City of Santa Monica Green Office Certification Checklist Contact Information Name
Santa Monica
GREEN OFFICE
Phone Extension
Office Address/ location
Department/ Division
Date of Initial Contact
Date of Certification
Verified By
Signature of Approval
G General/Staff WR Waste Reduction
PROGRAM OVERVIEW
WE Water Efficiency
The Office of Sustainability and the Environment (OSE) and the interdepartmental Sustainability Advisory Team (SAT) are helping City offices become more sustainable and get recognized for their efforts. Through the Green Office Certification Program, your office can learn how to ‘green’ its operations, comply with the City’s sustainability policies and lead in best practices.
PP Pollution Prevention
What activities are involved in the process?
EE Energy Efficiency
SP Sustainable Procurement TM Transportation Management REQUIRED ITEM
Bold items with a border indicate a required measure and must be completed, if applicable. Email
environment@smgov.net Phone ext. 8711
Green Notes
The Sustainability Advisory Team (SAT) represents employees from departments and divisions throughout the City. The purpose of the SAT is to: • Develop strategies to integrate and express sustainability throughout the City of Santa Monica • Coordinate City activities to ensure consistency with the Sustainable City Plan • Provide guidance for future sustainability efforts The SAT has been the inception point for many successful programs including: Bike@Work, Printer Reduction Challenge, Sustainable Food Commitment and various programs to reduce waste. SAT quarterly meetings are fun and engaging; if you are interested in participating, please contact James Conway.
• I dentifying current employee practices and opportunities to conserve resources, reduce waste and potentially save money • I mplementing no- or low-cost opportunities to conserve energy, water and materials and reduce waste • Receiving guidance for future purchasing decisions
What activities not covered in the process? • I mplementing major infrastructure improvements • M andating purchases or replacing existing stock wholesale for preferable alternatives
Here’s how the process works: 1. Notify OSE of your intent to participate at environment@smgov.net or ext. 8711 • • • •
R eview the checklist to make sure this program is right for your office G et manager and staff support before starting S uggestion: Communicate to notify staff of participation through email, meeting or bulletin notice, etc. S uggestion: Designate one or more staff to lead the certification process.
2. Schedule a site visit to review the checklist and identify greening opportunities 3. Complete all sections to the best of your ability • D iscuss and identify with your colleagues: • M easures that are already being implemented • M easures that you plan to implement in the future • M easures that you won’t implement or that don’t apply • B old items with REQ indicate a required measure that must be completed, if applicable 4. Complete the measures that you plan to implement • S uggestion: You may need to communicate with administrative and custodial staff to coordinate activities and verify measures. • O SE and other divisions are able to provide technical assistance and guidance. 5. Schedule a final visit to verify your accomplishments 6. Get Certified!
OFFICE OCTOBER 2013
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City of Santa Monica Green Office Certification Checklist General Office Information Provide the following information to best of your ability.
Santa Monica
GREEN OFFICE G General/Staff WR Waste Reduction EE Energy Efficiency WE Water Efficiency PP Pollution Prevention SP Sustainable Procurement
Who in your office...
Do you have...
Purchases office supplies?
A kitchen?
Name:
Ext:
Name:
Ext:
Name:
Ext:
Ext:
Name:
Ext:
Name:
Ext:
o
Contract
REQUIRED ITEM
o
environment@smgov.net Phone ext. 8711
Green Notes
Yes Yes (Dept/Div)
o
No
Yes (Dept/Div)
Other kitchen appliances (Check all that apply)
o Toaster o Microwave o Dishwasher o Mini-fridge Other: TVs?
o
No
Projector?
o
o
Yes: How many?
No
o
Yes: How many?
List any other electronics or appliances:
City Staff
o
No
o
Set temp range? Low
Yes: How many? High
In your opinion, is the temperature comfortable for most
o
Contract
employees?
City Staff
o
Yes
o
No: It’s too
Printers? How many?
Phone:
Multifunction
Desktop
In your office... How many employees are there? Approx. what percentage of employees... % Drive alone % Bike
% Carpool
%Walk
% Take the bus
% Other
What is the approx. square footage? What are the total # of rooms? # of cubicles?
Who’s Really Recycling?
# of Conference Room(s)?
When we sort our recycling from trash, we think we’re doing the right thing. However, we often create more work for custodial staff who don’t get compensated for how much recycling or trash they dispose of. To help reduce waste and extra work, consider giving up your individual trash can. Fewer trash cans and can liners means more available time to collect recyclables. Turning in your trash can will also make you think twice before you have something to throw away!
Shared?
OFFICE OCTOBER 2013
o
No
Thermostats?
Collects waste and recycling?
Bold items with a border indicate a required measure and must be completed, if applicable.
o
Shared?
Phone:
TM Transportation Management
o
No
A refrigerator? o No o Yes : Energy Star? o No o Yes
Provides custodial services?
o
o
Shared?
Submits work orders? Name:
o
o
No
o
Yes (Dept/Div)
Do you have a bathroom located within your office space?
o
No
If yes, does the bathroom have a paper towel dispenser?
o
No
o o
Yes: How many? Yes
Notes
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City of Santa Monica Green Office Certification Checklist – Already implemented |
– Will implement
| – Will not implement/does not apply
General/Staff Education Santa Monica
GREEN OFFICE G General/Staff WR Waste Reduction
o
o
REQ
Complete the following required measures. Encourage management and employee participation in office greening activities. Some ideas include: • Adding ‘Green Office’ to regular staff meetings • Sharing highlights or soliciting ideas through email and/or bulletin posts
o
o
REQ
Designate a green office champion. This person will be the main liaison and facilitate green office practices.
o
o
REQ
Schedule a meeting to educate staff about sustainable work practices. Contact James Conway for details.
o
o
REQ
Inform your visitors and colleagues about your office/department’s environmental efforts. Some ideas include: using your website or placing signage at a customer service or reception desk.
EE Energy Efficiency WE Water Efficiency PP Pollution Prevention SP Sustainable Procurement TM Transportation Management REQUIRED ITEM
Bold items with a border indicate a required measure and must be completed, if applicable. Email
Zero Waste – Waste Reduction & Recycling
o
o
REQ
Conduct a waste assessment in your office. Educate staff on the latest waste and recycling information and resources. Contact Wes Thompson for assistance.
o
o
REQ
Recycle all of the following materials:
Green Notes In 2010 City Manager Rod Gould signed an Interdepartmental Memorandum requiring city facilities with access to potable water to switch to plumbed drinking water systems and bottle-less coolers for the following reasons: • The City works hard to ensure Santa Monica’s tap water meets rigorous health, safety and purity standards. • The City committed to phasing out spending public funds on bottled water and promote municipal drinking water. • Eliminating bottled water saves the City money and reduces waste and risk of exposure to toxic chemicals.
• Cardboard
• Newspapers
• Plastic
• Mixed paper
• Glass
• Aluminum
o
o
REQ
Make two sided printing and copying standard practice (set all computers to print doublesided default). Make single-sided the exception instead of the rule. Contact ISD for assistance.
o
o
REQ
Eliminate bottled water where possible, including delivered water by installing bottle-less dispensers. Utilize water pitchers, glasses and reusable containers for drinking water. Contact Karl Bruskotter for assistance. (Interdepartmental Memorandum RE: Bottled Water Purchases)
o
o
REQ
Eliminate all polystyrene products from the office. (Non-Recyclable Plastic Disposable Food Service Container Ban Ordinance)
o
o
REQ
Compost food, organic waste and wet paper towels. Contact Wes Thompson for assistance.
o
o
o
Place signage by common waste and recycling bins to ensure proper segregation of trash and recyclable materials.
o
o
o
Track waste diversion if possible. Contact James Conway for assistance.
o
o
o
Stock reusable food service ware, such as mugs, dishes, and utensils, for use in the kitchen/ break room. See the Sustainable Office Kitchen guidelines on E-desk.
o
o
o
Stock recyclable or compostable food service ware for use when reusables are not feasible, such as large gatherings.
o
o
o
Reduce number of garbage bins per office and increase number of recycle bins.
environment@smgov.net Phone ext. 8711
Complete the following required measures and choose at least 5 additional measures to implement.
To procure your water system, contact Jenni McQuilkin at 678-486-3448. OFFICE OCTOBER 2013
PAGE 3 of 7
City of Santa Monica Green Office Certification Checklist – Already implemented |
– Will implement
| – Will not implement/does not apply
Zero Waste – Waste Reduction & Recycling Santa Monica
GREEN OFFICE
Choose at least 5 additional measures to implement.
o
o
o
In the kitchen/break room, use refillable containers for sugar, salt & pepper, etc. to avoid individual condiment packets.
o
o
o
Provide a share-a-bag station where employees can leave and take reusable bags. Contact Josephine Miller for details.
o
o
o
Work with staff responsible for receiving mail to reduce unwanted mail and catalogs. Some suggestions include:
G General/Staff
• R emove your office’s name from national databases at R3’s Catalog Choice or www.stopjunkmail.org • Write or call senders directly to remove your address from mailing lists • Return duplicate labels from mailings & subscriptions requesting that all but one be removed • Review your own mailing lists to eliminate duplication
WR Waste Reduction EE Energy Efficiency WE Water Efficiency
o
o
o
Reduce paper documents by using electronic forms and electronic storage.
PP Pollution Prevention
o
o
o
Participate in the City’s “Up for Grabs” reuse program. Contact Jennifer Young for assistance with office supplies and Shawna Schlageter for office furniture.
SP Sustainable Procurement
o
o
o
Keep a stack of previously used paper near printers. Use it for scratch paper or internal memos, or designate a bypass tray on printer for printing draft single-sided documents.
TM Transportation Management
o
o
o
Participate in the Reused Paper Pad program. Contact Jennifer Simmons for details. Before you contribute to the program, screen your documents for confidential or sensitive information.
o
o
o
Promote reuse of shipping materials (Styrofoam, bubble wrap, air cushions, etc.). Some suggestions include:
REQUIRED ITEM
Bold items with a border indicate a required measure and must be completed, if applicable. Email
environment@smgov.net Phone ext. 8711
• Establishing a location to collect shipping materials for reuse • Returning materials to local shipping services
o
o
o
Place labels on paper towel dispensers to reduce waste.
o
o
o
Recycle used ink toner and cartridges with your printer vendor or with Support Services. Cartridges can be sent to Support Services via interoffice mail.
o
o
o
Request a hand dryer to eliminate paper towels.
Green Notes The 4 R’s to Zero Waste The City of Santa Monica is committing to being a zero waste city by the year 2030. That means in less than two decades, we’ll be sending less than 5% of our waste to the landfill! To help the City achieve its goals, everyone needs to reduce, reuse, recycle and RETHINK when it comes to waste. Avoiding waste can mean being creative and resourceful instead of opting for ‘convenient’ alternatives. Ultimately, we need to rethink about what we need and the waste it creates!
OFFICE OCTOBER 2013
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City of Santa Monica Green Office Certification Checklist – Already implemented |
– Will implement
| – Will not implement/does not apply
Energy Conservation and Efficiency
Complete the following required measures and choose at least 2 additional measures to implement.
o
o
REQ
Have an energy audit performed. Contact Matt Henigan for assistance.
o
o
REQ
Ensure that all computers are set to enter sleep mode after 30 minutes or less of inactivity. This is a default set by ISD.
o
o
REQ
Set the energy saver feature or standby mode on copiers, printers and multi-function units. Contact your vendor for assistance in enabling energy saving features.
o
o
REQ
Purchase Energy Star rated equipment and appliances and/or ensure that they are equipped with energy saving features. www.energystar.gov
o
o
o
Set thermostat to less than 70° in winter and over 75° in summer with a nighttime set back of 55°/85°.
o
o
o
Implement an office-wide policy to turn off lights when not in use.
WE Water Efficiency
o
o
o
Place “turn off light” labels on appropriate switches.
PP Pollution Prevention
o
o
o
Use task lighting where extra light is needed, rather than lighting an entire area.
SP Sustainable Procurement
o
o
o
Submit a work order to install occupancy sensors or timers for lighting.
Santa Monica
GREEN OFFICE G General/Staff WR Waste Reduction EE Energy Efficiency
TM Transportation Management REQUIRED ITEM
Bold items with a border indicate a required measure and must be completed, if applicable. Email
environment@smgov.net Phone ext. 8711
Water Conservation and Efficiency
Complete the following required measures and consider implementing at least 1 of the following measures.
o
o
REQ
Have a water audit performed. Contact Kim O’Cain for details.
o
o
o
Post signs in restrooms and kitchens to encourage water conservation and to report leaks.
o
o
o
Use dishwasher only when full. Post signage to remind employees.
Green Notes Counting Carbon Counts Greenhouse gas emissions, or carbon emissions, are created when we burn fossil fuels for energy. Increased carbon emissions are warming the planet and changing the climate. Santa Monica has committed to reducing its carbon emissions to 80% below 1990 levels by the year 2050. To reach this target, the City will need to reduce energy use, increase energy efficiency and transition away from fossil fuels. To learn more about the City’s efforts and how you can help, visit sustainablesm.org/climate.
OFFICE OCTOBER 2013
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City of Santa Monica Green Office Certification Checklist – Already implemented |
– Will implement
| – Will not implement/does not apply
Pollution Prevention and Chemical Use Santa Monica
GREEN OFFICE
o
o
REQ
Maintain a list of all cleaning products purchased by office staff and stored onsite. Stock non-toxic, biodegradable cleaners for daily use, such as multipurpose cleaners, glass cleaners and dish soap. Contact Karl Bruskotter for assistance. (Toxic Use Reduction Program for City Chemical Purchases)
o
o
REQ
Inform staff to dispose of Household Hazardous Waste (HHW) through the HHW program. Contact James Conway for assistance. The following are some of the items accepted. These materials should never be thrown in the trash or poured down the drain: • • • •
G General/Staff WR Waste Reduction EE Energy Efficiency WE Water Efficiency
Complete the following required measures and consider implementing the optional measure.
Batteries–rechargeable and alkaline Cleaning and maintenance chemicals Compact fluorescent bulbs Electronics
• • • •
Medications and sharps Paint Pesticides and fertilizers Used oil and filters
o
o
REQ
Have in place a battery collection tube for staff and visitors. Contact Manuel Monterrubio for details.
o
o
o
Obtain a battery charger for office use Use rechargeable (instead of disposable) batteries for cameras, flashlights, radios, remote controls etc.
PP Pollution Prevention SP Sustainable Procurement TM Transportation Management REQUIRED ITEM
Bold items with a border indicate a required measure and must be completed, if applicable. Email
Sustainable Procurement
o
o
REQ
Purchase office paper with minimum 100% post-consumer recycled content. Contact Purchasing for assistance. (Administrative Instruction 4-5: City Policy Pertaining to Office Paper)
o
o
REQ
Purchase recycled content products regularly stocked in your office. (Recycled Products Procurement Policy)
environment@smgov.net Phone ext. 8711
Green Notes
What is Sustainable Food? The City of Santa Monica is committed to supporting sustainable, local, and organic food through its own purchasing and making sustainable food more accessible for the community. Santa Monica was the first city to sign on to the Cool Foods Pledge, and established the City’s Sustainable Food Commitment. By following these actions, we can improve the quality of life for our community and the communities from where our food comes.
Complete the following required measures and choose at least 2 additional measures to implement.
• Letterhead
• Notepads, composition books
• Envelopes
• File folders or hanging folders
• P aper towels, napkins, toilet paper
o
o
o
Purchase kitchen supplies in bulk (i.e. condiments, coffee, tea).
o
o
o
Purchase organic and/or fair trade coffee and teas.
o
o
o
Purchase reusable office items such as refillable pens, erasable white boards & wall calendars.
o
o
o
Purchase remanufactured toner cartridges.
o
o
o
Use the Sustainable Food Service Guidelines for City-Sponsored Events when purchasing food or catering. Contact Karl Bruskotter or assistance. (Santa Monica’s Sustainable Food Commitment) Be sure to select vendors that provide: • Local and/or organic produce • Vegetarian and vegan options (no dairy) • Reusable, recyclable and/or compostable service ware, flatware and dishes
1. Eat organic; 2. Reduce conventional meat and dairy consumption; 3. Avoid processed foods; 4. Eat locally grown; 5. Reduce packaging and recycle food waste. OFFICE OCTOBER 2013
PAGE 6 of 7
City of Santa Monica Green Office Certification Checklist – Already implemented |
– Will implement
| – Will not implement/does not apply
Transportation Management Santa Monica
GREEN OFFICE G General/Staff
Complete the following required measures and choose at least 1 additional measure to implement.
o
o
REQ
Provide ridesharing information on carpooling, vanpooling, bicycling, walking and public transportation for employees. Some suggestions include: reminder emails, staff meetings, bulletins, etc.
o
o
REQ
Provide bicycle, Big Blue Bus and Metro maps and information in a public location for visitors.
o
o
REQ
Provide at least one Bike@Work bicycle. Contact Luis Morris for details.
o
o
o
Perform local errands on bike or foot.
o
o
o
Shop at local businesses within close proximity.
WR Waste Reduction EE Energy Efficiency WE Water Efficiency PP Pollution Prevention SP Sustainable Procurement TM Transportation Management REQUIRED ITEM
Bold items with a border indicate a required measure and must be completed, if applicable.
Additional Measures
o
o
o
o
o
o
List any additional measures your office has taken to reduce its environmental impact and promote sustainability.
environment@smgov.net Phone ext. 8711
Notes
OFFICE OCTOBER 2013
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