EMS

 Implementation

Procedure

The successful execution of the EMS relies on the support from many different positions and organizations. An EMS organizational chart documents the major roles within the EMS and is available on the EM Portal. All personnel are responsible for minimizing the environmental impact of their practices whenever possible. The Roles, Responsibilities, and Resources element includes two sub-elements: Roles, Responsibilities and Programs and Funding and Manpower.

Roles and Responsibilities – Roles, Responsibilities, and Programs

1. EAO: establishes and maintains environmental programs to facilitate effective environmental management; ensures all turnover folders are developed and maintained; annually reviews supervisors’ turnover folders to ensure accuracy, consistency, and completeness for division requirements; ensures that the environmental impacts of private activities on DoD property are considered within the EMS.

2. EAD Supervisors: annually prepare supervisors’ turnover folders for each environmental media; annually review environmental program managers’ turnover folders to ensure accuracy, consistency, and completeness for each environmental program.

3. EAD program managers: manage environmental programs in accordance with procedures specified in the ECPSOP, Turnover Folders/Desktop Procedures, and requirements of the EMS; develop and annually maintain turnover folders according to USMC requirements.

4. EMS Program Manager: develops EMS structure and identifies and assigns/communicates EMS responsibilities; develops the Environmental Discussion Board Charter and identifies members; develops agendas and coordinates activities to establish, implement, and maintain the EMS; communicates roles and responsibilities for EMS requirements; revises EMS structure and responsibilities as needed to effectively implement the EMS. Communicates these changes, as appropriate; posts EMS Organization Chart to the EM Portal; manages environmental programs in accordance with procedures specified in the ECPSOP, Turnover Folders/Desktop Procedures, and requirements of the EMS; identifies contracts that can significantly affect the installation’s significant aspects.

5. Environmental Discussion Board (EMS Team): fulfills the responsibilities outlined in the Environmental Discussion Board Charter.

6. Officer of the Day/Command Duty Officer (OOD/CDO): act as the CO’s representative during non-duty hours; receive emergency calls during non-duty hours and inform the CO of significant incidents.

7. Government-Owned, Contractor-Operated (GOCO) facilities: participate in the ECE and EMS programs; incorporate the environmental management hierarchy into planning and design.

8. Practice owners (including contractors, vendors, and tenants): perform job functions according to MCOs, Air Station Order (AirStaOs), instructions, and standard operating procedures.

Roles and Responsibilities – Funding and Manpower

1. Senior leadership (EAO, Director of Facilities, and CO): support the development, implementation, and continual improvement of the EMS by providing funding and manpower.

2. EAO: updates the CO and Director of Facilities on funding and manpower issues related to environmental programs and the EMS as needed and during Management Review; monitors the environmental portion of the Program Objective Memorandum (POM) to ensure compliance with EO 12088; reviews and authorizes the Air Station environmental Operation and Maintenance, Marine Corps Reserve (O&MMC) funding requests through the POM cycle; supports CMC (LF) submission of overall Marine Corps environmental financial information to the DON, DoD, and Congress via the Marine Corps Fiscal Director.

3. EAD Supervisor: prioritizes and validates environmental requirements identified by environmental program managers using DoD environmental quality classes:

a. Class 0 – recurring
b. Class I – current noncompliance
c. Class II – future noncompliance
d. Class III – all other requirements

At least monthly enters all environmental requirements into the Status Tool for the Environmental Program (STEP) and maintains the system with the most current information available; requests funds for environmental compliance from O&MMC and other funding sources; annually prepares and submits the following reports as required:

a. POM Biennial Report, POM Preparation Instruction Submittal, and Annual Budget Review
b. DON Environmental Quality Report
c. DoD Environmental Quality Report

4. EAD program managers: at least annually, follow USMC procedures to obtain funding and manpower for environmental programs and projects, including the EMS; identify, prioritize, and evaluate funding and manpower needs to support environmental programs and the EMS; identify contracts that significantly impact significant aspects and ensure that EMS requirements are incorporated into contracts; monitor regulatory requirements and budget for future environmental program requirements; submit budgeting/funding requirements to the Environmental Compliance Division Supervisor.

5. EMS Program Manager: follows USMC procedures to obtain funding and manpower for environmental programs and projects, including the EMS; at least annually, evaluates funding and manpower needs to support environmental programs and the EMS.

6. Environmental Engineering Management Officer: addresses multi-media environmental compliance, management and sustainability issues that involve units.

7. Hazardous Material/Hazardous Waste Officer / Marine: manage hazardous materials and hazardous waste, primarily at the unit level.

8. Environmental Compliance Coordinators: ensure that unit environmental requirements are sufficiently addressed.

9. Facilities Development Officer: monitors status, approval, and funding of projects per the CO’s priorities; controls and manages M-2 and R-2 funds for military construction projects, facilities projects, equipment projects, and housing projects; coordinates and provides planning and programming actions for equipment procurement requirements for the Air Station.

10. Facilities Engineering and Acquisition Department (FEAD) Chief Design Engineer: provides professional engineering and architectural services, including design and design review of facilities for new construction, alteration, and repair projects.

11. Contracting office(s): identifies contracts that can significantly affect significant aspects.

12. PWD Facilities Maintenance Officer: provides technical advice and assistance to MCAS Cherry Point on real property maintenance, utility systems operation, and energy conservation.

13. Facilities System Services Office (FSSO) Officer: manages and exercises administrative control for all automated information systems; identifies requirements and funding sources; plans, designs, and coordinates the expansion and integration of automated information systems, including software and hardware upgrades.

Procedure

Environmental training needs are identified for all MCAS Cherry Point personnel and contractors and vendors. A written Comprehensive Environmental Training and Education Program (CETEP) Plan serves as a planning and management tool for the development and maintenance of environmental training requirements. Training method(s) are developed to meet each requirement identified in the training needs assessment in accordance with the CETEP Plan and training is developed in order to: 

• Comply with regulations;
• Ensure that appropriate personnel understand their responsibilities for EMS implementation; and
• Ensure practice owners understand procedures for controlling their practices.

Environmental training requirements (including those outlined in MCO 5090.2 for EMS auditors) are communicated to all applicable parties, and incorporated into applicable contracts. EMS-related training materials are incorporated into applicable training presentations. Training records and certificates are maintained according to applicable regulations. Environmental training quality assurance forms are utilized to help ensure continual improvement. Any environmental or EMS training issues are communicated to senior leadership during the Management Review.

Roles and Responsibilities

1. CETEP Coordinator: identifies environmental training needs; develops a written CETEP Plan; in coordination with the Training Directorate also develops training method(s) to meet each requirement; coordinates the development of environmental training; communicates environmental training requirements to all applicable parties; reviews third-party training; along with the Training Directorate maintains training records and certificates; distributes and reviews environmental training quality assurance forms.

2. EMS Program Manager: provides EMS-related training materials for inclusion in applicable training presentations; communicates any environmental or EMS training issues to senior leadership.

3. Contracting office(s): incorporate any environmental or EMS-related training requirements into applicable contracts.

4. EAO: communicate any environmental or EMS training issues to senior leadership.

Procedure

The installation has internal and external communication procedures in place to help personnel maintain awareness of the EMS and environmental issues. One important internal communication tool is the Environmental Management (EM) Portal, which is used to house internal EMS and environmental documentation. Additionally, the EAD website serves to communicate EMS and environmental information (including the Commanding Officer’s Statement on Environmental Management and Conservation) to internal and external parties, including the general public.

Most EMS elements involve communication of important information. This communication may be accomplished using the EM Portal or environmental website, by developing and distributing outreach materials and participating in community-wide events, or by standard communication methods, such as all-hands email or memoranda. Additional external communication is conducted between the installation and regulatory agencies. Vetted representatives of regulatory agencies are permitted access to the facility for purposes of determining/regulating compliance. The installation communicates notices of violation via the chain of command and coordinates with the responsible unit to correct any alleged violations. Internally, the EAD communicates as needed with legal counsel over sensitive environmental matters. Tenants communicate with the installation via informal methods, but also through documented memoranda of understanding or other inter-service agreements.

Information that will be released to external parties (including those related to Freedom of Information Act requests) must follow Marine Corps policy and is coordinated by the Public Affairs Office (PAO). Installation information that is maintained by an external party (such as the US EPA) must be reviewed for elements as documented in MCO 5090.2 to ensure its accuracy.

Roles and Responsibilities

1. EAO: receives regulatory requests and directs these to appropriate EAD staff; reviews and approves proposed responses to these requests; reviews EPA databases at least quarterly; submits environmental and EMS information (non-regulatory) to the PAO for release to the general public; issues and updates Air Station orders to implement environmental programs and policies in accordance with USMC policy; communicates incidents and other issues of environmental concern to the CO.

2. EAD program managers: coordinate with legal counsel and other appropriate Federal, state, and local agencies, as needed; respond to enforcement actions, noncompliance, and NOVs in accordance with USMC policy; submit proposed responses to the EAO for approval prior to providing responses to regulatory agencies; maintain records of communications in accordance with document management procedures; submit environmental and EMS information (non-regulatory) to the PAO for release to the general public; participate in community outreach events; receive and respond to concerns from affected organizations and individuals about environmental procedures; communicate operational control requirements to practice owners.

3. EAD supervisors: coordinate with program managers to develop resolutions for environmental program requirements, issues, and concerns.

Procedure

EMS policy and EMS documentation, including this website (i.e., the EMS Manual), must be reviewed and updated as needed. This documentation includes the procedures on the environmental website on how to implement the EMS, how the elements relate to each other, and references to documents and records relevant to the EMS. Personnel (including practice owners) must have access to and be aware of pertinent sections of EMS policy and documentation and this documentation must be available on the environmental website or the EM Portal.

Roles and Responsibilities

1. EMS Program Manager: implements EMS policy and EMS documentation; ensures review and update; receives and reviews suggestions for improvements of EMS policy and documentation and incorporates feedback as necessary; ensures personnel have access to and are aware of EMS policy and documentation.

2. EAO: approves EMS documents and endorses EMS policy.

3. Practice owners, including contractors and vendors: adhere to the applicable EMS requirements outlined in EMS policy and documentation.

Procedure

The installation has developed a procedure for document and record control and an internal filing and control system in accordance with this procedure. The system helps ensure that documents and records can be located, are reviewed, approved, and updated as necessary, and are protected, available and/or destroyed as needed. Environmental and EMS documents and records include, but are not limited to, those required per MCO 5090.2. An inventory of environmental and EMS documents and records, along with their retention periods, storage location, and final disposition requirements is maintained and updated on at least an annual basis. Controlled documents and records are managed in accordance with the EMS Document and Record Control System and MCO 5090.2. All electronic environmental and EMS documents and records are stored within the appropriate location on the EM Portal.

Roles and Responsibilities

1. EMS Program Manager: develops a procedure for document and record control.

2. EAO: establishes and evaluates an internal filing and control system; reviews and approves records and documents for accuracy and completeness.

3. EAD program managers: develop and identify controlled environmental and EMS documents and notify the Document Control Manager (DCM) of documents that must be controlled or retained, or those that have been revised; provide an inventory of environmental and EMS documents and records specific to their program; submit records and documents to the EAO for approval, as needed; store and maintain all electronic environmental and EMS documents and records within the appropriate location on the EM Portal.

4. DCM: manages controlled documents and records in accordance with the EMS Document and Record Control System; notifies document owners of pending reviews or disposition dates; provides EAD program managers with record disposition notices.

5. Practice owners (including contractors and vendors): ensure current versions of controlled documents are referenced and used; store controlled documents and records in accordance with document and record control procedures; submit any required records.

Procedure

The installation has implemented operational controls to help ensure that significant practices are controlled sufficiently to minimize mission and environmental risk. The control procedures may include legal requirements and policies (such as Marine Corps and installation orders), as well as site-specific management plans and standard operating procedures. Control procedures include operational control instructions, internal communication procedures, emergency preparedness and response requirements, inspection and corrective action methods, and reference related training and awareness initiatives. These procedures must identify responsible parties and the frequency of required actions. Controls are periodically reviewed to determine if they sufficiently control risk. For those procedures determined to be insufficient, EAD program managers develop Environmental Standard Operating Procedures (ESOPs), which are maintained on the EM Portal. These procedures are amended and/or created when activities change, a new practice is identified, or an existing control is deemed insufficient. Annually, the operational control procedures are compared to the list of practices and key environmental resources to help ensure they are adequate. The EAO provides support and resources for evaluating and developing ESOPs and other operational control procedures.

Practice owners are responsible for continuously conducting activities according to applicable control procedures and maintaining current control procedures in the workplace. Training on administering operational controls is provided, as appropriate.

Roles and Responsibilities

1. EAD program managers: develop ESOPs and operational controls training.

2. EMS Program Manager: compares operational control procedures to list of practices/key environmental resources to help ensure they are adequate; posts the ESOPs to the EM Portal.

3. EAO: provides support and resources for evaluating and developing ESOPs and other operational control procedures.

4. Practice owners, including contractors and vendors: continuously conduct activities according to applicable control procedures and maintain current control procedures in the workplace; attend operational controls training; communicate environmental and EMS issues to EAD.

Procedure

The installation documents procedures for identifying and responding to environmental accidents and emergencies; for mitigating potential environmental impacts; and for ensuring plans address all regulatory requirements and potential emergencies with environmental impacts. Emergency response organizations, along with the EMS Program Manager, also distribute and communicate current emergency preparedness and response procedures and plans to building managers and practice owners in scope and detail appropriate to their responsibilities and practices. They are also responsible for responding to environmental emergencies as described in all MCAS Cherry Point emergency preparedness and response plans and conducting drills as required by emergency plans to test effectiveness of the emergency preparedness and response procedure(s) and to maintain MCAS Cherry Point awareness. When new practices are initiated, after practice drills, as required by regulation, and after the occurrence of accidents or emergencies the organizations review and revise emergency preparedness and response procedures, as needed.

Appropriate emergency preparedness and response and spill prevention training is conducted as appropriate. Emergency incidents are analyzed to determine their cause and to identify lessons learned and corrective and preventive actions are implemented as required. A review is conducted to ensure that modified and new practices are addressed appropriately in the emergency response procedure(s). All improvements made to the emergency response process are included in the Management Review documentation.

Responsibilities for emergency preparedness and response are incorporated into instructions, SOPs, and/or training, relative to unit practices. Contractors, vendors, and tenants that may impact significant aspects must be aware of, and adhere to, installation emergency response procedures at all times.

Roles and Responsibilities

1. Crash Fire Rescue, the Emergency Operations Center, the Emergency Planning and Response Program Manager, the Facility Spill Response Team, the MCAS Cherry Point Fire Department, and the Physical Security Council: document emergency response procedures and ensure plans address all regulatory requirements and potential emergencies; distribute and communicate current emergency preparedness and response procedures; respond to environmental emergencies; conduct drills; reviews and revises procedures, as needed.

2. EMS Program Manager: distributes and communicates current emergency preparedness and response procedures; responds to environmental emergencies; conducts drills; reviews and revises procedures, as needed; ensures all modified and new practices are addressed; incorporates responsibilities for emergency preparedness and response into operational controls.

3. Emergency Planning and Response Program Manager: coordinates training; follows up on emergency incidents to determine causes and to identify lessons learned; implements corrective and preventive actions; ensures all modified and new practices are addressed.

4. Practice owners (including contractors and vendors): incorporate responsibilities for emergency preparedness and response into operational controls; adhere to installation emergency response procedures at all times.