- EMS Scope
- Health and Safety
- Environmental Regulations
- Use of the Toitū enviromark Logo
- Dealer Environment Policy
- Interested Parties
- Environmental Impacts
- Environmental Compliance
EMS Scope
EMD B1. & B2. EMS Scope describes the company, business activities and its operational boundaries to which the EMS applies. It provides the framework to track any changes, which might otherwise create new and unexpected environmental impacts.
Scope Boundary
It includes areas under your control or that you can influence. It excludes any business units, operations and activities outside your responsibility, or that you have good reason to leave out.
Physical Boundary
This provides a clear visual of the site perimeter and the physical limits of the EMS. Please note: environmental impacts (e.g. stormwater, run off, spills, noise, emissions, waste, dust etc) may travel beyond physical boundaries
Scope Changes
At the beginning of each calendar year, the Environment Champion asks top management whether there is any major organisation, site or operational changes planned for the year ahead, using questions in EMD B2.
Failing to adequately plan ahead for upcoming changes could undermine the effectiveness of the EMS and business.
Life Cycle Assessment (LCA)
LCA assesses the environmental impacts associated with all stages of a product’s life – from raw material extraction through to disposal or recycling.
Please refer to the Life cycle assessment (LCA) section of this EMS Reference Guide website for more information.
Sponsorship and Community Contributions
Please list sponsorships and community contributions.
Health and Safety
This EMS Reference Guide website focuses solely on the environmental areas of Toitū enviromark. The health and safety criteria for the audit may be met in either of two ways:
- Providing evidence showing how each outcome is achieved, or
- Providing evidence of competent third party assessment showing the Store complies with the H&S Act requirements, e.g. assessment by an overseas parent body, or recognised H&S consultant. In this case, the auditor must be notified prior to the audit so he/she can assess the evidence. Should the auditor find serious doubts over the H&S system functionality, a clause by clause assessment will be required during the audit.
Please note:
- the audit focuses on risk identification and control systems under the Health and Safety at Work Act. It does not assess other aspects of the compliance obligations (e.g. correct appointment processes for H&S representatives, governance reporting, or how you report issues to WorkSafeNZ).
- The Toitū enviromark bronze technical checklist provides further information on health and safety checks, including Buildings and Fire Safety.
Environmental Regulations
The main environmental regulations relating to Toyota/Lexus Store sites and operations are:
Resource Management Act 1991
The Resource Management Act (RMA) is the main piece of legislation for managing the environment.
The requirements vary by region, and businesses must consider the potential impacts from their discharges to air, water and land, and check practices don’t exceed Council discharge limits (‘Permitted Activity’ rules). Where discharges are above permitted levels, Stores must demonstrate they have the necessary Council approval (resource consents etc), processes and infrastructure (e.g. oil-water separator) to comply with the RMA.
EMD B4. Review of RMA and Council Bylaws is used to confirm air, land and water discharge levels against Council thresholds each year. It provides evidence each site is operating within Council bylaws, covered by the Local Government Act 2002. Contact the duty planner at your local Council to check there have been no changes.
Local authority environmental regulations are available on Council websites.
Proper treatment of OWS drainage water
It is mandatory for Toyota/Lexus stores to:
- have an oil water separator (OWS) and use it
- confirm the quality thresholds of OWS wastewater with specific reference to local bylaws (and keep a copy as evidence of complying)
- once a month, check if the water surface in the last chamber of the OWS is covered in oil and record the result (when the water surface is covered by oil, remove it)
- periodically clean all chambers (remove oil floating on the water surface and sludge at the bottom and wall) and record it (Toyota recommends this is once every 6 months).
EMD B3. Oil-Water Separator Record Sheet is completed and filed as a record of these checks.
Proper air conditioning gas recovery
It is mandatory for Toyota/Lexus stores to:
- recover a/c gases and record recovery by either (a) using a HFC recovery machine on site, or (b) outsource to a workshop with a recovery machine
- have evidence the technician for both (a) or (b) above, holds a current Approved Fillers Test Certificate (legal requirement)
- have a person responsible for checking the recovery record, which is held for at least 1 year.
Hazardous Substances and New Organisms Act (1996)
The HSNO Act covers the storage, handling, release, transport and disposal of hazardous substances ensuing safe practices and appropriate certificates are in place.
Hazardous waste treatment
It is mandatory for Toyota/Lexus stores to:
- maintain a register of chemicals and hazardous substances
- segregate hazardous wastes according to type (air bags, lead acid batteries, coolant, used oil, solvents, oil filters, hybrid batteries, fuel filters etc)
- have a person responsible for confirming appropriate separation of wastes, once a month
- contact a licenced waste management company for responsible treatment of hazardous wastes.
Stores must have up-to-date certificates, MSDSs, training, storage and emergency prevention and response procedures for the storage, handling, release, transport and disposal of hazardous wastes.
Waste management companies must provide information on their treatment and disposal practices of the hazardous wastes from the service workshop, and these are listed in EMD G2c. Workshop Hazardous Wastes as part of Stores Life Cycle Assessment (LCA) obligations – see EMD B1.
Regulatory obligations around emergency prevention and response procedures for hazardous substances are covered in EMD G2f Emergency preparedness and response.
Further Information
EMD B9. Environmental Compliance Register summarises the compliance requirements for each Act, their relevance for Toyota/Lexus Stores and how compliance is evaluated. The Toyota obligations list additional conditions for OWS drainage water, air conditioning gas recovery, hazardous wastes etc.
Use of the Toitū enviromark logo
Descriptions of our dealership’s environmental activities and achievements must be accurate, since false or exaggerated claims (known as ‘green-washing’) can be subject to customer complaints, bad publicity and even prosecution.
Participation in the Toitū enviromark programmes entitles Toyota/Lexus Stores to promote their certification status. Stores can ensure correct use of the logo/wording by reviewing the Terms and Conditions and Certification Mark Guidelines and contacting Toitū enviromark’s marketing team.
Use of the logo is listed in EMD B5. EMS Logo Display and Descriptions and reviewed annually.
Dealer Environment Policy
EMD B6. Environment Policy summarises Stores public commitment to responsible business practice and is therefore important in building trust with customers, employees and community.
The Policy relates to the nature and scale of activities, products and services which Stores control or influence. It provides a framework for setting environmental objectives, targets and kaizen projects to improve business performance (see EMD G1. Kaizen Project Management Review Summary).
The Policy is in a standard format for the whole dealer network. It contains specific commitments required by both TNZ and Toitū enviromark. TNZ will inform Stores of any changes to the wording.
The Policy is signed and dated by top management at least every 2 years, or when a significant wording change has been made.
Policy Communication
Internal
New employees | this Policy is provided to all new employees in their induction pack |
Existing employees | this Policy is displayed on the staff noticeboards and intranet |
Where relevant, it may also be referred to during in-house training or staff meetings to underline the commitment to the local environment and community.
External
Customers/Visitors | the Policy is displayed at our Reception |
Contractors/Supplies | the Policy is included in our contracts and Contractor induction process (see EMD G4. Contractor Environmental Induction) |
Other Interested Parties | the Policy is provided where requested. (All requests for the Policy are recorded) |
Interested Parties
Interested Parties (also known as stakeholders) are individuals, groups or organisations that may affect or be affected by our activities, products or services. They may be internal or external.
How to Identify Interested Parties
Ask department managers: “Who has an interest in our business? What are their expectations and can they affect our activities, both positively and negatively?”
Specify who they are from the general Parties listed at the top of EMD B7. Interested Parties e.g. rather than government agency, specify the particular department or compliance issue they deal with.
Why are Interested Parties Important?
Risks
Knowing who interested parties are enable the business to be responsive to their needs and views. By discussing these you can find ways to minimise or eliminate risks with better planning, communication or action.
Opportunities
Brainstorming ideas in relation to specific stakeholders may generate new sales leads or innovative PR campaigns to grow new areas of business. A new hybrid sales opportunity may arise from, for example, following up on a query about our Environmental Policy or business practices.
Assessing how to manage a particular Interested Party
The needs and expectations of each Interested Party are prioritised using the Power/Interest Matrix.
Including Interested Parties in the Business Planning
EMD B7. Interested Parties records Power/Interest information. It can be completed and reviewed by:
- distributing the document annually for management discussion
- recording any stakeholder comments (e.g. supplier contracts, customer feedback, regulations, emails, letters, news articles, meeting minutes, training materials, complaints and incident records) see EMD G6. Environmental Communications
- proactively asking stakeholders to clarify what interest and expectations they have in your activities.
Note down any considerations in business plans or EMS reviews, to be used when setting objectives/priorities in the year ahead.
Environmental Impacts
Environmental impacts are defined as the changes our operations have on the environment – the result of interactions (inputs and outputs) between our site(s) and air, land and water, which can harm plants, wildlife and people.
EMD B8. Environmental Impacts & Risks-Opportunity list the relevant impacts for Toyota/Lexus Stores and site(s). There are 3 levels of environmental impacts Stores need to consider each year:
Toyota priority impacts |
Toyota corporate has prescribed these as mandatory for dealers to manage. |
Local impacts |
These are often unique to a geographical location or particular circumstance. |
Abnormal and emergency impacts |
These may occur from unusual or infrequent events. |
Please note: TNZ may add further impacts in future and will notify Stores of any such additions.
Identifying the most significant business impacts informs the kaizen activities (see EMD G1. Kaizen Project Management Review Summary and EMD G2a. Kaizen Action Plan – Building Power) to undertake to reduce or eliminate the harm they cause.
Deciding Impact Significance
Toyota priority impacts |
These items are all regarded as significant by TNZ and are mandatory for all Stores to manage. Their management is included in EMD G1. Kaizen Project Management Review Summary and EMD G2a. Kaizen Action Plan – Building Power. |
Local impacts |
Stores are required to review local impacts to confirm which apply to each of their sites and operations, and to make any necessary additions. 3 questions help determine which ones require management:
|
Abnormal and emergency impacts |
These must be reviewed once a year to confirm which apply to each site/operation, and to make any necessary additions. The management of emergency events are included in EMD G2f. Emergency Preparedness and Response. |
The appropriate department/person must be notified of a new impact and they must decide the appropriate management response. Activity is summarised in EMD G1. Kaizen Project Management Review Summary.
Environmental Compliance
Environmental compliance obligations are maintained by an annual review of EMD B9. Environmental Compliance Register which includes:
- Environmental regulations
- Toyota franchise requirements
- Car industry standards, codes of practices and certifications.
EMD B9. outlines the relevance to Toyota/Lexus Stores, information sources, what successful compliance looks like and how this is evaluated. The evaluation includes:
- contacting the Council and confirming discharge levels against regulations and bylaws
- internal checks and site inspections of infrastructure, maintenance schedules, emergency procedures and certificates
- staff induction, training and operating procedures
- external audits (e.g. by Toitū enviromark or TNZ).
These identify and record any weaknesses so corrective, preventative and kaizen action can be taken.
TNZ notifies Stores of any changes in national regulations, industry or Toyota standards. Stores are responsible for updating EMD B9..
Important: It is a mandatory Toyota requirement for dealers to notify TNZ of any regulatory non-compliance or serious stakeholder complaints (e.g. a major air or water pollution incident). EMD B10.Environmental Non-Compliance and Complaints is used to report such incidents.
- Serious issues involving community groups, regulators or likely to attract media attention and affect Toyota’s brand image must be reported to TNZ within 7 days.
- General complaints (which are not a violation of regulations) should be discussed at a management level before responding to the complainant with countermeasures, and notifying TNZ within 20 days.
Templates
EMD B3. OWS Record Sheet
EMD B4. Review of RMA and Council Bylaws
EMD B5. EMS Logo Display and Descriptions
EMD B6. Environmental Policy
EMD B7. Interested Parties
EMD B8. Environmental Impacts & Risks-Opportunity
EMD B9. Environmental Compliance Register
EMD B10. Environmental Incidents & Complaints Form