Kesref audit report

KENYA SUGAR RESEARCH FOUNDATION

(KESREF)

ENVIRONMENTAL SELF AUDIT REPORT FOR KESREF HEADQUARTERS 2013

With complements from:The DirectorKenya Sugar Research FoundationP.O. Box 44-40100, Kisumu, KenyaWebsite: www.kesref.org

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NEMA’S File reference number: NEMA/EA/5/2/4453

Kenya Sugar Research Foundation (KESREF)P.O BOX 44 – 40100, Kisumu.Tel: 020 2047305/8E mail:[email protected] site: www.kesref.org

Noah Wawire, PhD

Director

Signature & date: ____________________________Date_____________________

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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 SUMMARYThis 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.

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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 auditThe 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 methodologyThe 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

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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 – BuildingsThe 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 Blocko 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 Workshopo 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

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o Personal Protective Equipment (PPE) e.g. safety boots, gum boots and overcoats were

provided to staff. 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 Storeo 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 Blocko 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 Buildingso 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.

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o It was noted that the premises lacked emergency exit doors. Other safety notices were not

prominently displayed.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 Houseo 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 Dispensaryo 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.

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2.1.11 Senior Staff Quarterso 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.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 Quarterso 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 Facilityo 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 StorageThe 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:

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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.

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 ManagementThe 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 ManagementThe 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 HazardThe 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.

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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.

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 policyo 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 environmento 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 100Biomedical 150Expired Chemicals (Solid) 145.3Expired Chemicals (Liquid) 28.19Other 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.

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2.9 Test Results from KESREF LaboratoriesThe 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 StakeholdersA 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 structurea)Senior staff quarters

Establishment of alternative waste disposalCulverts establishment to control erosionInstallation and

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maintenance of street lightsAsbestos to be replaced by iron sheetsFirefighting equipment installationPainting and rehabilitation of houses

b) Junior staff quarters

Replacement of asbestos roofsBuild gate and trimming of fencePruning of treesRehabilitation and painting of housesInstallation fire fighting equipments

c) Dispensary Construction of culverts to control surface flowMending of fence fixing and gateProvision of electricity supplyProvision of incinerators for biomedical wastesTank for rain water harvestingPainting and rehabilitation

d) Generator house

Sound proofing installationProvision of a long exhaust pipe with smoke filterWarning signsProvision of fire equipment

e) Workshop building and farm offices

Provision of fire extinguishersRehabilitation of existing shedConstruction of reservoir tanks/repair of existing tankPruning of overgrown trees

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Provision of First Aid KitRelocation of car washConstruction of waste disposal facilitySafeguarding the exposed fan belt of compressor

f) Main store Use of personal protective clothing Adoption of proper disposal meansProvision of waste disposal equipmentProvision of fire extinguishersCapacity building in fire fightingLabeling of items

g)Hot water treatment plant

Use of personal protective clothingEnergy conservationWaste management(dust bins)Construction of culverts to ease access to siteCreation of fire risk awareness e.g. postersInstallation and maintenance of firefighting equipment

h)Modern complex

Provision of waste collection equipmentEstablishment of visual aesthetics(Beautifications)Installation and maintenance of firefighting equipment

I )Dump site Facility

Erection of perimeter fence and gateConstruction of culverts to allow access to the siteProvision of personal protective equipmentsConstruction of water tapsInstallation of warning signs

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Contacting license waste handlersRoutine waste collection and subsequent treatment/disposal

3) Chemical handling, use and storage

Capacity building on relevant staff on how to handle hazardous chemicalsProvision of protective clothingUse of warning signs at entrance points to unauthorized chemical handlingProvision of a shield for the cane millStandard for the management of hazardous chemicalsIdentification and replacement of highly toxic substance by less hazardous ones

4) Health and Safety management

Construction of temporary latrines in the cane fieldEstablish fire alarm systems in all major buildingsProvision of complete First Aid equipment in buildingDust bin procurement and distributionEducation of staff regarding merits of fire safety through seminars, postersUse of personal protective equipmentPlanting trees to act as windbreaks

5) Solid waste management

Waste separation for appropriate waste disposal

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Creation for central disposal of wasteEducation on the need for appropriate waste management

6)Fire safety and explosion hazard

Establishment of buffer zones/fire breaks between fields with suitable agro forestry treesInstallation of fire alarm systems in all major buildingsFixing of firefighting equipment at strategic points.Sensitization of the staff with regards to fire safety through seminars and workshopsMaintenance of buffer zone/strips between fieldsSeeking the services of fire experts on fire safety concernsNeed for BOD and COD check on water quality.Putting in place dustbins strategically

7) Fields Establish for street lights for security purposeCulverts for erosion and runoffs managementGrading and repair of roadsEstablish an overhead irrigation system for some fields

8) Runoffs and material spill prevention in irrigation lines

Maintenance of pump and motorEstablish gate valves to direct water flow during irrigationConstruction of waste water/spill interceptors and collection of facilityConstruction of dyke at

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the lower pump house

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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