Iowa Code r. 567-111.6 - Contents of annual reports
The following elements shall be included in the annual report.
(1)
Executive
summary. The executive summary shall include an overview of the
environmental improvements and benefits achieved during the past year as
related to the system's objectives and targets. This summary would be similar
to what is presented for management review.
(2)
Environmental policy
statement. The annual report shall include a copy of the planning or
service area's environmental policy statement and the date it was last reviewed
and, if appropriate, revised. A copy of the communication procedure or other
documents describing how the environmental policy statement has been conveyed
to staff, management, and other individuals having a formal role in the
implementation of the EMS shall also be included.
(3)
Aspects and impacts. The
annual report shall identify and evaluate the actual or potential significant
aspects and impacts to the environment, whether adverse or beneficial, from the
planning or service area's activities, services and facilities. A description
of the significant impacts to the environment that have been determined and the
methodology used for this determination shall be included. Any changes that
occurred or may occur in the near future that are likely to affect the
identified impacts in the coming year shall be described. Such changes may
include, but are not limited to, the closure or opening of facilities, other
changes to the EMS's fenceline, the initiation of major new programs, and the
discontinuation of a major service.
(4)
Legal and other
requirements. The annual report shall list the legal requirements for
the planning or service area's operations and facilities included in its EMS
fenceline, including but not limited to, relevant environmental laws,
regulations and permits, and worker health and safety regulations. A process
for tracking any changes in these requirements shall be described. A brief
summary of the planning area's regulatory compliance performance for the
previous year, including a listing of recurring or significant violations
related to the identified legal requirements and how they were or are being
resolved, shall be included.
(5)
Objectives and targets. The annual report shall describe the
objective(s) relevant to each of the six plan components and the targets
established for achieving the objective(s).
(6)
Action plan. The annual
report shall provide a plan that describes the actions necessary to achieve the
objectives and targets. The plan includes the identification of specific tasks,
timelines for completion of each step in the plan, and a schedule for
periodically reviewing and updating, as conditions dictate, the objectives and
targets.
(7)
Roles and
responsibilities. The annual report shall include identification and
documentation of individuals and organizations responsible for specific tasks
to carry out the objectives.
(8)
Communication and training. The annual report shall describe
the processes that have been established for internal and external
communication.
a. External communication
includes reaching out to those groups and organizations that have been
identified as having an interest, stake, or role in the planning or service
area's ongoing EMS program. There shall also be procedures for receiving and
responding to relevant communication from external interested
parties.
b. Internal communication
is directed to individuals, organizations and entities that have a role or
responsibility within the action plan. Internal communication includes a
process to ensure that all responsible parties are familiar with the EMS and
have the training necessary to capably execute their roles. A description of
the training provided to responsible parties shall be included.
(9)
Monitoring and
measurement. The annual report shall describe the documented process
for monitoring key activities and, at a minimum, measuring performance related
to each objective and target.
(10)
Audit/assessment. The annual report shall provide documented
procedures for assessing the performance of the component's action plan(s) in
terms of achieving the stated objectives and targets and conformance with the
overall EMS. The assessment shall draw conclusions from the performance
measurements.
a.
Internal
audit. A copy of the result of the latest internal audit that includes
the date(s) it was conducted and the identity of the auditor(s) shall be
provided as part of the report. An internal audit shall be conducted each state
fiscal year.
b.
External
audit. An external audit shall occur each state fiscal year. The date
of the latest external audit or the date the audit will take place, along with
the identity and pertinent qualifications of the independent, third-party
auditor(s), shall be provided. The results of the external audit shall be
incorporated into the report. The department has a prequalification process for
external auditors.
(11)
Reevaluation and modification. Reevaluation and modification
are activities that allow a planning or service area to improve and strengthen
the EMS on an ongoing basis. The annual report shall describe areas where the
EMS has met, exceeded, or failed to meet expectations. For each plan component,
the report shall identify root causes of those outcomes and develop revised
goals and activities appropriate to each.
Notes
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No prior version found.