Governor Edgar Chatto commended the Provincial Environmental Management System (EMS) Team for the successful first surveillance audit conducted by the AJA Registrars on October 23-24, 2014. Following off-site verification of Corrective Action Request (CAR) responses by the Capitol, Mr. Mark Andrew Golez, AJA Lead Auditor, recommended for a continued ISO certification for the Provincial Government of Bohol (PGBh). The AJA Registrars is a uniquely independent third party registrar (certification body) operating from a global network of offices providing 3rd party registration and training services at a local level.
In April 2013, the first external audit was conducted in 23 offices of the PGBh, led by its Environmental Management Representative, Ms. Liza Quirog. The Stage 2 Audit/Certification Audit was conducted last July 26, 2013. Despite the 7.2-magnitude earthquake that hit Bohol in October 2013, the PGBh hurdled the test and was officially issued ISO 14001:2004 Registration Certificate No. AJA14/17032 on January 23, 2014.
Four sites were visited by Mr. Golez, namely: Capitol Main, Capitol Annex, Governor’s Mansion, and PEO/Motor Pool Compound. All sites have established a management system capable of reducing the impact of the environment (sampled procedures were: Proper Waste Management and Disposal, Energy Conservation, Water Conservation and Housekeeping). The PGBh was seen to have the ability to measure each performance and these were reported to all levels of the organization.
Mr. Golez reported that based on Provincial Objectives and Targets, there was a 50.96% decrease in energy usage, 21.22% decrease in water consumption, 3% reduction in air emissions, 5% reduction both in paper usage and in toner and ink usage. On the prevention of pollution, there was control of discharge water (from the Decentralized Wastewater Treatment System or DEWATS) and segregation of solid and hazardous wastes, although 24% were not segregated with PEO having the highest unsegregated waste. Compliance to legal requirements was shown through the Discharge Permit Application, Self-Monitoring Reports, Hazardous Waste Generator’s ID 07-22-1490, and Permit to Operate POA-13-B-071247-060 for 500 KVA and POA-13-G-071247-004 for 25 KVA. However, the PGBh has not fully identified requirements issued by the government entities for 2013 and 2014. This non-conformity will have to be worked upon by Engr. Edgar Petallar, Pollution Control Officer.
Emergency situations identified inherent to the organization’s operation include Fire, Chemical Spill, Typhoon/Flood, Earthquake and Arms/Bomb Threat. For chemical spill and oil spill, the Capitol is currently finishing the guidelines and hopes to conduct spill drill within 30 days. Current spill-prevention measures taken are the provision of secondary containment and periodic inspection on site. Fire drill, on the other hand, was conducted once within 2014 where employees involved were properly trained by TaRSIER 117 prior to the drill. Lately, the provincial employees were trained by the Bureau of Fire Protection. Most of the equipment for Emergency Preparedness and Response were seen by Mr. Golez to have been regularly monitored.
Management Review was conducted last August 8, 2014. Complete inputs required by the standard were all discussed and outputs were generated as part of the recommendations and follow-ups. Issues last main audit were also discussed, particularly on how the organization will be able to control solid and hazardous wastes. Overall, the implementation of the Management Review, as chaired by Governor Chatto, was seen by the AJA auditor to be effective.
The Provincial Lead Auditor, Ms. Myra Trinidad, led the Internal Audit on June 24-27, 2014. Auditors were seen by Mr. Golez to be competent as proper training sessions were done. Moreover, they have audited areas independent of their functions. Audit checklists were used, which were fully presented at the time of the audit. Furthermore, the Deputy Management Representative, Ms. Jovencia Ganub, having monitored the auditor’s performance, was able to create an Internal Audit Performance Report.
Although no complaints were recorded by the PGBh nor discussed during the course of the audit, the Capitol has always established a process of accepting complaints related to environmental issues, which is primarily responded to by the Bohol Environment Management Office (BEMO). However, for emergency matters, TaRSIER 117 was established by Governor Chatto to cater to the response process. Communications for both internal and external concerns, based on the discussions, were observed by the AJA auditor to be effectively established.
Several improvements were seen by Mr. Golez to have been identified by the Provincial Government. One improvement is the creation of a material recovery facility at the Motor Pool. Another is the additional programs made to achieve objectives and targets, and then the recommendation to participate in the Occupational Health and Safety activities. Improvement in the objectives and targets were all seen to spread across the provincial offices audited, which were also observed to have proper 5S compared to last year’s audit. All things considered, the AJA auditor has noted that the top management has the full support in the implementation and improvement of the established environmental management system. Such process proves that continual improvement is inherent to the PGBh’s operation and seen to be generally effective at the time of the audit.
Awareness on the EMS Program was established during interviews of personnel from the four sites visited. Most are aware of the programs as well as the monitoring scheme being done within their area. On the other hand, competence was evaluated through an interview with TaRSIER 117 personnel, who responded to emergency situations and were found to be very competent. Furthermore, the emergency response teams were also appropriately trained to ensure their competency. All in all, these requirements were identified by the AJA auditor to be implemented effectively.
The AJA auditor finally observed that the PGBh may improve on the following areas: monitoring of identified implemented programs; enhancement of the document control procedure, including the designation of document controllers per office to assist Document Controller Engr. Moises Cañete, Jr.; management review areas to look forward to after a program or target was achieved; strict abidance with the Provincial Health and Safety requirements; and encouragement on offices’ reduction programs, efficiency usage, etc.
In summary, the external auditor concluded that the PGBh’s management system conforms with the audit criteria and that the provincial environmental management system is available and effective. Mr. Golez further inferred that the Capitol met the applicable statutory, regulatory and contractual requirements, as well as that of continually meeting its specified objectives.