QUANTUM COMPLIANCE

ENVIRONMENTAL MANUAL

34 Greenbox

Weston Hall Road

Stoke Prior

B60 4AL

Copyright © 2017. This Manual and the information contained herein are the property of Quantum Risk Management Ltd t/a Quantum Compliance. It must not be reproduced or otherwise disclosed without prior consent in writing from Quantum Risk Management Ltd t/a Quantum Compliance.

MANUAL IDENTIFICATION

1 1

Copy Number:...... of......

Issued to......

Title......

Signed:...... J Sale......

Environmental Manager

REVISION AND AMENDMENT REGISTER

DATE / PAGE NUMBER / PROCEDURE NUMBER / REVISION DETAILS / ISSUE NUMBER
19/5/2017 / 9 / N/A / Reviewed and confirmed no change to policy. / 2

CONTENTS

ISO 14001 : 2015 REFERENCE
Foreword
Organisation profile
Environmental Policy
Environmentalstructure
1 / Scope
2 / Normative references
3 / Terms and definitions
3.1 / Terms related to organisation and leadership
3.2 / Terms related to planning
3.3 / Terms related to support and operation
3.4 / Terms related to performance evaluation and improvement
4 / Context of the Organisation
4.1 / Understanding the Organisation and its context
4.2 / Understanding the needs and expectations of interested parties
4.3 / Determining the scope of the Environmental Management System
4.4 / Environmental Management System
5 / Leadership
5.1 / Leadership and commitment
5.2 / Environmental Policy
5.3 / Organisational roles, responsibilities and authorities
6 / Planning
6.1 / Actions to address risks and opportunities
6.1.1 / General
6.1.2 / Environmental Aspects
6.1.3 / Compliance obligations
6.1.4 / Planning action
6.2 / Environmental Objectives and planning to achieve them
6.2.1 / Environmental Objectives
6.2.2 / Planning actions to achieve Environmental Objectives
7 / Support
7.1 / Resources
7.2 / Competence
7.3 / Awareness
7.4 / Communication
7.4.1 / General
7.4.2 / Internal communication
7.4.3 / External communication
7.5 / Documented information
7.5.1 / General
7.5.2 / Creating and updating
7.5.3 / Control of documented information

CONTENTS

(continued)

ISO 14001 : 2015 REFERENCE
8 / Operation
8.1 / Operational planning and control
8.2 / Emergency preparedness and response
9 / Performance evaluation
9.1 / Monitoring, measurement, analysis and evaluation
9.1.1 / General
9.1.2 / Evaluation of compliance
9.2 / Internal audit
9.2.1 / General
9.2.2 / Internal Audit Programme
9.3 / Management Review
10 / Improvement
10.1 / General
10.2 / Non-conformity and corrective action
10.3 / Continual improvement

FOREWORD

This Environmental Manual is the means by which Quantum Risk Management Ltd t/a Quantum Compliance(hereinafter jointly and separately referred to as the “Organisation”) satisfies the requirements of ISO
14001 : 2015 (‘the International Standard’).

The Organisation is obliged to ensure that its Environmental Policy is fully and completely understood by its employees, and that its procedures are implemented and maintained at all times. This Environmental Manual is in accordance with the requirements of BS EN ISO 14001 : 2015. All of the components of the Environmental Management System shall be periodically and systematically reviewed by both internal and external Environmental Audit procedures.

The Environmental Manager, appointed by the Organisation’s Chairman, is responsible for the control of all matters relating to the implementation of these procedures.

The assurance of environmental compliance is fundamental to all the work undertaken by the Organisation. All personnel at every level in the Organisation’s structure shall practise the procedures established.

The potential benefits to the Organisation of implementing this Environmental Management System are:

  1. To protect the environment by preventing or mitigating adverse Environmental Impacts
  2. To mitigate the potential adverse effect of environmental conditions on the Organisation
  3. To assist the Organisation in the fulfilment of compliance obligations
  4. To enhance environmental performance
  5. To control or influence the way the Organisation’s products and services are designed, manufactured, distributed, consumed and disposed of by using a life cycle perspective that can prevent Environmental Impacts from being unintentionally shifted elsewhere within the life cycle
  6. To achieve financial and operational benefits that can result from implementing environmentally sound alternatives that strengthen the Organisation’s market position
  7. To communicate environmental information to relevant interested parties.

PROFILE

Like-minded compliance professionals established Quantum Compliance in 2003. The company is substantially owned and led by a management team (Mark Ball, Gordon Allan and Philip Jones) which has significant experience in this academic field, supported by a network of well trained and highly experienced compliance consultants. Our clients are wide-ranging and predominantly include multi-site organisations from a variety of key business sectors including commercial and residential property managers, property surveyors, retailers, and service organisations. We have long standing client relationships demonstrating a good track record in delivering valued and responsive advice services.

What we do

Quantum Compliance offers a range of innovative property management compliance services to meet the exacting needs of portfolio management professionals. Our approach focuses on two levels:

  • Local level – site based risk assessments and surveys; and
  • Corporate level – development of risk management strategies and corporate risk management documentation.

Quantum Compliance has the expertise and knowledge to provide compliance advice including management, implementation, monitoring and review. Quantum Compliance implements bespoke strategies to help the successful integration of compliance management into the core operational areas of business. Quantum Compliance offers a client focused, value added proposition which is tailored to the specific needs of each client. Company consultants address the client’s specific compliance agenda and design risk assessment and management reports, which result in tailored advice to mitigate risk. All consultants in the Company are tasked with being pragmatic and practical in giving their advice, remaining flexible and helping the customer achieve its compliance requirements.

PROFILE (continued)

Our Approach

We genuinely believe in providing innovative outsourced compliance services based upon our core values:

  • Listening to what clients actually want and delivering precisely what we agree.
  • Providing compliance advice, which is unambiguous, practical, pragmatic and reasonable.
  • Developing less prescriptive ways of managing risk, which will not ‘drown’ clients in unnecessary paperwork.
  • Ensuring high quality services are delivered accurately and consistently by focussed and responsive project teams.
  • Utilising the experience of Quantum Compliance Directors who maintain their practitioner status, thus enabling a more ‘hands-on’ approach to client management.
  • Carefully matching our most suitable, competent and commercially aware directly employed assessors to each assignment.
  • Fostering long-term commercial relationships, which deliver continuous improvement through responsive client management.
  • Using software applications to help clients effectively manage information and risk control advice, freeing them to spend more time on other core operational activities.

Mission Statement

To be the ‘go to’ consultancy for exceptional compliance advice.

We are committed to preventing pollution and to complying with all relevant environmental legislation, regulations and other environmental requirements.

It is our policy to regularly evaluate the environmental impact our activities, products and services and we will action to continually improve our environmental performance.

ENVIRONMENTAL POLICY

Quantum Risk Management Ltd t/a Quantum Compliance(hereinafter jointly and separately referred to as the “Organisation”) recognises the importance of environmental protection and is committed to operating its business responsibly and in fulfilment of its compliance obligations relating to the provision of risk management consultancy services. It is the Organisation’s declared policy to operate with and to maintain good relations with all regulatory bodies.

It is the Organisation’s objective to carry out all measures reasonably practicable to meet, exceed or develop all necessary or desirable requirements, to protect the environment and to continually improve the Environmental Management System to enhance environmental performance through the implementation of the following:

  1. Assess and regularly re-assess the environmental effects of the Organisation’s activities
  2. Training of employees in environmental issues
  3. Minimise the production of waste
  4. Minimise material wastage
  5. Minimise energy wastage
  6. Promote the use of recyclable and renewable materials
  7. Prevent pollution in all its forms
  8. Control noise emissions from operations
  9. Minimise the risk to the general public and employees from operations and activities undertaken by the Organisation.

Top management demonstrates leadership and commitment with respect to the Environmental Management System by:

  1. Taking accountability for the effectiveness of the Environmental Management System
  2. Ensuring that the Environmental Policy and Environmental Objectives are established and are compatible with the strategic direction and the context of the Organisation
  3. Ensuring the integration of the Environmental Management System requirements into the Organisation’s business processes
  4. Ensuring that the resources needed for the Environmental Management System are available
  5. Communicating the importance of effective environmental management and of conforming to the environmental management system requirements
  6. Ensuring that the Environmental Management System achieves its intended outcomes
  7. Directing and supporting persons to contribute to the effectiveness of the environmental management system
  8. Promoting continual improvement
  9. Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.

This Policy is communicated to all employees, suppliers and sub-contractors and is made available to interested parties.

Date of Issue: 19/5/2017 / Signed:
Date of Next Review: 19/5/2018 / Print Name: Mark Ball

ENVIRONMENTAL STRUCTURE CHART

This chart establishes responsibilities and lines of internal communication within the Environmental Management System and does not necessarily portray other management structures.

1 - SCOPE

The scope of the Organisation’s certification is defined within the Environmental Policy and is recorded on the ISO 14001 Certificate. As a minimum this Environmental Manual addresses all requirements for conformance with BS EN ISO 14001 : 2015 in pursuit of any activities falling within the scope of its certification.

The International Standard specifies the requirements for an Environmental Management System that an organisation can use to enhance its environmental performance. The International Standard is intended for use by an organisation seeking to manage its environmental responsibilities in a systematic manner that contributes to the environmental pillar of sustainability.

The International Standard helps an organisation to achieve the intended outcomes of its Environmental Management System, which provide value for the environment, the Organisation itself and interested parties. Consistent with the Organisation’s Environmental Policy, the intended outcomes of theEnvironmental Management System include:

  1. Enhancement of environmental performance
  2. Fulfilment of compliance obligations
  3. Achievement of Environmental Objectives.

The International Standard is applicable to any organisation, regardless of size, type and nature, and applies to the Environmental Aspects of its activities, products and services that the organisation determines it can either control or influence considering a life cycle perspective. The International Standard does not state specific environmental performance criteria.

The International Standard can be used in whole or in part to systematically improve environmental management. Claims of conformity to this International Standard, however, are not acceptable unless all its requirements are incorporated into the Organisation’s Environmental Management System and fulfilled without exclusion.

2 - NORMATIVE REFERENCES

At the time that this Environmental Manual was prepared, there were no normative references.

Parties to agreements based on ISO 14001 : 2015 are encouraged to adopt the amendments contained in any subsequent editions of the International Standard that may be published. Members of ISO and IEC maintain registers of currently valid International Standards.

3 - TERMS AND DEFINITIONS

3.1Terms related to organisation and leadership

3.1.1Management System

Set of interrelated or interacting elements of an organisation (3.1.4) to establish policies and objectives (3.2.5) and processes (3.3.5) to achieve those objectives.

3.1.2Environmental Management System

Part of the management system (3.1.1) used to manage Environmental Aspects (3.2.2), fulfil compliance obligations (3.2.9), and address risks and opportunities (3.2.11).

3.1.3Environmental policy

Intentions and direction of an organisation (3.1.4) related to environmental performance (3.4.11), as formally expressed by its top management (3.1.5).

3.1.4Organisation

Person or group of people that has its own functions with responsibilities, authorities and relationships to achieve its objectives (3.2.5).

3.1.5Top management

Person or group of people that directs and controls an organisation (3.1.4) at the highest level.

3.1.6Interested party

Person or organisation (3.1.4) that can affect, be affected by, or perceive itself to be affected by a decision or activity.

3.2Terms related to planning

3.2.1Environment

Surroundings in which an organisation (3.1.4) operates, including air, water, land, natural resources, flora, fauna, humans and their interrelationships.

3.2.2Environmental Aspect

Element of an organisation’s (3.1.4) activities or products or services that interacts or can interact withthe environment (3.2.1).

3.2.3Environmental condition

State or characteristic of the environment (3.2.1) as determined at a certain point in time.

3 - TERMS AND DEFINITIONS

(continued)

3.2.4Environmental Impact

Change to the environment (3.2.1), whether adverse or beneficial, wholly or partially resulting from anorganisation’s (3.1.4) Environmental Aspects (3.2.2).

3.2.5Objective

Result to be achieved.

3.2.6Environmental Objective

Objective (3.2.5) set by the organisation (3.1.4) consistent with its Environmental Policy (3.1.3).

3.2.7Prevention of pollution

Use of processes (3.3.5), practices, techniques, materials, products, services or energy to avoid, reduceor control (separately or in combination) the creation, emission or discharge of any type of pollutant orwaste, in order to reduce adverse Environmental Impacts (3.2.4).

3.2.8Requirement

Need or expectation that is stated, generally implied or obligatory.

3.2.9Compliance obligations (preferred term)

Legal requirements and other requirements (admitted term)

Legal requirements (3.2.8) that an organisation (3.1.4) has to comply with and other requirements that anorganisation has to or chooses to comply with.

3.2.10Risk

Effect of uncertainty.

3.2.11Risks and opportunities

Potential adverse effects (threats) and potential beneficial effects (opportunities).

3.3Terms related to support and operation

3.3.1Competence

Ability to apply knowledge and skills to achieve intended results.

3.3.2Documented information

Information required to be controlled and maintained by an organisation (3.1.4) and the medium on which it is contained.

3 - TERMS AND DEFINITIONS

(continued)

3.3.3Life cycle

Consecutive and interlinked stages of a product (or service) system, from raw material acquisition or generation from natural resources to final disposal.

3.3.4Outsource (verb)

Make an arrangement where an external organisation (3.1.4) performs part of an organisation’s functionor process (3.3.5).

3.3.5Process

Set of interrelated or interacting activities which transforms inputs into outputs.

3.4Terms related to performance evaluation and improvement

3.4.1Audit

Systematic, independent and documented process (3.3.5) for obtaining audit evidence and evaluating it objectively to determine the extent to which the audit criteria are fulfilled.

3.4.2Conformity

Fulfilment of a requirement (3.2.8).

3.4.3Non-conformity

Non-fulfilment of a requirement (3.2.8).

3.4.4Corrective action

Action to eliminate the cause of a non-conformity (3.4.3) and to prevent recurrence.

3.4.5Continual improvement

Recurring activity to enhance performance (3.4.10).

3.4.6Effectiveness

Extent to which planned activities are realised and planned results achieved.

3.4.7Indicator

Measurable representation of the condition or status of operations, management or conditions.

3 - TERMS AND DEFINITIONS

(continued)

3.4.8Monitoring

Determining the status of a system, a process (3.3.5) or an activity.

3.4.9Measurement

Process (3.3.5) to determine a value.

3.4.10Performance

Measurable result.

3.4.11Environmental performance

Performance (3.4.10) related to the management of Environmental Aspects (3.2.2).

4 - CONTEXT OF THE ORGANISATION

4.1 / Understanding the Organisation and its context
Summary
of
Requirements / External and internal issues relevant to the Organisation’s purpose and having a bearing on its ability to accomplish the intended outcomes of its Environmental Management System shall be determined, e.g. issues such as environmental conditions which either affect or may potentially affect the Organisation.
STATEMENT/PROCEDURE
The Organisation’s external context has been evaluated and documented, taking into account such factors as:
  1. Environmental conditions under which the Organisation operates
  2. The social and cultural environment
  3. The political environment
  4. The legal and regulatory environment
  5. The market environment
  6. The technological environment
  7. The economic environment
  8. The natural environment
  9. The competitive environment
  10. The geographical scope of each environment
  11. Key drivers and trends.
.
The Organisation’s internal context, within which it seeks to achieve its objectives, has been evaluated and documented, taking into account such factors as:
  1. Governance
  2. Organisational structure, roles and accountabilities
  3. Policies, objectives and the strategies that are in place to achieve them
  4. Capabilities, in terms of resources and knowledge
  5. Information systems, information flows and decision-making processes
  6. Organisational culture
  7. Standards, guidelines and models
  8. Contractual relationships.
.

4 - CONTEXT OF THE ORGANISATION

4.1 / Understanding the Organisation and its context (continued)
The external and internal context is reviewed at least annually and the documentation updated accordingly.

4 - CONTEXT OF THE ORGANISATION

4.2 / Understanding the needs and expectations of interested parties
Summary
of
Requirements / The Organisation is to determine the following:
a)Any interested parties playing a role in theEnvironmental Management System
b)Any related needs or expectations (i.e.requirements) of these interested parties
c)Which of these needs and expectationsare effectively its compliance obligations.
STATEMENT/PROCEDURE
The interested parties that are relevant to the Environmental Management System are defined as:
  1. Customers
  2. Employees
  3. Suppliers
  4. Management
  5. The General Public
  6. The Environment Agency.

The significant needs and expectations of these interested parties include:
  1. Adherence to legal and regulatory requirements
  2. A safe and pleasant working environment
  3. Conformance with the Organisation’s policies, standards and codes of practice
  4. Environment, Health & Safety risks associated with existing operations, products and services
  5. Efficiency of use of materials and energy.

The Organisation’s compliance obligations have been determined and are documented in the Legal Compliance Register.

4 - CONTEXT OF THE ORGANISATION

4.3 / Determining the scope of the Environmental Management System
Summary
of
Requirements / The limitations and applicability of the Environmental Management Systemare to be determinedto set out its scope.
The Organisation shall consider the following when determining this scope:
a)Any external or internal issues cited in 4.1
b)The compliance obligationscited in 4.2
c)The Organisation’s units, functions and physical confines
d)Activities and services carried out and products produced by the Organisation
e)The Organisation’s authority and capacity to carry out any activities related to control and influence.
Having defined the scope, the Environmental Management System is to include all of the Organisation’s activities, products and services within that scope.
Interested parties requiring access to the scope are to be granted this and it is to be kept as documented information and made available.
STATEMENT/PROCEDURE
Taking into account the output from Sections 4.1 and 4.2 above, along with the activities, products and services of the Organisation, management ensures that this Environmental Manual includes:
  1. The defined scope of the Environmental Management System with any non-applicable clauses identified and justified
  2. Documented procedures or reference to them within other documents
  3. A description of the interaction of processes.

Effective implementation of the Environmental Management System is monitored on an informal basis, as part of the Organisation’s day-to-day operations.

4 - CONTEXT OF THE ORGANISATION

4.4 / Environmental Management System
Summary
of
Requirements / The Organisation shall set out, put into practice, maintain and continue to improve an Environmental Management System in order to realiseits intended outcomes;these include the improvement of the Organisation’s environmental performance. The Environmental Management System should detailany necessary procedures and the way in which they interrelatewhich should be in keeping with theobligations laid out by the International Standard.
When setting up and maintaining the Environmental Management System, any information gained in 4.1 and 4.2 shall be considered by the Organisation.
STATEMENT/PROCEDURE
As part of the implementation of this Environmental Management System, and bearing in mind the knowledge gained from Sections 4.1 and 4.2, the Organisation has identified and documented in this Manual:
  1. The processes needed for the Environmental Management System
  2. The sequence and interaction of these processes
  3. The criteria and methods used to ensure the effective operation and control of these processes, including responsibilities and authorities
  4. The means to ensure the availability of the resources and the information necessary to support the operation, monitoring and continual improvement of these processes
  5. The risks and opportunities as determined in accordance with the requirements of Section 6.1
  6. The processes used to measure where applicable, monitor and analyse these processes and implement action necessary to achieve planned results and monitor continual improvement.

4 - ENVIRONMENTAL MANAGEMENT SYSTEM