MEMORANDUM

To:     Mike Wildgen

          City Manager

From: Jeanette Klamm

          Residuals Coordinator

Re:     update

Date:  November 17, 2004

This memo serves as an update to you on the Utilities Department’s activities associated with the Environmental Management Systems (EMS) program.

History

A few years ago the National Biosolids Partnership (made up of the Association of Metropolitan Sewerage Authorities, Water Environment Federation, and US Environmental Protection Agency) began a program to encourage agencies to develop Environmental Management Systems for their biosolids programs. The goal of the Partnership is to increase the quality of performance and public perception of biosolids programs – “raise the bar” above merely what the regulations require. At that time the City of Lawrence was invited to participate as a demonstration project/agency by implementing an Environmental Management System and providing feedback to them on the development of the EMS program by developing our own and implementing it.

The Letter of Understanding (attached) sets out the terms and goals of the agreement to participate in the demonstration project.  I have been working on our Environmental Management System for Biosolids since 2000. As one of the first 25 agencies to participate or charter agencies, we received 3 training workshops including travel and lodging and up to $5000 in consulting services to assist and provide guidance in the development of our Environmental Management System for Biosolids.

Program Status

One of the requirements for the Environmental Management System is an administrative policy committing us to the National Biosolids Code of Good Practice (attached) and “approved by a level of management with the ability to commit resources”. The Code of Good Practice is a set of principles of conduct that includes compliance with the regulations, producing a quality product and the associated practices and monitoring involved, continual improvement of the program, and other practices. None of these principles are inconsistent or contradictory to the manner in which our biosolids program currently operates.

The next steps involved with implementing an effective Environmental Management System include final completion of the EMS Manual (close to complete) which is forwarded with a completed status checklist to the consultant and National Biosolids Partnership for a readiness review. They will conduct a conference call interview and make recommendations/comments. After 6 months of “operating” our System, we will undergo a third party audit. The audit will make recommendations and report the findings to the National Biosolids Partnership for review and certification (assuming there are no major issues that need attention). Upon certification we will be presented with the official seal in an awards ceremony as well as national recognition (good opportunity for publicity). Currently, there are only 5 of the 25 charter agencies that have received certification. Several more are within a year of receiving it including the City of Lawrence program. There are currently 67 agencies actively participating and in various development stages.

Recommendation

As it is important to memorialize the principles of conduct, I am requesting that these principles within the Code of Good Practice be approved as an administrative policy for the City of Lawrence.  Thank you for your consideration of this request.  Please feel free to contact me if you have any questions.

c:       Roger Coffey, Utilities Director    

          Dave Wagner, Asst. Utilities Director

          Debbie Van Saun, Asst. City Manager