By Charlotte Marshall,2014-05-15 22:02
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    REPORT FOR 2007-08

    “managing our own workplace”

A Report on the Crofters Commission Environmental Management System to improve the

    environmental performance of our own operations

Approved by the Chief Executive and Management Board


    1. Introduction

    2. Chief Executive‟s Statement

    3. Background

    4. Year 1

    5. Year 2

    6. Year 3

    7. Key Targets

    8. Performance Reports

    9. Summary Priorities for 2008-2011



1. Introduction

The Crofters Commission represents the interests of crofting communities and advices

    Scottish Ministers on crofting issues. The Commission acts as an impartial tribunal in the

    regulation of crofting and aims to;

    ? maintain or increase viable populations in the crofting areas;

    ? ensure the active and productive use of croft land;

    ? promote co-operative management of shared resources.

To achieve its aims, the Commission has formed working partnerships with a variety of

    organisations, each of which contributes to the development of crofting communities.

    Principle partners are the SEARS family, Highlands and Islands Enterprise, Scottish Crofting

    Foundation, National Farmers Union of Scotland, Scottish Parliamentary Cross Party Group,

    Local Authorities and Euromontana.

2. Chief Executive’s Statement

Building a truly sustainable future does not depend on one big decision but on millions of

    small decisions every day. The Crofters Commission is determined to play its part in this

    process and places maximum importance on matters concerning the environment. Our

    policy aim is to meet and, where practical, exceed all relevant regulatory requirements and to

    minimise any adverse environmental effects as a result of our activities.

We will continually assess the environmental impact of our operations and, through

    minimising the use of materials and resources, we will reduce our wastage to the lowest

    practical level.

Employee involvement in environmental matters is encouraged at all levels and will be

    promoted through training, communications and a constant reappraisal of working methods

    and techniques.

As a consequence of this, the Management Board is committed to continuous improvements

    in environmental performance and the prevention of pollution.

The Crofters Commission is sponsored by the Scottish Government and therefore adheres to

    the Scottish Government aims to promote effective environmental management across its

    organisation through:-

    ? Raising awareness of environmental issues;

    ? Promoting its Greening Government policy; and

    ? Working to reduce its environmental impact.

To reflect our unique role within the crofting counties and to ensure that we achieve the

    highest standards of environmental stewardship in all activities, measurable targets have

    been introduced in 2007-08 for key areas. This will ensure that the Commission will be able

    to provide tangible data and future benchmarking on environmental targets.


This report includes a forward look at the key Greening priorities for the next three years

    (2008-2011). The Efficient Government Initiative and other reviews of the roles of public

    bodies bring challenges, but also opportunities to develop environmental efficiencies and to

    build sustainability deeper into the fabric of how the Commission operates.

Acting as an impartial tribunal in the regulation of crofting, maintaining or increasing

    populations in the crofting areas, ensuring the active and productive use of croft land and

    promoting co-operative management of shared resources the basic mission of the Crofters

    Commission, becomes ever more complex. Efficient government, freedom of information,

    CAP reform, renewable energy, market forces, open government, Gaelic development, in-

    migration and population loss, growing Scotland‟s economy, access to services,

    opportunities for all, these have become the backdrop of everyday life at the Commission.

From the above it is clear that there will always be pressures, especially in retaining focus on

    Green Issues during periods of major change, but I believe we have the strong commitment

    from all our staff, as well as from our Commissioners and Managers, to make progress

    across all our priority areas within the Crofters Commission.

Nick Reiter

    Chief Executive


3. Background

The Crofters Commission has confirmed it has written to the Scottish Government outlining

    its plans for introducing a formalised and measurable environmental management plan.

The Crofters Commission has proposed a three year environmental management plan

    (EMP) which is now in operation (Year 1). Overall responsibility for this policy and plan will

    be held by the Management Board, however, a cross organisational environmental team has

    been established to develop and implement the plan. The members of this team will act as

    environmental champions in their respective divisions. Team members are:-

    ? Neil Macdonald (Corporate Services)

    ? Caroline Matheson (Information Technology)

    ? Penelope Hamilton (Policy)

    ? Gordon Macdonald (Senior Management Board)

    ? Anne Williamson (Crofting Services)

The team will meet every 3 months to review progress of EMP.

Our EMP is built on the following framework, which states that we will:

    ? Minimise use of non-renewable materials, avoid hazardous substances,

    ? Minimise harmful outputs, and use resources efficiently,

    ? Harness and channel staff enthusiasm and provide information & training,

    ? Reduce amounts of waste materials produced and promote reuse & recycling,

    ? Minimise energy consumption and increase energy efficiency,

    ? Build Greening considerations into all procurement decisions,

    ? Minimise reliance on motor vehicles (while not placing colleagues safety at risk) and

    reduce their impacts

    ? Develop Performance Targets and report on progress,

    ? Reduce COemissions from our own activities. 2

The Commission employs over 60 people who work within the Inverness HQ, the Island of

    Tiree (Crofting House Grant Scheme) and Commission Stud Farms. There is also a small

    contingent of remotely based colleagues within the Crofting Counties. The staffing structure

    is designed to meet community needs. This policy reflects the Commission‟s overall aim of

    getting closer to crofting communities. We must reduce the negative environmental impact

    from this work, and so have developed ten Key Aspects within our EMP:

    ? Reduce Energy Use

    ? Greener Properties

    ? Reduce Paper Use

    ? Greener Procurement

    ? Greener Travel

    ? Managing Waste

    ? Saving Water

    ? Promote Greening

    ? Wider Context

    ? Planning Strategy & Management


4. Year 1 (2008-09)

    Environmental Team has audited use of resources for 2007-08 from historic data and is also monitoring current resource use for 2008-09 and the impact the Commission is having on the environment through our daily activities. From collated data we are developing and refining meaningful performance targets. The Commission has analysed the following areas:-

    ? Energy Use

    ? Waste Production

    ? Use of Recycled Materials

    ? Travel

    ? Water Use

    ? Procurement

    ? Biodiversity

    ? Paper Use

    Year 1 will also involve rolling out environmental policy to our office based on Tiree (approx 7 colleagues) and Farming Operations (3 farms based near Inverness, approx 4 colleagues).

5. Year 2 (2009-10)

    Reporting back on Year 1 results. Environmental Management Plan will be adjusted if necessary to produce more meaningful performance target data.

6. Year 3 (2010-11)

    During year 3 the plan will continue to be operational but a full assessment of progress against plan will be undertaken. This will ensure that the Commission continues to operate in an efficient manner.

    From Year 3 onwards an Annual Environmental Review will be published within Commission‟s Annual Report on progress and targets for environmental management.

7. Key Targets

    The ten current headline Greening targets (for 2008-09) are derived from the Greening Policy and Key Aspects:-

Reduce Paper Use by 10% per head Recycle 100% of IT ink cartridges

    Reduce energy use by 10% Buy recycled products

    Stabilise Car Hire Reduce Water use

    Reduce total CO emissions Embed Greening Programme 2

    Recycle 100% of obsolete IT equipment Stabilise Flight Travel

8. Performance Reports

This Report describes work undertaken to date in each key aspect.


Headline Target Buy Recycled Products

We wish to increase the proportion of recycled materials in all products bought, both one-off

    and routine (especially paper, office products, IT & office consumables, and stationery).

Progress in 2007-08

    ? Sustainability criteria were a key aspect of the specifications and evaluation of desks

    and office furniture for the Inverness HQ building.

    ? Of all the paper purchased by the Commission via our central contract, 95% is made

    from 100% post-consumer recycled fibres.

    ? Over 80% of the Commission‟s paper stationery items are made of recycled paper or

    card (envelopes, folders, transits etc).

    ? 100% of paper towels and tissues are made from recycled products (stipulation within

    Office Cleaning Contract).

    ? All public leaflets and the Annual Report produced by the Commission are either from

    recycled paper or paper sourced from sustainable forests.

The table below shows the percentages of recycled and new laser toner printer cartridges

    used by the Commission in pursuing its objectives.

    IT cartridges 2007-08 Bought new 53 Bought recycled 0

    ? All empty cartridges were recycled back to suppliers. The Commission has entered

    into a new contract under Scottish Procurement Directorate guidance with „Solution X‟

    in 2006-07. Copy workstations are more economic. All parts and toner etc

    supplied directly by Solution X under contract agreement and recycled back to them

    on a regular basis. Progress being monitored by Office Services.

Headline Target Reduce Paper Use

    ? This is an area that is being focussed upon by Commission staff as it is one of our

    major consumptions of materials/resources.

Paper Size Quantity: Sheets Number of Staff Paper use per

    2007-08 (Tiree office member of staff in

    not included) 2007-08

    A4 297,500 58 Staff 5,129 sheets

    A3 10,000 58 Staff 172 sheets

    Rolled paper for 6 roll. mapping. 90m2

    ? Paper purchases to be monitored closely in 2008-09. Environmental champions to

    meet to discuss/set target for reduction. The Commission has installed a new IT

    system which went „live‟ in 2006-07. Should prove more efficient. Focus led

    initiative led by Central Admin Team to issue various mail merges via e-mail as

    opposed to hard copy. Generally to promote use of e-mail.

    ? Commission staff have been encouraged to print double sided where possible and to

    save data on computer hard drives as opposed to printing.


? The Commission initiated paper recycling in mid 2005-06 with two local organisations.

    No data is available for amount of paper being recycled on a weekly basis. The

    Commission can confirm that the majority of its waste paper, newspapers, cardboard

    etc is recycled in this manner, but hard data is being collated with effect from April

    2008-09. Confidential waste is also securely removed for recycling.

    ? An integrated system to manage and reduce waste and to increase recycling has

    been introduced throughout the Inverness HQ.

    Headline Target Reduce Water Use

? As at 2007-08 the Inverness HQ had water meters that were able to provide monthly


? It is a long-term goal to reduce water use as we develop more robust management 3 information. It is estimated that the Inverness HQ utilised 1217Min 2007-08 which 3 is effectively 21M/person/year.

    ? As the Inverness HQ is rented accommodation we are constrained in the manner in

    which water conservation measures are introduced. Currently investigating

    introduction of simple water saving devices for toilet cisterns and costs related to

    introducing an air flush urinal system in gents toilets. Strong possibility that this may

    not prove cost efficient versus environmental gains as Crofters Commission lease expires at Castle Wynd premises within two years.

     Headline Target Reduce Energy Use by 10% from 2007-08 level by March 2009.

    Energy Source 2007-08

    Electricity (Scottish Hydro Electric) 125,418 units

    Number of Staff 58

    Energy Use per Person 2,162 kWh

    ? It is a long-term goal to reduce energy use as we develop more robust management

    information. As mentioned above, the Inverness HQ is rented accommodation with

    a lease that expires early 2011 so we are constrained in the manner in which

    measures are introduced.

    ? All lighting has been fitted with „occupancy sensors‟ and it is the policy of the

    Commission employees to ensure that assets are powered down when not in use.

Headline Target Stabilise Car Hire. Reduce by 10% of 2007-08 levels by 2010-2011.

? Travel creates one of our largest environmental impacts and offers excellent

    opportunities to reduce. This is an area of the Commission‟s Environmental

    Management Plan that is being championed by Corporate Services Team Leader

    who will report back on a quarterly basis to Environment Team on progress. The

    Commission does not possess any pooled cars but does rely upon hired cars via

    Scottish Government centrally negotiated contract to undertake many official site

    visits by staff.


? The following table illustrates a break down of car hire for 2007-08. Unfortunately it

    was apparent that car mileage could not be calculated from captured data. Steps

    require to be taken to ensure that car hire mileage and car engine size is now

    recorded by members of staff for future environmental benchmarking. We were able

    to ascertain the „number of days‟ cars were hired for, which is useful in giving an

    indication of car hire use.

? From data available a mean car mileage has been estimated for year as 59.000


Car Hire Days % Use > Group 5 Hire < Group 5 Hire

    Division Days of Hire Days of Hire

    Crofting 205 69% Unavailable Unavailable


    Corporate 36 12%


    Board & Chief 54 19%


Total 295 100%

    ? The breakdown of data is in line with Commission‟s assumptions. Crofting Services

    Team within the Commission utilised 69% of the resource in 2007-08 however the

    majority of their travel is to remote crofting communities which are not easily

    accessible by public transport.

    ? It is of concern to Commission that car hire engine size has not been previously

    recorded. It is apparent that savings could be made both financially and in carbon

    emissions if engine size is reduced. In recent meetings it is apparent that there are

    some valid reasons for hiring larger powered vehicles. Main reasons are related to

    Health & Safety concerns relating to driving in remote areas. Finance Team Leader

    to monitor reasons for hire and report back to the Management Board and introduce

    sensible control measures.

    ? Discussion with Human Resources regarding the purchase of a Diesel pool car is also

    underway. Finance Team Leader to inform Management Board of costs versus

    benefits in due course.

    ? Additional 50,173 miles travelled by private car to attend Commission business.

    28,275 of private car mileage relates to Commissioners.

    ? Discussion also taken place with the Management Board regarding purchasing video

    conferencing equipment. As many of Commission‟s meetings involve „being on site‟

    it is deemed unworkable at this point. However the Commission does utilise other

    organisations equipment if deemed appropriate (Remote Manager meetings etc).

Headline Target Stabilise Flights. Reduce by 10% of 2007-08 levels by 2010-2011

? 99% of flights undertaken by the Commission are short haul (Western Isles, Shetland,

    Orkney etc). These meetings revolve around meeting the commitments of the

    Commission and are not suitable as conference calls. The Commission‟s Area

    Commissioners also undertake to hold 4 Board Meetings a year in Inverness. The

    Convenor and an Area Manager are based in Shetland but work out of Inverness

    Office on a regular basis.


? The Commission is aware that one single short haul flight produces roughly the same

    amount of the global warming gas as 3 months of driving a 1.4 litre car. Wishes to

    reduce level of flights.

    Average Journey Destination Kg Co2 208 miles Short haul 60 *we are looking to have more detailed figures in the coming years.

? Majority of travel is to remote crofting communities which are not easily accessible by

    other forms of transport.

    ? It is predicted that the Convenor and an Area Manager‟s flight travel should increase

    significantly in 2008-09 due to being based in Shetland but working on a regular basis

    out of Inverness Office.

Headline Target Increase Rail Travel by 10% 0f 2007-08 levels by 2010-2011

Rail by Division KM % Use

    Crofting Services 7,939 28%

    Corporate Services 8,608 30%

    Board & Chief Executive 12,125 42%

    Total 28,672 100%

? Management Board aim to increase rail use over next two year period in place of car

    hire and flights.

Headline Target Recycle 100% of Obsolete IT Equipment

? The Commission has a contract with a local organisation (Moray Computer

    Recycling) who (for a small fee) uplift all obsolete IT equipment from Commission HQ

    and recycle back into the community. During 2005-06 (upgraded Commission IT

    system) recycled:-

? 35 Computer Monitors

    ? 5 Base Units

    ? 5 Keyboards

Headline Target Procurement Embed Greening Programme

? The Crofters Commission Finance Team Leader is a member of the „Central

    Government Purchase to Pay Solutions Group‟ which is focussing on best value and

    efficiency targets within the Scottish Government. The promotion of e-Procurement

    systems (EASEbuy, Government Procurement Cards etc) are greatly reducing the

    requirement for paper invoices across the Scottish Government.

? It is envisaged that as e-Procurement is further developed paper invoices will reduce

    dramatically within the Commission.

? The Commission‟s use of Blanket contracts/Framework contracts/Preferred suppliers

    etc that have been agreed centrally by Scottish Procurement Directorate should

    already link into the Scottish Government‟s Greening Government Policy.


? The Commission has incorporated procedures to ensure that environmental issues

    are also considered within tender process for any locally agreed contracts. It is a

    priority to be aware of targets that can be incorporated into local contract

    specifications at the outset of new projects. As an example, the Commission‟s

    Cleaning Contract was heavily skewed towards company‟s environmental policy

    when scoring tenders.

Headline Target Reduce Total COEmissions by 10% from 2007-08 levels by 2


COEmissions 2007-08 2

    Electricity 53.93 Car Hire 21.24 Private Mileage 18.06 Rail Travel 1.78 Flights 24.6 Total (tonnes) 119.61 COper person (60 Staff) 1.99 2


    1. 60 members of staff as at 2007-08

    2. Tiree Office not established until 2006-07. 2007/08 stats not available at this point. Will be added as compiled.

    3. CO2 calculations based upon National Energy Foundation formula.

    4. The Crofters Commission operates 3 farms on behalf of Scottish Government. Environmental Data is being collated and will be

    included within 2008-09 report and future benchmarking exercises.

    5. All data incorporated within this report is available as an Excel spreadsheet if further clarification on calculations required.

    6. Data currently being compiled to reflect accurate CO2 emissions for flight travel

9. Summary

? There are four main areas where we should focus our Greening programme over the

    following three year period:

1. extending and strengthening the existing programmes and targets,

    2. maximising the opportunities to embed best practice in Inverness HQ and

    introducing Tiree Office and Farming Operations into benchmarking exercise,

    3. ensure Crofters Commission Greening policies influence wider opportunities within

    government-led programmes such as Efficient Government etc,

    4. recognise and develop more fully the positive impact of Crofters Commission

    activities to promote wider sustainability aspects.


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