001:2015 promotes the use of the process approach. Since PDCA can be applied to all processes, the two methodologies are compatible.

External use of this document is limited to introducing Commissionaires EMS to customers and external stakeholders having an interest in the measures and controls used to assure client satisfaction and continual improvement.

Plan

• 5.Leadership

• 6. Planning

Do

• 7. Support

• 8. Operation

Check

• 9. Performance evaluation

Act

• 10. Improvement

4. Context of organization

Continual improvement


Section 4 – Context of the Organisation

DETERMINING RELEVANT NEEDS AND EXPECTATIONS OF RELEVANT INTERESTED PARTIES (ISO 14001: 2015 – ART 4.2.3)

1. In ISO 14001:2015, the context of the organization is defined from a broad viewpoint. Commissionaires must consider the needs and expectations of interested parties and external and internal business issues for reducing its environmental impact and prevent pollution.

2. The increasing importance of “environmental probity” for companies represents an external issue. Governments, other companies and the Canadian society in general expect companies to reduce their environmental impacts by putting in place necessary policies and procedures.

3. Government policies and regulations on the environment have become more prominent and have changed the context of all organizations. Thus, we have seen certification for environmental management system becoming more important in impacting trades, access to markets, and competition for public or commercial contracts.

4. Legal compliance to environmental laws has become an external issue to consider for all companies. Not only companies must comply with regulations, but they also must demonstrate a clear understanding of legal requirements and actions performed to reach full compliance, including potential abnormal conditions.

5. For internal issues, Commissionaires’ sites are very different from one to another, located in many provinces and operated in a much-decentralized manner. Therefore, it is understood that some aspects may play out differently from one participating Division to another. The challenge caused by our organizational structure will be to maintain documented information of each site to make sure that environmental aspects and compliance to regulations at play are addressed appropriately. It also means that objectives for reduction of consumption in energy/resource management are very much decentralized, leaving each participating Division the flexibility to choose what objective they want to pursue and what measures are deemed appropriate.

6. Another internal issue is the difference between Divisions in terms of where they currently stand in reducing environmental impacts. For instance, some Divisions have adopted measures to reduce paper consumption for many years while others have just started to do so. For Divisions that are more advanced than others, it will be a matter to fine tune their existing procedures.

7. The following table lists the different interested parties influencing the determination of environmental policy and objectives.


Interested Parties Needs and Expectations

Relationship Interested Parties Needs and expectations

By responsibility National Board, NBMC, Divisional Boards and participating Divisions’ CEOs

Expect the group certification to manage its environmental risks and opportunities to promote business by rendering the brand more attractable and modern to existing and potential clients

Expect the group certification to reduce operational cost where it is feasible and to make sure that used resources are sustainable

By influence Certain government organizations and private companies (existing and potential), which have ISO 14001:2015 certification, want to do business with ISO 14001:2015 certified security service providers, as part of suppliers / contractors’ qualification

Expect valid ISO 14001:2015 certification as part of request for proposals, either as a requirement or asset

Expect that every means are considered to reduce energy/resource consumption in an effort to prevent pollution

By influence Canadian society, local business communities, chambers of commerce

Expect the group certification to behave in a responsible, proactive and transparent way vis-à-vis the environment

By dependency Employees, contractors Expect to work in a safe and healthy environment

Contractors must comply with EMS guidelines

By authority Regulatory or statutory agencies such as municipal By-laws across the countries and provincial governments

Expect clear understanding and demonstration of legal compliance

Expect consideration made for abnormal conditions and every effort to prevent pollution

8. If modifications are required, to the list of interested parties, they will be covered at the annual Management Review Committee (MRC) meeting. Divisions must also modify this list for their own set of circumstances and environment in which they work. All modifications required, would be done at the Division MRC.

SCOPE OF EMS (ISO 14001:2015 – ART 4.3)

9. Commissionaires ISO members operate licensed trademarks security services in accordance with our licensing agreement signed 7 February 2015 and included in the master list of documents in the quality manual.


10. These services are services to clients in security, by-law enforcement, parking and traffic control, property control, finger-printing and passport identification, police clearances, mobile services, pardons, background screening, identification cards, US waivers, oaths and affidavits, surveillance and design, development and delivery of external training.

11. The EMS covers the activities in buildings occupied by participating Divisions and CNO. The EMS also addresses resources controlled by Divisions, such as vehicles, equipment and uniforms. The list of these buildings has been clearly defined through a formal questionnaire submitted to our certification body (Annex A). Each Division is responsible to update the particulars of its sites through the Commissionaires web database.

12. Normally, activities at clients’ sites are not part of the environmental system, as Commissionaires provides security services to clients but has no managerial authority pertaining to clients’ EMS. However, if the client has specific environmental regulations that Commissionaires must adhere to, then these regulations are part of “other requirements” for compliance to regulations and must be listed in the registry of regulations. Finally, if the client is ISO 14001:2015 certified, there is an expectation of competency in EMS related activities at the client’s location.

13. Mobile patrol using vehicles as a security service to clients is governed by the clients’ service requirements. In some instances, Divisions have some flexibility in the type of vehicles chosen. Repair and maintenance is done through service agreements with service providers.

14. In general, much of planning and staging activities for business lines are conducted at the Divisions’ main offices. Regional sites or satellite offices are much smaller in size and accommodate services or functions such as ID services, training and regional operations.

15. The following table describes the activities covered in the scope of EMS. The list of common sites activities intends to be generic.

Types of Functions / Services

Descriptions Types of Activity

Executive Meetings and committees (Board of Governors, CEO / directors / managers)

Office-type activity

Administration Human resources services, secretariat, finances, benefits, etc.


Operation Operation center, identification svcs, dispatch of security guards to sites


Staff level function Daily staff activities – CEO, directors, managers, etc.


Training Training for new hires (classroom / computer lab), professional development to employees


Supply of clothing / equipment

Storing and distribution of clothing and equipment to employees

Warehousing- type, storing equip, reception and shipping

Vehicles use and management

Compound or parking lots for vehicles, vehicles use and dispatch

Vehicle compound and use activity excluding maintenance and repair


16. Each Division has the responsibility to modify its particulars and list of activities at their sites. To do so, each ISO Mgmt. Rep goes to a specific web page (ISO 14001:2015 sites), which is part of the Commissionaires web database.


Section 5 – Leadership

COMMISSIONAIRES QUALITY AND ENVIRONMENTAL POLICY (ISO 14001:2015 – ART 5.2)

1. Commissionaires ISO has changed its quality and environmental policy to reflect a new commitment to lessen the impact on the environment and to comply with ISO 14001:2015. The new quality policy is as follow: “to provide services of uncompromising quality, integrity and competence to all Clients by continually upgrading those services to better meet the needs of our Clients while maintaining an awareness of those services and their impact on the environment consistent with ISO 9001:2015 and ISO 14001:2015 standards. It also includes a commitment to the protection of the environment, compliance with government regulations and prevention of pollution”

2. The quality and environmental policy will be displayed prominently in all Commissionaires offices and will be regularly communicated to employees through the organization’s internal communications program. It is reviewed at least yearly as part of Commissionaires Management Review process.


Section 6 - Planning

PROCESSES AND INTERACTION OF PROCESSES (ISO 14001:2015 – ART 6.1.1)

1. As per art.6.1.1, the organization has identified processes and interaction of processes for the environmental system to achieve its intended outcomes. Processes and interaction of processes take into consideration the scope of the organization, expectations of interested parties, internal / external issues and potential adverse effects to the environment.

2. The communication process must be internally owned by Divisions and CNO. The end result is a specific communication plan to seek feedbacks and changes in the needs and expectations of interested parties.


Waste Management Process

Identification of existing and emerging

compliance regulations

•Monitor local By-laws or other gov regulations for waste management, including wastewater discharge (check modifications with ecolog.com subsription)

•Registry of compliance requirements for waste management actions (recycling and disposal of HHW) in web database

Plan actions for waste management

•Set up procedures or work instructions for compliance

• recycling

•household hazard waste disposal and recycling

•wastewater discharge

•Set up procedures or work instructions for outsourced process to ensure full compliance with government regulations

Monitor compliance

•Semi-annual performance measurements for recycling through web database

•Conduct audit on work instructions for waste management and HHW disposal

•Conduct audit on procedure for outsourced process and verify qualified suppliers list (outsourced process) is kept up to date

Improvement

•Assess process performance / effectiveness through data analysis and audit report

• Modification to process and/or work instructions


Energy / Resource Management Process

Identification of existing and emerging compliance regulations and actions

for reduction in consumption

•Monitor gov regulations for emission control, energy consumption and water usage once yearly

•Registry of compliance requirements for energy management in web database

• Identification of aspects at play for reduction in consumption, including quantitative objectives with set benchmarking

Plan actions for emission control and

reduction of resource / energy consumption

• Plan for actions to achieve compliance and reduction in consumption through work instructions

• vehicles emission control

• heating / cooling emission control / electricity use

• energy consumption

• water usage restrictions / reduction in consumption

• Set up procedures or work instructions for outsourced process to ensure procurement / purchasing of products and services meet environmental probity criteria as set up by the Division

Monitor compliance

•Conduct planned audits on work instructions



Improvement

•Assess process performance / effectiveness through data analysis and audit report



Abnormal Condition Process

Identification of potential abnormal

conditions

• Identify potential danger to the environment caused by abnormal conditions (ex. fire, gas leak, toxic spill) linked to environmental aspects

• Identify pertinent gov regulations (ex. toxic spill reporting, clean up and disposal)

Plan actions for abnormal conditions

•Set up work instructions to mitigate the risk and take actions when confronted with abnormal condition(s)

•Review contract agreements with contractors for environment probity (ex. a/c unit maintenance contract agreement for refrigerant spill handling )

•Actions for compliance to gov regulations concerning abnormal conditions

•Must consider annual exercises, equipement checks and training of personnel

Monitor compliance

•Conduct planned audits on work instructions for abnormal conditions

•Check effectiveness of work instructions after annual exercises

• Evaluation of compliance in web database and EMS scoring at clients ‘sites

Improvement

•Assess process performance / effectiveness through data analysis and audit reports



Paper Consumption Reduction Process

Identification of paper consumption sources

and benchmarking

• Identify major paper consumption sources

•Establish normal consumption as a reference value to check % reduction

• Identify average paper consumption in similar service industry for benchmarking

Plan actions for paper consumpton reduction

•Plan for actions to achieve objectives of 5% reduction per year

•Potential actions to reduce paper (reference documents in online file repository)

Monitor objective achievements

•Conduct performance measurements bi-monthly through web database

•Conduct planned audits on work instructions

Improvement

•Assess process performance / effectiveness through data analysis and audit reports



Process for Planning Environmental Objectives / Change to Context of the Organisation – CNO – Support Process

Identification of significant

environmental aspects

• Identify significant environmental aspects through brainstorming and using fish-bone diagram between ISO Mgmt Reps (reference: A6 -Env Aspects / Impacts / Significances revision date 11 July 2017) in online file repository / ISO 14001:2015 folder

•Through teleconferences, modify environmental aspects as required (ex. new business line, change to regulations)

Achievable objectives linked to context of the

organisation

• Identify interested parties, internal and external issues

•Use current "environmental scan" as reference for context of the organisation

•Determine achievable objectives considering environmental policy and context of the organisation through consultation with Divisions

•Divisions may choose to expand national objectives to suit their specific circumstances

•Achievable objectives and context of org validated at National MRC Meeting or through CEOs monthly Webcast

Results / Modifications

•Results on objectives are analysed and communicated at National MRC Meeting (Fall Meeting)

•Modifications of objectives take place as required

•Modifications to context of organisation take place as required


Communications Process - Support

List of interested parties

•Develop a list of interested parties and review it on regular basis to seek feedback from them and inquire about their needs and expectations

Schedule

•Plan a calendar of communications activities with interested parties

Choose best methods

• Identify best suitable methods of communications for interested parties

Monitor effectiveness

•Monitor the effectiveness of the commmunications plan and modify as required

Maintain documented information

•Provide documented information of communication activities


Interaction of Processes

Regional sites –

operation / ID svcs

Delivery of Security

services at clients’ sites

Guarding Surveillance

Property Control

Security solutions

Waste Management Process Abnormal Conditions Process Paper Consumption Process

Mobile Svcs

Energy Management Process

Planning and staging of

business lines at Divisions’

sites

Training delivery and development

Support Processes

Support to Divisions

(CNO)


ENVIRONMENTAL ASPECTS (ISO ART 6.1.2)

3. The following table lists all significant environmental aspects and impacts for the organization. It also lists risk-based thinking deductions from expectations of interested parties and potential adverse effects on the environment (abnormal conditions). A separate document identifies criteria for significance and process followed to identify aspects and maintain a current list.

4. Each Division and CNO must identify applicable aspects to each site. For instance, a site with no vehicle could simply forego the activity of vehicle use and associated environmental aspect. Similarly, a Division or CNO cannot control the activity heating system and a/c unit in a leased facility. However, any pro-active measures to reduce impact on environment and prevent pollution that a Division or CNO can control or influence is to be considered.

# Activities Aspect Impact Risk Opportunities Plan of action

1

Paper for printing, paper supplies (notebooks, sheets, etc.)

Paper consumption – use of raw material

Deforestation, global warming, climate change, soil erosion, landfill use

Status quo in paper consumption adds needless cost to operations Use of paper as opposed to other means seen as not environmental friendly, not good for the brand

To reduce cost To adopt more productive electronic means of communication or information management initiatives

Each Division and CNO to look at ways to reduce paper consumption

2 Printer toner cartridges

Use of raw material, natural resources - generation of solid waste

Pollution of soil, landfill use, use of natural resources Printer toner cartridges that are not recyclables use a lot of natural resources and decompose very slowly in landfill

Not recycling or not attempting to re-use or re-sale toner cartridges is not environmental friendly and could hurt the brand If printer toner cartridges are recyclable and no attempt is made to recycle them, the org could be exposed to fines and hurt the brand

Adhering to a strict recyclable program with proof of compliance will enhance our status via-a-vis regulators and community.

Encourage Divisions and CNO to use recyclable printer toner cartridges, if not, every attempt should be made to re-use or resale existing toner cartridges


3 Household Hazardous Waste

Generation of toxic waste that can not be disposed in landfill with non-recyclable items

Improper disposal of HHW can pollute the environment and pose a threat to life

Not following strict compliance to By-laws or other regulations could expose the org to fines and hurt the brand

By being able to prove full compliance to By-Laws or regulations on disposal of HHW, we prove to regulators that we meet their requirements. We also prove to the community that we take our corporate responsibility seriously

Must encourage Divisions and CNO not to use HHW when possible to do so List of HHW to be made from Div and CNO. Identification of existing By-laws and regulations to be made for proper disposal WHIMIS program in place

4 Vehicle use for business

CO2 emissions to environment, use of non-reusable natural resources

Green gas effect, global warming, air pollution

Cost of fuel could increase and become a liability to operations Availability of fuel in given world's circumstances could impact operations Not meeting emission By-laws or regulations could hurt the brand

Taking steps to renew fleet of vehicles with hybrid or low fuel vehicles could help the brand Proving strict compliance to By-laws or regulations benefits the brand vis-à-vis regulators and community Using or renewing fleet of vehicles with low fuel consumption or hybrid could reduce cost to operation and make us less vulnerable to fuel shortage Using or renewing fleet of vehicles with low fuel consumption or hybrid prevents pollution

Each Division to evaluate the possibility of using low fuel consumption or hybrid vehicles Purchasing process in ISO 9001 to be modified to include environmental aspect to select vehicle type for purchase or service provider when leasing Proper maintenance of vehicles to operate them at maximum efficiency (service agreements) When applicable, GPS vehicle control to maximize efficiency of fleet of vehicles to reduce usage

5 Parking for vehicles

Requirement for pavements (normally asphalt), leakage of oil, coolants and other toxic fluids

Pollution of soil and water associated with toxic fluids discharge in storm water run off Reduce amount of

Not taking proper precautions and/or actions in case of toxic spill could

Quick and appropriate actions in case of leak would show regulators and community that we take our

Divisions to evaluate their situations and to make sure that they have the resources (trained personnel and


Potential abnormal conditions associated with important leakage of toxic substances

green space Pollution of soil and water associated with abnormal conditions

expose us to fines and hurt the brand

corporate responsibility seriously

equip) to contain and clean up leaks Divisions to identify By-laws or regulations on toxic spill reporting and clean up mandatory actions

6

Solid waste generation (food waste, plastic, furniture, electronic equip, used clothing)

Use of raw material, natural resources

Landfill use

Not following strict compliance to By-laws or regulations exposes us to fines and hurt the brand

By demonstrating strict compliance to By-laws and regulations, we prove to regulators and communities that we take environmental laws seriously

Divisions and CNO to look at ways to reduce waste and adhere to recycle programs for their locations

7 Heating and misc. systems

Use of non-renewable energy (fuel / natural gas / electricity), CO2 emissions associated with heating (greenhouse gases) Use of raw material - generation of solid waste (end life)

Global warming, air pollution, landfill use (end of life) Soil contamination in case of oil spill Air pollution and potential explosion in case of gas leak

Not following strict compliance could expose us to fines and hurt the brand

By demonstrating strict compliance to By-laws and regulations, we prove to regulators and community that we take environmental laws seriously

Divisions and CNO to identify emissions By-laws or regulations and plan for compliance Proper maintenance and records keeping for heating system to operate at maximum efficiency Making sure that service agreements have a clause for emergency actions in case of oil tank spill Divisions and CNO to take normal precaution and action in case of fire (gas explosion) Divisions and CNO to take actions to reduce electricity consumption

8 Air conditioning / cooling system

Use of electricity Use of refrigerant Use of nature resource and solid waste generation (end of life)

For electricity produced through natural gas, diesel or nuclear power-plant, use of non-renewable

Not following strict compliance could expose us to fines and hurt the brand

By demonstrating strict compliance to By-laws and regulations, we prove to regulators and community

Identify refrigerant for a/c unit and make sure compliance to By-laws or regulations Making sure that


resource Global warming and potential ozone depletion when air condition system uses some types of old refrigerant Landfill use for waste generation (end of life) Pollution of air and soil in case of toxic refrigerant spills

that we take environmental laws seriously

service agreements have a clause for emergency actions in case of toxic refrigerant spill

9 Wastewater discharge

Unauthorized substance discharge into sanitary sewage or storm sewage could potentially be released in the environment during overflow conditions at water filtration plant

Discharge of contaminated wastewater could pose a threat to animals and plants. It could also contaminate soil, water ground table and natural water ways

Not following strict compliance to By-laws or other regulations could expose the org to fines and hurt the brand

By being able to prove full compliance to By-Laws or regulations concerning wastewater discharge, we prove to regulators that we meet their requirements. We also prove to the community that we take our corporate responsibility seriously

Divisions and CNO must familiarize themselves with government regulations or By-laws affecting wastewater and make sure that unauthorized discharge does not occur


COMPLIANCE OBLIGATIONS (ISO 14001:2015 ART. 6.1,3)

5. Identification of compliance obligations is the first step of the waste management, energy/resource management and abnormal conditions processes. Registry of compliance obligations is found in the web database under the web page “Government Regulations”. Each Division and CNO must enter accurate references for recyclable, HHW, emission control and abnormal conditions regulations.

6. Review of legal requirements for environmental compliance is conducted once a year through “Ecolog.com” subscription.

ENVIRONMENTAL OBJECTIVES AND PLANNING (ISO 14001:2015 ART. 6.2.1 / 6.2.2)

7. The group certification has set to reduce paper consumption by 5% per year for the next three years for an overall reduction of 15% by 2020. In some cases, an overall increase in the amount of work and employees could have an impact on paper consumption. Therefore, in some instances, Divisions may not be capable to meet the yearly 5% reduction but should be able to meet the three-year-objective of 13.3% reduction by planning middle to long term reduction methods, such as electronic means of communications with employees.

8. Overall result of the group certification will be compared to best and average performers in similar type of service industry. Average performer has been benchmarked by US EPA standard (2014) to be 10,000 sheets or 45 kg of paper per employee per year.

9. The group certification has also set to comply with all relevant government regulations impacting the EMS.

10. The group certification has set to take measures to reduce energy / resource. These measures will vary depending on set of circumstances in Divisions and CNO. Each Division and CNO must set up their own quantitative objective(s) for reduction of energy / resource. For doing so, Divisions and CNO must establish a benchmark of consumption and develop attenuation factors specific for their own set of circumstances. For example, a Division sets to reduce 3% fuel for its operation. In this case, the benchmark could be year 2015 fuel consumption and attenuation factors could be growth of the company and the increased number of vehicles.

11. Review of environmental objectives is conducted yearly at the National MRC meeting. CNO has been tasked to plan the realization of these environmental objectives on behalf of the group certification. Planning process for establishing environmental objectives is included in section 6.1.1.


Section 7 – Support

RESOURCES (ISO 14001:2015 ART 7.1)

1. Participating Divisions and CNO must determine the appropriate resources for the EMS to reach its intended outcomes.

COMPETENCE (ISO 14001:2015 ART 7.2)

2. ISO Management Representatives and internal auditors shall have followed a familiarization course in ISO 14001:2015. Since they have just completed an online familiarization course in ISO 14001:2004, there is no requirement to follow an additional course. However, a formal workshop with registered attendance was organized and completed by the National ISO Management Representative to illustrate the differences between the two versions prior to internal audits being conducted.

3. CNO keeps competency certificates in online file repository.

INTERNAL COMMUNICATION (ISO 14001:2015 ART 7.4.2)

4. Divisions must elaborate an internal communication plan. Top management should ensure that the following are communicated within the organization:

a. the environmental policy;

b. the responsibilities and authorities for relevant roles.

c. its significant environmental aspects among the various levels and functions of the organization, as appropriate;

d. its environmental objectives;

e. its relevant environmental requirement(s) to external providers, including contractors;

f. relevant environmental performance information both internally and externally, as determined by its communication process(es) and as required by its compliance obligations.

g. The organization should ensure that the results of internal audits are reported to relevant management.

h. Top management’s review of the organization’s environmental management system should include consideration of communication(s) from interested parties.

EXTERNAL COMMUNICATION (ISO 14001:2015 ART 7.4.3)

5. Any request for external communications follows the communication process established in the quality manual. CNO Marketing and Communications Specialist can assist in the elaboration of communications concerning the group certification commitment to protect the environment and prevent pollution. The following table represents some key points to provide when there is an external request for communication.


Question Answer

What is your environmental policy?

We modified our quality policy to incorporate our commitment to

preserve the environment. The policy is as follows: “to provide services of uncompromising quality, integrity and competence to all Clients by continually upgrading those services to better meet the needs of our Clients while maintaining an awareness of those services and their impact on the environment consistent with ISO 9001:2015 and ISO 14001:2015 standards. It also includes a commitment to the protection of the environment, compliance with government regulations and prevention of pollution”

Are all Divisions pursuing a certification program for ISO 14001:2015?

Only a group certification consisting of 10 Divisions and a National Office pursue ISO 14001. They are VIY, BC Corps, N AB, S AB, N SK, S SK, MB, CGL, CNS, CNL and CNO. Other Divisions may join later.

How long have this group certification been following a certification program in ISO 14001?

We intend to pass initial certification in summer 17. We have been working towards certification for the past two years.

How does this certification program benefit the environment?

By making a commitment to reduce our paper consumption, energy / resource usage, compliance to regulations and planning in case of emergencies, we reduce our impact on the environment and prevent pollution from occurring.


Section 8 – Operation

OPERATIONAL PLANNING AND CONTROL (ISO 14001:2015 ART.8.1)

1. The focus of operational planning and control will be placed on environmental aspects with significance to the organization (art.6.1.2), including those regulated by the different levels of government (web database – government regulations web page).

2. By operational planning and control, we mean procedures or work instructions in place to make sure that objectives are met, identified risks are mitigated and opportunities could be developed. Operational planning and control also applies to abnormal conditions.

PROCEDURE PAPER CONSUMPTION

Example of Procedure Template for Paper Consumption

Person in charge

Revision date

Measures chosen to reduce paper consumption

Ex. Change margins on document to “narrow” or “moderate”, no printing of emails, notice at photocopier to ask if printing is necessary, double-sided printing, changing fonts on correspondence, using more electronic means to communicate, better information management approaches

Amplifying instructions for implementation

Any details to ensure correct and effective implementation

Monitoring and measurement

Check number of boxes of paper or sheets (photocopier) used for printing for a month. Enter amount of kg of paper used in web database

Quarterly assessment of paper consumption

Check in web database if targets have been met for the quarterly. If targets are not met, then a review meeting should take place to establish a new plan of action.

Documented information

Ex. Web database information, printed sheets on photocopier or boxes of paper used in a month

Review of procedure effectiveness

Ex. Lesson learned


PROCEDURE FOR WASTE MANAGEMENT / WATER USAGE

Example of Procedure Template for Waste Management / Water Usage

Person in charge

Revision date

Compliance with government regulations (By-laws)

Ex. What is covered by government regulations (By-laws) and what should we do to ensure compliance with regulations?

Amplifying instructions for implementation

Any details to ensure correct and effective implementation

Monitoring and measurement

Conduct annual evaluation of compliance to government regulations. Enter score for 1 to 5 in web database. For better standardization, a word picture in Annex F describes each assessment factor (poor / fair / good / very good / excellent)

Documented information

Annual evaluation of compliance in the web database (government regulations web page)


Ex. Lesson learned

CONTRACTORS RELATIONSHIP PROCESS

3. Work performed by contractors at Divisions is governed under the EMS guidelines. Therefore, waste management and water usage regulations do apply and should be monitored. Each contractor performing work shall be briefed on EMS guidelines prior to work being conducted.

4. A Division must be able to present documented information proving that the process was followed.


PROCEDURE FOR FUEL OR TOXIC SUBSTANCE SPILL

Example of Procedure Template for Fuel or Toxic Substance Spill

Person in charge

Revision date

Actions in the event of a spill

Stop the leak if possible

Contain and recover the leak as per spill kit instruction manual

Collect the contaminated sorbent

Secure the waste as per instruction manual

Dispose the waste as per government regulations

Report the spill to appropriate authority as per government regulations

Documented information Ex. Report to authority, time/location of spill, size of spill, people involved, cause for spill

Annual evaluation of compliance in the web database (government regulations web page)

Actions to prevent another spill

Ex. Preventive maintenance


Ex. Lesson learned

PROCEDURE IN CASE OF A FIRE OR EXPLOSION

Example of Procedure Template in Case of a Fire or Explosion (same as Occupational Health and Safety)

Person in charge

Revision date

Actions in the event of a fire or explosion

Raise the alarm

Call fire department

If small fire, try to extinguish it

If cannot extinguish the fire, escape the building using identified escape route

Ensure building is empty of personnel, close doors to limit spread of fire (fire warden’s responsibility)

Gather at an identified assembly point

Do not re-enter the building until receiving the all-clear from fire department chief


Documented information Ex. Incident report from fire department

Actions to prevent another fire Ex. Preventive maintenance


Ex. Lesson learned


Section 9 – Performance and Evaluation

MONITORING, MEASUREMENT, ANALYSIS AND EVALUATION (ISO 14001:2015 ART 9.1)

1. The following table illustrates the requirements for monitoring and measurement.

# Aspect Indicator Op control Objective Target Program Measurement

1

Paper for printing, paper supplies (notebooks, sheets, etc.)

Use of average consumption in Kg of paper bi-monthly compared to actual consumption in Kg of paper

Different work instructions per Divisions and CNO

Reduce paper consumption

5% yearly

Different programs established by Divisions and CNO for reduction

Measurements in Web database every two months

2 Air conditioning / cooling system

Conformity or nonconformity during internal audits

Different work instructions per Divisions and CNO Service agreements for maintenance and emergency actions in case of spill

Keep reasonable temperature setting in the summer, prevent overuse of a/c Reduce energy consumption through proper maintenance

100% compliance with government regulations concerning refrigerants 100% compliance with government regulations for toxic refrigerant fluid handling in case of emergency

Program not to overuse a/c by selecting appropriate temperature settings, Maintenance program

Auditor's assessment during internal audit once a year

3 Heating and misc. systems


Different work instructions per Divisions and CNO Service agreements for maintenance and emergency actions in case of spill or fire

Keep reasonable temperature setting in winter, prevent overuse of heating system Reduce energy consumption through proper maintenance Reduce risk of spills and fire through proper maintenance

100% compliance with government regulations concerning emission control 100% compliance with government regulations for oil spill handling in case of emergency

Program not to overuse a/c but selecting appropriate temperature setting, Maintenance program



4 Household Hazardous Waste

Conformity or nonconformity during internal audits Observation with a score of 1-5 bi-annually in web database

Different work instructions per Divisions and CNO Use of ISO 9001 Purchasing process to consider environmental probity of contractors / products as criteria for selection

To reduce the use of HHW products as much as possible

100% compliance with government regulations on disposal of HHW Reduce use of HHW by other products not harmful to the environment

Familiarization program on the use of HHW products and their impacts on the environment Find substitute products less harmful to environment WHIMIS program in place

Auditor's assessment during internal audit once a year - – evaluation of compliance in web database and EMS scoring at clients ‘sites

5 Vehicle use for business


Different work instructions per Divisions and CNO Use of ISO 9001 Purchasing process to consider environmental criteria for purchase or renting of vehicles Adherence to repair and maintenance calendar

To reduce fuel consumption through set of measures at Divisions To evaluate possibility of purchasing or renting low fuel consumption or hybrid vehicles

100% compliance with repair and maintenance schedule 100% compliance with government regulations for emission control

Familiarization program on idling restrictions and driving habits to reduce fuel consumption Familiarization program to maintain vehicle in optimum working efficiency

Auditor's assessment during internal audit once a year– evaluation of compliance in web database and EMS scoring at clients ‘sites

6 Wastewater discharge



To prevent unauthorized wastewater discharge from occurring

100% compliance with government regulations concerning wastewater discharge

Familiarization program on wastewater discharge



7 Parking for vehicles



To prevent toxic spill from occurring In the event of spill, to take pro-active actions for containment and clean-up To comply with government regulations for toxic spill containment, clean up actions and reporting

100% compliance with government regulations concerning wastewater discharge

Training of personnel for using spill kit Regular equipment check Annual spill containment and clean-up actions exercise


8

Solid waste generation (food waste, plastic, furniture, electronic equip, used clothing)



Maximize recycling law government regulations

100% compliance with government regulations for recyclable items

Familiarization program on recycling

Auditor's assessment during internal audit once a year – evaluation of compliance in web database and EMS scoring at clients ‘sites

9 Printer toner cartridges



Maximize recycling law government regulations

100% compliance with government regulations for recyclable items

Familiarization program on recycling



EVALUATION OF COMPLIANCE (ISO 14001:2015 ART 9.1.2

2. The group certification will evaluate its compliance to government regulations (legal requirements) and “other” requirements through direct observation(s) and/or interview(s).

3. Specifically, compliance to government regulations is evaluated on a scale of 1-5 with data inserted in the web database. For standardization of assessment, a word picture has been developed in Annex F.

2.4. For compliance to “other” requirements, such as those observed at clients’ EMS. These requirements include any specific health and safety procedures or regulations at the clients’ sites. They also include legal requirements linked to the operations of vehicle, such as idling restrictions in some locations. Evaluation of compliance will be done through direct observation(s) and interview(s) with results entered automatically in the web database. The group certification will use the site inspection template (Annex G) to evaluate compliance to other requirements..

MANAGEMENT REVIEW (ISO 14001:2015 ART 9.3)

3.5. Management review for ISO 14001:2015 at Divisions will be conducted at least yearly and, as much as possible, in conjunction with management review for ISO 9001. National Management Review Committee Meeting for ISO 14001:2015 will also be conducted in conjunction with the one for ISO 9001.

4.6. CNO will provide a template (agenda items) for the yearly management review meeting.


Section 10 – Improvement

GENERAL – INTERNAL AUDITS AND MANGEMENT REVIEW (ISO 14001:2015 ART 10.1)

1. Internal audits are conducted through a checklist posted on the web database. Internal audit procedure for ISO 9001 in the quality manual applies in the same way for ISO 14001:2015. On completion of internal audits, Divisions will conduct management review committee meeting for both ISO 9001 and ISO 14001:2015 simultaneously.

NONCONFORMITY AND CORRECTIVE ACTIONS (ISO 14001:2015 ART 10.2)

2. Nonconformity and corrective actions follow the same procedure contained in the quality manual for ISO 9001.


Annex A - List of Sites and Government Regulations

Division Site # Site address City Postal code

Size in square feet

# employees

BC Corps

801773 801-595 Howe St Vancouver V6C 2T5 11,663 34

BC Corps

801773 346 Lawrence Ave Kelowna V1Y 6L4 4,455 8

S AB Div 801824 1107 – 53rd Ave N Calgary T2E 6X9 21,464 52

S AB Div 801824 2055 – 21st Ave SE Medicine Hat T1A 7N1 1,300 5

S AB Div 801824 107 – 4807 50th Ave Red Deer T4N 4A5 1,523 5

S AB Div 801824 1222 – 3rd Ave S Lethbridge T1J 0J9 4,800 4

N SK Div 801682 1219 Idylwyld Dr N Saskatoon T5N 1S5 9,010 14

N SK Div 801682 301 – 20 14th St W Prince Albert S6V 3K8 450 2

CNS 1611286 229 Damascus Road Bedford B4A 0C2 20,800 45

CNS 1611286 802 Prince St Truro – Northern Dis

B2N 1H1 1,250 2

CNS 1611286 Nova Scotia Maritime Center – Lvl B1 1

Halifax - Maritime Ctr

B3J 3K5 3,072 2

CNS 1611286 352 George St Sydney – Cape Breton

B1P 1J7 1,524 2

CNS 1611286 325 Main St Kentville – Valley D

B4N 1K5 986 2

CGL 1621608 2947 Portland Drive Oakville L6H 5S4 11,000 41

CGL 1621608 1112 Dearness Drive, Unit 14

London N6E 1N9 2,388 5

CGL 1621608 5 Bell Farm Rd Barrie L4M 5G1 1,300 3

N AB Div 801634 10633 – 124th St Edmonton T5N 1S5 9,010 36

VIY Div 1060830 928 Cloverdale Avenue Victoria V8X 2T3 10,000 19

VIY Div 1060830 11 Port Dr Nanaimo V9R 0C7 1,558 2

MB Div 801857 290 Burnell St Winnipeg R3G 2A7 8,070 26

CNL 1621606 83 Thorburn Rd St. John’s A1B 3P9 2,880 7

CNO 1621605 100 Gloucester Street Ottawa K2P 0A4 3,780 7

S SK Div 801681 122 Albert St Regina S4R 2N2 4,589 10


Annex C – Summary of Action Items / Modifications to EMS Guidelines

ISO requirements Responsibility(ies) Description Remarks

Context of the organization (art. 4.1)

CNO Update list of interested parties, external / internal issues

Modifications at National MRC Meeting or through Webcast

Divisions and CNO update their own WIs for this item

Needs and Expectations of interested parties (art.4.2)

CNO Update needs and expectations of interested parties


Divisions and CNO update their own WIs for this item

Scope of EMS (art. 4.3)

CNO and Divisions Update list of sites and activities (web database)

CNO to be notified of any changes

Environmental Quality and Environmental Policy (art. 5.2)

CNO Update as required through consultation with CEOs


Environmental Aspects and Compliance Obligations (art 6.1.2 / 6.1.3)

CNO Update as required through consultation

Divisions and CNO determine what environmental aspects are at play for their respective sites and update own WIs

Modifications at National MRC Meeting

Environmental Objectives and Planning (art. 6.2.1 / 6.2.2)

CNO Update as required through consultation


If Divisions and CNO have additional objectives, then update their own WIs

Resources (art 7.1) CNO and Divisions Appropriate resources to reach intended outcomes

Competence (art 7.2)

CNO and Divisions Must have auditors trained in ISO 14001:2015 standard

Workshop with registered attendance was organized

Divisions and CNO to establish and update training matrix for competencies

Internal Communication Plan (art 7.4.2)

CNO and Divisions Create an internal communication plan


External Communication Plan (art 7.4.3)

CNO – Dir Public Relations and Marketing

Update as required through consultation

Operational planning and control (section 8)

CNO and Divisions Create / update WIs and procedures as required to meet environmental objectives, compliance to government regulations and emergency responses for abnormal conditions

EMS guidelines contain templates

Performance and Evaluation (section 9)

CNO and Divisions Establish, implement and monitor designated programs. Monitor and perform measurements.

Quarterly evaluation of performance

Reevaluate programs for effectiveness

Improvement (section 10)

CNO and Divisions Conduct internal audit and management review. Identify non-conformities and take corrective action measures

Same process used for ISO 9001 certification


Annex D – Internal Audit Checklist - ISO 14001:2015

Purpose Auditing tool for ISO 14001:2015 compliance

Created By COS

Monitored By ISO Programs Consultant for COS

Criteria Findings

Senior Management 1. Is there evidence that senior management has had a strong leadership role in the

development of the EMS? (5.1)

2. Is there evidence that ‘Top Management’ has taken ownership and responsibility for the operation and effectiveness of the EMS? (5.1)

3. Is there evidence that Top Management is seen by the organization to be committed to the effective operation of the EMS and to the stated Quality and Environmental Policy? (5.1)

4. Is there a formal regularly scheduled activity used by Top Management to promote the Policy and communicate the importance of achieving the objectives of good environmental stewardship? (5.1)

5. Are the organization’s business processes and EMS processes either fully compatible or essentially the same thing? (Best Practice)

6. Is there evidence of a process in which management has determined and accurately communicated to all management and supervisory staff, the environmental objectives, objectives, roles, responsibilities, authority and accountability that apply to them in the performance of their respective jobs. (5.1)

7. Is there evidence that shows that senior management has taken an active role in considering risks related to the following during the process of developing the organization’s EMS? - (4.1) environmental conditions Consider: legal exposure, technological issues, concerns related to competitive position, effects on future business societal issues, (complaints) cultural considerations (consider employees, the community and clients), economic impacts, client expectations.

Context of the Organization 8. Has the organization identified its Environmental objectives in the context of the

Strategic Objectives? (4.1)

9. Has the organization considered internal and external issues and resource limitations when determining their environmental objectives? (4.1)

10. Have all interested parties whose needs may affect the development of environmental objectives been identified? (4.1)

11. Has senior management converted the analysis of the context of the organisation into a statement of environmental mission, vision or values for the organization? (BP)

12. Has the mission, vision, values been effectively communicated along with the importance of the achievement of the environmental policy, objectives, and objectives to interested parties? (5.1)

13. Is there evidence of a process which encourages people to contribute to the effectiveness and continual improvement of the Environmental Management System? (5.1)


14. If there are Suggestion Plans, Open Door policies, or other processes designed to elicit employee contribution, is there evidence that they are working effectively? (BP)

15. Has the Management Team identified the risks associated with achievement or non-achievement of the organization’s objectives? (6.2)

16. Has Senior Management evaluated and clearly articulated the needs and expectations related to its compliance obligations? Has Senior Management determined and evaluated associated risks? (6.1)

17. Has Senior Management evaluated and clearly articulated the needs of other relevant interested parties? Has Senior Management determined and evaluated associated risks, threats and opportunities? (6.1)

18. Has the organization specifically identified who they consider to be interested parties? (4.2)

19. Have the specific requirements of interested parties been identified? (4.2)

20. Have the specific requirements been addressed in appropriate processes? (BP)

21. Is there evidence of a process to review changes or additions to the requirements of interested parties and to ensure that changes or additions are effectively implemented? (4.2)

22. Is there evidence of a process to measure the effectiveness of compliance and conformance to the specific requirements of interested parties? (BP)

23. Has Senior Management evaluated environmental risks associated with products and services, processes, equipment and materials that the organization currently uses or provides or is planning to use or provide as well as risks associated with introduction (launch) of future offerings? (5.1)

Environmental Policy 24. Has Top Management clearly defined documented and communicated an

Environmental Policy which is consistent with the objectives and objectives and stated mission of the organization? (5.2)

25. Does the Environmental Policy include a commitment to meet appropriate compliance requirements as well as those of clients and stakeholders? (5.2)

26. Does the Environmental Policy contain a commitment to continual improvement? (5.2)

27. Is the Environmental Policy documented and prominently located where it is easily seen by employees and visitors? Where management determines that it is appropriate, is it available to other interested parties or the public? (5.2)

28. Is there evidence that actions are taken to ensure that the employees of the organization understand the intent of the policy and how it should affect their functions? (5.2)

29. Has the organization determined and documented the Scope of the EMS? (4.3)

Environmental Management System Planning 30. Has the organization determined what EMS information will be communicated

internally and externally? To whom? When? How? (7.4)

31. Has the organization identified the processes needed to achieve, organizational, client and interested party requirements including processes that are outsourced? (4.4) (8.4)


32. Has the Organization effectively identified the environmental inputs (aspects, objectives, objectives, resources), and outputs (performance expectations) required for the effective operation of each process? (4.4)

33. Has the Organization effectively identified the compliance requirement, the environmental aspects, the performance indicators, the measurement methods to be used, the targets to be achieved and the method of analysis and reporting on these measurements, for each process? (4.4) (9.1)

34. For each process, has the organization identified the human resources necessary, the number of persons, their required competency levels and the responsibilities, authorities and accountabilities necessary for the establishment, implementation, maintenance and improvement of the EMS? (4.4, 7.1)

35. Has the organization identified the tools, materials and equipment necessary for the effective operation of each process? (7.1)

36. Has the organization put in place methods to ensure that tools, equipment and materials provided are adequate to do the function required, available when and where needed, and are effectively maintained? (7.1)

37. Is there evidence that the organization has effectively determined risks, opportunities and constraints related to the resources provided and to the operation of each process? Is the need for outside resources part of this analysis? (4.4, 6.1, 7.1, 8.1)

38. In evaluating the risks associated with each process has the organization effectively insured that the process can achieve its intended results? (6.1, 8.1)

39. Has the organization included steps designed to take action and to address risks related to; (6.1) abnormal conditions, compliance obligations and implementation of the system

40. Is there a WHIMIS program currently in place and is it effective? (BP)

Process Approach 41. Is there evidence that all managers are competent in the use of the Process

Approach? (BP)

42. Is the structure of the EMS as a whole and as individual processes based upon a Process Approach? (BP)

43. Is there evidence that the objectives identified are linked directly to performance measures that are effectively implemented, recorded, analyzed, and reported to Top Management? (BP)

44. Where statutory or regulatory compliance is required for the achievement of the organization’s objectives, is there evidence of an effective tracking system for ongoing tracking of data related to compliance to statutory and regulatory requirements? (5.3)

Objectives 45. For each process, have objectives been identified that are consistent with the

Mission of the organization, the environmental objectives of the organization and the stated Environmental Policy? (6.2)

46. Where there are functions of the system which require the effective coordination of combined processes, are there appropriate processes, methods and measurable objectives identified to ensure effective operations? (6.2)

47. Do all measurements have targets identified? (6.2)


48. Are all process measurements monitored, reported to management on a regular basis and changed or replaced as the needs arise? (6.2)

49. Are all appropriate measurements and their status effectively communicated within the organization and where appropriate with other interested parties? (6.2).

50. Has the organization’s management clearly defined the environmental responsibilities, levels of authority and specific accountability for each job function in the organization? (5.3)

51. Has Management identified specific assignments for: (5.3) Monitoring the operation of the EMS and ensuring the integrity of the system when changes are planned or implemented? Reporting the performance of the EMS to Top Management? Effective operation of each specific process?

52. Is there evidence of effective communication process for internal and external communications about the environmental system? Does it include: (7.4) What information will be communicated When information will be communicated To whom will the organization communicate How communications will be managed In what form will information be communicated Approval process prior to communication of information

53. Is there evidence that communications within the organizations effectively passes environmental information top down Through all levels and functions and bottom up? (7.4)

54. Is there evidence that communication required by compliance obligations have been done? (7.4)

55. Is there evidence that information communicated is consistent with the information reported to management in management review and consistent with actual environmental documented information? (7.4)

56. Is there evidence that the organization responds effectively to relevant requests for information, complaints or enquiries? (7.4)

57. Is there sufficient documented evidence of an effective communication process? (7.4) Planning Changes

58. When changes to the EMS have been made, is there evidence that; (6.3) there was a defined and communicated plan for the implementation of the changes? the need for additional or different resources was considered? changes or revision of responsibilities, authority or accountability was considered?

Resources People 59. Is there an established, documented process for introducing employees to the

environmental aspects, risks, and procedures related to new positions? (7.2)

60. Is documented information available of: employee competence requirements and status? (7.2) training/development planned and completed? (7.2)

61. Are employees aware of: the content and intent of the organization’s Environmental policy? (7.3) objectives related to their functions? (7.3) their contribution to the achievement of organizational objectives, client focus and achievement of client satisfaction? (7.3) the benefits of improved Environmental performance? (7.3) the potential implications that could result from nonconformities in their work? (7.3)

Support Equipment 62. For each EMS process, has the organization determined equipment or services

requirements needed in order to effectively manage the environmental system? (8.1)


63. Does equipment maintenance include: (8.1) Environmental process control equipment, Emergency response equipment

64. When materials or services are purchased, is there evidence of an effective process to: (8.1) Evaluate potential environmental effects related to the product or service being purchased Implement effective controls for identified potential impacts Communication of controls applied

Documentation 65. For each EMS process, has the organization determined the documentation

requirements needed to achieve environmental system requirements as well as compliance requirements? (7.5)

66. Does performance documented information for the process indicate that the amount and type of documentation available is sufficient for the effective operation and control of the process within the EMS? (7.5)

67. Is all documentation: (7.5) Suitable for its intended purpose? Available where it is needed? Available when it is needed? Adequately protected from loss or improper use? Controlled for confidentiality as needed?

68. Does document control effectively manage: (7.4) Distribution Access Retrieval Storage and preservation (including legibility) Change and revision control Retention and disposition

Environmental / Compliance Manager 69. Is there evidence of an effective environmental compliance assessment? (9.1)

70. Is there evidence of a planned frequency for compliance assessments? Is frequency satisfactory? (9.1)

71. Is there a process in place to monitor compliance requirements that will identify changes and revisions to compliance requirements? (9.1)

72. Is there evidence that the compliance assessment was completed by a competent agency or individual? (9.1)

73. Is there evidence of a direct relationship between the environmental compliance requirements identified and environmental aspects listed by the organization? (9.1)

74. Is there evidence of an effective process for identification of environmental aspects in addition to as well as those included in compliance assessments? (9.1)

75. Is there evidence of an effective determination of environmental impacts associated with the identified aspects? (9.1)

76. Is there an effective process for evaluation of severity of environmental impacts? (9.1)

77. Is there evidence of a process that determines controls necessary based on the severity of environmental impacts? (9.1)

78. Will the operational controls identified for implementation effectively control the identified impacts? (9.1)

79. Is there a clear process that describes: (9.1) Which environmental aspects and impacts apply in which processes? What controls are in place in which processes? What environmental control equipment or reaction equipment is located in which processes?

80. Has the organisation identified compliance requirements for emission control? If yes, were they inserted in the web database (Government Regulations webpage)? Check entries in web database for accuracy and relevance.


81. Emission Control. Consult repair / maintenance records for vehicle use. Is the maintenance and repair schedule followed? If not, explain. (BP, 8.1)

82. Emission Control. Consult repair / maintenance records for heating / cooling systems. Is the maintenance and repair schedule followed? If not, explain (BP, 8.1)

83. Emission Control. Consult any other logs, reports, or registry concerning vehicles use and verify that these records were properly kept up to date. (BP, 8.1)

84. Has the organisation identified major paper consumption sources, if yes what are they? (BP, 8.1)

85. Has the organisation established a normal consumption as a reference value to check % of reduction?

86. What is the current reduction %? Have your measures to reduce consumption been successful? How could they be modified to become more effective?

Nonconformity 87. Is there evidence that when environmental nonconformities occur: (10.1) Immediate

action is taken to control and correct it? Action is taken to mitigate the effects on the environment? The consequences of the occurrence are dealt with?

88. Is there documented evidence of an effective process for action, investigation, and subsequent implementation of corrective actions including: (10.1) Review of the occurrence Determination of cause Determination of similar potential occurrences in other processes Action taken Review of the effectiveness of actions taken Changes to policies, procedures, methods etc. needed because of investigation

89. *Is there an effective internal audit programme in place to evaluate if the EMS conforms to the international standard and owns requirements? (9.2)

90. Has the organisation compiled all internal audit results from participating members, including audit reports in the web database and MRC meeting minutes in online file repository as per documented information requirements? (5.2, 6.1, 9.2)

91. *Has Top Management conducted a management review meeting? If yes, were all the input and output items mandated by the standard covered in the MRC meeting? (5.1, 9.3)

Emergency Response 92. Is there evidence of an effective emergency response procedure? (8.2)

93. Have you identified potential danger to the environment caused by abnormal conditions (ex. Fire, gas leak, toxic spill) linked to environmental aspects. If yes, what are they? (BP, 6.1)

94. Have you conducted annual fire exercises, toxic spills containment and clean-ups or any other similar emergencies? (BP, 9.1)

*annual exercises could be scenario-based on paper

95. Have you carried out regular equipment check to fight fire, clean-up toxic spills or other similar emergencies? (9.1)

REFERENCES

Source References A. ISO 14001:2015 Audit Guide and Checklist – Patrick Ambrose B. ISO 14001:2015 clause 9.2 C. Web database checklist – Group certification


Annex E – Points of Contact – ISO 14001:2015

Point of contact for: Name Position Email

VIY Div Keith Guinchard Manager Quality Assurance [email protected]

BC Corps Grant Meeres Manager Quality Assurance [email protected]

N AB Div Lori Bredo Security Solutions Manager [email protected]

S AB Div Dave Wattling Compliance Officer [email protected]

N SK Div Les Speers Senior Contract Manager [email protected]

S SK Div Jerry Stewart / Eileen Longney

Identification Officer [email protected] [email protected]

MB Div Ben Bond Standards & Requirements Officer

[email protected]

CGL Ben Wright Environmental, Health & Safety Manager Fleet Manager

[email protected]

CNS Joe Leblanc Safety/ISO Manager [email protected]

CNL Stacey Gibbons / Samantha Inkpen

Director of Finance & Administration / ISO Coordinator

[email protected] [email protected]

CNO and SAI Global Richard Beaudoin ISO Programs Consultant [email protected]

mailto:[email protected]













Annex F – Evaluation of Compliance – ISO 14001:2015 art. 9.1.2

Purpose Annual evaluation of compliance to government regulations

Created By COS


Criteria / compliance to legal requirements as listed in all Federal and Provincial government / Municipal regulations registry.

Poor – 1 People responsible do not know their responsibilities. Procedures are ignored or not known in the org. Several infractions / non-compliance to legal requirements were observed.

Fair – 2 People responsible have sketchy knowledge of their responsibilities. Procedures are not well known in the org. Some infractions to legal requirements have been detected.

Good – 3 People responsible are familiar with their responsibilities. Procedures are known in the org, but with some gaps. Only minor infractions have been detected. Changes to legal requirements have not been well-documented.

Very Good – 4 People responsible have good knowledge of their responsibilities. Procedures are well-known in the org. No major or minor infraction has been detected. Org is pro-active to look at changes to legal requirements.

Excellent – 5 People responsible have thorough knowledge of their responsibilities and seek ways to improve their knowledge. Org is pro-active to look at changes to legal requirements.


Annex G – Site Inspection Checklist with EMS Scoring

Purpose Annual evaluation of compliance to other requirements

Created By COS


Note: Site inspection is conducted online through web application: https://www.commissionaires.ca:8443/CORVID/corvidsr?KBNAME=../SiteInspection/site%20inspection.CVR

Site Inspection - Group Certification ISO 9001:2015 / ISO 14001:2015

Please fill in this checklist for site inspection, after clicking "Continue", other questions will be asked. You will get a chance to validate your results and modify your results later.

Auditor's first name: Last name:

Client: Site name:

Site #: Number of employee(s):

Post orders at the site: Yes No

Post orders up-to-date (latest version): Yes No

Safety manual: Yes No

Safety manual up-to-date (latest version): Yes No

Valid Corps identification card: Yes No

Valid provincial license: Yes No NA

Dress and deportment:

Poor Totally unacceptable, i.e.: member wearing a mix of uniform, uniform torn/dirty, poor personal hygiene

Fair Dress and deportment not meeting standard or uniform not maintained. i.e. dirty boots, uniform not pressed, unshaven

Good Meets required standards with room for improvement

Very good Members dress and deportment fully meets required standard

Excellent Members dress and deportment consistently exceeds the standard

Familiarity with post orders:

Poor Site post orders not kept up to date. Does not know

Fair Member does not know content of post orders

Good Member has limited knowledge of post orders

Very good Member is conversant with post orders

Excellent Excellent knowledge of post orders

https://www.commissionaires.ca/sites/commissionaires/files/expertsystem/word%20picture%20site%20inspection.html





location or content of post orders

Overall attitude towards position and site:

Poor Shows no interest

Fair Has a cavalier attitude. Shows little interest. Does not want to be at the post

Good Seems satisfied with current employment

Very good Good attitude. Very happy with assignment

Excellent Excellent attitude

Work area:

Poor Work area, very untidy, i.e. garbage not emptied, coffee cups about

Fair Work area unorganized. Information not readily available i.e. telephone numbers, post orders, SOPs

Good Work area is organized with room for improvement

Very good Work area well organize, clean and tidy

Excellent Excellent work area. High standard with a business-like climate

Please provide any comments that you may have:

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SITE INSPECTION VISIT

Site Inspection - Group Certification ISO 14001:2015

Please fill in this checklist for site inspection, after clicking "Continue", a result screen will appear for validation.

Is/are there Environmental Management System (EMS) consideration(s) such as idling

restrictions, fleet vehicle management, specific health and safety regulations, or "other

requirements" specific to this site? (more examples: hard hat requirement, work boots,

special clothing, changes to site safety inspection, idling restriction enforcement, client

recycling or waste management, fire warden, emergency situation assignment)

Yes

No

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What is/are the EMS consideration(s) specific to this site? (examples: hard hat requirement,

work boots, special clothing, changes to site safety inspection, idling restriction

enforcement, client recycling, fire warden, emergency situation assignment and waste

management procedure)

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How would you rate compliance to EMS consideration(s)?

Poor

Guards not familiar with EMS responsibilities, no evidence that EMS considerations are being

carried out

Fair

Guards have a sketchy understanding of their responsibilities, some evidences that EMS

considerations are being carried out

Good

Guards are familiar with their EMS responsibilities, evidences but with gaps that all EMS

considerations are being carried out

Very good

Guards are very familiar with EMS responsibilities, evidences that all EMS considerations are

being carried out

Excellent

Guards have thorough knowledge of EMS responsibilities, accurate record keeping of evidences to

show compliance to EMS considerations

Not Applicable

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