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KENYA SUGAR RESEARCH FOUNDATION
(KESREF)
ENVIRONMENTAL SELF AUDIT REPORT FOR KESREF
HEADQUARTERS 2013
With complements from:
The Director
Kenya Sugar Research Foundation
P.O. Box 44-40100, Kisumu, Kenya
Website: www.kesref.org
2
NEMA’S File reference number: NEMA/EA/5/2/4453
Kenya Sugar Research Foundation (KESREF)
P.O BOX 44 – 40100, Kisumu.
Tel: 020 2047305/8
E mail:director@kesref.org
Web site: www.kesref.org
Noah Wawire, PhD
Director
Signature & date: ____________________________Date_____________________
3
TABLE OF CONTENTS
1.0 INTRODUCTION ....................................................................................................................... 5
1.1 Scope of the audit..................................................................................................................... 5
1.2 Objectives of self environmental audit .................................................................................... 5
1.3 Audit methodology .................................................................................................................. 5
2.0 COMPLIANCE ISSUES AND ENVIRONMENTAL PERFORMANCE ................................. 6
2.1 Physical Structures – Buildings ............................................................................................... 6
2.1.1 Administration Block (Old) ....................................................................................................6
2.1.2 New Administration Block .....................................................................................................6
2.1.3 Laboratories...........................................................................................................................7
2.1.4 Engineering Workshop...........................................................................................................7
2.1.5 Main Store.............................................................................................................................8
2.1.6 Farm Office Block .................................................................................................................8
2.1.7 Workshop Buildings...............................................................................................................8
2.1.8 Generator House....................................................................................................................9
2.1.9 Hot Water Treatment Plant (HWTP)........................................................................................9
2.1.10 Dispensary...........................................................................................................................9
2.1.11 Senior Staff Quarters............................................................................................................9
2.1.12 Junior Staff Quarters...........................................................................................................10
2.1.13 Dumping Site Facility....................................................................................................... 10
2.2 Chemicals Handling: Use and Storage .................................................................................. 10
2.3 Health and Safety Management ............................................................................................. 11
2.4 Waste Management................................................................................................................ 11
2.5 Fire Safety and Explosion Hazard ......................................................................................... 11
2.6 Environmental policy............................................................................................................. 12
2.7 Brief description of immediate environment ......................................................................... 12
2.8 Quantities of Wastes Generated ............................................................................................. 12
2.9 Test Results from KESREF Laboratories .............................................................................. 13
2.10 Consultations/Collaboration with KESREF Stakeholders................................................... 13
3.0 COMPLIANCE MATRIX......................................................................................................... 13
4.0 CONCLUSION.......................................................................................................................... 18
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EXECUTIVE SUMMARY
This is the eighth Environmental Self Audit report for the Kenya Sugar Research Foundation
Headquarters at Kibos, Kisumu since the initial environmental audit of 2005. The self audit report
was prepared pursuant to section 68 (3) of the Environmental Management and Co ordination Act
(EMCA), 1999 whose objectives are:
.
 To assess and evaluate the level of compliance of KESREF activities at Kibos according to
environmental management i.e. Environmental Management and Co ordination Act
(EMCA),1999
 To develop an Environmental Management Action Plan (EMAP) for environmental
management based on the findings of the self audit report.
 To comply with the ISO 9001:2008 environmental management procedures
The self environmental audit was carried out by the Environmental Management Committee of
KESREF as per Environmental (impact assessment and audit) Regulations, 2003. This was
through site visits, administration of questionnaires, laboratory examinations and review of
documents.
The key audit findings were that KESREF HQs was highly compliant in the areas of:
(i) Watershed management where over 8100 of assorted tree seedlings were raised and planted, (ii)
Solid and chemical waste management and
(iii) Occupational Health and Safety (OSH) following the formation of OSH committee.
Compliance was medium to high in the areas of fire hazard prevention, disposal of expired
chemicals and in the assessment of residual agricultural chemicals in the environment. KESREF
has put in place mechanisms to enhance compliance in all areas. They include increasing the
number of fire equipment whereby 60 fire extinguishers, 17 fire hose reels and 31 fire alarms were
installed in the new building and 22 fire extinguishers in the old building. For the maintenances
and services of fire equipment, there’s need of hiring contractor, procuring a NEMA-accredited
waste handler for disposal of expired chemicals among others.
The audit findings of this report will be used in the improvement of the environmental condition of
the area.
5
1.0 INTRODUCTION
The Kenya Sugar Research Foundation (KESREF) is a research arm of the sugar industry which
was operationalized in 2001. (KESREF) mandate is to develop and disseminate in collaboration
with stakeholders, appropriate technologies for enhanced productivity, profitability and
sustainability of sugar industry in Kenya.
Environmental audit refers to the systematic gathering of information, documented, periodic and
objective evaluation of how well environmental organization, management and equipment are
performing in conserving or preserving the environment. This is the eighth self environmental
audit report for KESREF Headquarters in Kibos since the initial comprehensive Environmental
Audit Report of 2005. The report (2005) highlighted the main environmental concerns at the
headquarters and recommended actions necessary to mitigate the concerns. The current self audit
report outlines the level of compliance with regard to environmental issues and recommendations
based on the 2005 audit report. The audit findings of this report shall be used in preparation of the
environmental management action plan (EMAP) for further improvement of environmental
management of KESREF headquarters.
This self audit report was prepared pursuant to section 68 (3) of the Environmental Management
and Co ordination Act (EMCA), 1999. The report was prepared by the Environmental
Management Committee (EMC) of KESREF.
1.1 Scope of the audit
The audit focused on all activities identified in the Initial Environmental Audit (IEA), 2005 that
have significant impacts on the environment.
1.2 Objectives of self environmental audit
 To assess and evaluate the level of compliance in environmental management in KESREF
HQs at Kibos. Environmental management is taken to refer to the protection, conservation
and sustainable utilization of the various elements/components of the environment.
 To comply with statutory legislation governing environmental management i.e.
Environmental Management and Co ordination Act (EMCA),1999
 To develop an Environmental Management Action Plan (EMAP) for environmental
management based on the findings of the self audit report.
 To comply with the ISO 9001:2008 standards on environmental management procedures.
 To determine how well the environmental management systems and equipment are
performing.
 To minimize human exposure to risks from environmental, health and safety problems.
 To ensure that all solid waste is handled in accordance with the environmental management
and coordination (waste Management) Regulations, 2006.
1.3 Audit methodology
The self environmental audit was carried out as per Environmental (impact assessment and audit)
regulations, 2003. In carrying out the self audit, approved methods were used which included site
6
visits, examination and review of various records, interviews through questionnaires with
concerned KESREF staff and local community members around KESREF Headquarters in Kibos.
In this environmental audit report, the statements in bolded italics represent environmental
concerns that have been complied with.
2.0 COMPLIANCE ISSUES AND ENVIRONMENTAL PERFORMANCE
The following is the summary of the environmental performance of the foundation viz a viz the
initial environmental audit.
2.1 Physical Structures – Buildings
The audit findings of the physical structure are as follow:
2.1.1 Administration Block (Old)
o The building had three fire extinguishers which are effective and in good working condition
i.e. class ABC-powder and two class B-C02. Other fire safety equipment available included a
water barrel and sand buckets. To address the problem of fire management, procurement of
fire equipment maintenance contract was at an advanced stage and was expected to be in
place anytime.
o A fire hose reel was not yet installed.
o Asbestos roofing was not replaced as anticipated.
o A first aid kit was available and well stocked with needed items.
o There were adequate good looking dustbins for both the offices and outside the office.
o On visual aesthetics and landscaping, it was observed that the lawns were severely eroded to
the extent that roots of some trees were clearly visible above soil surface. This made the lawns
aesthetically unattractive.
o It was also observed that the falling trees were pruned to reduce any risk on people.
o It was noted that most maintenance work had been suspended due to anticipated relocation
to new offices.
2.1.2 New Administration Block
o The building had twenty five (25) fire extinguishers which are effective and in good working
condition i.e. class A-12 water and 13 classes B-C02. But other fire safety equipment were not
available included a water barrels and sand buckets. To address the problem of fire
management, procurement of fire fighting equipments must be done and also for the
maintenance of fire equipments to contract expects for the servicing of the fire equipments.
o A total of 17 fire hose reel and 31 fire alarms were installed.
o Well labeled fire exits.
o A first aid kits was not available. To procure first Aid kits for the new administration block.
o There were inadequate waste containments for both the offices and outside. To address the
problem of waste management, procurement of waste containment was at advance stage for the
new complex.
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o On visual aesthetics and landscaping, it was observed that the beautification and landscaping is
still underway.
o It was also observed that an access ramp had been constructed at the main entrance to the
block and also construction of modern toilets for the disable persons were available– a move
that would allow easy access to the building by the physically challenged persons..
2.1.3 Laboratories
o There were twenty seven (27) fire extinguishers at the place which were effective e.i. class
ABC-12 powder,A-9 water and class BC- 7 C02. The fire fighting equipments i.e. 6 fire hose
reels were strategically placed except sand buckets were not available
o There was a fire hose reels installed in all laboratories e.g. chemistry lab, soil lab and
pathology lab.
o The laboratories were well maintained and safety of the workers was guaranteed.
o Expired chemicals were still stockpiled at the laboratory chemical store. Others were stuffed in
laboratory drawers but they are yet to be disposed of.
o The fume chamber was in good working condition and well protected.
o Safety warning signs were conspicuously displayed especially for smokers and unauthorized
persons.
o The first Aid kits were available but needs restocking with needed items and also to procure
more first Aid kits.
o Personal Protective Equipment (PPE) e.g. gumboots, hand gloves, nose masks and lab coats
were provided to staff. These were however not adequate.
o The conveyor belt of the milling machine was protected and instructions were well labeled
and warning sign displayed.
o Dust bins were available and well placed and labeled. Special dust bins for chemical
containment e.g. lead acetate were inadequate.
o Incident/accident records were not available.
o The emergency exit doors were well labeled.
o The laboratory technicians were trained on how to handle the new machines in all labs.
o Materials safety sheets were not available at the chemicals store.
2.1.4 Engineering Workshop
o 5 fire extinguishers were available and in good working condition i.e. Class A-H20 and Class
ABC- powder.
o The fire fighting equipments were also available i.e. one fire hose reel and one fire alarm.
o The waste containment was available but there’s need to procure more
o Personal Protective Equipment (PPE) e.g. safety boots, gum boots and overcoats were
provided to staff.
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o It was observed that the premises had emergency exit doors and well labeled. Other safety
notices like first aid kits were not promptly available.
o The irrigation materials are well placed and arranged in an orderly manner.
2.1.5 Main Store
o There were two fire extinguishers installed i.e. Class BC-C02 and Class A-water, all are in
good working condition.
o It has one fire hose reel.
o The electric fire alarm at the facility was tested and found to be good condition.
o The storage area is wide enough to contain many materials and well ventilated. The exit
doors were available and well labeled.
o The materials/ items were well separated according to type and well labeled appropriately i.e.
chemicals separated from other items.
o They have dust bins for temporal waste storage but they are inadequate.
o Personal Protective Equipments were provided to the staff.
o The staffs were not trained on fire outbreaks / fire fighting.
o The first Aid kit was not available.
2.1.6 Farm Office Block
o There are two fire extinguishers available but they need servicing i.e. Class A-Water and
class B-C02. Other available firefighting equipment was: water barrel and sand buckets were
available.
o Incident/ accident records were available and well maintained e.g. snake bites
o A waste containment was available and adequate both in the offices and outside the office.
o A waste receptacle was present for temporal storage of waste. Trees had also been pruned.
o A first aid kit was available but it was empty, it needs restocking.
o Personal Protective Equipment (PPE) e.g. gumboots, hand gloves and over coats were
provided to staffs and also to casual labors. These were however not adequate.
2.1.7 Workshop Buildings
o A fire extinguisher was available but need servicing i.e. Class B-C02
o Used oil containment was available. However this was inadequate given the increased
volumes of used oil from the farm machinery. Solid waste containment was not available but
the order have already made.
o Personal Protective Equipment (PPE) e.g. eye goggles, hand gloves and overcoats were
provided to staff. These were however not adequate.
o It was noted that the premises lacked emergency exit doors. Other safety notices were not
prominently displayed.
9
o There was no First Aid kit provided to the facility but there’s one at the main gate which they
can use but it also need restocking.
2.1.8 Generator House
o There was no sound proofing done at the generator house. This is in contravention to the noise
and excessive vibrations pollution control regulations of 2008, which states that noise levels
should not exceed 75db during day time.
o There was a fire extinguisher installed but it needs servicing e.i. Class ABC-powder. Other
firefighting equipments available were sand buckets
o A warning sign e.g. ‘No entry for unauthorized personnel’ was not installed.
o It was observed that there was a long exhaust pipe that directed exhaust fumes outside the
facility hence minimal indoor pollution.
2.1.9 Hot Water Treatment Plant (HWTP)
The Hot Water Treatment Plant was audited and the findings are as follow:
o A fire extinguisher was available i.e. Class ABC-powder and in good condition.
o There were no safety notices displayed at the facility.
o There were inadequate Personal Protective Equipments provided to staff at the facility.
o No fire alarm, first aid kit and fire hose reels were available.
o Inadequate dust bins to the facility. There’s need for additional dust bins due to the nature of
the work at that site.
o There was adequate ventilation which improved air circulation within the facility.
o Construction of another culvert to access to the place.
2.1.10 Dispensary
o A dumping pit had been constructed for temporal disposal of biomedical waste and there’s
waste containment for the other sharp metals like needles.
o Appropriate dust bins for other wastes materials were lacking.
o No routine works such as fence mending and gate installation had been done as expected.
o There were two 5000liters capacity water storage tanks for rain water harvesting. This was
crucial in water harvesting and conservation.
o There was a perimeter fence. However it was in a bad state and needed mending and a gate
was necessary.
o It was observed that biomedical wastes were incinerated at the dump site incinerator.
o It was noted that the Dispensary is lacking fire extinguishers and other fire fighting
equipments.
2.1.11 Senior Staff Quarters
o The replacement of asbestos roofing with iron sheets was done 100%. At the time of this
audit, only rehabilitation and painting of houses was still underway.
o There were four fire extinguishers installed at the main gate to the quarters but were empty-
required refilling. Other available fire safety equipments include sand buckets.
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o There were no dumping pits constructed for waste disposal. Most people normally burnt their
wastes, some constructed landfills.
o The first Aid Kit was not available at the gate.
2.1.12 Junior Staff Quarters
o The replacement of asbestos roofing with Iron sheet is still needed given that only 40% of the
houses have been covered.
o Disposal pits had been constructed at the quarters for waste disposal but these were not
effectively utilized by residents making the surroundings unclean. There was need to
sensitize the residents on the importance of using the pits.
o A fire extinguishers were available i.e. class A-water and in good working condition. Other
fire safety measures available include sand buckets.
o It was observed that some trees were falling due to strong wind. These trees need to be pruned
to avoid risk.
o It was noted that some staff houses is lacking emergency doors. This should be constructed in
case of fire outbreak.
2.1.13 Dumping Site Facility
o It was observed that the walls of the incinerator had developed cracks – a situation which
would cause crumbling of the entire incinerator walls. In addition, the incinerator chute had not
been constructed as was expected.
o The waste collection agent was contracted to dispose of the waste as per the waste management
regulation of 2006.
o A perimeter fence exists but needs repair and a lockable gate was found necessary to scare
off wastes scavengers.
o The composting pit had plastered walls and floor to minimize ground water pollution with
leachates.
o A warning sign was not available at the facility for the unauthorized persons.
o No water taps put in place for hygiene purposes for waste collectors.
o The Personal Protective Equipments provided to waste collectors by the contractor but they
are inadequate.
o It was noted that the security should be beefed up at the site to safeguard the place.
2.2 Chemicals Handling: Use and Storage
The major chemicals used in the foundation are mainly organic compounds, inorganic compounds,
caustic materials and disinfectants. The audit findings on chemicals handling were as below:
o There were no materials safety data sheets at the storage area of the laboratory. Materials data
sheets/control records and chemical catalogues were available.
o Laboratory staff was provided with adequate Personal Protective Equipments.
o Chemicals in the main store were well labeled and separated from other materials especially
the hazardous ones.
o No training/capacity building on chemicals handling was done.
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o No warning signs at the entrance points to unauthorized chemical handling.
o It was observed that the expired chemicals had not been collected by authorized waste handlers
for disposal in an environmentally friendly manner.
2.3 Health and Safety Management
The main issues in health and safety management include: physical, biological and chemical
hazards.
The audit findings on Health and safety management were as follow:
o There was fire safety drill was done at the foundation.
o Training on basic first aid targeting relevant staff was done.
o A staff sensitization exercise was also carried out and this focused on environment, health
and safety issues such as HIV/AIDS, fire safety and sanitation.
o It was observed that an OSH committee which was created to enhance workplace safety is
inactive.
2.4 Waste Management
The audit findings on waste management were as follow:
o The daily routine waste management was being carried out and involved collection,
transportation, segregation, incineration and composting.
o Procurement for Authorized waste handlers is on-going for safe disposal of expired chemicals,
among other waste as per the waste management regulation, 2006.
o Liquid waste from the laboratory, offices and the quarters were safely disposed of in septic
tanks. However, these tanks are full and need to be emptied.
o The Personal Protective Equipments for waste management were however inadequate.
2.5 Fire Safety and Explosion Hazard
The Audit finding in this area was as below:
o A ‘No Smoking’ sign post was erected at the main gate to warn staff and visitors against
smoking within the foundation.
o It was noted that staff were sensitized on fire safety issues, particularly with regard to
handling firefighting equipment, operating fire alarms, fire assembly points among others.
However, no formal training had been done.
o There were fire breaks/buffer zones available in the fields. These needed maintenance on a
regular basis to enhance their efficiency in fire control.
o No fire drills were conducted to gauge level of staff preparedness in case of fire emergencies.
o Fire extinguishers were installed in all buildings and facilities. All fire extinguishers are in
good working conditions. For the effectiveness of fire extinguishers, an inspection and
servicing of fire extinguishers to be carried out every quarter of each financial year by
authorized agent.
o There were fire hose reels for fire fighting in all buildings.
12
o KESREF has developed strategies for improving fire control and management. They include
increasing the number and variety of fire equipment, hiring fire equipment maintenance
contractor who will also be conducting fire drills to sensitize staff on fire matters.
2.6 Environmental policy
o An Environmental policy had been developed and approved by the Board of the Directors. This
will help to address non compliance for the foundation.
2.7 Brief description of immediate environment
o The immediate environment has changed compare to last audit since the new complex had
been completed and staff moved to the new building. The installation of fire safety equipments
are all in place and the level of compliance are medium to high.
2.8 Quantities of Wastes Generated
The self environmental audit focused on expired chemicals, chemical waste and other wastes
materials and the result was as below:
 There was a wide array of chemical waste and other waste materials which was generated.
These were basically expired chemicals as well as chemicals waste from the laboratory
processes. These are summarized in the table below:
Table1. Chemical and other waste material in KESREF- Kibos in 2013
Type (chemical & assorted) Quantity
Liters (L) Kilogram (Kg)
Lead acetate in cane juice 840
Lead acetate in filter paper and baggase 100
Biomedical 150
Expired Chemicals (Solid) 145.3
Expired Chemicals (Liquid) 28.19
Other assorted waste (papers,polythene&plastic bottles) 250
TOTAL 868.19 645.3
The expired chemicals had not been disposed of through authorized waste handlers registered by
NEMA as was expected. However, the disposal process, which would lead to the safe disposal of
the same had already be initiated and was being fast tracked. The process would also involve
disposal of other non chemical wastes e.g. the recyclable wastes.
13
2.9 Test Results from KESREF Laboratories
The water sample collected from River Kibos and KESREF borehole for analysis, and soil samples
were collected from both lowland and upland taken to KESREF laboratory to determine the
residual level of chemicals on the environment. These test results will be available for the next
audit.
2.10 Consultations/Collaboration with KESREF Stakeholders
A sensitization meeting focusing on environmental issues was conducted among the local
communities. During the meeting, the locals were consulted on how the institution/ foundation
impacts on their livelihoods. They indicated that:
 The local community benefits from casual employment opportunity accorded to them by
the institution.
 The KESREF dispensary offers medical services to the surrounding
neighbors/communities.
 Transportation services are also provided to the local community in case of emergencies.
 Other services they receive include infrastructural improvement i.e. construction of culverts
to reduce erosion, and advisory services on new sugarcane farming and soil and water
conservation technologies.
 Providing free tree seedlings for planting to enhance soil conservation.
 The local community also benefit from extension services especially during field
days/training when new sugarcane farming technologies, based on research findings are
disseminated.
 Providing free water to the school and the surrounding communities for domestic purposes.
 Other services they receive from the institution are free laboratory services for soil testing.
3.0 COMPLIANCE MATRIX
The matrix tables below represent levels of compliance, progress made and priorities towards the
implementation of environmental concerns in 2013.
Area of
concern
Monitoring
Requirements
Levels of compliance on
the monitoring
Requirement
Priority Action on the
levels of compliance
High Medium Low Zero High Medium Low Zero
Physical
structure
a)Senior staff
quarters
Establishment of
alternative waste disposal
Culverts establishment to
control erosion
Installation and
maintenance of street
lights
Asbestos to be replaced
by iron sheets
Firefighting equipment
14
installation
Painting and
rehabilitation of houses
b) Junior staff
quarters
Replacement of asbestos
roofs
Build gate and trimming
of fence
Pruning of trees
Rehabilitation and
painting of houses
Installation fire fighting
equipments
c) Dispensary Construction of culverts
to control surface flow
Mending of fence fixing
and gate
Provision of electricity
supply
Provision of incinerators
for biomedical wastes
Tank for rain water
harvesting
Painting and
rehabilitation
d) Generator
house
Sound proofing
installation
Provision of a long
exhaust pipe with smoke
filter
Warning signs
Provision of fire
equipment
e) Workshop
building and
farm offices
Provision of fire
extinguishers
Rehabilitation of existing
shed
Construction of reservoir
tanks/repair of existing
tank
Pruning of overgrown
trees
Provision of First Aid Kit
Relocation of car wash
Construction of waste
disposal facility
Safeguarding the exposed
15
fan belt of compressor
f) Main store Use of personal protective
clothing
Adoption of proper
disposal means
Provision of waste
disposal equipment
Provision of fire
extinguishers
Capacity building in fire
fighting
Labeling of items
g)Hot water
treatment plant
Use of personal protective
clothing
Energy conservation
Waste management(dust
bins)
Construction of culverts
to ease access to site
Creation of fire risk
awareness e.g. posters
Installation and
maintenance of
firefighting equipment
h)Modern
complex
Provision of waste
collection equipment
Establishment of visual
aesthetics(Beautifications)
Installation and
maintenance of
firefighting equipment
I )Dump site
Facility
Erection of perimeter
fence and gate
Construction of culverts
to allow access to the site
Provision of personal
protective equipments
Construction of water taps
Installation of warning
signs
Contacting license waste
handlers
Routine waste collection
and subsequent
treatment/disposal
3) Chemical Capacity building on
16
handling, use
and storage
relevant staff on how to
handle hazardous
chemicals
Provision of protective
clothing
Use of warning signs at
entrance points to
unauthorized chemical
handling
Provision of a shield for
the cane mill
Standard for the
management of hazardous
chemicals
Identification and
replacement of highly
toxic substance by less
hazardous ones
4) Health and
Safety
management
Construction of
temporary latrines in the
cane field
Establish fire alarm
systems in all major
buildings
Provision of complete
First Aid equipment in
building
Dust bin procurement and
distribution
Education of staff
regarding merits of fire
safety through seminars,
posters
Use of personal protective
equipment
Planting trees to act as
windbreaks
5) Solid waste
management
Waste separation for
appropriate waste disposal
Creation for central
disposal of waste
Education on the need for
appropriate waste
management
6)Fire safety
and explosion
Establishment of buffer
zones/fire breaks between
17
hazard fields with suitable agro
forestry trees
Installation of fire alarm
systems in all major
buildings
Fixing of firefighting
equipment at strategic
points.
Sensitization of the staff
with regards to fire safety
through seminars and
workshops
Maintenance of buffer
zone/strips between fields
Seeking the services of
fire experts on fire safety
concerns
Need for BOD and COD
check on water quality.
Putting in place dustbins
strategically
7) Fields Establish for street lights
for security purpose
Culverts for erosion and
runoffs management
Grading and repair of
roads
Establish an overhead
irrigation system for some
fields
8) Runoffs and
material spill
prevention in
irrigation lines
Maintenance of pump and
motor
Establish gate valves to
direct water flow during
irrigation
Construction of waste
water/spill interceptors
and collection of facility
Construction of dyke at
the lower pump house
18
4.0 CONCLUSION
It can be concluded from this report that KESREF tries hard, subject to availability of funds to
comply with most environmental regulations but there is still room for improvement. Further
improvement can be achieved through training of staffs, participation in NEMA-organized
seminars and workshops and through allocation of more funds for environmental service.
The Environmental policy which was developed will help to address the areas of non compliance
as stated in this self environmental audit report. This is a pointer to KESREF’s commitment in
environmental management in line with the environmental Management and Co ordination Act
(EMCA) 1999

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Kesref audit report

  • 1. 1 KENYA SUGAR RESEARCH FOUNDATION (KESREF) ENVIRONMENTAL SELF AUDIT REPORT FOR KESREF HEADQUARTERS 2013 With complements from: The Director Kenya Sugar Research Foundation P.O. Box 44-40100, Kisumu, Kenya Website: www.kesref.org
  • 2. 2 NEMA’S File reference number: NEMA/EA/5/2/4453 Kenya Sugar Research Foundation (KESREF) P.O BOX 44 – 40100, Kisumu. Tel: 020 2047305/8 E mail:director@kesref.org Web site: www.kesref.org Noah Wawire, PhD Director Signature & date: ____________________________Date_____________________
  • 3. 3 TABLE OF CONTENTS 1.0 INTRODUCTION ....................................................................................................................... 5 1.1 Scope of the audit..................................................................................................................... 5 1.2 Objectives of self environmental audit .................................................................................... 5 1.3 Audit methodology .................................................................................................................. 5 2.0 COMPLIANCE ISSUES AND ENVIRONMENTAL PERFORMANCE ................................. 6 2.1 Physical Structures – Buildings ............................................................................................... 6 2.1.1 Administration Block (Old) ....................................................................................................6 2.1.2 New Administration Block .....................................................................................................6 2.1.3 Laboratories...........................................................................................................................7 2.1.4 Engineering Workshop...........................................................................................................7 2.1.5 Main Store.............................................................................................................................8 2.1.6 Farm Office Block .................................................................................................................8 2.1.7 Workshop Buildings...............................................................................................................8 2.1.8 Generator House....................................................................................................................9 2.1.9 Hot Water Treatment Plant (HWTP)........................................................................................9 2.1.10 Dispensary...........................................................................................................................9 2.1.11 Senior Staff Quarters............................................................................................................9 2.1.12 Junior Staff Quarters...........................................................................................................10 2.1.13 Dumping Site Facility....................................................................................................... 10 2.2 Chemicals Handling: Use and Storage .................................................................................. 10 2.3 Health and Safety Management ............................................................................................. 11 2.4 Waste Management................................................................................................................ 11 2.5 Fire Safety and Explosion Hazard ......................................................................................... 11 2.6 Environmental policy............................................................................................................. 12 2.7 Brief description of immediate environment ......................................................................... 12 2.8 Quantities of Wastes Generated ............................................................................................. 12 2.9 Test Results from KESREF Laboratories .............................................................................. 13 2.10 Consultations/Collaboration with KESREF Stakeholders................................................... 13 3.0 COMPLIANCE MATRIX......................................................................................................... 13 4.0 CONCLUSION.......................................................................................................................... 18
  • 4. 4 EXECUTIVE SUMMARY This is the eighth Environmental Self Audit report for the Kenya Sugar Research Foundation Headquarters at Kibos, Kisumu since the initial environmental audit of 2005. The self audit report was prepared pursuant to section 68 (3) of the Environmental Management and Co ordination Act (EMCA), 1999 whose objectives are: .  To assess and evaluate the level of compliance of KESREF activities at Kibos according to environmental management i.e. Environmental Management and Co ordination Act (EMCA),1999  To develop an Environmental Management Action Plan (EMAP) for environmental management based on the findings of the self audit report.  To comply with the ISO 9001:2008 environmental management procedures The self environmental audit was carried out by the Environmental Management Committee of KESREF as per Environmental (impact assessment and audit) Regulations, 2003. This was through site visits, administration of questionnaires, laboratory examinations and review of documents. The key audit findings were that KESREF HQs was highly compliant in the areas of: (i) Watershed management where over 8100 of assorted tree seedlings were raised and planted, (ii) Solid and chemical waste management and (iii) Occupational Health and Safety (OSH) following the formation of OSH committee. Compliance was medium to high in the areas of fire hazard prevention, disposal of expired chemicals and in the assessment of residual agricultural chemicals in the environment. KESREF has put in place mechanisms to enhance compliance in all areas. They include increasing the number of fire equipment whereby 60 fire extinguishers, 17 fire hose reels and 31 fire alarms were installed in the new building and 22 fire extinguishers in the old building. For the maintenances and services of fire equipment, there’s need of hiring contractor, procuring a NEMA-accredited waste handler for disposal of expired chemicals among others. The audit findings of this report will be used in the improvement of the environmental condition of the area.
  • 5. 5 1.0 INTRODUCTION The Kenya Sugar Research Foundation (KESREF) is a research arm of the sugar industry which was operationalized in 2001. (KESREF) mandate is to develop and disseminate in collaboration with stakeholders, appropriate technologies for enhanced productivity, profitability and sustainability of sugar industry in Kenya. Environmental audit refers to the systematic gathering of information, documented, periodic and objective evaluation of how well environmental organization, management and equipment are performing in conserving or preserving the environment. This is the eighth self environmental audit report for KESREF Headquarters in Kibos since the initial comprehensive Environmental Audit Report of 2005. The report (2005) highlighted the main environmental concerns at the headquarters and recommended actions necessary to mitigate the concerns. The current self audit report outlines the level of compliance with regard to environmental issues and recommendations based on the 2005 audit report. The audit findings of this report shall be used in preparation of the environmental management action plan (EMAP) for further improvement of environmental management of KESREF headquarters. This self audit report was prepared pursuant to section 68 (3) of the Environmental Management and Co ordination Act (EMCA), 1999. The report was prepared by the Environmental Management Committee (EMC) of KESREF. 1.1 Scope of the audit The audit focused on all activities identified in the Initial Environmental Audit (IEA), 2005 that have significant impacts on the environment. 1.2 Objectives of self environmental audit  To assess and evaluate the level of compliance in environmental management in KESREF HQs at Kibos. Environmental management is taken to refer to the protection, conservation and sustainable utilization of the various elements/components of the environment.  To comply with statutory legislation governing environmental management i.e. Environmental Management and Co ordination Act (EMCA),1999  To develop an Environmental Management Action Plan (EMAP) for environmental management based on the findings of the self audit report.  To comply with the ISO 9001:2008 standards on environmental management procedures.  To determine how well the environmental management systems and equipment are performing.  To minimize human exposure to risks from environmental, health and safety problems.  To ensure that all solid waste is handled in accordance with the environmental management and coordination (waste Management) Regulations, 2006. 1.3 Audit methodology The self environmental audit was carried out as per Environmental (impact assessment and audit) regulations, 2003. In carrying out the self audit, approved methods were used which included site
  • 6. 6 visits, examination and review of various records, interviews through questionnaires with concerned KESREF staff and local community members around KESREF Headquarters in Kibos. In this environmental audit report, the statements in bolded italics represent environmental concerns that have been complied with. 2.0 COMPLIANCE ISSUES AND ENVIRONMENTAL PERFORMANCE The following is the summary of the environmental performance of the foundation viz a viz the initial environmental audit. 2.1 Physical Structures – Buildings The audit findings of the physical structure are as follow: 2.1.1 Administration Block (Old) o The building had three fire extinguishers which are effective and in good working condition i.e. class ABC-powder and two class B-C02. Other fire safety equipment available included a water barrel and sand buckets. To address the problem of fire management, procurement of fire equipment maintenance contract was at an advanced stage and was expected to be in place anytime. o A fire hose reel was not yet installed. o Asbestos roofing was not replaced as anticipated. o A first aid kit was available and well stocked with needed items. o There were adequate good looking dustbins for both the offices and outside the office. o On visual aesthetics and landscaping, it was observed that the lawns were severely eroded to the extent that roots of some trees were clearly visible above soil surface. This made the lawns aesthetically unattractive. o It was also observed that the falling trees were pruned to reduce any risk on people. o It was noted that most maintenance work had been suspended due to anticipated relocation to new offices. 2.1.2 New Administration Block o The building had twenty five (25) fire extinguishers which are effective and in good working condition i.e. class A-12 water and 13 classes B-C02. But other fire safety equipment were not available included a water barrels and sand buckets. To address the problem of fire management, procurement of fire fighting equipments must be done and also for the maintenance of fire equipments to contract expects for the servicing of the fire equipments. o A total of 17 fire hose reel and 31 fire alarms were installed. o Well labeled fire exits. o A first aid kits was not available. To procure first Aid kits for the new administration block. o There were inadequate waste containments for both the offices and outside. To address the problem of waste management, procurement of waste containment was at advance stage for the new complex.
  • 7. 7 o On visual aesthetics and landscaping, it was observed that the beautification and landscaping is still underway. o It was also observed that an access ramp had been constructed at the main entrance to the block and also construction of modern toilets for the disable persons were available– a move that would allow easy access to the building by the physically challenged persons.. 2.1.3 Laboratories o There were twenty seven (27) fire extinguishers at the place which were effective e.i. class ABC-12 powder,A-9 water and class BC- 7 C02. The fire fighting equipments i.e. 6 fire hose reels were strategically placed except sand buckets were not available o There was a fire hose reels installed in all laboratories e.g. chemistry lab, soil lab and pathology lab. o The laboratories were well maintained and safety of the workers was guaranteed. o Expired chemicals were still stockpiled at the laboratory chemical store. Others were stuffed in laboratory drawers but they are yet to be disposed of. o The fume chamber was in good working condition and well protected. o Safety warning signs were conspicuously displayed especially for smokers and unauthorized persons. o The first Aid kits were available but needs restocking with needed items and also to procure more first Aid kits. o Personal Protective Equipment (PPE) e.g. gumboots, hand gloves, nose masks and lab coats were provided to staff. These were however not adequate. o The conveyor belt of the milling machine was protected and instructions were well labeled and warning sign displayed. o Dust bins were available and well placed and labeled. Special dust bins for chemical containment e.g. lead acetate were inadequate. o Incident/accident records were not available. o The emergency exit doors were well labeled. o The laboratory technicians were trained on how to handle the new machines in all labs. o Materials safety sheets were not available at the chemicals store. 2.1.4 Engineering Workshop o 5 fire extinguishers were available and in good working condition i.e. Class A-H20 and Class ABC- powder. o The fire fighting equipments were also available i.e. one fire hose reel and one fire alarm. o The waste containment was available but there’s need to procure more o Personal Protective Equipment (PPE) e.g. safety boots, gum boots and overcoats were provided to staff.
  • 8. 8 o It was observed that the premises had emergency exit doors and well labeled. Other safety notices like first aid kits were not promptly available. o The irrigation materials are well placed and arranged in an orderly manner. 2.1.5 Main Store o There were two fire extinguishers installed i.e. Class BC-C02 and Class A-water, all are in good working condition. o It has one fire hose reel. o The electric fire alarm at the facility was tested and found to be good condition. o The storage area is wide enough to contain many materials and well ventilated. The exit doors were available and well labeled. o The materials/ items were well separated according to type and well labeled appropriately i.e. chemicals separated from other items. o They have dust bins for temporal waste storage but they are inadequate. o Personal Protective Equipments were provided to the staff. o The staffs were not trained on fire outbreaks / fire fighting. o The first Aid kit was not available. 2.1.6 Farm Office Block o There are two fire extinguishers available but they need servicing i.e. Class A-Water and class B-C02. Other available firefighting equipment was: water barrel and sand buckets were available. o Incident/ accident records were available and well maintained e.g. snake bites o A waste containment was available and adequate both in the offices and outside the office. o A waste receptacle was present for temporal storage of waste. Trees had also been pruned. o A first aid kit was available but it was empty, it needs restocking. o Personal Protective Equipment (PPE) e.g. gumboots, hand gloves and over coats were provided to staffs and also to casual labors. These were however not adequate. 2.1.7 Workshop Buildings o A fire extinguisher was available but need servicing i.e. Class B-C02 o Used oil containment was available. However this was inadequate given the increased volumes of used oil from the farm machinery. Solid waste containment was not available but the order have already made. o Personal Protective Equipment (PPE) e.g. eye goggles, hand gloves and overcoats were provided to staff. These were however not adequate. o It was noted that the premises lacked emergency exit doors. Other safety notices were not prominently displayed.
  • 9. 9 o There was no First Aid kit provided to the facility but there’s one at the main gate which they can use but it also need restocking. 2.1.8 Generator House o There was no sound proofing done at the generator house. This is in contravention to the noise and excessive vibrations pollution control regulations of 2008, which states that noise levels should not exceed 75db during day time. o There was a fire extinguisher installed but it needs servicing e.i. Class ABC-powder. Other firefighting equipments available were sand buckets o A warning sign e.g. ‘No entry for unauthorized personnel’ was not installed. o It was observed that there was a long exhaust pipe that directed exhaust fumes outside the facility hence minimal indoor pollution. 2.1.9 Hot Water Treatment Plant (HWTP) The Hot Water Treatment Plant was audited and the findings are as follow: o A fire extinguisher was available i.e. Class ABC-powder and in good condition. o There were no safety notices displayed at the facility. o There were inadequate Personal Protective Equipments provided to staff at the facility. o No fire alarm, first aid kit and fire hose reels were available. o Inadequate dust bins to the facility. There’s need for additional dust bins due to the nature of the work at that site. o There was adequate ventilation which improved air circulation within the facility. o Construction of another culvert to access to the place. 2.1.10 Dispensary o A dumping pit had been constructed for temporal disposal of biomedical waste and there’s waste containment for the other sharp metals like needles. o Appropriate dust bins for other wastes materials were lacking. o No routine works such as fence mending and gate installation had been done as expected. o There were two 5000liters capacity water storage tanks for rain water harvesting. This was crucial in water harvesting and conservation. o There was a perimeter fence. However it was in a bad state and needed mending and a gate was necessary. o It was observed that biomedical wastes were incinerated at the dump site incinerator. o It was noted that the Dispensary is lacking fire extinguishers and other fire fighting equipments. 2.1.11 Senior Staff Quarters o The replacement of asbestos roofing with iron sheets was done 100%. At the time of this audit, only rehabilitation and painting of houses was still underway. o There were four fire extinguishers installed at the main gate to the quarters but were empty- required refilling. Other available fire safety equipments include sand buckets.
  • 10. 10 o There were no dumping pits constructed for waste disposal. Most people normally burnt their wastes, some constructed landfills. o The first Aid Kit was not available at the gate. 2.1.12 Junior Staff Quarters o The replacement of asbestos roofing with Iron sheet is still needed given that only 40% of the houses have been covered. o Disposal pits had been constructed at the quarters for waste disposal but these were not effectively utilized by residents making the surroundings unclean. There was need to sensitize the residents on the importance of using the pits. o A fire extinguishers were available i.e. class A-water and in good working condition. Other fire safety measures available include sand buckets. o It was observed that some trees were falling due to strong wind. These trees need to be pruned to avoid risk. o It was noted that some staff houses is lacking emergency doors. This should be constructed in case of fire outbreak. 2.1.13 Dumping Site Facility o It was observed that the walls of the incinerator had developed cracks – a situation which would cause crumbling of the entire incinerator walls. In addition, the incinerator chute had not been constructed as was expected. o The waste collection agent was contracted to dispose of the waste as per the waste management regulation of 2006. o A perimeter fence exists but needs repair and a lockable gate was found necessary to scare off wastes scavengers. o The composting pit had plastered walls and floor to minimize ground water pollution with leachates. o A warning sign was not available at the facility for the unauthorized persons. o No water taps put in place for hygiene purposes for waste collectors. o The Personal Protective Equipments provided to waste collectors by the contractor but they are inadequate. o It was noted that the security should be beefed up at the site to safeguard the place. 2.2 Chemicals Handling: Use and Storage The major chemicals used in the foundation are mainly organic compounds, inorganic compounds, caustic materials and disinfectants. The audit findings on chemicals handling were as below: o There were no materials safety data sheets at the storage area of the laboratory. Materials data sheets/control records and chemical catalogues were available. o Laboratory staff was provided with adequate Personal Protective Equipments. o Chemicals in the main store were well labeled and separated from other materials especially the hazardous ones. o No training/capacity building on chemicals handling was done.
  • 11. 11 o No warning signs at the entrance points to unauthorized chemical handling. o It was observed that the expired chemicals had not been collected by authorized waste handlers for disposal in an environmentally friendly manner. 2.3 Health and Safety Management The main issues in health and safety management include: physical, biological and chemical hazards. The audit findings on Health and safety management were as follow: o There was fire safety drill was done at the foundation. o Training on basic first aid targeting relevant staff was done. o A staff sensitization exercise was also carried out and this focused on environment, health and safety issues such as HIV/AIDS, fire safety and sanitation. o It was observed that an OSH committee which was created to enhance workplace safety is inactive. 2.4 Waste Management The audit findings on waste management were as follow: o The daily routine waste management was being carried out and involved collection, transportation, segregation, incineration and composting. o Procurement for Authorized waste handlers is on-going for safe disposal of expired chemicals, among other waste as per the waste management regulation, 2006. o Liquid waste from the laboratory, offices and the quarters were safely disposed of in septic tanks. However, these tanks are full and need to be emptied. o The Personal Protective Equipments for waste management were however inadequate. 2.5 Fire Safety and Explosion Hazard The Audit finding in this area was as below: o A ‘No Smoking’ sign post was erected at the main gate to warn staff and visitors against smoking within the foundation. o It was noted that staff were sensitized on fire safety issues, particularly with regard to handling firefighting equipment, operating fire alarms, fire assembly points among others. However, no formal training had been done. o There were fire breaks/buffer zones available in the fields. These needed maintenance on a regular basis to enhance their efficiency in fire control. o No fire drills were conducted to gauge level of staff preparedness in case of fire emergencies. o Fire extinguishers were installed in all buildings and facilities. All fire extinguishers are in good working conditions. For the effectiveness of fire extinguishers, an inspection and servicing of fire extinguishers to be carried out every quarter of each financial year by authorized agent. o There were fire hose reels for fire fighting in all buildings.
  • 12. 12 o KESREF has developed strategies for improving fire control and management. They include increasing the number and variety of fire equipment, hiring fire equipment maintenance contractor who will also be conducting fire drills to sensitize staff on fire matters. 2.6 Environmental policy o An Environmental policy had been developed and approved by the Board of the Directors. This will help to address non compliance for the foundation. 2.7 Brief description of immediate environment o The immediate environment has changed compare to last audit since the new complex had been completed and staff moved to the new building. The installation of fire safety equipments are all in place and the level of compliance are medium to high. 2.8 Quantities of Wastes Generated The self environmental audit focused on expired chemicals, chemical waste and other wastes materials and the result was as below:  There was a wide array of chemical waste and other waste materials which was generated. These were basically expired chemicals as well as chemicals waste from the laboratory processes. These are summarized in the table below: Table1. Chemical and other waste material in KESREF- Kibos in 2013 Type (chemical & assorted) Quantity Liters (L) Kilogram (Kg) Lead acetate in cane juice 840 Lead acetate in filter paper and baggase 100 Biomedical 150 Expired Chemicals (Solid) 145.3 Expired Chemicals (Liquid) 28.19 Other assorted waste (papers,polythene&plastic bottles) 250 TOTAL 868.19 645.3 The expired chemicals had not been disposed of through authorized waste handlers registered by NEMA as was expected. However, the disposal process, which would lead to the safe disposal of the same had already be initiated and was being fast tracked. The process would also involve disposal of other non chemical wastes e.g. the recyclable wastes.
  • 13. 13 2.9 Test Results from KESREF Laboratories The water sample collected from River Kibos and KESREF borehole for analysis, and soil samples were collected from both lowland and upland taken to KESREF laboratory to determine the residual level of chemicals on the environment. These test results will be available for the next audit. 2.10 Consultations/Collaboration with KESREF Stakeholders A sensitization meeting focusing on environmental issues was conducted among the local communities. During the meeting, the locals were consulted on how the institution/ foundation impacts on their livelihoods. They indicated that:  The local community benefits from casual employment opportunity accorded to them by the institution.  The KESREF dispensary offers medical services to the surrounding neighbors/communities.  Transportation services are also provided to the local community in case of emergencies.  Other services they receive include infrastructural improvement i.e. construction of culverts to reduce erosion, and advisory services on new sugarcane farming and soil and water conservation technologies.  Providing free tree seedlings for planting to enhance soil conservation.  The local community also benefit from extension services especially during field days/training when new sugarcane farming technologies, based on research findings are disseminated.  Providing free water to the school and the surrounding communities for domestic purposes.  Other services they receive from the institution are free laboratory services for soil testing. 3.0 COMPLIANCE MATRIX The matrix tables below represent levels of compliance, progress made and priorities towards the implementation of environmental concerns in 2013. Area of concern Monitoring Requirements Levels of compliance on the monitoring Requirement Priority Action on the levels of compliance High Medium Low Zero High Medium Low Zero Physical structure a)Senior staff quarters Establishment of alternative waste disposal Culverts establishment to control erosion Installation and maintenance of street lights Asbestos to be replaced by iron sheets Firefighting equipment
  • 14. 14 installation Painting and rehabilitation of houses b) Junior staff quarters Replacement of asbestos roofs Build gate and trimming of fence Pruning of trees Rehabilitation and painting of houses Installation fire fighting equipments c) Dispensary Construction of culverts to control surface flow Mending of fence fixing and gate Provision of electricity supply Provision of incinerators for biomedical wastes Tank for rain water harvesting Painting and rehabilitation d) Generator house Sound proofing installation Provision of a long exhaust pipe with smoke filter Warning signs Provision of fire equipment e) Workshop building and farm offices Provision of fire extinguishers Rehabilitation of existing shed Construction of reservoir tanks/repair of existing tank Pruning of overgrown trees Provision of First Aid Kit Relocation of car wash Construction of waste disposal facility Safeguarding the exposed
  • 15. 15 fan belt of compressor f) Main store Use of personal protective clothing Adoption of proper disposal means Provision of waste disposal equipment Provision of fire extinguishers Capacity building in fire fighting Labeling of items g)Hot water treatment plant Use of personal protective clothing Energy conservation Waste management(dust bins) Construction of culverts to ease access to site Creation of fire risk awareness e.g. posters Installation and maintenance of firefighting equipment h)Modern complex Provision of waste collection equipment Establishment of visual aesthetics(Beautifications) Installation and maintenance of firefighting equipment I )Dump site Facility Erection of perimeter fence and gate Construction of culverts to allow access to the site Provision of personal protective equipments Construction of water taps Installation of warning signs Contacting license waste handlers Routine waste collection and subsequent treatment/disposal 3) Chemical Capacity building on
  • 16. 16 handling, use and storage relevant staff on how to handle hazardous chemicals Provision of protective clothing Use of warning signs at entrance points to unauthorized chemical handling Provision of a shield for the cane mill Standard for the management of hazardous chemicals Identification and replacement of highly toxic substance by less hazardous ones 4) Health and Safety management Construction of temporary latrines in the cane field Establish fire alarm systems in all major buildings Provision of complete First Aid equipment in building Dust bin procurement and distribution Education of staff regarding merits of fire safety through seminars, posters Use of personal protective equipment Planting trees to act as windbreaks 5) Solid waste management Waste separation for appropriate waste disposal Creation for central disposal of waste Education on the need for appropriate waste management 6)Fire safety and explosion Establishment of buffer zones/fire breaks between
  • 17. 17 hazard fields with suitable agro forestry trees Installation of fire alarm systems in all major buildings Fixing of firefighting equipment at strategic points. Sensitization of the staff with regards to fire safety through seminars and workshops Maintenance of buffer zone/strips between fields Seeking the services of fire experts on fire safety concerns Need for BOD and COD check on water quality. Putting in place dustbins strategically 7) Fields Establish for street lights for security purpose Culverts for erosion and runoffs management Grading and repair of roads Establish an overhead irrigation system for some fields 8) Runoffs and material spill prevention in irrigation lines Maintenance of pump and motor Establish gate valves to direct water flow during irrigation Construction of waste water/spill interceptors and collection of facility Construction of dyke at the lower pump house
  • 18. 18 4.0 CONCLUSION It can be concluded from this report that KESREF tries hard, subject to availability of funds to comply with most environmental regulations but there is still room for improvement. Further improvement can be achieved through training of staffs, participation in NEMA-organized seminars and workshops and through allocation of more funds for environmental service. The Environmental policy which was developed will help to address the areas of non compliance as stated in this self environmental audit report. This is a pointer to KESREF’s commitment in environmental management in line with the environmental Management and Co ordination Act (EMCA) 1999