Updating Your Environmental Policy and Action Plan 16/04/2014
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This webinar discussed updating environmental policies and action plans for creative organizations. It provided an overview of reporting requirements for the Arts Council England, including notifying them of policy and plan updates by May 30th. The webinar reviewed best practices for environmental policies and action plans, how to use organizational data to identify priorities and set targets, and resources available for support including guidelines, examples, and consultation.
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Updating Your Environmental Policy and Action Plan 16/04/2014
- 1. WEBINAR STARTING AT 12:30PM Today‟s Topic: Updating Environmental Policies and Action Plans for Creative Organisations Julie’s Bicycle is a registered charity: England and Wales no. 1153441.
- 2. Updating Environmental Policies and Action Plans for Creative Organisations How to build on the policies and action plans you developed last year and incorporate new information and learnings, including the introduction of targets. Christina Tsiarta and Lucy Latham – Julie‟s Bicycle
- 3. Housekeeping
- 4. Webinar Series • Weekly webinars for NPOs, MPMs, and Bridge Organisations • Now until May (reporting deadline is May 30th) • http://www.juliesbicycle.com/resources/ace-npos/Webinars-2014 Environmental reporting: the basics 16/04/14 Updating Environmental Policy and Action Plan 16/04/14 Specialist advice: Outdoor Events 23/04/14 Going further: Sustainable Touring 30/04/14 Going further: Sustainable Productions and Exhibitions 30/04/14 Communicating success: how to effectively communicate your initiatives and stories 07/05/14 Staff engagement: planning, engaging, acting and maintaining momentum 14/05/14
- 5. Today’s Agenda • Introduction to Julie‟s Bicycle • Environmental reporting requirements – a reminder • Timeline • Refresh - what is an Environmental Policy and Environmental Action Plan • Developing your Policy and Action Plan • Support and resources • Trouble shooting Q&A
- 6. 3-year partnership with Arts Council England to support major funded organisations – 2012 to 2015 Julie‟s Bicycle Research Networks Consultancy Resources Training Events Thought Leadership
- 7. Results – Year 1 www.artscouncil.org.uk/media/uploads/pdf/Sustaining-Great-Art.pdf
- 8. Arts Council Requirements 1. Update your environmental policy and action plan. – Notify us using the IG Tools 2. Collecting data on emissions from energy and water use from April 2013 to March 2014 – Submit using the IG Tools Reporting deadline: 30th May 2014
- 9. Timeline Input your 2013/2014 data and review results Policy and Action Plan update Notify JB on your Policy and Action Plan by 30th May (IG Tools) Annual submission for Arts Council England - Portal opens 1st May and closes 13 June To do now
- 10. Environmental Policy and Action Plan: Informing us
- 11. What is an Environmental Policy and Action Plan Policy: Your statement of commitment to sustainability, setting over- arching ambitions Action plan: How you‟re going to achieve your objectives and targets (what, who, how and when)
- 12. What further help is available? www.juliesbicycle.com • Key resource: Environmental Policy and Action Plan Guidelines – includes a resource matrix for developing your actions • Example policies and plans from other organisations • Email or phone support from Julie‟s Bicycle • Further webinars
- 13. Examples and resource matrix
- 14. Environmental Policy Case study: Cornerhouse (Manchester) • Meaningful and venue-specific: Initiated by staff and developed in consultation, and now expanding to explore cultural building-specific opportunities e.g. re-using installation materials • Up-to-date: Commitment to regular updating is policy aim • Top-level buy-in: The chief executive signs off policies with the support of SMT and the board would be involved if there was a non-budgeted cost. Senior management visibly supporting Environmental Policy through behaviour changes e.g. cycling to work, minimising taxi travel etc. • Inclusive: All staff are aware of the Environmental Policy at Induction Training and through ongoing briefings and training - all staff contribute to the implementation of sound environmental practices • Communication and accessibility: Policy is available on website • Advertised to supply chain: Cornerhouse work with suppliers who have similar policies to minimise the impact of their operation on the environment.
- 15. Developing your policy and action plan: the next steps
- 16. What does my data tell me?
- 17. What does my data tell me? • IG Tool pie chart – Prioritising impacts – Using different metrics e.g. per m2
- 18. • Can do retrospective comparisons • Good for drawing comparisons between 12/13 data and 2013/14 data What does my data tell me?
- 19. IG Tools support • To register/sign in: www.ig-tools.com • Key resources: www.juliesbicycle.com/resources/ace-npos/ace-ig- tools – Demo videos on „how to‟ http://www.juliesbicycle.com/resources/ace- npos/ace-ig-tools • Email or phone support from Julie‟s Bicycle
- 20. Using my data • Data analysis – IG Tools • Peer review • Engagement and feedback • Other organisational intelligence
- 21. Updating your Environmental Policy • Might not need to update it yet! - align with other policy reviews (3- 5 years cycle) • Take out/revise achievements • Renew ambition • Use learnings to plot path for the future • Feedback!!
- 22. Best practice • Meaningful • Venue-specific • Up-to-date • Top-level buy-in • Inclusive • Communication and accessibility
- 23. Updating your Action Plan • Assess and evaluate your progress • Remove what has been achieved or revise to renew ambition • Use IG Tool data to set targets – prioritise impacts • Re-assess responsibilities and timeframes • Identify new gaps – e.g. widen scope of impacts considered (touring, productions, events etc.) • Include learnings from initiatives & marketing campaigns run or training provided Influence Control
- 24. Best practice • SMART objectives – Specific, Measurable, Achievable, Relevant, Time-bound • Regularly reviewed • Responsibilities • Timeframes • Communication and accessibility • Accessible to all relevant staff • “Live” document
- 25. Julie’s Bicycle Action Plan review– case study
- 26. Further support • www.juliesbicycle.com/resources/ace-npos/help-guidance • Key resources: – Environmental Policy and Action Plan Guidelines – Best practice examples • Email or phone support from Julie‟s Bicycle • Further webinars • Practical Guides and Fact sheets • Case studies • IG Tools videos
- 28. Any questions? • Reporting deadline 30th May 2014 • Allow 4 – 6 weeks for reporting cycle to take place within • support@juliesbicycle.com • www.juliesbicycle.com
Editor's Notes
- ______________Julie’s Bicycle is a charity, founded in 2007 now working with hundreds of arts organisations in the UK and abroad.Our mission is to make environmental sustainability intrinsic to the business, art and ethics of music, theatre and the creative industries.To do so we’ve developed a range of practical resources and tools, such as the IG Tools, our free carbon calculators that you’ve been using to submit your data for your reporting, as well as a range of guides, toolkits and other publications. We also offer bespoke consultancy services, facilitate networks, as well as work with universities to develop research publications on a particular topic of interest to the sectors we work with e.g. touring, digital, etc.www.juliesbicycle.com
- ‘Sustaining Great Art – Environmental Report Year 1, Results and Highlights’http://www.artscouncil.org.uk/media/uploads/pdf/Sustaining-Great-Art.pdf
- Exactly the same as for 2012/13Input Energy and Water consumption for 2013/14 into the IG Tools - covering buildings, offices and eventsData provided for buildings and offices needs to cover 12 months. Strongly encouraged to go beyond the minimum requirements as well if you can, and provide data on waste, travel, tours and productions using the IG Tools. Let us know that you have your policy and action plan in place or are revising them – the documents themselves don’t need to be submittedDeadline30th May 2014Please get in touch asap if you think 30th May will be difficult If you are coming into this fresh, then you will need to retrospectively add in data for the 2012/13 year as well.
- Log into your IG Tools Account Go to the ‘Account’ tabCheck the relevant boxes to let us know you have an environmental policy and/or action plan in place Opportunity to explain when you’ll be expecting to have your policy and/or action plan in place or when you’re expecting to be revising them in the Notes box below, especially if that will be after the 30th May deadline.You can edit this text at a later point.These tick boxes and data fields will only be visible if you’ve ticked the ACE funded box and picked your relevant funding sources – either NPO, MPM, BRIDGE. You can multiple funding sources. And don’t forget to hit save at the bottom.
- An Environmental Policy is a broad statement of an organisation’s overall environmental ambitions, which provides a framework for its environmental action plan and good environmental practice on a day-today basis.An Environmental Action Plan is a more detailed and specific document, which should follow on from your environmental policy, and defines specific targets, actions, responsibilities and deadlines for achieving environmental improvement and reducing environmental impacts.
- Cornerhouse is Manchester’s international centre for contemporary visual arts and independent film. Opened in 1985 Cornerhouse has three floors of galleries, three cinema screens, a bar, café and bookshop.Bonus points! Cornerhouse has achieved a Gold Award in Manchester City Council’s Environmental Business Pledge Scheme, in recognition of the measures taken to reduce their environmental footprint and improve organisational sustainability.
- Results table:- The first column displays emissions data (in carbon dioxide equivalents) - and the second is the units i.e. kWh- You can see we also have two separate rows for Gas and Weather Normalised Gas – the normalised gas refers to your consumption which has had the affects of outside temperature factored out so that you can fairly compare different years as well as comparing yourself to our benchmarks.Because I have two years of data selected I can also see % changes in emissions – highlighted in greenYou can also download your results and your entry data into CSV files Benchmarks – Additionally, you can compare your environmental performance against our Industry benchmarks using the IG Tools, you can see this analysis bygoing into ‘edit entry’ and then selecting the ‘view results’ tab.
- New functionality on the IG Tools to help present results visually – graphs:Pie chart – You can click on each pie chart segment to zoom in and see the breakdown e.g. I have selected energy in this screen shot, so it will show the energy breakdown - electricity, gas, and other energy sources for which you entered data.You can also save and export this data and use it for communications.
- Bar chart – can be used to compare different entries (i.e. years of data) or different activities (i.e. events, buildings, tours, productions, offices). Click on any of the emission sources in the legend table below to remove them from the graph and therefore be able to compare, for example, only the emission sources which are common across all activities and years being graphically represented. To select which entries or activities you wish to compare in a bar chart, simply check the boxes to the LHS of each entry and/or activity on the ‘Activities overview’ tab.
- Data analysis: All of this analysis, using the IG Tools functionality, will help you to understand your data, and monitor your organisation’s environmental performance against your set targets, which in turn, can be used to inform and revise your policy and action planPeer review– compare yourself to other organisations, in terms of emissions and emissions reductions, but also in scope of policy and action plan. How do your commitments compare to other organisations? Could you get some ideas for new actions? Could you share successes and failures?You can also use other forms of data to inform your revisions to key documents – things that can’t be captured using the IG tools(Engagement)-Considerlevel of engagement (staff numbers involved, number of campaigns/events ran, meetings with environment-related agenda items, training events, external communications, social media following)Feedback – What feedback have you received? Are staff more engaged? Is awareness improving or behaviours changing? You could consider using surveys or other forms of organisational intelligence e.g. formal or informal conversations
- When is it appropriate for your organisation to review?Do you need to renew your ambitions? Or expand the scope of activities you want your policy to cover?How have stakeholders responded to the current Policy – staff, management, board, audience, supply chain etc. Use the feedback to inform revisions and consult other staff membersFeedback to staff on progress towards your policies goals..- Look at other organisation's Policies for inspiration… We’d much rather you have a sincere policy and action plan which helps you make some meaningful achievements across the coming financial year.
- This is your chance to take stock and really critically review your policy and action plans. Meaningful - does it reflect the stage your organisation is at?Venue-specific i.e. has it been developed in house? Have you consulted other staff members? Is it appropriate to the size and nature of your organisation? Up-to-date – what’s the review date? Who signs it off? Consider the reviewing process- who is involved?Top level buy-in – has it been agreed with senior management? Is there steer from the top? How is this evidenced?Inclusive – have you involved a range of staff members across different departments and different levels? Are staff empowered? Do you have their buy-in?Communication and accessibility- physically and electronically?Accessible to all staffAdvertised to supply chainPublicly available and easy to findAccessible to other external stakeholders
- Assess and evaluate your progressSuccesses- have they been celebrated? Has the responsible person(s) been acknowledged/rewardedOut-standing actions- what hasn’t been achieved in set time-frame? why? What were the barricades?What actions haven’t been tackled at all? Why? Remove what has been done already or revise – is it up-to-date?If you have been successful in your action, what is the next step? How can you improve?Use the IG Tools data analysis to help you prioritise where you should focus or re-focus your effortsConsider prioritizing actions in terms of the resources you can dedicate, and/or what will bring the most benefit to your organisationRe-assess responsibilities and timeframesDo time-frames need to be made more achievable? Do responsibilities need amending? Have any staff left/changed job roles? Or is there someone now more appropriate to take responsibility for certain actionsThink about new areas to expand into and use organisational intelligence from initiatives and campaigns – are there areas that staff members have taken an interest in, or see as a priority?
- The questions you should ask yourself – does it reflect the stage your organisation is at? Does it relate to your environmental policy?Are your ‘actions’ translating into emissions reductions?Are you targeting the right environmental impact sources? Responsibilities – formalised e.g. with job descriptions, set time quotas, embedded in PDR process, or non-formalised - consider what roles are working well and having the most impactAccessible to all relevant staff – i.e. those with responsibilities, those affected by the listed ‘actions’
- This review consisted of:Removing what has been achieved, for example:We procured new types of computers. We opted for HP as they have greener credentials than Apple.We’ve launched our new Green Arts Market place, so this should be a good source of suppliers to consider when we’re procuring goods and services2. Assigning and re-responsibilities- We made a classic mistake in our first year of the action plan by not assigning every action to specific members of staff. If no-one is responsible then there’s a very small chance it will actually get done!- We’ve had quite a few changes of staff here at Julie’s Bicycle, so its important we hand over actions properly to new staff in order for them to be realised!3. Re-assessing our use of KPIs- We’ve found that KPIs were inappropriate for many of our actions. We’re a relatively small organisation and its quite easy to understand when/if we’ve succeeded or failed at something!4. Re-evaluated timelines- We have had to extend a deadline for one of our actions that has not been achieved- We’re still working on a plan to off-set our carbon emissions for European and international travel.
- IG Tools videos are still available on the website, and we are currently in the process of revising them, so expect the new videos to be uploaded soon…