Environmental Management System

Contents:

1.   The Environment and the Business

2.   Significant Aspects & Impacts; Environmental Risks

3.   Objectives & Targets

4.   Environmental Management Procedures

5.   Competence, Training and Awareness

6.   Environmental Legislation

7.   Environmental Emergencies & Incidents

8.   Internal & External Communications

9.   Document Control and Records

10. Writing, Updating and Reviewing Policy, Procedures and other key documents

11. Auditing; Non-Conformances; Corrective & Preventative Actions

12. Management Review

 

1. The Environment and Cedar Manor Hotel and Restaurant

1.1 How the Company’s Activities relate to the Environment

Environmental issues are central to the activities of Cedar Manor Hotel, which is an 10 bedroom hotel set in 1/2 acre of grounds situated within Windermere, Cumbria.

1.2 Environmental Management System (EMS)

As an environmentally aware company, managing environmental issues in a systematic way is important to us.  Through the continual development of our EMS we endeavour to make our products and services more sustainable.  Developing an EMS to the CBEN Standard will help us minimise the negative impacts and maximise our positive impact on the environment.

The scope of our EMS includes all activities undertaken at the hotel by both guests and staff. We have identified the aspects and impacts we have control over and those we can only influence.  As a micro-business the formal EMS management structure is detailed below.

1.3 Structure, Roles & Responsibilities

- The Directors are responsible for setting and reviewing the Environmental

-Jonathan Kaye, joint owner and Operations Director is in overall charge

- Caroline Kaye, our other Director will manage the day-to-day operation of our procedures.

- All Heads of Department should provide relevant training to all staff

- All staff are to be encouraged to ‘buy in’ to the scheme

1.4 Environmental Policy Statement

Our environment policy is available on our website, in the staff handbook and on the staff notice board, and in guest bedrooms room information folders and finally, in the guest lounge.

2. Significant Aspects & Impacts; Environmental Risks

We recognise that it is important to identify and assess our environmental aspects and impacts. The following is a list of identified aspects and impacts:

Activity

Aspects & Impact

Cooking, Heating & Hot Water

Gas Use -Depletion of Fossil Fuels, Polluting Emissions. Waste Heat

Cooking, Lighting & Equipment

Electricity Use - Depletion of Fossil Fuels, Polluting Emissions

Guests, Cooking, Cleaning

Water Use - using natural resources

Open Fires

N/A

Cooking & Cleaning

Waste Water

Staff & Guests

Sewage requiring treatment

Food Preparation

Food Waste, undue food miles, waste grease & oil

Guests & Housekeepers

Toiletries & Cleaning Products

Guests

Laundry, Dishwashing & Cleaning

Guest & Staff Transport

Cars & Taxis

Generator

N/A

Gardens

Pesticides. Land contamination

Waste Generation

Waste To Landfill

General Waste, Food, Paper, Cardboard, Glass, Tins, Plastic, Light Bulbs, Oil & Fat, Paint, Furniture

Stationery Consumables

Waste - Ink & Toner Cartridges

Refurbishment

Lead Based Paints- damage to environment and water table

Having identified these, we have entered those that we consider to be significant on Table 1 with our Objectives and Targets. In considering the significance of our environmental aspects and impacts we have taken into consideration legal control, impacts, likelihood of occurrence and probability of external concern.

In setting our targets we have considered whether we have a direct control over the impact or if we only have influence over it. We will review our aspects and impacts on an annual basis, recording the outcomes as part of our annual review of the EMS.

Environmental risks have been considered, however, no significant risks are posed by business activities.

3. Objectives & Targets

In order to make continual improvements to our environmental performance, we recognise the need to set ourselves achievable objectives and targets, implementing them through environmental improvement programmes. Our definition of objectives and targets are:

Objective - Overall goals for environmental performance arising from environmental policy

Targets - Specific, quantifiable aims to be achieved within a time-frame.

Our objectives and targets set will be consistent with our environmental policy statement. The table below lists our current Objectives, Targets and the actions designed to achieve them. Objectives, targets & progress will be review annually as part of the CBEN audit process, where any further amendments will be suggested and approved.

Our targets and management programmes for meeting the objectives are designed around the widely used ‘SMART’ concept, which is as follows:

  • Significant: aspects: the targets relate to the significant aspects identified and their associated objectives.
  • Measurable: the change in environmental performance over a specified period of time is measurable and monitored at appropriate intervals.
  • Achievable: a target that is not achievable because of technological, economic or resource constraints are unlikely to add value to the EMS and tend to de-motivate those given the responsibility of trying to achieve it.
  • Responsible: there needs to be named staff responsible for the management of programmes to achieve the set targets and for reporting progress at appropriate stages.
  • Time based: time scales for delivery of the programmes and achievement of the targets are carefully considered before being set

4. Environmental Management Procedures

As the owners of the Hotel we have not identified any requirement for formal or written procedures. However, considering our environmental impacts we undertake to do the following:

Environmental Aspect/Impact

Existing Practice/Procedure

Use of fossil fuel energy & emissions generated – heating & hot water

Heating, fans and appropriate lighting controlled by BEMS or similar system giving enhanced control of heating etc.

Hot water thermostat temp reduced & TRV’s fitted

Efficient condensing boilers installed

Fast recharging water tanks installed to replace existing water supply system.  

Improved loft insulation

Double glazing fitted where possible; secondary glazing in other windows; majority still single, aim to be replaced as funding and planning limitations allow

Managers incentivised to reduce energy use

Draft excluder fitted to front door and all other doors leading to external areas

Use of fossil fuel energy & emissions generated - lighting

Energy efficient bulbs replacing filament bulbs as required, refurbishing rooms with LED lighting and energy efficient lighting systems.

Lowered light levels in corridors

Car park lighting on photovoltaic and motion sensors & timers

‘Food & product miles’ (use of fuel, emissions)

Purchased locally where availability & quality allows

Generation & disposal of waste

 

Packaging reused (eg. bubble wrap, envelopes)

Refillable soap dispensers in public toilets

Chef incentivised to reduce waste

Food waste landfilled

Waste oil recycled – Eden Valley Oils

Grass & garden waste composted

Cardboard recycled – Cumbria Waste & Recycling

Glass recycled – Cumbria Waste & Recycling

General waste landfilled – Cumbria Waste & Recycling

Office – inkjets & cartridges recycled

Plastic & tins – Cumbria Waste & Recycling

Storage provided for hazardous waste & WEEE disposal

Use of water resource & waste water disposal

Meter read monthly

Towel racks fitted to identify which towels require laundering (laundry outsourced)

Fittings – low water use for new fittings ie spray heads on taps

Minimal grounds watering

All cleaning and laundry products are 100% “green” not containing any phosphates or other harmful chemicals. (Love your Lakes campaign)

Transport impacts (guests & staff)

Maps provided for guest walks (See More Drive Less campaign)

Guests encouraged to use local transport, incl Mountain Goat

Operation of surrounding grounds & wider biodiversity

Member of Nurture Lakeland – visitor payback scheme (currently supporting Red Squirrels and Fix the Fells)

Sustainability policy for woodland on site

No peat used

Refurbishment

Lead Free Paint to be used for all painting and decorating

5. Competence, Training and Awareness

As part of their induction process all staff are made aware of the Hotel’s green policy and the thinking behind them. Within their specific roles the training they then receive reflects the Hotel’s green aims. It is our intention to appoint one of our Directors to oversee all aspects of day to day green operations. They will be incentivised to meet specific green targets.

6. Environmental Legislation

We recognise our duty to comply with statutory requirements that relate to our activities, products and services. We further recognise that this goes beyond environmental legislation to all that relates to our significant environmental aspects and impacts.

However, we do not consider there is a need for us to have a register of legislation and other requirements that applies to our significant aspects. The sources of information we use to ensure we are aware of current and incoming legislation, regulation and other requirements are as follows:

  • NetRegs (The website of the Environment Agency)
  • CBEN  (Cumbria Business Environment Network) Gold Award
  • Envirowise
  • Subscribe to monthly guide : Tips & Advice : Environment
  • Member of Green Tourism Business Scheme
  • Member of Hospitable Climates (Institute of Hospitality)
  • Member of the Lake District Foundation (Board Member of Lake District Foundation)
  • Considerate Hoteliers member

7. Environmental Emergencies & Incidents

We recognise our duty to identify, prevent and manage potential environmental emergencies and incidents.  We have identified the following potential emergencies & these will be controlled as follows:

-       There are no obvious hazards within the grounds or buildings at Cedar Manor that could give rise to an emergency or incident.

This will be reviewed at least annually.

 

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