Draft Sustainable Resource Management Plan
Draft Sustainable Resource Management Plan
April 2014
Revision History
Version 1
April 2014
Draft Sustainable Resource Management Plan
Version 1 April 2014
Draft Sustainable Resource Management Plan
Contents page
1.
2.
2.1
2.2
2.3
2.4
2.5
Introduction
Sustainable Resource Management Plan
Policy and action plan
Strategy
Operations
Monitoring and reporting
Communication
Appendix
Appendix
Appendix
Appendix
Appendix
1
2
2
2
3
10
11
A: Sustainable Resource Management Policy
B: Action Plan (See separate spread sheet)
C: Flexible Framework
D: Sustainable catering policy and action plan
E: Current University Resource Management Options
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1.
Introduction
Joining together sustainable procurement and waste management was
a way to make the link between having to throw away what we buy. By
making more informed purchasing decisions the University should be
able to reduce the amount of waste it produces. This Plan has been
updated to focus on more efficient resource use and is based on the
waste hierarchy: Reduce – Reuse – Recycle – Recover – Dispose. This is
line with the Government’s commitment for a zero waste economy1,2.
Resource efficiency is about reducing the environmental, including
embedded carbon, and social impact of the products we buy and then
either reusing or recycling the materials when they are no longer
needed and/or come to the end of their life. This is referred to as the
circular or closed loop economy, which is very different to the linear or
open loop economy currently in place.
Both the University and SUSU procurement teams will also need to
work with suppliers to better understand supply chains and so reduce
risks (financial, legal and reputational) to the business and build more
resilient systems. This is in terms of the impact of the finite supply of
materials for particular products, such as ICT; the potentially harmful
components of products; the working conditions of people producing
the goods and predicted climate impacts on the supply of goods3.
1.1
Sustainable Resource Management at the University of
Southampton
The University is the size of a small town and so buys and throws away
a lot of materials. In 2012/13 the University spent about £168M on
goods and services and disposed of 2,200 tonnes of waste. This Plan
outlines how the University will save money, help improve the
environment and deliver social benefits by embedding the principles of
resource management in its operations.
1.2
Scope
The Plan forms part of the University’s overarching sustainable
development strategy (2012). It covers buying goods and services at
all UK campuses and halls, except National Oceanography Centre,
Defra (2011) Government review of waste policy in England 2011.
www.defra.gov.uk
2 Waste hierarchy information at www.defra.gov.uk/environment/waste/legislation/wastehierarchy/
1
Assessing and managing climate change risks in supply chains http://www.environmentagency.gov.uk/research/137639.aspx
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Southampton (NOCS) and Chilworth. There are different waste
management arrangements for NOCS, Southampton General Hospital &
Chilworth. It forms part of the EcoCampus Environmental Management
System (EMS) and links to the Carbon Management Plan and
Sustainable Buildings policy and guidance.
2.
Sustainable Resource Management Plan
2.1
Policy and Action Plan
The sustainable resource management policy shows the University’s
commitment to buy better and manage resources responsibly (See
Appendix A).
The action plan (See Appendix B) sets out how principally the
procurement, catering, building projects and waste management
teams will deliver the Plan. All staff, students, contractors and
suppliers also have a role in delivering the Plan.
2.2
Strategy
2.2.1
Managing Business Risk
The University aims to minimise risks to the business by ensuring it
understands its supply chains and the environmental and social
impacts of purchased goods and services. As a result it will build
resilience into procurement activities.
This will be achieved by embedding the principles of sustainable
procurement throughout the purchasing cycle, from identifying need
to reviewing contractor performance. As a result, decisions will be
based on finding the balance between economic, environmental and
social factors (often referred to as the triple bottom line).
Buying better should also help reduce the amount of waste produced
and favour reusing/recycling of materials no longer needed and that
still have a value.
How the University spends its money matters and the following
questions should help the business better understand the basis of its
supply chains and goods and services:
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Question
Where
What
Who
How
Criteria
Company policies
Country of origin
Hazardous content
Finite resource/materials
Recycled content
Easily reused/recycled
Embedded carbon
Fairtrade
Working conditions
Living wage
Environmental and social impact of manufacturing
Both University and SUSU procurement teams will continue to refine a
risk management approach to the supply of goods and services to
minimise their social and environmental impacts (Action 2.1). Both
teams are investigating the use of various tools and sustainability
scorecards to help assess the environmental and social impacts of
suppliers (Action 2.2).
The University procurement team will publish an ethical procurement
policy, to take account of the social impacts of buying goods (Action
2.3) and consider how to mitigate predicted climate change impacts on
the supply chain (Action 2.4).
2.2.2
Sustainable catering and hospitality
The University aspires to provide a choice of healthier, local and
ethical food and drink for staff and students whilst remaining
competitive on price.
2.2.3
Resource management
The University aims to manage resources responsibly by complying
with legislation and moving resources up the waste hierarchy2.
Investment by the University’s waste contractor has diverted all waste
from landfill since April 2013. Most resources no longer required or at
end of life can be reused or recycled.
2.2.4
Estate development
The University aims to employ building contractors who adopt robust
environment and sustainability policies and procedures to deliver
resource efficiency and sustainable waste management. These
requirements are in the University’s Sustainable Buildings Policy and
guidance.
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2.3
Operations
2.3.1
Governance
i)
Senior management commitment
The Plan and Policy is signed off annually by the Estates and Facilities
Board and Environment and Sustainability Advisory Group (ESAG)
(Action 2.5). Progress with the Plan will be reported to these groups
on at least an annual basis (Action 2.6).
ii)
Sustainable resource management group
This Group has been set up to deliver most of the actions in this Plan.
It is chaired by the Environment Manager and membership includes
staff and students responsible for purchasing, catering and waste
management. The Environment Manager will also liaise with the
Capital and Building Programme Managers to cover procurement and
waste management activities associated with building works.
2.3.2
Resources
i)
Internal resources
The University procurement team is likely to continue to spend
£170M+ per annum on goods and services to support its business.
The key to this Plan is influencing how and where this is spent and to
reduce costs through buying better and managing resources
responsibly.
The University spends about £0.53M on waste management per
annum. Diverting waste away from landfill has seen a decline in costs
over the past 5 years despite a rise in landfill tax. The target was to
save 10% in waste management costs between 2010/11 and 2012/13.
Costs were kept constant between these two years, despite increases
in waste costs and a growing University population. KPIs will be set for
spend (£) per FTE for University, and academic and halls sites to better
reflect the expected growth in the University (Action 2.7).
The purchasing, catering, building project and waste management
teams will deliver the majority of this Plan and have resources to
manage these areas. Expertise from University academic groups will be
sought to help implement the Plan (Action 2.8). This may also take the
form of student projects or internships. Students will continue to take
part in the annual waste wars audit to provide data to help shape this
Plan (Action 2.9).
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ii)
External resources
The Control of Contractor Operational procedure (UOSEMSOP009)
outlines how University staff assess the environmental credentials of
contractors/consultants as part of awarding contracts. The E&F Control
of Contractors group is looking to strengthen the environmental
criteria used to select contractors (Action 2.10). Progress will be
measured through internal audits.
Waste contractors will continue to be reviewed on an annual basis to
ensure they are still delivering a value for money service and the best
environmental option for different resource streams (Action 2.11).
The main waste contract with Biffa has been extended for two years,
until January 2016 and the South Coast Affinity Group (SCAG) (a
partnership between Southampton, Bournemouth, Portsmouth,
Winchester, Solent & Bournemouth Arts College Universities) will retender the contract in 2015 (Action 2.12).
2.3.3
Training
The training requirements for the different teams are:
Team
University and SUSU procurement
staff
University Waste & Recycling team
Domestic Services and Catering
staff and SUSU catering staff
Training
Sustainable procurement training
Sustainable procurement refresher
workshops
Chartered Institute of Waste
Management (CIWM) course
Tool box talks on the University’s
recycling schemes
Tool box talks on the University’s
recycling schemes
Staff will retain training records and training for Procurement staff will
also be recorded as part of the Flexible Framework (Action 2.13).
2.3.4
Sustainable procurement
Progress by the University and SUSU Procurement teams will be
measured using the criteria in the nationally recognized Flexible
Framework (See Appendix C). The Framework identifies five key
themes of People; Policy, Strategy & Communications; Procurement
Process; Engaging Suppliers and Measurement & Results and five levels
of performance from Level 1: Foundation to Level 5: Lead.
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The University and SUSU have set targets to achieve Level 3 of the
Framework for all five themes by April 2014 (Action 2.14 and 2.15).
Procurement and SUSU are subject to annual audits as part of the
University’s EMS.
Procurement and SUSU will set new targets against the flexible
framework themes by July 2014 (Actions 2.16 and 2.17).
2.3.5
Sustainable catering
In 2013, the University Catering Manager and SUSU Facility Managers
published the Sustainable Catering Policy and Action Plan (see
Appendix D). This will be updated on at least an annual basis (Action
2.18).
In 2006, the University achieved Fairtrade status and have maintained
this status through initiatives to promote the brand. In November
2012, the Fairtrade Foundation confirmed the University had retained
its status. The next report is due in autumn 2014 (Action 2.19).
2.3.6
Resource management: Reduce - Reuse - Recycle
i)
Legal compliance & contract management
E&F manage waste on behalf of the University to ensure legal
compliance and avoid fly-tipping. The Safety and Occupational team
will continue to lead on the disposal of biological and radioactive
substances, via E&F.
A legal register (UOSEMSR001) and waste contractor Duty of Care
register (UOSEMSR011) are maintained (Action 2.20). Hazardous waste
site registration is held for Highfield, Boldrewood, WSA and Wide Lane
and are annually renewed (Action 2.21). Waste management is audited
as part of the University’s EMS on a quarterly basis.
SCAG manages the main recycling contract which started in January
2009 and has been renewed until January 2016. The contract
introduced mixed recycling and weight data for both landfill and
recyclables. In January 2014, the partnership submitted an application
to the National Recycling awards but was not short-listed.
The University will continue to use the waste hierarchy2, operational
considerations and value for money to determine the best disposal
route for different resource streams. The current situation is shown in
Appendix E.
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ii)
Resource management options
The waste hierarchy2 is a legal requirement under the Waste
Regulations 2011 and ranks waste management options according to
what is best for the environment. It gives top priority to preventing
waste in the first place. When waste is created, it gives priority to
preparing it for reuse, then recycling, then recovery, and last of all
disposal (e.g. landfill).
a)
Reduce
The best option is not to produce the waste in the first place.
Embedding the principles of sustainable procurement is key to
reducing waste by, for example, either deciding not to buy products or
buying more durable and less harmful products.
The University procurement team is developing a number of product
groups, including furniture, ICT, and laboratory consumables to
develop contract requirements and then work with suppliers to
improve their social and environmental standards.
Procurement and SUSU will investigate setting KPIs for Paper (or use
printing as a proxy), Furniture, ICT and other product streams (Action
2.22) and consider setting reduction targets (Action 2.23).
To monitor and report on the amount of waste produced, KPIs will be
set for kg waste produced per FTE for the University, and academic
and halls of residence (Action 2.24). Targets for reducing the amount
of waste per FTE may then be set (Action 2.25).
University and SUSU catering teams will investigate measures to reduce
food waste (Action 2.26). Support is available from Waste Resource
Action Programme (WRAP) Local Partnership Advisors. KPIs for specific
catering areas will then be considered (Action 2.27). A KPI will be set
for the amount of food waste produced by the University per FTE
(Action 2.28).
The Halls will address food waste through ‘Love Food, Hate Waste’
campaigns (Action 2.29) and continue to work with the chaplaincy to
collect surplus food for local people (Action 2.30). A KPI for the
amount of food waste per FTE in halls will be set (Action 2.31).
b)
Reuse
The Procurement team introduced a web based reuse tool, called
WARP-it from January 2012 to try and reuse items within the University
in the first instance. The following graph shows the amount saved by
reusing furniture items. To date, over £11k has been saved and nearly
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3 tonnes of furniture reused. WARP-it costs the University £2k per
annum and so the financial benefit outweighs the cost.
Sum saved (£)/Waste diverted (kg)
WARP-it - sum saved/waste diverted
for 2011/12 - 2013/14
6000
5000
4000
Sum saved (£)
3000
Waste diverted (kg)
2000
1000
0
2011/12
2012/13
2013/14
The University is reviewing whether to renew WARP-it for 2014/15
(Action 2.32) and if it does will consider setting KPIs (Action 2.33).
The University is also investigating the reuse of furniture through a
third party company (Action 2.34).
Other initiatives include:





c)
The University has developed a scientific equipment sharing
database to promote more efficient use of resources;
Chemistry is implementing a chemical sharing inventory;
Swap Shop events (for reuse of clothes);
Working in partnership with British Heart Foundation (BHF) to
reuse/recycle materials from halls when students move out.
About 14 tonnes of textiles were collected by BHF in 2012/13;
SUSU and BHF are discussing the format for ‘Recycling on your
doorstep’ for 2014 to encourage students to donate unwanted
items when they move out at the end of term (Action 2.35).
Recycling
The University’s comprehensive recycling scheme is based on:


Service delivery – making sure waste is collected;
Infrastructure – making sure bins and signs are in place; and
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Education – making sure staff and students know how and what
they can dispose of

In 2012/13 the University produced about 2,228t of waste, of which
61% was recycled (excluding C&D waste) and so achieved the target to
increase recycling from its 2011/12 level of 45.7% to 60% by July
2013.
Waste Management, 2009/10 to
2012/13
Waste amount (tonnes)
2500
2000
Landfill
1500
Incineration (with and
withourt energy recovery)
1000
Recycling
500
0
2009/10 2010/11 2011/12 2012/13
The 2014 annual waste audit found recyclables (food and mixed
recyclables) made up 82% of general waste. The target was to reduce
this to 10% by the 2013 audit and so this target has been missed. This
shows there are plenty of materials in the ‘general’ waste that can still
be recycled.
Contamination of the mixed recycling with food continues to be a
problem, particularly at catering areas, the Library and Halls of
Residence. The 2014 Waste Wars audit found 12% of the contents of
recycling bags was food. Further work to educate staff and students
will be implemented to try and improve the situation (Action 2.36).
Incentive schemes to encourage staff and students to recycle more will
also be considered again (Action 2.37). Halls Management will
consider signing up to the NUS Recycling module, which would
complement the Student Switch Off campaign to encourage more
sustainable behaviours by students in halls (Action 2.38).
To drive continual improvement, new recycling targets have been set:

To recycle at least 75% of all resource streams (by weight) by July
2016 (Action 2.39)
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

To recycle at least 80% of binweigh4 waste (by weight) from
academic sites by July 2017 (Action 2.40)
To recycle at least 70% of binweigh waste (by weight) from halls
of residence by July 2016 (Action 2.41)
These targets will be achieved by:



Service – Continuing to work with Biffa to identify issues and find
solutions;
Infrastructure - Improving infrastructure and information for staff
and students. Introducing recycling into lecture theatres and
common learning spaces (Action 2.42), and identifying
opportunities for recycling in laboratories and workshops (Action
2.43); and
Education - Continuing to educate staff and students on the
benefits of the two bin system – one for food and one for
everything else to help tackle the contamination of mixed
recycling. I laboratories and workshops.
d)
Recovery/Disposal
There is likely to be some waste streams which are sent for
incineration (with or without energy recovery) or landfill. Alternative
solutions will be sought for these wastes reflecting any changes to the
Regulations and/or access to new treatment facilities. Biffa started
diverting general waste for conversion into Refuse Derived Fuel (RDF)
in April 2013. As a result the University achieved zero waste to landfill.
2.3.7
Estate development
i)
External recycling facilities
The existing external recycling facilities meet legal and operational
requirements. The Estate Strategy (2005) made provision for a
recycling centre on Highfield. The introduction of mixed recycling
negated the need for such a facility but the conflict between waste
vehicles and people suggests this option should be re-considered as
part of the infrastructure review (2014) (Action 2.44).
ii)
Sustainable Buildings Policy and guidance
The Sustainable Buildings Policy and guidance was signed off by the
E&F Board in July 2013 and includes requirements for better resource
management.
‘Binweigh’ is the data provided by Biffa on mixed recycling and general waste. This forms the
majority of waste disposed of.
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The E&F approved contractor procedures will be revised to ensure
companies employed have strong environment and sustainability
credentials (See above).
iii)
Construction and Demolition waste
Estates and Facilities started reporting Construction & Demolition
waste disposal in 2008/09 and in 2012/13, 98.7% of the waste
produced (39,890 tonnes) was reused/recycled; 0.05% was sent for
incineration and 1.26% was sent to landfill.
Figure 1 Construction & Demolition
waste
Weight (tonnes)
50000
40000
30000
Landfill
Incineration
20000
Reuse/recycled
10000
0
2008/09 2009/10 2010/11 2011/12 2012/13
The reuse/recycling targets for building projects were achieved:
For Capital projects in 2012/13, 99% of the 39,082 tonnes was
reused/recycled and 1% sent to landfill. The target was to
reuse/recycle at least 80% of waste produced.
For Faculty projects in 2012/13, 78% of the 800 tonnes of waste was
reused/recycled; 2.6% was incinerated and 19.4% was sent to landfill.
The target was to reuse/recycle 60% of the waste produced.
To drive continual improvement the following targets have been set:


To reuse/recycle at least 85% of refurbishment project C&D waste
by the end of July 2015 (as a percentage of the total annual
amount of waste produced) (Action 2.45)
To reuse/recycle at least 85% of new build project C&D waste by
the end of July 2015 (as a percentage of the total annual amount
of waste produced) (Action 2.46)
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Contractors will be expected to continue to deliver these targets
through resource efficiency and finding better resource management
solutions.
2.4
Monitoring and reporting
2.4.1
Sustainable procurement
The University procurement team will set KPIs for specific products,
such as furniture, ICT, paper etc (Action 2.47) and for WARP-it (see
above).
University procurement will investigate the introduction of a business
travel policy (Action 2.48) and develop the associated monitoring and
reporting, including Scope 3 emissions (Action2.49).
Progress on embedding sustainable procurement will be reported to
Finance and ESAG using the flexible framework (Action 2.50).
2.4.2
Resource management
Better data has been essential in managing waste costs. Data
management will continue to be kept under review (Action 2.51). The
Campus Services Manager will review the information held on the Biffa
on-line portal (Action 2.52).
Waste data will be reported on a monthly basis to the E&F Board and
annually as part of the Estates Management Statistics (Action 2.53).
2.4.3
Scope 3 carbon emissions
The Procurement and Waste teams have compiled Scope 3 carbon
emissions. However, confidence in the data is low, mainly because of
concerns with methods and uncertainty with Defra conversion factors.
In March 2014, the E&F Board agreed to not set baselines or targets
for procurement and waste carbon emissions.
Further work is required to develop more robust reporting of
procurement and waste carbon emissions (Actions 2.54 and 2.55). A
PhD student is being supported to investigate improved methods for
calculating such emissions (Action 2.56).
2.5
Communication
Performance against the targets in this Plan will be reported publicly.
The existing procurement, Estates & Facilities, sustainable
development, SUSU environment & ethics and catering websites will be
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updated and maintained with current information and advice (Action
2.57a, b, c, d and e). Regular communication, workshops and tool box
talks will be delivered to encourage good purchasing and resource
management practices.
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Appendix A
Sustainable Resource Management Policy
The University of Southampton is one of the top ten research-led Universities in the UK and
offers first-class opportunities and facilities for study and research, in a stimulating working
environment. We are committed to prudently manage our estate by improving the strategic
alignment, quality, utilisation and environmental impact of our estate and physical
infrastructure (University Strategy, 2010).
The University recognises the important role it has in managing the impact of its day-to-day
operations on the environment and in promoting the principles of sustainability in all its
activities. As part of this commitment, we aim to manage our purchasing and resource
management activities in an environmentally responsible and sustainable manner.
This Policy is part of the University’s Environmental Management System.
The University is committed to achieving environmental good practice and seeks continual
improvement in its procurement and resource management activities by:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Making procurement decisions based on a balance between economic, social and
environmental factors.
Complying with the University’s financial regulations, environmental legislation and
other requirements.
Adopting a risk management approach to minimize environmental and social impacts of
purchased goods and services.
Managing waste to prevent pollution and minimize harm to human health and the
environment.
Providing facilities and services to make it easy for staff and students to Reduce-ReuseRecycle to meet waste minimization and recycling targets.
Developing and implementing information systems to measure and report resource data
against KPIs and targets.
Providing guidance and training to staff and students so they adopt more sustainable
purchasing and resource management practices.
Working with suppliers to reduce the environmental and social impacts of their goods
and services.
Managing building contractors to ensure they adopt resource efficient and sustainable
waste management practices.
Monitoring and reporting progress on sustainable procurement and waste management
plans and targets.
Working with other bodies to share experiences and adopt good practice.
Communicating this Policy to the University community and others, to raise awareness
and influence behavior to minimise impact on the environment.
We will regularly review this Policy and ensure corrective and preventative actions have been
taken to ensure continual improvement.
Professor Judith Petts
Dean of Faculty of Social and Human Sciences
Chair of Environment & Sustainability Advisory Group
2014
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Appendix B Action Plan
Progress
Green
Have missed or likely
to miss completion
date
In progress
On target or likely to
meet target
Objective
Measurement
Delivered by
2.1 To refine risk
management approach
to the supply of goods
and services
Method and
results published
Head of
Procurement and
Business
Improvement/SUSU
Facilities Manager
2.2 To investigate the
use of sustainability
scorecards to help
assess the
Environmental and
Social credentials of
suppliers
Report on
possible tools
Head of
Procurement and
Business
Improvement/SUSU
Facilities Manager
Red
Amber
15
Completed Status Comment
by
Dec-14 Green
Dec-14 Green
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2.3 To publish ethical
procurement policy
Policy published
Head of
Procurement and
Business
Improvement
Dec-14 Green
2.4 To investigate
methods to assess the
risk from climate
change on supply
chains
Risk assessed
and reported
Head of
Procurement and
Business
Improvement
Dec-14 Green
2.5 To annually review
and sign off the Plan
and Policy
Plan and Policy
signed-off
Environment
Manager
May-14 Amber Submitted to E&F Board for
review and sign-off
2.6 To annually report
on progress with the
Plan to E&F Board and
ESAG
Progress report
Environment
Manager
2.7 To set KPIs for
spend per FTE for
University and
academic and hall sites
to monitor waste
production
KPIs developed
and reported
Residences &
Campus Services
Managers
Jun-14 Amber Submitted to E&F Board for
review and sign-off. Will then be
submitted to ESAG.
16
Jul-14 Amber
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2.8 To engage with
academics on the
development and
implementation of the
Plan
Meetings with
academics
Environment
Manager
Ongoing Amber Meeting held in February 2014
with Prof Ian Williams to discuss
how to develop Reduce/Reuse
elements
2.9 To complete the
annual waste wars
audit
Audit reports
Environment
Manager & team
Annual Amber Next audit is Feb 2015
2.10 To develop and
implement updated
version of E&F approval
of contractors system
to provide a more
robust environmental
assessment of
contractors
Updated
CC3/CC4
Environment
Manager
Jun-14 Amber Paper submitted for discussion at
April 2014 CoC group meeting
2.11 To review waste
contracts on an annual
basis
Report
E&F Campus
Services Manager;
Environment
Manager
17
July 2014 Green
and
ongoing
Quarterly meetings set up to
review waste contracts and Duty
of Care
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2.12 To tender main
recycling contract
Report to E&F
Board
recommending
contractor
following retender
SCAG
Jan-16 Green
2.13 To record
delivery of staff
training for
procurement and
recycling
Training records
Head of
Procurement and
Business
Improvement; SUSU
Facilities Manager;
Campus Services
Manager
2.14 To achieve Level
3 for all five themes of
the Flexible Framework
for Procurement team
Report against
Flexible
Framework
criteria
Head of
Procurement and
Business
Improvement
Apr-14 Amber Will be reviewed as part of
Procurement three year plan.
Draft strategy commented on in
February 2013. This is to be
signed off by April 2013. Target
is to achieve Level 3 for all
themes by April 2014.
2.15 To achieve Level
3 for all five themes of
the Flexible Framework
for SUSU team
Report against
Flexible
Framework
criteria
SUSU Facilities
Manager
Apr-14 Amber
18
Quarterly meetings with Biffa to
keep contract under review.
Contract extended until January
2016. Re-tender during 2015.
Ongoing Green
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2.16 To set new targets
for the procurement
team against each of
the areas of the
Flexible Framework
Targets set for
each Flexible
Framework
criteria
Head of
Procurement
Jul-14 Green
2.17 To set new targets
for the SUSU
procurement team
against each of the
areas of the Flexible
Framework
Targets set for
each Flexible
Framework
criteria
SUSU Facilities
Manager
Jul-14 Green
2.18 To annually signPublished policy
off sustainable catering and plan
policy and action plan
2.19 To retain
Fairtrade status
Catering manager;
Hospitality Manager;
SUSU Head of
Commercial
Development
(Facilities Manager
will co-ordinate with
Commercial
Managers)
Report submitted Environment
to Fairtrade
Manager
Foundation
Apr-14 Amber Updated version included in
version 1 of the Resource
Management Plan for sign-off by
E&F Board in April 2014
Nov-14 Green
19
Fairtrade Foundation confirmed
retained status in November
2012. Now gathering evidence
for submission in autumn 2014
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2.20 To maintain Duty
of Care contractor
information
Up to date
spread sheet
E&F Campus
Services Manager
Quarterly Green
2.21 To annually renew
hazardous waste site
registration
Environment
Agency
confirmatory email
Environment
Manager
2.22 To investigate
setting KPIs for specific
categories of spend
Metric reported
Head of
Procurement and
Business
Improvement; SUSU
Facilities Manager
Dec-14 Green
2.23 To investigate
setting targets for
specific categories of
spend
Metric developed
and agreed
Head of
Procurement and
Business
Improvement; SUSU
Facilities Manager
Jan-15 Green
2.24 To set University,
and academic and halls
KPIs for waste
produced per FTE
Metric reported
Environment
Manager/Campus
Services
Manager/Residences
Manager
Jul-14 Green
2.25 To consider
setting targets for
waste per FTE
Metric reported
Environment
Manager
Jul-14 Green
Every Green
January
and July
20
Quarterly audits set up to review
waste contracts and Duty of Care
information.
Sites registered. WSA registered
in January 2014.
Eg paper, ICT, furniture
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2.26 To investigate
reducing food waste
from catering outlets
Metric reported
University Catering
Manager/SUSU
Facilities Manager
Oct-14 Green
2.27 To consider
setting KPIs for specific
catered areas
Metric reported
University Catering
Manager/SUSU
Facilities Manager
Dec-14 Green
2.28 To set KPI for
food waste per FTE
2.29 To deliver 'Love
Food, Hate Waste'
campaign in halls
Metric reported
Environment
Manager
Residences Manager
2.30 To collect surplus
food for homeless
people living in the
area
Food provided
Residences Manager
(in partnership with
Chaplaincy)
On-going Green
2.31 To set a KPI for
the amount of food per
FTE in halls
Metric reported
Residences Manager
Jul-14 Green
2.32 To review the
performance of the
web based reuse
system (WARP-it) to
decide whether to
renew the licence for
2014/15
Report on
progress
Head of
Procurement and
Business
Improvement
Jul-14 Green
Campaign
delivered
21
Jul-14 Green
On-going Green
WARP-it review in March 2014
appears to show system benefits
outweighs costs. Procurement to
consider renewing licence.
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2.33 To set KPIs for
WARP-it
KPIs agreed
Head of
Procurement and
Business
Improvement
Jul-14 Green
2.34 To introduce
furniture reuse
contract with third
party company
2.35 To implement the
annual ‘Recycling on
your doorstep’
initiative
Contract in place
Campus Services
Manager
May-14 Green
Report on
initiative
SUSU VP Welfare;
SUSU Ethics &
Environment Officer
2.36 To educate staff
and students on the
two bin scheme to
tackle contamination
Education
initiatives
Environment
Manager
Ongoing Green
2.37 To investigate
incentive schemes to
encourage recycling
Incentive scheme Environment
implemented and Manager
assessed
Dec-14 Green
2.38 To investigate
implementing NUS
recycling module in
halls
Bid submitted to
CMP Steering
group for
recycling scheme
Aug-14 Green
Residences Manager
22
Meetings held with the
contractor. Legal has provided
text for puchase order.
Jul-14 Green
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2.39 To recycle at least Report of
75% of all waste steams recycling data
by July 2016
Campus Services
Manager
Jul-16 Green
2.40 To recycle at least
80% of 'bin weigh'
waste for academic
sites by July 2016
Report of
recycling data
Campus Services
Manager
Jul-16 Green
2.41 To recycle at least
70% of 'bin weigh'
waste for halls by July
2016
Report of
recycling data
Residences Manager
Jul-16 Green
2.42 To provide
recycling facilities for
lecture theatres and
common learning
spaces to help increase
recycling rates
Bins installed
E&F Campus
Services Manager
Ongoing Amber No bins bought in 2013/14
Environment
Manager
Ongoing Amber Opportunities identified from FEE
and High Voltage Lab audits
2.43 To seek
Internal audit
opportunities for
reports
introducing recycling in
laboratories and
workshops
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2.44 To re-consider the
option for a waste
management facility at
Highfield
Master planning
report
Campus Services
Manager
2.45 To implement
procedures to achieve
an annual average
reuse/recycling rate of
85% for refurbishment
projects C&D waste by
July 2015
Annual EMS
return
Faculty Programme
Manager;
Environment
Manager
Jul-15 Green
2.46 To implement
procedures to achieve
an annual average
reuse/recycling rate of
85% for new build
projects C&D waste by
July 2015
Annual EMS
return
Capital Programme
Manager; Head of
PMU
Jul-15 Green
2.47 To develop
procurement KPIs for
specific goods
KPIs reported
Head of
Procurement and
Business
Improvement
24
Apr-14 Green
Discussions held with consultant
to discuss possible single waste
management facility for Highfield
(to improve campus environment
& conflicts between users and
waste lorries)
Dec-14 Green
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2.48 To develop and
implement a business
travel policy
Policy published
Head of
Procurement and
Business
Improvement
Dec-14 Green
2.49 To develop a
method for reporting
business travel data
(including Scope 3
carbon emissions)
Method and data
published
Head of
Procurement and
Business
Improvement
Dec-14 Green
2.50 To report
progress against the
Flexible Framework
Reports to
Finance and
ESAG
Head of
Procurement and
Business
Improvement
Ongoing Green
2.51 To investigate
waste management
data storage options
Report
E&F Campus
Services Manager
Dec-14 Green
On-going. Will review Biffa on-line
portal.
2.52 To review Biffa
on-line portal system
2.53 To report waste
data to E&F Board on a
monthly basis
Review system
E&F Campus
Services Manager
E&F Campus
Services Manager
Apr-14 Green
Completed. Biffa portal reviewed
on 3.4.14
Report
25
Apr-14 Green
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2.54 To develop
methods to measure
and report
procurement carbon
emissions
Report on carbon Environment
emissions
Manager
Dec-14 Green
Need to improve accuracy and
reliability of data
2.55 To develop
methods to measure
and report waste
carbon emissions
Report on carbon Environment
emissions
Manager
Dec-14 Green
Need to improve accuracy and
reliability of data
2.56 To support PhD
student to develop
robust methods to
measure Scope 3
carbon emissions
Reports on Scope Environment
3 emissions
Manager
Ongoing Green
2.57a To update
procurement website
to provide up to date
information
Web sites
updated
Head of
Procurement and
Business
Improvement
On-going
Red
2.57b To update E&F
website to provide up
to date information
Web sites
updated
Campus Services
Manager
On-going
Green
2.57c To update
sustainability website
to provide up to date
information
Web sites
updated
Environment
Manager
On-going
Green
26
To be reviewed
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2.57d To update SUSU
website to provide up
to date information
Web sites
updated
SUSU Ethics and
Environment Officer
On-going
Red
2.57e To update
University catering
website to provide up
to date information
Web sites
updated
University Catering
Manager
On-going
Green
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Appendix C: The Flexible Framework
People
Foundation
Embed
Practice
Enhance
Lead
Level 1
- Sustainable
procurement
champion identified.
Level 2
- All procurement
staff have received
basic training in
sustainable
procurement
principles.
Level 3
- Targeted
refresher training
on latest
sustainable
procurement
principles.
Level 4
Sustainable
procurement
included in
competencies and
selection criteria.
Level 5
- Achievements are
publicised and used
to attract
procurement
professionals.
- Key staff have
received advanced
training on
sustainable
procurement
principles.
- Performance
objectives and
appraisal include
sustainable
procurement
factors.
- Sustainable
procurement is
included as part of
employee induction
programme
- Internal and
external awards for
achievements are
received.
- Key procurement
staff have received
basic training in
sustainable
procurement
principles.
Policy, Strategy &
Communications
- Sustainable
procurement is
included as part of a
key employee
induction
programme.
- Agree overarching
sustainability
objectives.
- Simple sustainable
procurement policy
in place endorsed by
CEO.
-Communicate to
- Review and
enhance sustainable
procurement policy,
in particular consider
supplier
engagement.
- Ensure it is part of
a wider Sustainable
Development
- Simple incentive
programme in
place.
- Augment the
sustainable
procurement policy
into a strategy
covering risk,
process
integration,
marketing, supplier
engagement,
measurement and
28
- Focus is on
benefits achieved.
- Review and
enhance the
sustainable
procurement
strategy, in particular
recognising the
potential of new
technologies.
- Try to link strategy
- Good practice
shared with other
organisations.
- Strategy is:
reviewed regularly,
externally
scrutinised and
directly linked to
organisations’ EMS.
- Sustainable
Procurement
strategy recognised
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staff and key
suppliers.
Procurement
Process
- Expenditure
analysis undertaken
and key
sustainability
impacts identified.
- Key contracts start
to include general
sustainability criteria.
- Contracts awarded
on the basis of
value-for-money, not
lowest price.
- Procurers adopt
‘quick wins’.
strategy.
a review process.
- Communicate to
staff, suppliers and
key stakeholders.
- Strategy
endorsed by CEO.
- Detailed
expenditure analysis
undertaken, key
sustainability risks
assessed and used
for prioritisation.
- All contracts are
assessed for
general
sustainability risks
and management
actions identified.
- Sustainability is
considered at an
early stage in the
procurement
process of most
contracts.
- Risks managed
throughout all
stages of the
procurement
process.
- Whole-life-cost
analysis adopted.
- Targets to
improve
sustainability
agreed with key
suppliers.
29
to EMS and include
in overall corporate
strategy.
by political leaders
and is
communicated
widely.
- Detailed
sustainability risks
assessed for high
impact contracts.
- Detailed review
undertaken to
determine future
priorities and new
strategy produced
beyond this
framework.
- Life-cycle analysis
has been
undertaken for key
commodity areas.
- Project /contract
sustainability
governance is in
place.
- Sustainability Key
Performance
Indicators agreed
with key suppliers.
- A life-cycle
approach to
cost/impact
assessment is
applied.
- Progress is
rewarded or
penalised based on
performance.
- Barriers to
sustainable
procurement have
been removed.
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Engaging Suppliers
- Key supplier spend
analysis undertaken
and high
sustainability impact
suppliers identified.
- Key suppliers
targeted for
engagement and
views on
procurement policy
sought.
- Detailed supplier
spend analysis
undertaken.
- General
programme of
supplier
engagement
initiated, with senior
manager
involvement.
- Targeted supplier
engagement
programme in
place, promoting
continual
sustainability
improvement.
- Two-way
communication
between procurer
and supplier - with
incentives - exists.
- Supply chains for
key spend areas
have been
mapped.
Measurements &
Results
- Key sustainability
impacts of
procurement activity
have been identified.
- Detailed appraisal
of the sustainability
impacts of the
procurement activity
has been
undertaken.
- Measures
- Sustainability
measures refined
from general
departmental
measures to
include individual
procurers and are
linked to
30
- Key suppliers
targeted for
intensive
development.
-Sustainability audits
and supply chain
improvement
programmes in
place.
-Achievements are
formally recorded.
- CEO involved in
the supplier
engagement
programme.
- Measures are
integrated into a
balanced score card
approach reflecting
both input and
output.
- Comparison is
- Best practice
shared with other
organisations.
- Suppliers
recognised as
essential to delivery
of organisations’
sustainable
procurement
strategy.
- CEO engages with
suppliers.
- Best practice
shared with
other/peer
organisations.
- Suppliers
recognise they must
continually improve
their sustainability
profile to keep the
business.
- Measures used to
drive organisational
sustainable
development
strategy direction.
- Progress formally
benchmarked with
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implemented to
manage the
identified high risk
impact areas.
development
objectives.
made with peer
organisations.
- Benefit statements
have been
produced.
peer organisations.
- Benefits from
sustainable
procurement are
clearly evidenced.
- Independent audit
reports available in
the public domain.
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Appendix D Sustainable catering policy and action plan
The University of Southampton is one of the top ten research-led Universities in the
UK and offers first-class opportunities and facilities for study and research, in a
stimulating working environment. We are committed to prudently manage our estate
by improving the strategic alignment, quality, utilisation and environmental impact
of our estate and physical infrastructure (University Strategy, 2010).
We recognise the important role we have in managing the impact of our day-to-day
operations on the environment and in promoting the principles of sustainability in all
our activities. We recognise the production, preparation and disposal of food and
drink has major impacts on the environment and people’s lives and so will manage
catering to minimise harmful effects. Catering also provides an excellent opportunity
to promote more sustainable food and drink options to customers.
We are committed to providing affordable, nutritional and healthier food and drink
choices and encourage informed purchasing by our customers at all our UK
commercially catered areas on campuses and halls by:
1.
2.
3.
Providing seasonal fresh fruit and vegetables;
Sourcing local produce, wherever possible;
Sourcing meat and dairy produce produced from farms practising high animal
welfare standards;
4.
Ensuring all eggs are free range;
5. Sourcing fish from sustainable sources, wherever possible;
6.
Sourcing of more healthy food and drink, low in salt, fat and sugar and high in
fibre;
7.
Implementing procedures to minimise food waste and ensuring all waste can
be recycled;
8.
Ensuring all hot drinks are Fairtrade or from another accredited source;
9.
Contributing to the University’s target to reduce energy and carbon emissions
by 20% by 2020 and reducing scope 3 emissions associated with water use,
buying practices, waste and the transport of goods and services;
10. Working with our Purchasers, Suppliers and Contractors to improve the
provision of healthy products and minimise the environmental impact of their
produce and deliveries;
11. Providing appropriate training to our staff to ensure they are able to support
the delivery of this Policy and implement good practice in food preparation and
cooking practices;
12. Informing our customers about their food choices and the impact they have on
the environment and help them to minimise this impact;
13. Monitoring and reporting performance against good practice guidance;
14. Working with the Higher Education sector, caterers, and trade bodies to keep
up to date with latest developments and share good practice;
15. Communicating this Policy to the University community and beyond.
We will regularly review this Policy and its associated implementation plans to ensure
corrective and preventative actions have been taken to ensure continual
improvement.
Professor Judith Petts
Dean of Faculty of Social and Human Sciences
2014
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Appendix E
Sustainable Catering Action Plan
Version
7
When printed this document is UNCONTROLLED
Progress
Red
Amber
Green
Objective
Have missed or
likely to miss
completion date
In progress
On target or
likely to meet
target
Policy
Objective
2. To highlight use of
1, 12
seasonal produce on menus
Measurement
Responsibility Completed Status
by
Comment
Menus include
information
Catering
Manager/SUSU
Facilities
Manager
SUSU sustainability web site in
development
Apr-13 Amber
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3. To promote more
1, 2, 3, 4,5,
sustainable food choices in 6, 9, 12
the Blue Room
Menu highlights Catering
sustainability
Manager
attributes of
food
5. To consider introducing 2, 6, 9
Green Labelling system to
catered areas
Green label
displayed
Catering
Manager/SUSU
Facilities
Manager
Aug-13 Amber
Change from June 2013 as menus
already produced for July. JL to follow up
with chef. Not done (12.12.13) & JL to
follow up.
July 2013 Amber
(SUSU)
Implemented in SUSU shop & cafe (small
areas only). Implemented on menu
posters for University catering outlets. JL
to meet with Chris Gutteridge in January
2014 to discuss information on open
data site (outstanding)
Dec-13
(University)
6. To provide information 3, 12
on country of origin of
meat, meat products and
dairy products when
requested
Highlight
through various
media that
information
provided on
request
Catering
Manager/SUSU
Facilities
Manager
Aug-13 Green
Information for University catering is
available on request. SUSU has updated
information in folders. Only area where
not kept up to date is in Bridge Bar
where chef prepares 'specials'
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7. To consider using the 3, 13
Red Tractor mark as a way
to indicate food is of a high
quality
Decision on
whether to seek
suppliers who
can provide food
that meets Red
Tractor criteria
Catering
Manager/SUSU
Facilities
Manager
Dec-13 Amber
SUPC are considering a move to one
label that incorporates all standards,
such as MSC and Red Tractor. JL to up
date following next SUPC meeting. JL to
investigate TUCO criteria for high animal
welfare standard
11. To request information 6, 10
on saturated fat content of
pre-packaged meat and
meat products, biscuits,
cakes and pastries from
suppliers
Information
provided
Catering
Manager/SUSU
Facilities
Manager
Dec-13 Green
All milk has reduced fat. SUSU
information avilable in folders. JL
opened healthy food outlet where all
products labelled.
12. To request information 6, 10
on the salt content of prepackaged meat and meat
products, breads, breakfast
cereals, soups and cooking
sauces, ready meals and
pre-packed sandwiches to
see if meet Responsibility
Deal salt targets
Information
provided
Catering
Manager/SUSU
Facilities
Manager
Dec-13 Green
As above
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13. To review breakfast
6, 10
cereals and decide whether
to replace with alternative
to meet fibre and sugar
content guidelines
Review of
fibre/sugar
content of
cereals
Catering
Manager/SUSU
Facilities
Manager
Dec-13 Green
Review completed. Breakfast cereals
stocked by SUSU in the shop (minimal
quantity) do not meet these standards.
The cereals in halls also do not meet
these standards. Reviewed at 12.12.13
meeting and decision to maintain
current situation. SUSU shop has
introduced healthier cereal options & SM
to request sales comparison.
To provide labelling for
6, 12
cereal products on fibre and
sugar content
Labelling
information
provided
Catering
Manager/SUSU
Facilities
Manager
Sep-13 Green
For SUSU this will be at point of sale.
Dietary information provided by cereals
in halls
14. To monitor and report 7, 12
food waste quantities
Data collected
and analysed
Catering
Manager/SUSU
Facilities
Manager
On-going Amber
Campus Services Manager provides
monthly data. Catering Manager/SUSU
Facilities Manager to publicise through
websites. No data received for some
time. NS to follow up with Mike Travers.
Request for data. Seek to prepare KPIs
for catered areas.
Catering
Manager/SUSU
Facilities
Manager
17.9.12 Amber
Implemented colour coded scheme in all
catered areas to try and tackle
contamination of mixed recycling with
food. SM to ensure all new signs put up.
JL to check siutation at Avenue. Ideas
required to tackle contamination of
mixed recycling.
15. To implement three bin
recycling scheme at front of
house
7 Scheme
implemented
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16. To retain Fairtrade
status
8, 12
Fairtrade
application
approved by
Foundation
17. To ensure all
equipment is energy and
water efficient
9, 10
Equipment meets Catering
energy and water Manager/SUSU
efficiency
Facilities
standards
Manager
18. To ensure bottled
water is only available
through hospitality on
request
9, 12
Change to order Catering
form
Manager
18a To add 'Go Green'
comment on booking
scheme
12 Text added
Environment
Manager
Catering
Manager
Oct-14 Green
On-going
Application to Foundation successful.
Will need to collate information over
next two years for submission in autumn
2014. SM/JL to promote Fairtrade
fortnight
Green
Water audit in University catered areas
(Feb 2013). EcoMiser fitted on vending
machines to save energy. SUSU Facilities
Manager ensured energy efficient
equipment used in mobile bar.
Feasibility study at NOCS to determine
case for change from electricity to gas
Jan-13 Green
Users of delivered catering only have the
option to order water separately at a
higher price. SUSU hospitality provide
option for providing jugs. JL to review
sales figures
Aug-13 Green
Completed
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19. To identify training
needs for staff
11 Training plan
Catering
Manager/SUSU
Facilities
Manager
Jun-13 Green
20. To deliver training plan
11 List of staff
attending
courses
Catering
Manager/SUSU
Facilities
Manager
Aug-13 Green
Websites
updated
Catering
Manager/SUSU
Facilities
Manager
21. To update websites
with information on
sustainable catering
12, 15
On-going Amber
22. To consider applying
for Food for Life Catering
Mark
13 Decision on
Catering
where and when Manager/SUSU
to include
Facilities
Manager
Dec-13 Green
23. To report on
performance against
Government Buying
Standards for Food and
Catering Services
13 Report published Catering
Manager/SUSU
Facilities
Manager
On-going Green
Environment Manager provided one
page factsheet on key sustainable
catering topics to Catering
Manager/SUSU Facilities Manager so
they can brief their staff. Catering
manager delivered training in June 2013.
SUSU staff receiving training in August
and September 2013. To be kept under
review.
As above
University website updated. SUSU
website in development.
See comment above for Objective 7.
Work with Internal Communication team
to identify articles. JL to provide
information on sandwich maker to NS.
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23a.To publish four table
top information displays per
annum
12 Table tops
published
Catering
Manager
On-going Green
First table top on recycling/reuse on
tables over summer 2013. SM to discuss
options with communication team.
24. To identify sources of
good practice guidance for
sustainable catering
14 Sources
identified
Catering
Manager/SUSU
Facilities
Manager
On-going Green
Catering Manager attends SUPC
meetings and circulates minutes to SUSU
Facilities Manager. SUSU Facilities
Manager refers to government buying
standards. JL/SM/NS to review voluntary
best practice options prior to next
meeting. This was done - most are not
achievable. However, both University
and SUSU catering will be audited during
2014/15 as part of the University's EMS
25. To sign off policy and
action plan
15 Policy and action Environment
plan agreed
Manager
Dec-12 Green
Version 3 signed off by E&F Board and
ESAG. JL/SM/NS to review Policy for next
meeting. Review completed and updated
policy will be submitted to April-14 E&F
Board for approval
26. To audit the University
and SUSU catering
13 Audits
completed
Environment
Manager
Jul-15 Green
Areas will be added to 2014/15 audit
plan
39
Sustainable Catering Policy and Plan
Version 3 February 2013
Draft Sustainable Resource Management Plan
Appendix E Current University Resource Management disposal options (based on the Waste Hierarchy 2, Best
Practicable Environmental Option (BPEO), value for money and operational requirements)
Reduce
Reuse
Recycling/Composting
All resources
C&D waste
Cardboard boxes
Furniture
Paper
Paint
Pallets
Textiles
WEEE
All plastics & packaging
Batteries
CDs
C&D waste
Cans
Cardboard
Confidential waste
Fluorescent tubes
Food
Fridges/freezers
Glass
Metal
Mobile phones
Oil
Paper
Textiles
Toner cartridges
WEEE
Wood
40
Recovery
(Incineration with
energy recovery)
Clinical waste
General waste
Disposal (Landfill or
Incineration without
energy recovery)
Asbestos
Hazardous waste
(solvents etc)
Paint
Draft Sustainable Resource Management Plan
Version 1 April 2014