Sustainability and environmental management
The Energy Community Secretariat is committed to do its utmost to support the Contracting Parties in the transition to sustainable energy, in line with the numerous environmental and climate acts adopted by the Ministerial Council. At the same time, the Secretariat’s supporting role does not come without an adverse environmental impact, including a substantial carbon footprint. For instance,
- In 2019, the Secretariat organized 98 official meetings, which were attended by approximately 2.700 participants.
- The participation to the Secretariat's events, together with the staff's travelling, amounted to roughly 3.6 million flight kilometers in 2019.
These considerations resulted in a decision to engage in introducing the Eco-Management and Audit Scheme (EMAS) at the Secretariat. The EMAS Regulation, which is the EU’s flagship measure in environmental management, requires organizations to assess, manage and continuously improve their environmental performance.
The Secretariat got EMAS certified in September 2021.The pages below highlight the milestones of the project, including the key deliverables. The focus is put on measures particularly relevant to the Secretariat's staff and visitors to its premises.
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Milestones
The EMAS certification requires the setting up of an internal environmental management system (EMS) that addresses the organisation's risks and opportunities related to its environmental aspects, compliance obligations and other issues. To achieve the intended outcomes, including enhancing its environmental performance, the Secretariat is required to implement, maintain and continually improve the EMS. As soon as the EMS is set up, the work is done in cycles - the performance reporting runs in parallel with the internal audit, policy review and establishment of the programme for the next period.
Here are the Secretariat's EMAS milestones so far:
- Dec 2019: Stock taking in the form of a 1-day ŐkoBusiness Check consultancy (supported by City of Vienna);
- Feb 2020: Staff information session to launch the EMAS project, including the introduction of the EMAS team;
- Jul 2020: Environmental review completed, first Environmental Policy published;
- Feb 2021: First internal audit conducted;
- Mar 2021: Signing ceremony of the EMS documentation (EMS Manual, Procedures and Instructions);
- May 2021: External audit by Kanzian Engineering & Consulting GmbH completed;
- Jul 2021: Submission of the validated Environmental Statement, together with certification application, to the Bundesumweltamt (designated Competent Body in Austria);
- Sep 2021: Certification completed, followed by the submission of the Energy Community Secretariat into the Austrian EMAS Registry;
- Sep 2021: Release of the updated Environmental Policy.
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Statement
Pursuant to Article 2(18) of EMAS Regulation, the Environmental Statement 'means the comprehensive information to the public and other interested parties regarding an organisation's:
(a) structure and activities;
(b) environmental policy and environmental management system;
(c) environmental aspects and impacts;
(d) environmental programme, objectives and targets;
(e) environmental performance and compliance with applicable legal obligations relating to the environment as set out in Annex IV.'As one of the first steps in the EMAS process, the Secretariat formulated its Environmental Policy in June 2020. This paper underlines the commitment by the Secretariat, and particularly that of its top management, to continuously reduce its adverse environmental impacts. The policy specifies the focus areas and the organization's objectives in terms of environmental performance. The Environmental Programme, in return, translates these objectives into an action plan with measurable targets. For each target, the EMAS team determines actions with clearly defined deliverables, deadlines and responsibilities.
The policy, the programme and the key performance indicator table form the core elements of the Secretariat's statement. The first 2021 Environmental Statement outlines the key achievements until end of 2020 and provides an outlook of the actions to be completed latest by December 2021.
The 2021 Environmental Statement was validated by the external auditor in July 2021. Following the successfully completed EMAS certification, the Secretariat published the Statement in September 2021. The Secretariat will prepare an updated environmental statement, request for validation and submit it to the competent Austrian body latest in July 2022.
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Performance
The Secretariat’s first Environmental Programme covers the time-period from mid-2020 to end-2021, which was initially largely devoted to preparatory activities. Whilst the Secretariat focused on the creation of baselines and drafting of internal rules in 2020, the implementation of the rules set and their verification has followed in 2021. In some cases, the effectiveness of a given measure and possible performance improvement can first be reported in the Secretariat’s
2022 statement.
Energy efficiency (office)
In the first reporting period, the key actions in the area of energy efficiency included:
- new entirely CO2-free electricity supplier: electricity generated from 100% renewable
sources; - >90% of radiators equipped with new smart heating system - expecting 30% annual reduction in heating;
- A complete switch to more efficient LED lighting – using solely LED bulbs and LED tubes.
Material efficiency
To support its business activities, the Secretariat purchases and consumes a vast amount of office supplies, IT hardware, paper and food and beverages. We obviously cannot stop our purchases entirely, but with better planning and increased awareness, it is possible to opt for greener alternatives, local service providers and longer purchase intervals.
Building on its environmental aspect and impact assessment findings, the significance of procurement is uncontested. To reflect its importance, the Secretariat’s 2020 - 2021 Environmental Programme comprises a number of actions aiming to integrate environmental requirements in its procurement and purchasing practices.
In the area of material efficiency, the key performance highlights so far are:
- New, EMS certified service suppliers in printing, cleaning, office supplies and catering;
- 10 times less printed report pages, using 100% recycled paper
In addition, the Secretariat keeps records on the following indicators.
Waste
The Secretariat tendered its cleaning services anew in spring 2020. In July 2020, the staff was informed about the new cleaning company and the commitment to begin with waste separation. All staff members have two separate waste bins at their disposal. This allows the separation of paper from residual waste. In addition, the new contract obliges the cleaning company to separate paper, glass and plastic and to keep records of the separated waste.
Average monthly quantities of separated waste
September - December 2020
Emissions
The Secretariat’s decision to change its electricity supplier accounts for one of its key Environmental Programme actions in 2020. The new, entirely CO2-free supplier provides electricity generated from 100% renewable sources and is backed by guarantees of origin.
As part of the drafting of its EMS rules, the Secretariat revised its travel rules to incorporate sustainable travel principles. The rules promote video conferencing as an alternative to business travel and prioritize travelling by train whenever possible. Most importantly, the principle of holding hybrid events was introduced into its event management.
In order to reduce the number of its office supply deliveries, the Secretariat decided to conduct a tender and to grant the chosen service supplier a three-year framework agreement. In parallel, it did an inventory of its office supplies and established categories and records of its past purchases. With the framework agreement in place, the Secretariat intends to purchase office supplies once a quarter, strictly in accordance to its purchase plan.As the table below demonstrates, approximately 95% of the Secretariat's emissions relate to professional travel. The travelling came obviously to a halt due to Covid-19, and less due to the new, green travel rules. The Secretariat will continue to take further, steps-wise towards emission reduction.
- new entirely CO2-free electricity supplier: electricity generated from 100% renewable
Secretariat's green office measures
Energy management
Identifying potential energy saving measures that it can directly influence, as opposed to those managed at the office building level, was the starting point for the Secretariat's line of action.
Waste management
The disposal of waste at the Secretariats premises follows the principles of recycling and safe disposal.
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Sustainable travel
Sustainable travel rules
Baseline
Professional travel, conducted overwhelmingly by airplane, is undoubtedly the most significant direct environmental aspect related to the Secretariat’s activities. Regular travelling by the experts to the Contracting Parties to support the stakeholder’s efforts to implement the Treaty is an integral part of the Secretariat’s business activities. To facilitate information exchange, the Secretariat additionally organizes around 100 events every year, either in Vienna or across the region. This results in further travelling by its staff and by its numerous event participants (in total 3.6 million flight kilometers in 2019).
Revised rules and principles
Whilst setting up its environmental management system, the Secretariat revised its travel and event management rules. In name of sustainable travel principles, the revised travel rules promote video conferencing as an alternative to travelling and prioritize travelling by train whenever possible. Starting 2021, the Secretariat’s event management builds on the principle of hybrid events. Parallel to participation on site, all its events can also be attended virtually. In order to fulfil the criteria of hybrid events, the Secretariat upgraded its conference facilities in June 2021.
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Green event measures
Green events
Faced with the new hybrid event requirements, the Secretariat evaluated its conference facilities and the possible need for an upgrade. The installation of new, supplementary equipment took place in June 2021. Similarly, event features on the Energy Community website, together with the invitation mass mailing application, underwent small changes.
In line with its new sustainable procurement principles, the Secretariat purchases and prints solely on recycled printing paper. Also, its stationary and other office goods are ordered in accordance to predetermined green purchase criteria.
The Secretariat successfully completed the tending of its catering services in June 2021. Building on its prior market research, a certified environmental management system and Vienna based operations were included into the procurement criteria. When assessing the offers, the service provider’s waste management concept and use of organic food ingredients were decisive.
In the hope of growing number of hybrid events, the Secretariat released a green event guide in September 2021. The guide outlines the green measures set in place at its premises and provides the participants guidance how to contribute.
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Document Name Published on 13.09.2021- Sustainable procurement
Green procurement
The environmental aspect and impact assessment underlined the significance of procurement in the Secretariat’s operations. This was reflected in the Secretariat's first 2020 - 2021 Environmental Programme with a broad majority of the actions aiming to incorporate sustainability into its everyday procurement and purchasing activities. To establish a framework, a Sustainable Procurement Procedure was adopted. This procedure will be subject to regular updates, whenever a new, sustainable purchase criteria is to be incorporated.
Depending on the contract matter, specific environmental requirements are outlined in the Secretariat's tender documents. For small amount purchases, the Secretariat elaborated internal green purchase tips, which are tailored to the categories of products and services concerned. In this way, the Secretariat opts for acquiring works, goods and services that have minimal environmental, social and economic impacts.
- Sustainable procurement