Document Control & Review Procedure. Wentworth Shire Council Buronga Landfill

Transcription

1 Document Control & Review Procedure Wentworth Shire Council Buronga Landfill December 2014

2 Mike Ritchie & Associates Pty Ltd trading as MRA Consulting Group ABN: Suite 413,Henry Lawson Building 19 Roseby Street, DRUMMOYNE NSW 2047 AUSTRALIA Phone: Author: Checker: Approver: Author Name: Phil Grace Enter here Enter here Document History Title Version Number Status Date Document Control & Review Procedure 1 15/12/2014 Disclaimer This report has been prepared by Mike Ritchie and Associates (trading as MRA Consulting Group (MRA)) for Wentworth Shire Council in accordance with the terms and conditions of appointment. MRA (ABN ) cannot accept any responsibility for any use of or reliance on the contents of this report by any third party. December

3 Contents 1. Introduction Purpose Document Format Electronic Hard Copy Documents Controlled & Reviewed Environment Protection Licence Landfill Environmental Management Plan (LEMP) Internal Plans and Procedures Training Records Roles and Responsibilities Council Waste Manager Site Personnel Document Access Obsolete Documents Safe Keeping... 7 December

4 1. Introduction The Protection of the Environment Operations Act, 1997, requires that the EPA review the Environment Protection Licence (EPL) at least every five years after the licence has been issued. While the EPA is responsible for this review so too is the landfill operator who may wish to vary the licence. It is also a requirement that the Landfill Environmental Management Plan (LEMP) is reviewed by the landfill operator every two to three years. As industry practices change it is important that the LEMP is updated to reflect these changes and that the LEMP incorporates current best practice. The Document Review Procedure is aimed at highlighting the importance of maintaining documents that reflect the latest waste management practices in line with the industry and statutory requirements at the time. The documents should be reviewed by personnel responsible for the documents as well as personnel who have to use and adhere to them. As it is important that only the latest document is used for the management and operation of the landfill, the Waste Manager should ensure that the documents are clearly marked as the latest version with reference to the date of the last revision. A controlled copy of all documents relevant to the premises should be kept in Council s Head Office. 2. Purpose The purpose of this procedure is to outline the process for the control and management of all documents relevant to the management and operation of the in accordance with the NSW EPA statutory requirements and industry best practice. It is important for all landfill operators to review their documents in line with the requirements of their landfill. Landfills vary significantly across NSW. Factors such as weather conditions, groundwater, geology and hydrology all have an impact on the way the landfill is designed and constructed and the documents relevant to the management and operation the landfill should reflect these factors. Landfill filling plans change over the life of the site and factors referred to above have to be considered when preparing new documents or updating existing documents. 3. Document Format 3.1 Electronic All documents are maintained and distributed in electronic format. The documents relevant to the Buronga landfill will be kept in an electronic format at the weighbridge, the Waste Manager s office and in the Council Head Office. December

5 3.2 Hard Copy A hard copy of all documentation required for the management and operation of the landfill will be kept in the weighbridge and with the Waste Manager. All site personnel will have access to the documents at all times. 4. Documents Controlled & Reviewed The Waste Manager must be fully informed and have a thorough knowledge of the content and requirements of all documents relevant to the management and operation of the site including licences, plans and procedures. The Waste Manager is responsible for not only the management and operation of the site but for all environmental compliance matters. 4.1 Environment Protection Licence The EPL details the environment obligations that must be adhered to by the licensee, Wentworth Shire Council. While the Council is responsible for implementing the requirements of the EPL, it is the responsibility of the Waste Manager to enforce the conditions of the licence on a daily basis. The EPL can be varied at the request of the licensee or the EPA. As circumstances and conditions change at the site, Council as the licensee has the right to make application to the EPA to vary the licence conditions. There is no set time or date at which the licence can be varied. A request to vary the licence can submitted at any time. 4.2 Landfill Environmental Management Plan (LEMP) The LEMP is a document that is prepared by the landfill operator. The content of the LEMP reflects the requirements of the EPL, the NSW EPA Environmental Guidelines: Solid Waste Landfills and industry best practice. Review of the LEMP should be undertaken in consultation with site personnel every two to three years. Engaging site operational personnel is considered prudent as they are the people most experienced in the daily activities of the site. If it is considered that there have been no changes to the management and operation of the site then changes to the LEMP will not be required. 4.3 Internal Plans and Procedures The EPL and the LEMP require the landfill operator to prepare a number of management plans and procedures. These documents address specific activities associated with the management and operation of the site and assist staff to carry out their duties. The review of these documents should involve discussion and consultation with all site personnel because of their experience and knowledge of the site. December

6 While the EPL and the LEMP have stipulated what plans and procedures must be prepared, it is at the discretion of the Waste Manager as to whether other management and operational documents should be prepared. It is common practice to develop Standard Operating Procedures (SOPs) for all functions and activities on a landfill including vehicle cleaning, routine plant maintenance, hot work procedures, wheelwash maintenance, etc. 4.4 Training Records The Waste Manager is responsible for the training program for all personnel at the site. A copy of the training record of each employee must be kept with the Waste Manager. The training record should refer to the competencies of each employee and any proposed personal and professional development programs. 5. Roles and Responsibilities 5.1 Council Council is responsible for ensuring that all relevant documentation applicable to the management and operation of the waste centre is current and reflects best practice. As the licensee they have a responsibility to maintain copies of all documents and initiate a program of regular review. 5.2 Waste Manager The Waste Manager is responsible for regularly reviewing all documents relevant to the management and operation of the waste management centre. There is no set time frame to review or update a document. As practices change and new techniques are introduced, the relevant documentation should be amended to comply with these changes. The Waste Manager must ensure that all personnel employed at the site are fully informed of all documentation relevant to the role they undertake. Regular Toolbox meetings must include a program reinforcement of the various plans and procedures associated with the operation of the site. 5.3 Site Personnel All site personnel have a responsibility to inform themselves of the documents relevant to the management and operation of the site, the EPL and the LEMP, as well as other plans and procedures applicable to the specific area in which they work. Site personnel must be prepared to request further information regarding their duties should they need to do so and should be encouraged to provide feedback and comments which will improve the operation of the site. December

7 6. Document Access All personnel working at the site must have free access to all documents relevant to the management and operation of the site. Hard copies of the EPL, LEMP, SOPs, and other plans and procedures must be kept at the weighbridge and with the Waste Manager. A copy of the latest MSDS documents must also be available at the weighbridge. 7. Obsolete Documents Obsolete controlled documents are those which are no longer required, replaced or superseded as determined by the needs of the licensee, Wentworth Shire Council. Obsolete documents should be identified as part of the review process and should be removed from the management System. All hard copies of obsolete documents should also be collected and either archived or destroyed. Documents that are archived are usually retained for legal purposes. 8. Safe Keeping As Council is the licensee of the site, the safe keeping of all relevant and archived documents should be their responsibility. December