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TECHNICAL AND
ENVIRONMENTAL SECTOR
HANDBOOK
The City of Lahti Technical and Environmental Services
Leadership Practices
Presentation of Operations
Operations idea: The Technical and Environmental Sector creates the basic
preconditions for the city’s sustainable development and for a standard of living,
entrepreneurship and other life in the city acceptable for the residents and customers.
Tasks: Taking care of city planning, other land use planning and city zoning, managing
the streets and other public areas development and maintenance, environmental
protection and environmental health protection, building inspection as well as managing,
developing and maintaining offices.
Resources: The starting point for the operations and the quality of the results are
employees capable of working.
Operations environment: The Technical and Environmental Sector is a part of the
city management organisation and the Lahti Conglomerate that, in addition to the
central administration and two other sectors, consists of a number of limited companies,
other judicially independent associations and foundations.
The City of Lahti Technical and Environmental Services
Basic Values
We have named the issues that most guide our actions. These are our basic
values.
Our first value is satisfied residents and inhabitants. We gather the opinions of
the residents and customers regarding our opinions by means of regular polls and
their specific analysis. The service point located at the street level of the city office
building has been established to assist the residents and inhabitants in taking
care of their official business.
Our second value is staff capable of working. We wish to develop our
employees’ physical, psychological and social wellbeing, expertise, a positive
attitude and good working motivation, clarity of responsibilities and objectives,
leadership and interaction. We conduct regular working capacity evaluations.
Our third value is sustainably developing Lahti. This value contains the living
environment viewpoint and the life cycle thinking. The decisions we make shall
benefit also the future residents of Lahti.
The City of Lahti Technical and Environmental Services
Technical and Environmental Sector Quality Policy:
We are in charge of city planning, construction and maintenance as well as
official healthcare and environmental protection and the official building
inspection tasks. The objective with our operations is retaining Lahti a popular
place to live and do business.
For us, quality means a proven correlation between the actions, the results
and the set objectives. This requires cooperation between the customers, the
residents, the decision-makers, the other administrative sectors of the city and
the state central administration. Good quality requires that the sustainable
development viewpoint and awareness of the current state of our environment
are taken into account in all of our actions.
We can retain the good quality by carefully planning our actions based on
facts and the objectives, by identifying and eliminating possible errors in
advance and by continuously developing our evaluation method for the results.
The basis for our good quality is cooperation between the management and
the staff, retaining of the working capacity and supporting the development of
our cooperation partners. We are all responsible for the quality.
Our operations system is a tool for continuous improvement. We monitor
functionality of the system by regular auditing.
The City of Lahti Technical and Environmental Services
Technical and Environmental Sector Environmental Policy:
The nature in the city and the constructed environment are important resources. The
Technical and Environmental Sector carries a large share of the responsibility for
retaining these resources. The starting point for our operations is securing clean
groundwater and air as well as improving the efficiency of the utilisation of energy.
The results of these actions will have impacts for a long time in the future. The actions
of the sector must reconcile many, often conflicting expectations. The objective is to find
solutions that are sustainable from the viewpoint of the nature and from that of the
society.
The objective is sustainable vitality: a functional, pleasant, healthy and
safe city and its surroundings.
The environmental expertise of the staff is increased by offering training. It is important
that each unit and employee understands their responsibility for the good living
environment.
The solutions emphasise a good, ecologically functional living environment. We strive to
reduce the environmental load. We favour environmentally friendly materials and
technology. We save the natural resources. We reduce the amount of waste created.
The environmental management system is being developed as a part of the
sector’s operations system.
The City of Lahti Technical and Environmental Services
Responsibilities and Authorisation
The following key figures describe the management and supervision responsibility
of the sector:
- ca. 410,000 m² of offices
- ca. 400 km of streets and ca. 100 km of separate light traffic routes
- ca. 370 ha of parks and ca. 130 playgrounds
- ca. 5,400 ha of forests and fields
- ca. 8600 ha of land and water areas
- ca. 6,450 city planned areas
- 890 ha of rental plots and land areas; 3,750 lease agreements
- 200 environmental protection supervision sites (companies required to acquire a permit)
- 1,300 health control inspections / year
- 1,000 supervised construction projects / year
The sector operates independently within the framework set forth by regulations
approved by the City Council and the annual financial and operational objectives set
forth by the Council. Responsibility is widely distributed within the sector. In addition
to the profit centre managers, decisions are made by 34 officials and employees.
The City of Lahti Technical and Environmental Services
Managing Operations System
The Technical and Environmental Sector handbook presents the starting
points for our operations as well as our customers, products, staff,
organisation and core processes. The handbook also describes how we share
our responsibility between various persons and groups as well as how our
operations system is developed and maintained.
The Technical and Environmental Sector conventions are the “covering part”
of our operations system. Divided into the units, they describe what the sector
policies mean in the units or what the policies require from the units as well as
also includes operations instructions with stage-by-stage definition of
responsibilities and references to the working instructions where the
realisation method is described, whenever necessary. There is a link or
reference to the required forms in the operations instructions.
The operations system has not been developed for certification. However,
standards ISO 9001:2000, ISO 14001 and OHSAS 18001 have been used as
an aid in creating the system. The idea behind the system is in accordance
with the EFQM model.
The City of Lahti Technical and Environmental Services
Organisation
The Technical and Environmental Sector organisational structure and the most
important persons in charge of various issues are presented in the table below.
TECHNICAL AND ENVIRONMENTAL SECTOR
SECTOR MANAGER TIMO AHONEN
PERMISSION
AND
SUPERVISION DEPT.
TECHNICAL BOARD
LAHTI REGION
ENVIR. BOARD
MUNICIPAL ENGINEERING
LAND USE
Office premise manag.
Real estate manag.
BUILDING CONTROL LAHTI REGION
ENVIRONMENTAL SERV.
Traffic system planning
Street management
Construction, maintenance and management
of other public areas
Parking supervision
Area use planning
Real estate
building
Map and location
data service
Land management
Measuring and terrain
research
Building counselling
and supervision
Building permits
Building inspections
Health protection
Veterinary services
Environmental protection
Nature conservation
Managing waterways
and nature
Hollola, Lahti, Nastola
Office Manager
Jouko Oravisjärvi
Muni. Eng. Manager
Jorma Vaskelainen
Land Use Manager
Veli -Pekka Toivonen
Building Control Man.
Raimo Luukka
Environmental Manager
Kari Porra
MANAGEMENT
PREMISES CENTRE
Management support
Board and legal services
Financial and HR manag.
IT management
Information service
research and communications
Administration Manager
Jouko Seppälä
The City of Lahti Technical and Environmental Services
Legal requirements
The sector management supervises that the operations follow all laws, statutes,
regulations of the authorities and other regulations.
The sector lawyer and building lawyer monitor changes made in legislation and
other regulations and inform the persons in charge of any changes.
The QM database includes operations instructions No 1114 Important legislation
applicable for the sphere of responsibilities of the sector where the legislation
concerning the sector has been listed and described.
The City of Lahti Technical and Environmental Services
Monitoring, measuring and results of operations
The City Council approves the operational and financial objectives in the City
Budget. In accordance with the Finnish Municipality Act, also operational objectives
are defined as absolute.
The City Council approved the City Budget for 2007 on 27 November 2006.
Technical and Environmental Sector operational objectives for 2007 divided into the
units.
The sector participates in compilation of the Lahti Environmental Report and
the Lahti Environmental Balance Sheet. The annual Balance Sheet describes
realisation of the City Environmental Policy and includes a verbal report,
environmental key figures and a chapter describing environmental investments. It is
complemented by the Environmental Report that is published once every four
years.
The City of Lahti Technical and Environmental Services
Auditing, surveys and mapping
whether
needed in
The operations system is evaluated by means of audits. The audits show
whether the plans and promises have been realised in practice and
the current practices will lead to the desired results or whether we should
revise the plan or the practices. The audits also offer information
development of our operations.
We conduct annual internal audits in accordance with the audit plan. The
observations made are gathered in a report. The development plans are made
and any noted faults corrected based on these reports.
The annual Management review presents a summary of the audits as well as
evaluates the operations system and realisation of the policies when
compared to the objectives.
All auditing and management review documentations are entered into the QM
quality monitoring database.
The City of Lahti Technical and Environmental Services
The sector’s environmental programme includes objectives and actions of the
various units that are to be realised in the next few years. Furthermore, the
programme includes a decision-making worksheet.
Resident surveys and feedback
The satisfaction of the residents with the services provided by the sector is
regularly measured by surveys sent by post or published on the web.
The resident survey results are reviewed every year in the Management
Review. The review compiles actions in order to increase the satisfaction and
monitors the impacts of actions taken.
All resident reclamations are gathered and an answer is sent to all.
The City of Lahti Technical and Environmental Services