EMPLOYEE GREEN GUIDE City of Encinitas

Employee Green Guide - City of Encinitas 1 INTRODUCTION

Opening Message

As an employee for the City of Encinitas, you have many opportunities to decrease the environmental footprint of your day-to-day office activities. From switching up your commute, to composting your food waste in the kitchen, many small changes can improve the sustainability and efficiency of our operations, leading us all to a greener future.

The City has demonstrated its commitment to sustainability through the adoption and implementation of a comprehensive, citywide Climate Action Plan and various environmental programs such as Urban Forest Management, Coastal Zone Management, and citywide recycling and composting. As staff, let’s extend this environmental stewardship by making small, simple changes to our daily habits at work.

Making the environmentally preferable decision is a complex, moving target that involves many variables. The Green Guide will be your tool in making environmentally and economically minded choices. We also recommend you familiarize yourself with the City’s Environmentally Preferable Purchasing and Contracting policies (See Appendix) and incorporate them into your daily routine where applicable to reduce the environmental impact of municipal operations.

Although some of this information may only be relevant to certain individuals and departments, it is important to be aware and informed on the sustainability initiatives implemented throughout the office.

“Never doubt that a small group of thoughtful, committed citizens can change the world; indeed, it is the only thing that ever has.” —Margaret Mead

Employee Green Guide - City of Encinitas 2 Highlighting the City’s Actions

• City Hall installed 96 kW of roof-mounted solar, which accounts for approximately one third of the building’s energy consumption.

• Total energy use at all City facilities fell 12% from 2012 to 2018 after staff replaced the building cooling system at the Community & Senior Center.

• City Hall is Leadership in Energy and Environmental Design (LEED) Silver Certified for its sustainable building and business practices.

• From 2017 to 2019, City of Encinitas earned annual SANDAG iCommute Diamond awards for encouraging alternative commute options for employees like carpooling, biking, walking and taking transit. The City has improved its level of achievement each year, most recently receiving the “gold recognition”.

• The San Elijo Wastewater facility is planning to install solar panels by Spring 2022.

Personal Assessment

Before beginning to reduce your environmental footprint, it is important to assess your current practices. Some things to consider include:

• How often do you commute by carpooling, biking or taking public transportation?

• Are you acquiring and using office supplies resourcefully?

• What devices do you depend on each day that require energy?

• How much are you printing?

• What waste do you generate at your desk and in the kitchen?

• Do you know how to properly recycle and dispose of hazardous waste?

• How many paper towels do you use each day?

• Do you consider sustainability when planning meetings and events?

Calculate your carbon footprint here.

Employee Green Guide - City of Encinitas 3 TABLE OF CONTENTS

1. Introduction...... 2

2. Commute...... 5

3. At Your Desk...... 11

4. Waste...... 16

5. In the Kitchen...... 22

6. Restrooms...... 26

7. Meetings and Events...... 30

8. Other Office Policies...... 36

9. Eco-Labels and Certifications...... 40

10. Resources...... 45

Appendix...... 46

Finance Department Information Technology Department Facilities Department

Attached Documents...... 57

Environmentally Preferable Purhchasing and Contracting Policy Public Transporatation Reimbursment Policy Public Transportation Reimbursement Form Employee Bikeshare Program Overview Employee BikeShare Program Waiver

Employee Green Guide - City of Encinitas 4 COMMUTE 2 The way we travel significantly impacts the environment and local communities. In the City of Encinitas, on-road transportation is the largest emittor of greenhouse gases, accounting for 58% of community-wide emissions (SANDAG 2016). With such a large portion of the City’s emissions coming from transportation, choosing a more sustainable commute option is likely the most beneficial change you can make to reduce the environmental footprint of your workday. The best way to reduce your commuting footprint is to shift your routine from driving alone to one of these alternatives. Explore each topic below to determine which would work best for you!

Employee Green Guide - City of Encinitas 5 Transit

Try transit! Taking public transportation can get you out of traffic, save you money on gas, help the environment, and ease the stress of your daily commute – all while reducing congestion on our roadways.

The City will reimburse 50% of transit costs up to $75/month for using green options such as the COASTER or BREEZE, each with stops across from City Hall. Check out the City’s official policy and the reimbursement form here:

• Reimbursement Policy • Reimbursement Form

Regional Transit Agencies

The San Diego region is served by two major transit agencies, the Metropolitan Transit System (MTS) and the North County Transit District (NCTD). Together, MTS and NCTD carry more than 100 million passengers annually. Click on each transit agency to see their schedules, routes, and more information.

Need to use a combination of transit options? Map your transit route here using iCommute. Powered by SANDAG, iCommute is the Transportation Demand Management (TDM) program for the San Diego region.

Transit passes are available on Compass Cloud and Compass Card. We recommend Compass Cloud, which allows you to get your transit fare anytime, anywhere, by purchasing one-day and 30-day passes right from your smartphone. For details or more information on Compass Cloud and Card, visit 511sd.com/compass.

Important to know!

“Guaranteed Ride Home” registered participants can get a free ride home in an Uber, taxi, or rental car up to three times per year as needed. To enroll, complete this registration form today. For more information, click here.

Employee Green Guide - City of Encinitas 6 Carpool

Share your daily commute and save!

Carpooling is an easy way to instantly reduce your commuting costs by 50 percent or more. Carpools can take advantage of many free amenities throughout the region including carpool lanes, the I-15 Express Lanes, Park & Ride lots, and the Guaranteed Ride Home program. You’ll save time, money, and wear and tear on your car, all while helping to save the planet.

Find someone to share the ride.

Interested in trying a carpool commute but don’t know how to find a carpool partner? Ridesharing apps like Waze Carpool, uberPOOL, and Lyft Shared have you covered. Click here for more information on each of the apps.

• Waze Carpool. Learn how to get started as a driver or rider with this step by step guide. Download in the iTunes store or Google Play store.

• uberPOOL. Passengers share a similar route and share the ride cost. Download in the iTunes store or Google Play store.

• Lyft Shared. Rates are up to 60% lower than regular Lyft rides. Download in the iTunes store or Google Play store.

For more carpool information, visit the iCommute website call 511 and say “iCommute” or email [email protected].

Employee Green Guide - City of Encinitas 7 Vanpool

Join a SANDAG Vanpool program!

Ready to join a vanpool? Sign up for the vanpool interest list and an iCommute staff member will notify you if a vanpool matching your preferences is available, or if there is interest in starting a new vanpool in your area. You can also view the list of currently available vanpool seats.

If a friend or co-worker has asked you to join their van, simply ask them to notify their vanpool vendor to add you as a passenger. If a current vanpool participant referred you, make sure to mention the referral code “SANDAG” so that you both receive a $25 gas card!

Still have questions? Call (619) 699-0706 or email [email protected] and our vanpool program administrator would be happy to help.

Active Commute

If you live close to work, consider biking or walking for your commute. Cycling is an ideal option if you live 5-10 miles from work. With an average temperature of 71 degrees, the San Diego region is one of the best places in the country for people to bike to work. By biking to work you can save money, reduce stress, get fit, and help the environment. Find your best bike route here GObyBIKEsd.com.

Walking is another carbon-free commute option and a great choice for anyone who lives a mile or less from work. Walking is a low impact way to start your day, with many other benefits including improved physical fitness, improved mental well-being, lower stress levels, money savings, and time for solitude before and after work.

Employee Bikeshare

Take a carbon-free lunchtime ride with one of our four Employee Bikeshare bikes available at City Hall! Bikeshare bikes can be found in the lobby near Human Resources. You can find more information on the Intranet and reserve anytime using your Outlook Calendar. Bikes, safety equipment, repair tools, maps, information, and more are available for employee use.

• Instructions for Bike Locks • Employee Bikeshare Program Overview • Employee Bikeshare Program Waiver

Employee Green Guide - City of Encinitas 8 Facilities for Your Active Commute

City Hall Public Works

City Hall is equipped with two shower rooms located at the south end of the building The Public Works facility has showers available near the south end kitchen. The showers are for use by active employees. There are not bike reserved for active staff in the morning and at racks or bike maintenance tools available for lunch during the hours of 7:00 am – 9:00 am staff use, however there is plenty of space to and 11:00 am - 2:00 pm. store bikes in the Public Works Yard behind a locked gate. If you’re nice, Fleet will fill your bike Bike racks and bike maintenance tools are also tires! available for staff use.

Community & Senior Center San Elijo Joint Powers Authority

The facility has two shower facilities available for active employees. A new administration At the front of the Community & Senior Center facility is expected to be completed in October there are racks to store your bike throughout 2021. This new facility will include new locker the day. The Community & Senior Center does rooms and shower facilities for employees. The not have shower facilities. regional multi-use path is also currently under construction and is expected to be open to the public in Spring 2022.

Employee Green Guide - City of Encinitas 9 8 Tips for an Active Commute

1. Stay Hydrated – Always carry a water bottle when biking, walking, running, or riding transit

2. Happy Feet – Wear comfortable shoes and keep a pair or two of office shoes at work to change into

3. Safety First – Always wear a helmet when riding your bike. Make sure your bike has front and rear lights and wear reflective clothing when riding your bike or walking in the dark.

4. Office Supplies - Depending on how much you sweat, it’s always a good idea to keep a spare set of clothing, towel, baby wipes, or deodorant at your workstation for a quick clean-up.

5. Shower Power - City Hall showers are reserved for active staff in the morning and at lunch during the hours of 7:00 am – 9:00a m and 11:00 am - 2:00 pm.

6. One Way Ride- Consider riding your bike one way and carpooling or taking transit home until you are comfortable and confident with your new commute.

7. Travel Light - Carry a small backpack with only essentials needed like a small make-up pouch or lunch.

8. Plan Your Route - There are several apps and online resources available to assist in planning your route. Try Strava, Under Armor’s Map My Ride, or Google Maps. Plan ahead so that you don’t get lost.

Here are more bike safety tips from SANDAG.

Employee Green Guide - City of Encinitas 10 AT YOUR DESK 3 • Follow the Environmentally Preferable Purchasing and Contracting Policy • Strive for a zero-waste office space • Reduce consumption of materials by sharing with fellow staff, buying used, and buying sustainable products • Implement energy saving practices at your desk and around the office • Avoid unnecessary printing • Know what can and can’t be recycled to avoid contaminating the recycling stream • Know what hazardous materials are and how to properly dispose of them

Employee Green Guide - City of Encinitas 11 Environmentally Preferable Purchasing and Contracting Policy

In 2010, the City’s Environmentally Preferable Purchasing and Contracting Policy (EPPCP) was established as a component of the City of Encinitas Administrative Manual. The purpose of the policy is to set a standard of environmentally preferable procurement (green purchasing) and demonstrate the City’s commitment to environmental, economic, and social stewardship. This policy is applicable to all of the city departments and the San Dieguito Water District.

Many recommendations in this guide align with the provisions laid out by the EPPCP. Where applicable, specific policies of the EPPCP will be cited throughout the Employee Green Guide.

References to the EPPCP are identified with the earth icon.

Office Supplies Reduce and Reuse

Before buying office supplies, first take a look around the office. How many pens do you have lying around? Although you will, in theory, dispose of these items eventually, it’s better to use something that’s already been created, rather than to generate more consumption.

Share Resources

Share equipment with fellow staff whenever possible. Something to consider: is a personal printer necessary?

EPPCP 4.0 Prior to purchasing new supplies, staff shall investigate whether the item may already be available within the organization.

Thrift or Second-Hand

Shop for office supplies at the thrift store for office furniture and decorations. Recommended thrift stores in Encinitas include:

• Rancho Coastal Humane Society Thrift Shop • Community Resource Center Resale Store • Hospice of the North Coast Resale Shop

Trustworthy Vendors

Purchase sustainably produced office supplies from trusted brands and/or those with Eco- certifications (see Section IX. Eco-labels and Certifications).

Employee Green Guide - City of Encinitas 12 • CalRecycle’s Recycled-Content Product Manufacturers (RCPM) • Earth Hero • Ecomedes - Green Building Products Database

EPPCP 2.0 Require purchase of products and services that minimize environmental and health impacts, toxics, pollution, and hazards to worker and community safety and to the larger global community to the greatest extent practical.

EPPCP 4.0 Staff involved in purchasing decisions shall evaluate items, identify opportunities for more environmentally friendly alternatives, and work with vendors to identify environmentally preferable products that meet the requirements of this policy.

Energy

Energy conservation is important for:

• Cost savings • Maintaining a healthy environment (clean air, water, and soil) free of harmful pollution from the burning of fossil fuels • Reducing greenhouse gas emission impacts to the climate • Conserving non- renewable energy resources such as oil and gas

One may think, “City Hall is powered by solar panels and we are now a part of a Community Choice Energy program. Doesn’t that mean we can use as much energy as we want?”

Although the City does generate a portion of its own energy using solar panels, not all our energy is generated by the sun. When the sun is not shining, City Hall is powered by electricity from the grid. SDG&E supplies electricity that is sourced from approximately 43% renewable sources. However, when more energy is consumed than is available from renewable sources, utility companies must resort to burning fossil fuels, a finite resource that when burned have a negative impact on climate and environmental quality. City Hall has 96 kW of roof-mounted solar, which accounts for approximately one third of the facility energy consumption.

Employee Green Guide - City of Encinitas 13 Even when energy comes from renewable sources, it is best to conserve as much as possible, to save money and protect the environment.

For more information, check out the U.S. Department of Energy’s website with tips for saving energy in your home and office.

Community Choice Energy

The City of Encinitas formed a community choice energy program in 2019, called San Diego Community Power, along with the partner cities of San Diego, Chula vista, La Mesa, and Imperial Beach. This new energy agency will take over the responsibility of buying electricity for residential and commercial customers in these jurisdictions and will aim to procure more renewable power than SDG&E is currently providing. The agency will spend 2020 preparing to launch and will begin serving power in 2021.

Energy Saving Practices

Sleep mode

Enable sleep mode and power saver features on computers and other equipment. This will reduce the power consumption when electronicss are not in use.

Beware of “phantom loads”

A significant amount of office power is consumed by machines that are off, but still plugged into a live outlet. Reducing phantom loads can result in energy cost-savings.

Check out the National Renewable Energy Laboratory’s Guide to explore power strip options.

Turn it off!

Whenever possible, turn off computers, monitors, peripherals (e.g. speakers) and other shared electronic equipment (e.g. printers, copiers, coffee makers, etc.) at the end of the day. Whenever possible, turn off the lights as you leave your personal office or workstation, meeting rooms, and bathrooms.

Better yet, program these electronics to automatically turn off at the end of the workday.

Remember - If you plan on telecommuting and remoting into your computer, do not turn it completely off. Switch it into sleep mode when leaving the office so you can still access your computer remotely.

Heating and Cooling

To stay comfortable and save money in summer months, the U.S. Department of Energy recommends setting the thermostat to 78 degrees Fahrenheit. Setting the air conditioner to this level will allow the office to stay cool and reduce the electricity bill.

Avoid using personal space heating and cooling devices.

Employee Green Guide - City of Encinitas 14 Close all blinds and curtains before leaving the office at the end of the day.

When major heat events occurs, there is a much higher demand for electricity to run air conditioning in homes and other buildings. When the City is notified of a heat event by California Independent System Operator (statewide) or SDG&E (local energy provider) facilities staff utilize an HVAC control setting to raise the temperature set for the building by about 3 degrees to decrease energy demand on the grid. The City has the capability to use this setting in the Library, Public Works and Community Center. However, since the Community Center and Library are considered cool zones, those are generally left alone for the welfare of citizens visiting those sites.

Printing

In 2014, over 225,000 tons of recyclable office paper was disposed in California (CalRecycle’s 2014 Solid Waste Characterization Study). Office paper can be easily recycled, diverting it from the landfill and conserving virgin tree resources.

Paper-Saving Practices

• Send electronic copies of meeting agendas and documents

• During meetings, use the conference room projector to display the meeting agenda or review documents

• Avoid unnecessary printing – think about it, does it really need to be printed?

• Set printers to print on both sides of paper

• Only make the exact number of copies needed

• Reuse single-sided printed paper for scratch paper and note-taking

EPPCP 4.1.11 All documents shall be printed and copied on both sides to reduce the use and purchase of paper, whenever practical.

Employee Green Guide - City of Encinitas 15 WASTE 4 • Stop “wish-cycling” • Prevent contamination and lightly clean soiled recyclables before placing them in the bin • Remember, plastic bags cannot be recycled in the blue bin • Know what materials are hazardous and how to properly dispose them • Remember to recycle your food scraps in the kitchen caddies

Employee Green Guide - City of Encinitas 16 (Blue) Recycling

Up until 2018, China was the world’s biggest consumer of scrap material. Since 1992, China imported 45% of the world’s plastic waste. In response to public outcry from its citizens, China has instituted a ban on 24 categories of waste—including, for example, plastic clamshell containers, soda and shampoo bottles, and junk mail (Wall Street Journal 2019). Now, without a large, overseas market to recieve our recyclables, it is important to practice proper recycling, to support the domestic recycling industry.

Recycling Contamination

Recycling contamination occurs when unrecyclable materials are placed in the recycling bin or when materials are not properly cleaned, such as when food residue remains on a plastic yogurt container. Examples of common contaminant materials include greasy pizza boxes and plastic bags.

When in doubt, throw it out – Stop wish-cycling

The practice of tossing questionable items in the recycling bin, hoping they can somehow be recycled – known as “wish-cycling”- is a bad habit that should be eliminated. Although recycling is preferable to disposing to the landfill, if a non-recyclable item ends up in the recycling bin, it contaminates the recycling process and can cause many problems down the line.

Everything you can recycle through EDCO, our waste hauler, can be found in the infographic on the following page. For more information, visit EDCO’s website.

Rinse items before recycling

If a recyclable item soiled with food is placed in the recycle bin, it runs the risk of contaminating other, perfectly recyclable items, which now must be taken to the landfill. Before placing items in the recycling bin, gently rinse and dry the recyclable item. Avoid throwing wet items in the recycling bin.

For a specific questions, you may also contact Ashlee Stratakis at [email protected] or (760) 633 - 2859.

Employee Green Guide - City of Encinitas 17 Find the online version of EDCO’s recycling inforgraphic here.

Plastic Bags

Plastic bags cannot be recycled in the blue bins. The best option is to reuse plastic bags for lining trash cans or pet waste and must be disposed of at facilities where plastic bags are collected for recycling or sent to the landfill.

Additionally, recyclable items should be loose in the container, not in a plastic bag. If recylables are left bagged or plastic bags are placed in the blue recycling bin, they will clog recycling sorting machines, as seen in the image on the right.

Plastic Bag Recycling Near You

Employee Green Guide - City of Encinitas 18 How to Recycle Plastic Bags

Most plastic bags are made from high-density polyethylene (#2 plastic), but the thinner-material bags (such as produce bags) are made from low- density polyethylene (#4 plastic). The recycling collection supply is abundant, mostly through collection bins at grocery stores.

Plastic Bag Recycling Preparation

1. Remove anything inside the bags, such as receipts, stickers, or crumbs. All these items will contaminate your bag load.

2. Keep a bag collection bin in your house, such as one big garbage bag for all bags. Since they compact easily, you should be able to fit 50 to 100 plastic bags in one garbage bag.

3. Make sure any bags you are recycling have a #2 or #4 plastic symbol on them. If not, you can’t be sure what plastic resin the bag is made from, so you’ll want to reuse it instead, before eventually throwing it away.

TerraCycle

There are two sets of temporary Zero Waste Boxes at both City Hall (located in the North copy room and North kitchen) and at Public Works (located in the copy room and break room).

These boxes allow staff to recycle items that don’t belong in the blue recycling bins such as Keurig cups, plastic utensils, and even office furnishings and electronics. Please make sure items cannot be recycled through the regular, blue bin.

Break Room Recycling - Zero Waste Box - See what can be recycled

Office Seperation - Zero Waste Box - See what can be recycled

***Please remember to donate gently used items before disposing of them.

Employee Green Guide - City of Encinitas 19 Organics (Green) Recycling

Food waste, along with other organic waste such as yard trimmings, takes up the largest portion of waste in landfills, making up 30% of the waste stream. When in landfills, food waste decomposes to produce methane, one of the most potent greenhouse gases, along with other odorous and noxious gases. Diverting food waste through food waste prevention and recycling reduces methane emissions and creates a wholesome amendment to improve our community’s soil health.

City Hall Public Works

City Hall participates in EDCO’s organics recycling program. Food scraps are collected At Public Works, vegetable and fruit scraps are in the North and South kitchens. All types of collected in the breakroom and composted food scraps and kitchen organics are accepted by staff on-site. Produce scraps, eggshells, and including meat, bones, dairy, and soiled paper coffee grounds are all accepted, however, meat, products. A staff “Green Team” manages the bones, and dairy should be avoided. program. Please contact Ashlee Stratakis if you are interested in joining the Green Team.

Community & Senior Center San Elijo JPA

Food scraps are not collected for recycling at Food scraps are not collected for recycling at this facility, as of June 2021. this facility, as of June 2021.

Hazardous Waste

Office and household hazardous waste is any product labeled: toxic, poisonous, corrosive, flammable, combustible or irritant. A typical office can contain a vast array of hazardous products such as electronics, office supplies, and products used for cleaning.

Know hazardous materials

Hazardous waste can range from nail polish to electronics. Batteries are a common example of hazardous waste. A comprehensive list of hazardous waste materials can be found here.

Employee Green Guide - City of Encinitas 20 Hazardous Waste Disposal

Hazardous waste cannot be placed in the regular waste disposal bin for the landfill, rather it must be disposed of in specific ways to prevent dangerous chemicals from entering the environment. For more information on hazardous waste, visit EDCO’s Hazardous webpage.

To find out where each of these should be properly disposed email [email protected] or refer to Waste Free SD and I Love a Clean San Diego’s, search engine for hazardous material drop- off locations.

Hazardous Waste Drop-off Locations

Several options are provided for the proper disposal and recycling of office and household hazardous waste. These include door-to-door home collection (by appointment, contact number below) and permanent collection facilities located in the cities of Vista and Poway. The collection facilities are open on Saturdays from 9am to 3pm. Proof of residency (formal ID or utility bill with Encinitas address) is required.

The Household Hazardous Waste Collection City of Poway’s Household Hazardous Waste Facility (HHW) Collection Facility Hours: 9 a.m. to 3 p.m. SATURDAYS ONLY. Hours: 9 a.m. to 3 p.m. SATURDAYS ONLY. 1145 E. Taylor Street 12325 Crosthwaite Circle Vista, CA 92084 Poway, CA 92064 (800) 714-1195 (858) 668-4710

The Solana Center accepts some electronic waste, lightbulbs, and batteries for recycling at their main office at 137 N. El Camino Real in Encinitas. View their website for more information.

Facilities: Hazardous Waste

City Hall Public Works

At City Hall, there are battery recycling drop-off At Public Works, there are battery recycling receptacles available in all copy rooms. drop-off receptacles available in all copy rooms.

Community & Senior Center San Elijo JPA

Mike Henke coordinates the storage and At the Community & Senior Center, there are disposal (or recycling) of hazardous waste on battery recycling drop-off receptacles available the SEJPA site. For this facility, please contact in both lobbies. him at [email protected] with any questions.

For a specific questions, you may also contact Ashlee Stratakis at [email protected] or (760) 633 - 2859.

Employee Green Guide - City of Encinitas 21 IN THE KITCHEN 5 • Use reusable, naturally made kitchen items and cleaning products • Be conscious when eating out at restaurants • Avoid the use of paper towels and purchase sustainably produced paper towels if they are necessary • Dispose of food waste and paper towels in office organics recycling facilities

Employee Green Guide - City of Encinitas 22 Reduce Waste

Reusable Containers

Pack your lunch in reusable containers. Glass and metal are preferable as they will last longer, but there are many great plastic options as well.

Creative option: Reuse glass or plastic containers from peanut butter jars, yogurt containers, etc. so that you don’t have to buy anything new!

Here are a few suggestions of reusable products for packing lunch:

Beeswax Wraps – Work great LunchSkins – Are a great for wrapping sandwiches, replacement for plastic produce, and anything else! sandwhich bags and can double These are sold at Trader Joe’s as a placemat.

Stainless Steel Bento Boxes by Stasher – The best replacement LunchBots – These containers for plastic bags, these are made are durable and have many of high-grade silicone and can compartments be boiled, microwaved, and frozen

Klean Kanteen– For hot stuff such as soups and drinks, yogurt, or Here are more options for choosing reusable anything liquid. Thermos is also a lunch containers. great option

Reusable Utensils

Use the utensil sets available in City kitchen facilities or bring your own! Avoid the use of plastic, single-use utensils. Follow these links to discover some reusable options:

• Lightweight bamboo utensil kits • Durable metal utensil kits that come in fun pouches • Purchase silverware at second-hand stores (see page 12 for second-hand store options)

Kitchen Items

• Opt for reusable kitchen products made from natural materials and free of harmful chemicals, such as

Employee Green Guide - City of Encinitas 23 sponges made of compostable materials and biodegradable dish soap.

• Use a reusable coffee filter or use coffee filters made of recycled paper.

• Chose alternatives to paper towels.

• A fiber bristle brush will last longer than a sponge and can be composted at the end of its life.

• A plant-based scrub sponge can replace the plastic variety.

• Natural dish soap and other cleaning products include Mrs. Meyer’s and Seventh Generation.

Buying in Bulk

Buy communal kitchen items such as coffee creamer and sugar in bulk to cut down on single-use plastics and waste. For example, sugar can be purchased in bulk, placed in a glass jar with a spoon or pour spout and refilled when necessary.

Caffeinate Conscientiously

• Skip the disposable coffee pods such as K-cups or buy reusable pods.

• Use reusable coffee filters (or tea strainers) or a coffee maker than doesn’t require filters.

• Buy fair-trade-certified, shade-grown coffee.

• Turn off the coffeemaker at the end of the day and over the weekend; this can reduce the machine’s energy use by 60 percent.

Diverting Food Waste at Work

Please see Section 4 page 19 Organics (Green) Recycling for more information.

For events that produce larger volumes of food waste, see page 31 for Event Waste (Section VII Meetings and Events).

Since it started in 2018, the City Hall composting program has diverted almost 2,400 pounds of food and paper towel waste (as of February 2020).

Employee Green Guide - City of Encinitas 24 Eating Out

Tips for Eating Out to Reduce your Environmental Footprint:

1. Reduce vehicle emissions and choose to walk, take public transit, or utilize the employee bike-share program to get to lunch.

2. Eat at the restaurant. Avoid takeout containers which generate a significant amount of waste. Bring your own to-go ware or select smaller portions sizes to avoid having leftovers.

3. Try to eat in places where they don’t use disposable cutlery and dishes to serve you.

4. If all you want is a coffee or another hot drink to go, bring a reusable travel mug or a thermos.

5. Eat in places that encourage small local farmers and sustainable food practices, such as organic food.

6. Only buy what you will eat and if you have leftovers, take it home (preferably in your own container).

7. Limit your use of paper napkins.

8. Drink tap or filtered water, not bottled, to save plastic.

9. Support small, local restaurants instead of big chains.

10. Just say no to plastic straws! Plastic straws are prohibited by Encinitas Municipal Code.

Employee Green Guide - City of Encinitas 25 RESTROOMS 6 • Reduce paper towel use • Conserve water when possible • Turn off manual lights

Employee Green Guide - City of Encinitas 26 Paper Towels

The use of paper towels in the City generates a significant amount of waste. High-powered hand- dryers almost entirely replace the need for paper towels and are available in almost all City facility restrooms.

The Problem with Paper Towels

Wasted Trees

Each year, vast swaths of forest are logged to produce the wood pulp that gets turned into toilet paper, paper towels and facial tissue. The final product is often chemically bleached to whiten and soften the material. This logging destroys and degrades wildlife habitat and reduces the planet’s resiliency to climate change (Natural Resource Defense Council 2019).

Costly Habit

Paper towels can cost up to $2,400 for a single restroom each year. According to a study conducted by the College of Engineering at the University of Nebraska, installing and using hand dryers reduces costs and improves efficiency by using fewer paper towels (reducing purchasing costs), eliminates waste management and disposal labor costs, and reduces the janitorial maintenance required. The study found that the hand dryer installation would have a cost-savings payback period of approximately 8 months.

Toxic Chemicals

Chemicals such as methanol, chlorine dioxide, formaldehyde, and toluene are used to process wood pulp into paper products.

Bleach and dioxins

Sodium hypochlorite (bleach) is used to whiten paper products like paper towels, which means bleach is flushed into our waterways where it can combine with organic compounds in the environment to form dioxins which are carcinogenic and can cause hormone disruption and immune system toxicity, as well as contribute to a whole host of other health problems including birth defects, increased risk of diabetes, and endometriosis. Dioxins also harm animals and aquatic life, poison air, and contaminate water supplies that we drink. Whitening alternatives using ozone or hydrogen peroxide exist and are much safer.

Employee Green Guide - City of Encinitas 27 EPPCP 4.2.7 The City shall reduce or eliminate its use of products that contribute to the formation of dioxins and furans. This includes but is not limited to: purchasing paper, paper products and janitorial paper products that are unbleached or that are processed without chlorine or chlorine derivatives, whenever possible.

Water Conservation

Living in South California, we are all aware of how valuable of a resource water is. As the climate becomes more unpredictable and drought is now the new normal, it is more important than ever to conserve water. Additionally, water and energy are closely linked. A clean reliable water source consumes energy. The clean water that flows out of a faucet needs energy in many stages of processing and transport before it gets to the tap. Water conservation leads to energy conservation, which saves the City money and increses efficiency. Also by conserving water and energy, we make the City of Encinitas as a whole more resilient and generate fewer greenhouse gas emissions, which is better for the community and the environment.

Water Conservation Tips in the Office

• When possible, be mindful of your water use in the restroom, especially the length of your showers, if used.

• Some City facilities have automatic and/or low-flow faucets which help conserve water.

• Whenever appliance upgrades are necessary at City facilities, choose water and energy efficient options.

• If available at your City facility, use counter-top caddies to compost your food scraps instead of using the garbage disposal, which requires water to run.

• Notify facilities and/or maintenance staff immediately if you find a leak. Even the smallest leaks add up over time. Regularly checking for and repairing leaky faucets and pipes can save many gallons of water each day.

There are many more opportunties for water conservation at home. For more water conservation tips and resources visit www.SaveOurWater.com

Employee Green Guide - City of Encinitas 28 Restrooms at City Facilities

City Hall Public Works High-powered hand dryers are available in almost all City Hall restrooms to replace the need for paper towels. If you shake the water from your hands before using the dryer, it is an Shake hands free of water after washing to even faster and more efficient process. Using reduce the amount of paper towels needed. hand dryers conserves paper towels. Conserve energy by remembering to turn off When using the restroom changing rooms, manual lights. remember to turn off the light when you are finished. Unlike the other restroom lights, these When using the showers, be mindful of how are not automatic. much water you are using and try to take shorter showers. When using the showers, be mindful of how much water you are using and try to take shorter showers. Community & Senior Center San Elijo JPA

Limit the use of paper towels by using high- Limit the use of paper towels by using high- powered hand dryers instad. powered hand dryers instad.

Conserve energy by remembering to turn off Conserve energy by remembering to turn off manual lights. manual lights.

Shower facilities are not available at the When using the showers, be mindful of how Community & Senior Center. much water you are using and try to take shorter showers.

Employee Green Guide - City of Encinitas 29 MEETINGS AND EVENTS 7 A green event is organized with the aim of minimizing waste and promoting sustainable actions. Green events are effective when they reduce energy use and greenhouse gas emissions, minimize waste, and effectively communicate how the event is reducing its environmental impacts. Here are a few tips to make your next event a little greener:

• Provide handouts and information electronically whenever possible • Establish sustainability guidelines before planning an event • Select fresh and local food options that minimize waste and provide options for vegetarian and vegan diets • Choose reusable over single-use servingware and utensils • Establish event waste stations with clear signage for compost, recycling, and landfill

Employee Green Guide - City of Encinitas 30 Meetings

Avoid Unnecessary Printing

• Only give printed hand-outs when they are necessary. • Present the material on the large projector screens in every conference room. • Share information with attendees electronically and request that they bring laptops or tablets to the meeting to access material.

Avoid Take-out Coffee

Avoid take-out coffee as this will produce a lot of waste. Instead, brew a large pot of coffee using the pots available in the kitchen and ask meeting attendees to bring their own coffee mug or supply reusable mugs.

Refreshments

City Oridnance 2020-2 prohibits the distribution of plastic bottled beverages at City facilities and special events (effective September 1, 2020). Instead, you can fill up jugs with tap or filtered water and add fruit, cucumber, or some other flavoring. This looks tasteful, is inexpensive, and produces little-to-no waste. Provide fresh, healthy snacks that do not require packaging. Options include preparing whole or cut fruit, vegetables and hummus, or nuts.

Events

Planning an event has many different variables one must consider. However, no matter the circumstances and variables an event planner must manage, there are always steps that can be taken to reduce the environmental footprint of an event.

Create Sustainability Guidelines for Your Event

Outline sustainability goals to reduce waste and conserve resources. Here are a few things to consider when creating these guidelines for your event (Courtesy of Good Start Packaging):

1. Analyze the supply chain – Part of sustainability is critically looking at suppliers and determining if their sustainable and ethical practices reflect similar values of the organization planning the event. 2. Event Food – Will the event require catering or organize food in-house? In either case, fresh, local products and offering vegan and vegetarian options is ideal. 3. Dishware – Will the event utilize reusable or compostable servingware? 4. Establish an event recycling / waste management plan – Receptacles should be set-up for each food waste, recycling, and landfill. 5. Go digital – Whenever possible, distribute information electronically and utilize projectors and other technology to avoid using paper. Employee Green Guide - City of Encinitas 31 Catering and Food

When deciding upon a menu or selecting a caterer for an event, there are many opportunities to reduce the environmental footprint of the event.

• Include vegetarian/vegan options and plant-based protein (beans, tofu, etc.).

• For snacks, serve healthy options with minimal packaging such as whole or cut fruit, vegetables and hummus, or unsalted nuts and avoid packaged food.

• Try to order food for less people than are anticipated to attend, there is always leftover food.

• Pick a catering company that understands the effort being made to reduce the environmental footprint of the event.

• Serve condiments in bulk rather than single-serving size packages whenever possible.

• Source local and in-season food and produce.

• Require that the caterer use reusable servingware whenever possible or disposables as the last resort according to the guidelines provided on the following page (see page 33, “Utensils and Servingware”).

EPPCP 2.10 Integrate environmental factors into the City’s purchasing decisions, when practicable, where external authorities have not established criteria. Examples include but are not limited to:

• Evaluating, as appropriate, the environmental performance of vendors in providing products and services

• Requiring all contractors and grantees who procure materials or products to perform contractual services for the City, produce or provide a work product to the City or on the City’s behalf, or who conduct work funded by a grant from the city to conform to this Policy

• Incorporating locally grown, organic food into City facilities and functions

Beverages

• Pitchers of tap or filtered water with fruit, mint, cucumber, lemon etc. are tasteful, inexpensive, and generate little waste

• Buy in bulk and provide reusable cups or ask event attendees to bring their own

• Juices and sparkling water can be purchased in glass, which is the preferable option to plastic

• Provide fair trade coffee and tea products

Employee Green Guide - City of Encinitas 32 Utensils and Servingware

For an event with food, the following list encompasses items one may need. It is important to plan for and consciously decide what types of products will be used:

• Plates • Napkins • Utensils • Cups (for hot and cold beverages) • Teaspoons • Condiment dispensers • Large serving trays • Serving utensils

Reusable or single use? Compostable or plastic? Which option is best? This section will help you select the most sustainable option.

EPPCP 2.10 Integrate environmental factors into the City’s purchasing decisions, when practicable, where external authorities have not established criteria. Examples include but are not limited to replacing disposables with re-usable, recyclable, or compostable goods.

Best Option – Reusable

The most environmentally preferable option is for the office to have a set of reusable serving ware and utensils for events. This will require an initial investment, but is a cost that won’t be needed again. Durable and inexpensive serving ware and utensils can be purchased at big box stores. For a bonus, purchase at a thrift store for a cheaper, eclectic, and more environmentally friendly option.

Using a reusable set will require a bit more work but the environmental payoff and long-term cost savings is worth the effort. Consider obtaining large plastic tubs or a cart to store and transport dishes before and after the event for washing. Event planners could request volunteers to assist with dish washing after the event in the office kitchen or to take home to their dishwashers. Event organizers can also encourage attendees to bring their own dishware and utensils and be held responsible for cleaning as well.

It is also a nice touch to have a reusable tablecloth that can be washed and reused for events.

Employee Green Guide - City of Encinitas 33 Good Option – Compostable

Due to convenience, sometimes single-use dishware and utensils are the most sensible option. Look for products made of plant fibers such as wood, bamboo, or paper plates without plastic coating. See wooden cutlery and palm leaf plates by eco-gecko as a good option. These materials should be disposed of by placing with food waste in the Solana Center buckets, as long as they are made only from natural plant materials.

Although they may decline, you can request the catering company to provide natural fiber compostable products. If they are unwilling, consider selecting another caterer or using some of your event budget for compostable servingware.

Beware!

This is important! There are many products on the market (which often have the appearance of plastic) that claim to be “compostable” or “biodegradable”. These products are only compostable at industrial facilities with special processes to break down these unique materials. We do not currently have such a facility in San Diego County.

Least Environmentally Preferable Option - Plastic

Single-use plastic dishware is the least-preferred option for a sustainable event and should be avoided whenever possible. Furthermore, Encinitas Municipal Code prohibits the distribution and sale of certain plastic products:

City Ordinance 2020-02 prohibits the distribution of plastic bottled beverages at City facilities and special events (effective September 1, 2020).

City Ordinance 2020-05 amended existing Chapter 11.27 of the City’s Municipal Code, broadening the current Expanded Polystyrene (EPS) ordinance to prohibit the following (in summary):

• The sale of Expanded Polystyrene (EPS) Food Service Ware. • The sale of Plastic Straws and Plastic Utensils. • The distribution of egg cartons or food trays made from EPS. • The distribution of ice chests, or similar containers, made from EPS. • The use of EPS packaging materials.

If an event planner must use this material, make sure all plates and cups are cleaned of food and debris before being placed in the recycling bin. Plastic utensils and plastic table cloths cannot be recycled.

Read more on the City’s “3 Steps to a Plastic-Free Encinitas” here.

Employee Green Guide - City of Encinitas 34 Waste

Make sure meeting rooms and event spaces have “waste stations” with clearly marked recycling, compost, and landfill bins and clear signage indicating what waste should go into each bin. The City has pre-made signage that can be used for events. It is ideal to use signage with images of the servingware being provided at your event. Another best practice is to ensure waste stations have a one to one bin ratio (one recycling, one food scrap, and one landfil bin) and an event staff person dedicated to monitoring waste disposal throughout the event to ensure proper disposal and avoid contamination.

To get the signage for your event, you may contact Crystal Najera at [email protected] or (760) 943 - 2285.

Additional Resources

There are many sustainable event planning resources available. Here are a few examples:

• Solana Center - Zero Waste Events

The Solana Center works with your organization to educate, reduce, and recycle waste at large public events while preserving the environmental integrity of the event locale. Their team offers a variety of services to assist event coordinators in creating a zero waste event. They can also help tell the story of how you minimized your environmental footprint.

Contact the Solana Center for more information at [email protected] or (760) 436- 7986 ex.714.

• Zero Waste Event Services - The Living Coast Discovery Center • University of San Diego: 2019 Zero Waste Event Guide

Employee Green Guide - City of Encinitas 35 OTHER OFFICE POLICIES 8 • Utilizing the zero and low emission city fleet • Incorporating movement into your workday • Reusing decorations for birthdays and holidays • Avoiding give-a-ways • Offering the option for telecommuting

Employee Green Guide - City of Encinitas 36 Fleet

The City’s Climate Action Plan set a goal of transitioning the City’s municipal fleet to “zero emission” or alternative fuels by 2030. Examples of zero emission vehicles (ZEVs) include battery electric vehicles and fuel cell vehicles. Other low-emission vehicles like hybrids, plug-in hybrids, and compressed natural gas vehicles also contribute to reduced greenhouse gas emissions.

In February 2018, the City drafted a ZEV Fleet Conversion Plan to achieve the CAP goal. To achieve these targets, fleet purchases beginning in the 2017-2018 fiscal year will include all-electric, plug-in electric or hybrid technology whenever possible. Additionally, fleet staff converted all heavy-duty vehicles to renewable diesel.

Whenever possible, it is always best to consider alternatives to driving, such as utilizing video conferencing and phone calls.

City Hall & Public Works There are four EV city-wide pool vehicles, with identifyng “Green Car” decals. SDWD also uses an EV for daily duties. There are 10 electric vehicle chargers at the Public Works Yard to power these vehicles. Check out a pooled hybrid vehicle when you need transportation during the workday.

For heavy-duty vehicles, renewable diesel is available at Fire Station 3, Fire Station 4, and at the Public Works Yard. Community & Senior Center San Elijo JPA

The Community & Senior Center has two fleet options: one Ford Senior Passenger Van (seats The facility has two utility rechargeable battery 8) and one Ford Escape. When possible, use the powered carts. Bikes are also available to smaller vehicle and carpool with fellow staff to employees to get around the 20-acre facility. reduce gas consumption and transportation- related emissions.

Employee Green Guide - City of Encinitas 37 Movement

Sustainability in the workplace encompasses much more than environmental efficiency. Many of the reccomendations in this guide aim to cut pollution, reduce waste, reduce the use of harmful chemicals, and promote a cleaner, healthier environment for us all to work and live. Employee health and wellbeing is an essential component of a sustainable workplace. By incorporating movement and fresh air into your day, it can make you healthier, happier, and more productive, making the City of Encinitas a better place to work for everyone.

Try to get a standing desk installed and periodically break up sitting time with standing, walking, or light stretching – get outside.

Another way to get outside is to have walking meetings with coworkers. The Coastal Rail Trail and Viewpoint Park are nearby outdoor recreational facilities that can be utilized.

Want to go for quick bike ride at lunch? The City offers an employee bike share program with four bikes available for daily use, located at the Parks and Rec Counter. See the Intranet for more information.

Get a group of coworkers together at lunch to play volleyball, surf, or go on a beach walk at Moonlight Beach.

Yoga is offered weekly at City Hall to improve the well-being of employees. See the Intranet for the schedule.

Employee Green Guide - City of Encinitas 38 Birthdays and Holidays

For birthdays and holidays, instead of decorating with single-use, disposable materials such as balloons and streamers, have a set of reusable string lights, cloth banners, and other decorations. Another sustainable option is to utilize natural decorations such as flowers, vines, and leaves that can be composted in food waste caddies after use.

Also - don’t forget - when celebrating with cake, offer reusable servingware or select more sustainable choices whenever possible (see page 33 for Utensils and Serveringware).

Give-a-Ways

Experiences are often appreciated more than things. Is it necessary to hand out goodies? Or can the budget be used to provide an alternative to show staff appreciation?

If it is necessary, choose items that are useful and promote health, wellness, or sustainability such as reusable produce bags or reusable lunch containers.

For large orders of give-a-ways for City events, ask companies to limit packing materials or use recyclable, non-plastic packing material. Another good option is to order from local or green businesses.

Telecommute

Employees can be just as — if not more — productive when working from home. When telecommuting, the environmental effects of commuting by vehicle are reduced, employees save money (and time), and even air quality and road maintenance takes less of a hit.

The City’s impact on climate change is attributable to multiple sources, however, vehicle emissions make up the majority of the greenhouse gas emissions generated by city activities. Telecommuting significantly reduces greenhouse gas emissions and contributes to meeting the City’s Climate Action Plan goals.

Employee Green Guide - City of Encinitas 39 ECO-LABELS AND CERTIFICATIONS 9 Eco-labels and certifications guarantee that products and services live up to their environmental claims. You may use this guide as a helpful reference when purchasing items or services.

Employee Green Guide - City of Encinitas 40 Logo Name About Products

General

Certified B Corporations are business that balance purpose and profit. They are legally Certified B Corporation required to consider All the impact of their decisions on their workers, customers, suppliers, community, and the environment.

Green Seal is a non- profit environmental standard development and certification organization. It certifies Various products, Green Seal products, services, services, restaurants, restaurants, and hotels. and hotels Certification is based on criteria including performance, health, and sustainability.

The FSC is a group of businesses, environmentalists and community leaders that aims to protect the world’s forests Forest Stewardship by overseeing and Paper Council (FSC) improving timber production. Paper and wood products certified by the FSC were created with sustainable and ethical practices.

Employee Green Guide - City of Encinitas 41 Logo Name About Products The Sustainable Forestry Initiative (SFI) works with the forest sector, conservation groups, local communities, Wood building and various other and paper, print & Sustainable Forestry stakeholders to packaging products. Initiative (SFI) establish sustainable See their product product labels that database here can be trusted. SFI standards on product labels help consumers make responsible purchasing decisions. PEFC promotes environmentally, socially beneficial, and economically Programme for the viable management Paper and wood Endorsement of Forest of forests for present products Certification and future generations through independent third-party forest certification.

BUILDINGS

LEED certification provides independent verification of a building or neighborhood’s green features, allowing for the Building Certified Building design, construction, operations and maintenance of resource-efficient, high-performing, healthy, cost-effective buildings.

Employee Green Guide - City of Encinitas 42 APPLIANCES AND ELECTRONICS

LOGO NAME ABOUT PRODUCTS

EPEAT is a label that can help purchasers evaluate, compare and select desktop computers, notebooks EPEAT and monitors in Electronics relation to 51 environmental criteria, covering the product’s whole-life impact.

ENERGY STAR is a U.S. Environmental Protection Agency voluntary program that helps businesses Energy Star Appliances and individuals save money and protect our climate through superior energy efficiency.

CLEANING AND HOUSEHOLD PRODUCTS

Products with the Safer Choice label help consumers and commercial buyers SaferChoice identify products Cleaning products with safer chemical ingredients, without sacrificing quality or performance. WaterSense is a U.S. Environmental Protection Agency (EPA) program WaterSense designed to encourage Cleaning products water efficiency in the United States by a special label on consumer products.

Employee Green Guide - City of Encinitas 43 LOGO NAME ABOUT PRODUCTS

The USDA Certified Biobased Product label is designed to provide useful information to consumers about the USDA Certified content of the product. Cleaning products Biobased Product The label assures a consumer that the product contains a USDA-verified amount of renewable biological ingredients. SCS conducts third- party certification of products and Flooring, furniture, develops standards SCS Global Services building, electronics, in environmental, etc. sustainability, and food safety and quality performance claims.

FOOD PRODUCTS

Rainforest Alliance Certified farms are those that have met Food and beverage, the comprehensive Rainforest Alliance health and beauty, environmental, social, Certified home and kitchen, and and economic criteria others associated with their Sustainable Agriculture Standard.

USDA Organic certification is a certification process for USDA Organic Food products producers of organic food and other organic agricultural products.

Fair Trade is a designation developed to help consumers support products that Fair Trade Certified come from farms that Food and other have been certified to provide fair wages and safe working conditions

Employee Green Guide - City of Encinitas 44 RESOURCES 10 CalRecycle Environmental Protection Agency Environmental Working Group Forbes Good Start Packaging The Green Office Natural Resource Defense Council Pacific Gas & Electric San Diego Gas & Electric Solana Center for Environmental Innovation UBC Sustainability US Department of Energy Wall Street Journal WaterSense

Employee Green Guide - City of Encinitas 45 APPENDIX

The Appendix offers detailed guidance geared towards specific staff and departments who are frequently involved in purchasing. • Finance Department: Purchasing Office Supplies • Information Technology (IT) Department: Best Printing and Energy Saving Practices • Facilities Department: Restrooms

Also provided are City policies and documents: • Environmentally Preferable Purhchasing and Contracting Policy • Public Transporatation Reimbursment Policy • Public Transportation Reimbursement Form • Employee Bike Share Program Overview • Employee Bike Share Program Waiver

Employee Green Guide - City of Encinitas 46 Purchasing Office Supplies for the Finance Department

• Follow the Environmentally Preferable Purchasing and Contracting Policy • Purchase sustainable office supplies • Purchase sustainably produced bleach-free paper with high recycled content • Purchase remanufactured ink and toner cartridges

Environmentally Preferable Purchasing and Contracting Policy

In 2010, the City adopted the Environmentally Preferable Purchasing and Contracting Policy (EPPCP) as a component of the City of Encinitas Administrative Manual. The purpose of the policy is to set a standard of environmentally preferable procurement (green purchasing) and demonstrate the City’s commitment to environmental, economic, and social stewardship. This policy applies to all City departments and the San Dieguito Water District.

Many recommendations in this guide align with the provisions laid out by the EPPCP. Where applicable, specific policies of the EPPCP are cited throughout the Employee Green Guide.

References to the EPPCP are identified with the icon. See the Appendix for the full text of the document.

Office Supplies

Trustworthy vendors

Purchase sustainably produced office supplies from trusted brands and/or those with Eco- certifications (see Section IX. Eco-labels and Certifications).

• CalRecycle’s Recycled-Content Product Manufacturers (RCPM) • Earth Hero • Ecomedes - Green Building Products Database

Buy recycled paper

Buy recycled paper that is made with the highest percentage of recycled materials possible (as close to 100%). Manufacturers are required to disclose the percent content of recycled material of their product. Currently, we purchase paper with 30% post-consumer recycled content, but it is best to strive for a higher percentage of recycled content.

Recycled paper is made from post-consumer waste rather than wood pulp from freshly cut trees. Widespread recycling of paper products reduces deforestation, by creating more recycled paper that doesn’t require harvesting virgin trees. Reducing deforestation reduces habitat loss for wildlife, keeps more oxygen in the atmosphere, and helps reduce climate impacts.

State Regulation

SB 1383 establishes targets to achieve a 50 percent reduction in the level of the statewide disposal of organic waste from the 2014 level by 2020 and a 75 percent reduction by 2025. The law also requires that municipal operations use 30% post-consumer recycled paper.

Buying recycled also:

• Closes the recycling loop and conserves resources • Reduces raw material extraction and preserves wildlife habitat • Reduces pollution and greenhouse gas emissions • Helps create market demand and competition

Source: CalRecycle

EPPCP 2.2 Purchase products which contain, whenever practicable, the highest percentage of postconsumer recovered materials, the highest percentage of total recovered material available in the marketplace and reduce waste in the manufacture and use of products and packaging purchased by the City.

EPPCP 4.3.6 A 10% price preference may be given to recycled content products based on the lowest bid or price quoted by the suppliers offering the competing non-recycled content products.

EPPCP 4.3.7 Paper purchases shall be made consistent with the City’s resolution stating the City’s preference for recycled content and recyclable paper.

Employee Green Guide - City of Encinitas 48 Paper Packaging

Continue buying paper that is packaged in paper or cardboard. These materials can be more easily recycled, whereas plastic wrapping cannot.

EPPCP 4.1.6 The City shall require vendors to minimize packaging to the greatest extent practicable.

EPPCP 4.1.7 Packaging that is reusable, recyclable or compostable shall be selected when suitable uses and programs exist. The City shall not purchase any polystyrene foam food packaging and 50% by volume of the food packaging purchased by the City shall be recyclable or degradable in accordance with Resolution 91-90.

Buy chlorine-free paper

Chlorine-free paper is an environmentally preferable alternative to paper bleached with chlorine. Chlorine and its derivatives (such as chlorine dioxide)—the most common bleaching agents used by the pulp and paper industry—are quite harmful to the environment, particularly the aquatic environment.

EPPCP 2.5 Purchase products and institute practices that conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine-free manufacturing processes, and use recycled wood or wood from sustainably harvested forests.

EPPCP 4.2.7 The City shall reduce or eliminate its use of products that contribute to the formation of dioxins and furans. This includes but is not limited t purchasing paper, paper products, and janitorial paper products that are unbleached or that are processed without chlorine or chlorine derivatives, whenever possible.

Buy FSC, SFI, or PEFC certified paper products

The following table provides organizations that certify paper products for sustainable practices. If you see these symbols, you can trust the product is environmentally friendly.

Employee Green Guide - City of Encinitas 49 EPPCP 2.5 Purchase products and institute practices that conserve energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine-free manufacturing processes, and use recycled wood or wood from sustainably harvested forests.

EPPCP 4.7.1 To the greatest extent practicable, the City shall not procure wood products such as lumber and paper that originate from forests harvested in an environmentally unsustainable manner. When possible, the City shall give preference to wood and wood products that are certified to be sustainably harvested by a comprehensive, performance-based certification system. The certification system shall include independent third-party audits, with standards equivalent to, or stricter than, those of the Forest Stewardship Council certification.

Paper Purchasing Resources

• Office Depot - Conduct a refined search on Office Depot paper products that meet the requirements reccommended in the guide (100% recyceled content, chlorine-free, paper packaging) • Ecomedes - Green Building Products Database - Paper Office Products

Guide to Sustainable Office Supplies

Item Green Option Greenest Option Examples Pencils made from Metal lead holder or Recycled Paper Pencils recycled wood without mechanical pencil; Metal Lead Holder Pencils metal or erasers on the work electronically end (so they can be composted) Eraser Natural rubber eraser Work electronically Natural Rubber Eraser Pens made of recycled Use e-signatures when Recycled plastic pens plastic or refillable possible Refillable Pens pens, which are often Pens nicer quality and cost- effective in the long run Notepads made of Make scratch notepads Norcom, Inc. – recycled materials using leftover paper Recycled notepads held together with Notepads binder rings or a metal paper clip or take electronic notes

Employee Green Guide - City of Encinitas 50 Item Green Options Greenest Option Examples Borrow extra binders Store documents Recyclable Three-Ring from fellow staff and electronically when Binders reuse binders for as possible Binders long as possible

Paperclips & Binder Buy products made of Strive to have a Paperclips clips recycled materials paperless office space Use a paper clinch Share a stapler or Stapler Replacement: that does not require paper clinch; strive to Paper Clinch Stapler staples have a paperless office space Make your office green Plants absorb airborne Find office plants at a with plants! Plants pollutants and emit local garden store recycle the air. There healthy negative ions are maintained office and oxygen into the plants in shared areas air. Having green Office plants of the office. plants in the office also reduces that "sterile" look, making it more comfortable for everybody. Use sticky notes made Avoid the use of paper Sticky Notes made Sticky Notes from recycled paper and work electronically from recycled materials Use highlighters made Buy refillable Refillable highlighter from recycled plastic highlighter pencils; pencils Highlighter avoid the use of paper and work electronically See page 48 for paper Paper purchasing guidance

Employee Green Guide - City of Encinitas 51 Here is moreBest information Printing on Practices remanufactured for the ink Informationand toner cartridges. Technology (IT) Department

• Purchase remanufactured ink and toner cartridges • Set printers to default to double-sided printing

Double-Sided Printing

All City printers are default to print double-sided, which cuts our paper consumption in half, without any major changes for staff. If you have a personal printer in your workspace, ensure that it is default to print double-sided.

Remanufactured Ink and Toner Cartridges

Remanufactured ink and toner cartridges are original name brand cartridges that have been professionally cleaned, refilled with similar quality materials, and then tested to make sure you get the same print quality as the original cartridge. Not only do remanufactured cartridges cost about 15 percent less than new ones, but each reused cartridge saves about 2.5 pounds of metal and plastic and about half a gallon of oil, all of which is wasted in the manufacturing process.

Here is more information on remanufactured ink and toner cartridges.

Energy Saving Practices for the Information Technology (IT) Department

• Enable sleep mode and other power saving features on computers • Explore the option of purchasing power strips to reduce “phantom load” energy consumption

Energy Saving Practices

Sleep mode

Enable sleep mode and power saver features on computers and other equipment. This will reduce the power consumption when items are not in use. By setting these default features for staff during computer set-up, the energy savings will occur automatically.

Beware of “phantom loads”

Most of the office power is consumed by machines that are off, but still plugged into a live outlet. Reducing phantom loads would result in energy cost-savings.

Statistics could not be found specifically for offices, however, according to the Lawrence Berkeley National Laboratory, a U.S. Department of Energy National Laboratory, stand-by power typically accounts for 5-10% of residential electricity use in most developed countries. Standby power in

Employee Green Guide - City of Encinitas 52 commercial buildings is smaller but still significant. Altogether, standby power use is roughly responsible for 1% of global CO2 emissions.

Reduce phantom loads by unplugging electronics that are not in use or by using power strips and turning them off at the end of the day. When purchasing a new power strip, consider purchasing one with energy saving capabilities. Known as “smart” power strips, these look similar to a traditional powerstrip, however, the circuitry is designed to monitor and control power to each electrical outlet in the strip, improving energy efficiency and preventing electronics from wasting power.

Here are a couple of examples:

• Kasa Smart WiFi Power Strip by TP-Link

• Smart Plug, Power Strip, AHRISE WiFi Surge Protector

• See the National Renewable Energy Laboratory’s Guide for more examples of energy saving power strips.

Work with the City’s Information and Technology Department to select the ideal power strip for your electric power equipment.

Employee Green Guide - City of Encinitas 53 Restrooms for the Facilities Division of Public Works

• Chose sustainably produced paper towels and other paper products • When possible, use cleaning and sanitization products made of natural ingredients, free of harmful chemicals

Choosing Sustainable Paper Towels

If eliminating disposable paper towels is not an option, purchase eco-friendly options that have the following characteristics:

• FSC-Certified (or other sustainable paper certifications), if possible

• Processed chlorine-free (PCF)

• At least 80% post-consumer recycled content

Natural Resource Defense Council - Paper Towel Report Card

Suggested Brands

• Seventh Generation • Natural Value Toliet Paper

Bathroom paper products should be purchased from trusted sustainable brands.

As provided by the Natural Resource Defense Council, here are the scores for major toilet paper products.

Natural Resource Defense Council - Toliet Paper Report Card

Toilet paper can also be made out of plant fibers such as sugarcane and bamboo. Plant fibers such as bamboo are more sustainable than wood pulp becuase in the proper climate, they grow quickly without fertilizer or irrigation. Try these suggested brands:

• Who Gives a Crap? • Noo Trees (availble on Amazon) • Caboo

Employee Green Guide - City of Encinitas 54 Natural Cleaning Products

There are many effective cleaning products that are free of harmful chemicals and can be used to clean and sanitize bathrooms and other areas in the office. Avoiding harmful chemicals is better for the health of staff and the environment.

Top Green Cleaning Bathroom Products – Environmental Working Group

Reccomended Brands

• All-Purpose Cleaner - AspenClean

• Disinfectant - Clorox Biostain and Odor Remover

• Window and Glass Cleaner - Attitude

• Mold and Mildew Remover - CLR

• All-Purpose Bathroom Cleaner - Greenshield

• Toilet Cleaner - ECOS

• Carpet Cleaner - biokleen

Sanitization

With advancements in technology, sanitization is possible without harmful chemicals.

The Lotus Pro, which uses Stabilized Aqueous Ozone (SAO), eliminates germs, odors, stains, molds, mildew and other contaminants on any item or surface before changing safely back to water and oxygen. Check out Tersano’s website for a complete list of their products.

The Protexus, a product by Evaclean, produces an electrostatic spray, killing all kinds of staphylococcus and other types of viruses. The electrostatis spray technology reaches up to 3X more surfaces in the same amount of time it would take with today’s buckets, rags, wipes or other infection control tools.

Both products are currently being used in Encinitas Union School District Schools.

Employee Green Guide - City of Encinitas 55 Appliances

Water consumption for sanitary purposes (i.e. toilets, urinals, faucets) accounts for nearly 40% of water consumption in commercial and institutional buildings. Over the past 20 years, there has been an increased focus on developing more efficient and better performing sanitary fixtures and equipment. For example, high efficiency toilets, faucets, showerheads, and urinals are at least 20 percent more efficient than standard products on the market (EPA 2012).

When appliance updates are necessary, water and energy-efficient appliances should be installed in restroom facilities.

Ecomedes – Green Building Products Database – Plumbing and Restroom Appliances

EPPCP 4.4.1 New and replacement equipment for lighting, heating, ventilation, refrigeration and air conditioning systems, water consuming fixtures and process equipment and all such components shall meet or exceed Federal Energy Management Program (FEMP) recommended levels, whenever practicable.

For more information on reducing water consumption in office buildings, read WaterSense at Work (EPA 2012).

End of Employee Green Guide

Employee Green Guide - City of Encinitas 56 CITY OF ENCINITAS ADMINISTRA TIVE MANUAL

Policy Title: Environmentallv Preferable Purchasing and Contracting

Responsible Department: City Manager Section: General Approved ~~ Maner Number: PC02 Signature: ~ Originally Approved: March 1, 2010 Last Amended:

1.0 SCOPE AND GOALS

The purpose of this policy is to set a standard of environmentally preferable procurement (green purchasing) and demonstrate the City of Encinitas' commitment to environmental, economic, and social stewardship. By further incorporating environmental considerations into public purchasing, the City will positively impact human health and the environment, remove unnecessary hazards from its operations, reduce inefficiencies and liabilities, and improve the environmental quality of the region. This policy will guide the City's efforts in procuring environmentally preferable products and services.

This Policy is adopted in order to meet the goals of a Precautionary Principle that include, but are not limited to:

· minimizing health risks to City staff and residents; · minimizing the City's contribution to global climate change; · improving air quality; · protecting the quality of ground and surface waters; and · minimizing the City's consumption of resources.

By adopting this policy, the City seeks to create a model for successfully purchasing products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose. In doing so, it is the City's goal to encourage other buyers and consumers in our community to adopt similar goals.

This policy shall govern operations of all City departments and the San Dieguito Water District. All references to "City" include said departments and District.

2.0 STATEMENT OF POLICY

It is the policy of the City of Encinitas and the San Dieguito Water District to:

2.1 Require purchase of products and services that minimize environmental and health impacts, toxics, pollution, and hazards to worker and community safety PC02and to the larger global community1 to the greatest extent practicable. 2.2 Purchase products which contain, whenever practicable, the highest percentage of post-consumer recovered material, the highest percentage of total recovered material available in the marketplace, and reduce waste in the manufacture and use of products and packaging purchased by the City.

2.3 Purchase products that are free of mercury and lead and eliminate the use of other persistent bioaccumulative toxic chemicals where possible.

2.4 Institute practices that reduce waste by increasing product efficiency and effectiveness, use products that are durable and long-lasting, and reduce materials that are landfilled. 2.5 Purchase products and institute practices that conserve energy and water,

use agricultural fibers and residues, reduce greenhouse gas emissions, use unbleached or chlorine-free manufacturing processes, and use recycled wood or wood from sustainably harvested forests.

2.6 Use existing eco-Iabels and standards to make purchasing decisions, whenever possible.

2.7 Procure environmentally preferable goods and services where environmental criteria have been established by governmental or other widely recognized authorities.

2.8 Support emerging and established manufacturers and vendors that reduce environmental and human health impacts in their services and production and distribution systems.

2.9 Ensure that specifications and performance standards for goods and services do not require the use of products made from virgin materials nor specifically exclude the use of environmentally preferable products.

2.10 Integrate environmental factors into the City's purchasing decisions, when practicable, where external authorities have not established criteria. Examples include but are not limited to:

- Purchasing non-emergency fleet vehicles that provide the best available net reduction in vehicle fleet emissions; - Replacing disposables with re-usable, recyclable, or compostable goods; - Incorporating locally grown, organic food into City facilties and functions; - Considering life cycle economics; - Considering impacts. and threats of harm to human health or the environment; - Evaluating, as appropriate, the environmental performance of vendors in providing products and services. - Requiring all contractors and ,grantees who procure materials or products to perform contractual services for the City, produce or provide a work

PC02 2 product to the City or on the City's behalf, or who conduct work funded by a grant from the City to conform to this Policy.

Nothing contained in this policy shall be construed as requiring a department, buyer or contractor to procure products that do not perform adequately for their intended use, exclude adequate competition, or are not available at a reasonable price in a reasonable period of time. It is not the intent of this policy to require a department, buyer or contractor to take any action that conflicts with local, state or federal requirements.

3.0 IMPLEMENTATION GUIDELINES The City Manager shall delegate authority to Department Heads to ensure the development and maintenance of this policy in an efficient and accountable manner. Specifically, the Department Heads shall be authorized to delegate the following responsibilities to appropriate staff.

3.1 Implement this policy in coordination with all City operations.

3.2 Ensure that all new City funded buildings and major renovations utilize materials and building . systems that will help facilitate future LEED certification.

3.3 Require the inclusion of environmentally preferable products and services in specifications for City solicitations, where practicable.

3.4 Establish guidelines governing the review and approval of specifications for procurement of products and services based on recyclability, energy and water conservation, life cycle costs, and other environmental considerations.

3.5 Consideration shall be given to local Encinitas-based businesses that provide environmentally preferable products and services.

3.6 Successful bidders shall certify in writing that the environmental attributes claimed in formaL. competitive bids are accurate. In compliance with State law, vendors shall be required to specify the minimum or actual percentage of

recovered and postconsumer material in their products, even when such percentages are zero.

3.7 Vendors, contractors and grantees shall comply with applicable sections of this policy for products and services provided to the City, where practicable. In particular, written materials provided to the City by vendors, contractors and grantees shall be printed double-sided on recycled content paper that meets or exceeds U.S. EPA procurement guidelines for a minimum postconsumer recycled content of 30% for paper, and labeled as such.

3.8 If the buyer making the selection from competitive bids or the requesting department seeking to purchase products that do not meet the PC02environmentally preferable 3 purchasing criteria in this Policy, the buyer shall provide a written justification to the Department.Head for why compliance is 'not practicable (e.g., the product is not technically practical, economically feasible, or available within the timeframe required). The Department Head, in consultation with applicable environmental staff, shall be the authority to approve all contracts that do not require City Council authority or items covered under contracts executed prior to the effective date of this Policy.

3.9 If a vendor that is under contract to the City is no longer able to provide a product that meets the City's environmentally preferable specifications, it shall notify the appropriate staff and provide written justification for why compliance is not practicaL. Prior written consent from the authorized City representative shall be required before substituting any alternative product to any City employee. 3.10 Training of buyers and other relevant city staff, vendors, contractors and grantees shall include instruction on the requirements of this Environmentally Preferable Purchasing Policy.

Implementation of this policy will be phased based on available resources and City priorities.

1. EDUCATION - Educate staff on purchasing and contracting requirements of this policy. Strategies to include email notification, networking lunches/meetings, department meetings. 2. PURCHASES (CiViC CENTER) - Work with vendors to identify environmentally preferable products, with emphasis on office supplies, electronics and janitorial supplies. Begin tracking purchases at Civic Center and identify challenges faced and solutions to enhance purchasing reporting. 3. CONTRACTING - Review existing contract and bid templates and incorporate references to this policy into contracts and requests for proposals and bids.

4. PURCHASES (EXPAND TO ALL CITY FACILITIES) - Following successful implementation of purchasing and reporting purchases for the Civic Center, expand this program to include all City facilities and operations.

4.0 PROCEDURES AND STRATEGIES

Staff involved in purchasing decisions shall evaluate items, identify opportunities for more environmentally friendly alternatives, and work with vendors to identify environmentally preferable products that meet the requirements of this Policy. Prior to purchasing new supplies, staff shall investigate whether the item may already be available within the organization. When replacing equipment and supplies, staff shall consider options for reuse once the item has fulfilledits intended original use. Office suppliesreplacements. such as binders shall be retained . and reused as an option to purchasing new

PC02 4 4.1 Source Reduction

4.1.1 The City shall institute practices that reduce waste and result in the purchase of fewer products whenever practicable and cost-effective, but without reducing safety or workplace quality.

4.1.2 The City shall purchase remanufactured products (Le. for equipment and vehicles) whenever practicable, but without reducing safety, quality or effectiveness.

4.1.3 The City shall require all equipment bought after the adoption of this policy to be specified and delivered so it is compatible with source reduction goals as referred to in this section (4.1), whenever practicable.

4.1.4 All buyers shall consider short-term and long-term costs in comparing product alternatives, when feasible. This includes evaluation of total costs expected during the time a product is owned, including, but not limited to, acquisition, extended warranties, operation, supplies, maintenance, disposal costs and expected lifetime compared to other alternatives.

4.1.5 Products that are durable, long lasting, reusable, refillable, recyclable or otherwise create less waste shall be selected whenever possible.

4.1.6 The City shall require vendors to minimize packaging to the greatest extent practicable.

4.1.7 Packaging that is reusable, recyclable or compostable shall be selected when suitable uses and programs exist. The City shall not purchase any polystyrene foam food packaging and 50% by volume of the food packaging purchased by the City shall be recyclable or degradable in accordance with Resolution 91-90.

4.1.8 Vendors shall be required whenever possible to take back and reuse pallets and packaging materials.

4.1.9 Suppliers of electronic equipment shall be required to take back equipment for reuse or environmentally safe recycling when the City discards or replaces such equipment, whenever possible.

4.1.10 Rechargeable and recyclable batteries shall be purchased and used whenever practicable.

4.1.11 All documents shall be printed and copied on both sides to reduce the use and purchase of paper, whenever practicaL.

4.2 Toxics Reduction and Pollution Prevention

4.2.1 No product or service purchased by the City shall contain, emit, or create the PC02following in its use, to the extent5 practicable: . carcinogens and reproductive toxins; . persistent bioaccumulative toxicants, including lead, mercury, dioxins and furans, for example; . compounds toxic to humans or aquatic life,. corrosive to the skin or eyes, or that are skin sensitizers; and . substances that contribute to the production of photochemical smog, tropospheric ozone production, or poor indoor air quality.

4.2.2 All cleaning or disinfecting products (Le. for janitorial or automotive use) shall at a minimum meet Green Seal Standards for environmental preferability and performance, whenever practicaL.

4.2.3. Purchasing products containing persistent, bioaccumulative and toxic chemicals (PBTs) shall be avoided, where alternatives exist.

4.2.4 The use of chlorofluorocarbon-containing refrigerants, solvents and other products known to contribute to the depletion of the ozone layer shall be phased out and new purchases shall not contain them. The City shall not purchase any chlorofluorocarbon-processed food packaging. 4.2.5 When maintaining buildings and landscapes, the City shall manage pest problems through prevention and physical, mechanical and biological controls and use least toxic chemical pesticide products only after safer approaches or products have been determined to be ineffective, in accordance with the City's Integrated Pest Management (IPM) policy.

4.2.6 The City shall use products with the lowest amount of volatile organic compounds (VOCs), highest recycled content, and low or no formaldehyde when purchasing materials such as paint, carpeting, flooring materials, adhesives, furniture and casework.

. Paints and coatings shall have VOC emissions not exceeding the VOC and chemical component limits of Green Seal's Standard GS-11 requirements. . Adhesives, sealants sealant primers must have a VOC content less than the current VOC content limits of the South Coast Air Quality Management District (SCAQMD) Rule #1168. . Carpet shall meet the requirements of the CRI Green Label Plus Testing Program.

4.2.7 The City shall reduce or eliminate its use of products that contribute to the formation of dioxins and furans. This includes, but is not limited to:

. Purchasing paper, paper products, and janitorial paper products that are unbleached or that are processed without chlorine or chlorine derivatives, whenever possible; and . Prohibiting purchase. of products that contain or are packaged in polyvinyl chloride (PVC) such as, but not limited to, office binders,

PC02 6 furniture, carpeting/flooring, other building materials and supplies, and medical supplies whenever practicable.

4.2.8 The City shall purchase products and equipment with no lead, cadmium or. mercury whenever possible. For products that must contain lead or mercury because no suitable alternative exists, the City shall give preference to those

products with the lowest quantities of these metals available and to vendors with established lead, cadmium and mercury recovery programs.

4.2.9 When replacing lamps at the end of their useful life, the City shall purchase lamps with low mercury content, long life, and high light output; or mercury- free lamps (such as LED's) if they have energy efficiency levels that are equal to or greater than those of comparable mercury-containing lamps.

4.2.10 When replacing vehicles, the City shall lease or purchase only the most fuel- efficient models available that are suitable for each task and through vehicle sharing among departments, shall minimize the number of vehicles purchased.

4.2.11 To the extent practicable, the City shall use renewably-derived fuels or fuels that are cleaner and less-polluting than gasoline and conventional diesel fuel, including biodiesel, natural gas and electricity.

4,2.12 The purchase of all pentachlorophenol, arsenic and creosote treated wood by

the City is prohibited.

4.2.13 The City shall avoid purchasing products containing brominated flame retardants (BFRs) wherever possible. In particular, the BFRs "penta" and "octa" will be targeted for phase-out.

4.3 Recycled Content Products

4.3.1 All products purchased for which the United States Environmental Protection

Agency (U.S. EPA) has established minimum recycled content standard guidelines shall contain the highest postconsumer content practicable, but no less than the minimum recycled content standards established by the U.S. EPA Guidelines.

4.3.2 Copiers and printers purchased or leased shall be compatible with the use of recycled content aiid remanufactured products.

4.3.3 In accordance with California Public Contract Code, Sec. 10409, the City shall purchase re-refined lubricating and industrial oil for use in its vehicles and other equipment, as long as it is consistent with the engine manufacturer's warranty and maintenance requirements.

4.3.4 When specifying asphalt, concrete, aggregate base or portland cement concrete for road construction projects, the City shall use recycled, reusable

PC02 7 or reground materials when practicable and consistent with accepted engineering practices.

4.3.5 The City shall specify and purchase recycled content transportation products, including signs, cones, parking stop, delineators, and barricades.

4.3.6 A 10% price preference may be given to recycled content products based on the lowest bid or price quoted by the suppliers offering the competing non- recycled content products.

4.3.7 Paper purchases shall be made consistent with the City's resolution stating the City's preference for recycled content and recyclable paper. 4.3.8 All pre-printed recycled content papers intended for distribution that are purchased or produced shall contaiii a statement that the paper has recycled content. Whenever feasible, the statement should indicate the percentage of postconsumer recycled content it contains.

4.4 Energy Savings

4.4.1 New and replacement equipment for lighting, heating, ventilation, refrigeration and air conditioning systems, water consuming fixtures and process equipment and all such components shall meet or exceed Federal Energy Management Program (FEMP) recommended levels, whenever practicable.

4.4.2 All products purchased by the City and for which the U. S. EPA Energy Star certification is available shall meet Energy Star certification, when practicable.

When Energy Star labels are not available, products shall meet or exceed the FEMP recommended levels.

4.4.3 When energy is purchased, renewable or green sources are preferred. These include solar power or photovoltaics, wind power, geothermal, and hydroelectric energy sourceS and do not include fossil fuels (coal, oil or natural gas).

4.4.4 Demand water heaters shall be purchased whenever practicable. Where renewàble forms of energy are unavailable or not practicable, natural gas shall be used in lieu of electricity for space heating and water heating.

4.4.5 Energy Star and power-saving features for copiers, computers, monitors, printers and other office equipment shall be enabled during the initial installation and shall remain enabled unless these features conflict with the manufacturer's recommended operation and maintenance of the equipment.

4.5 Green Building - Construction and Renovations

4.5.1 All building and renovations of over 5,000 square feet undertaken by the City shall follow Green Building practices for design, construction, and operation,

where applicable, as described in the LEED Rating System. All such buildings

PC02 8 for which design and construction begins after March 1, 2010 shall meet LEED Silver standards. Purchases of products and services shall be made consistent with the City's Environmentally Preferable Purchasing and Contracting Policy.

4.6 Landscaping

4.6.1 All landscape renovations, construction and maintenance by the City shall comply with Water Efficient Landscape Regljlationsestablished in Municipal Code Chapter 23.26 (Ord. 2010-05), adopted by the City Council on February 10,2010. 4.7 Forest Conservation

4.7.1 To the greatest extent practicable, the City shall not procure wood products such as lumber and paper that originate from forests harvested in an environmentally unsustainable manner. When possible, the City shall give preference to wood and wood products that are certified to be sustainably harvested by a comprehensive, performance-based certification system. The certification system shall include independent third-party audits, with standards equivalent to, or stricter than, those of the Forest Stewardship Council certification.

4.7.2 The City prohibits the purchase and use of virgin redwood for City projects and authorizes the use of previously used or certified sustainably-harvested redwood.

4.8 Agricultural Bio-Based Products 4.8.1 Vehicle and equipment fuels made from non-wood, plant-based contents such as vegetable oils are encouraged whenever practicable.

4.8.2 Paper, paper products and construction products made from non-wood, plant- based contents such as agricultural crops and residues are to be purchased and used whenever practicable.

5.0 PROGRAM EVALUATION AND PERFORMANCE METRIC

The success of this Policy's implementation shall be reported annually, at a minimum, to the City Manager. The report shall relate progress in meeting the goals and objectives of this Policy and note any barriers encountered, recommendations for resolution, and/or description of assistance needed to continuously improve staff's ability to meet this Policy's objectives for the procurement of environmentally preferable products and services.

The report shall include documentation of the types, quantities, and dollar amounts of environmentally preferable products (including the percentage of post-consumer and total recovered material content) and services purchased in the previous year by the City, its contractors, and its grantees. The report shall also identify and discuss

PC02 9 instances where this policy is waived or its requirements found impracticable and barriers to the procurement of environmentally preferable products and services, if applicable.

Percentages must be based on total purchases of applicable materials on a cost basis. The average mercury content of lamps purchased must be determined using the weighted average method in the LEED Reference Guide for Green Building Operations. & Maintenance, 2009 Edition. Documentation of all purchases related to the applicable categories must be maintained on an annual basis.

6.0 DEFINITIONS

The following terms shall have the assigned definitions for all purposes under this policy:

1. "Agricultural Bio-Sased Products" means commercial or industrial products (other than food or feed) that utilze agricultural crops or residues but does not include products made from forestry materials.

2. "Buyer" means personnel authorized to purchase or contract for purchases on behalf of the City or its subdivisions.

3. "Chlorine free" means products manufactured or processed without chlorine or chlorine derivatives. 4. "Contractor" means any person, group of persons, business, consultant, designing architect, association, partnership, corporation, supplier, vendor or other entity that has a contract with the City or serves in a subcontracting capacity with an entity having a contract with the City for the provision of goods or services.

5. "Dioxins and furans" are a group of chemical compounds that are classified as persistent, bioaccumulative, and toxic (PBT) by the Environmental Protection Agency.

6. "Energy Star" means the U.S. EPA's energy efficiency product labeling program.

7. "Energy;.Efficient Product" means a product that is in the upper 25% of energy efficiency for all similar products, or that is at least 1 0% more efficient than the

minimum level that meets Federal standards.

8. "Environmentally Preferable Products and Services" refers to products and services that have a lesser or reduced negative effect or increased positive effect on human health. and the environment when compared with competing products

that serve the same purpose. This comparison analysis may include raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, disposal of products, or service delivery of the product. This term includes, but is not limited to, recyclable, recycled, and reusable products.

. PC02 10 9. "Federal Energy Management Program" (FEMP) is a program of the Department òf Energy that issues a series of product Energy Efficiency Recommendations that identify recommended efficiency levels for energy-using products.

10. The "Forest Stewardship Council" is a global organization that certifies responsible, on-the-ground forest managament according to rigorous standards

for sustainably harvested forests developed by a broad variety of stakeholder groups.

11. "Green Seal" is an independent, non-profit environmental labeling organization.

Green Seal standards for products and services meet the U.S. EPA's criteria for third-party certifiars. The Green Seal is a registered certification mark that may appear only on certified products. 12. "Integrated Pest Management (IPM)" is an ecosystem-based strategy that focuses on long-term prevention of pests or their damage through a combination of techniques such as biological control, habitat manipulation, modification of cultural practices, and use of resistant varieties. Pesticides are used only after monitoring indicates they are needed according to established guidelines, and treatments are made with the goal of removing only the target organism. Least toxic pest control materials are selected and applied in a manner that minimizes risks to human health, beneficial and nontarget organisms, and the environment.

TM 13. "LEED Rating System" means the Leadership in Energy & Environmental Design system developed by the U.S. Green Building Council designed for rating new and existing commercial, institutional, and high-rise residential buildings.

14."Life Cycle Economics" means the comprehensive accounting of the total cost of ownership, including initial costs, energy and operational costs, longevity and efficacy of service and disposal costs.

15. "Persistent Bioaccumulative Toxins" (PBTs) are chemicals and/or pollutants that remain in the environment for a long time (persist) without breaking down,

PC02 11 accumulate in the environment and build up in the tissues of humans, fish, and animals (bioaccumulative), and are toxic (causing cancer and other health problems) to living organisms, including humans.

16. "Postconsumer Material" means a finished material which would normally be disposed of as a solid waste, having reached its intended end-use and completed its life cycle as a consumer item, and does not include manufacturing or converting wastes.

17. "Practical" and "Practicable" mean whenever possible and compatible with local, state and federal law, without reducing safety, quality, or effectiveness and where the product or service is available at a reasonable cost in a reasonable period of time. For energy and water consuming devices, a reasonable cost shall mean

that the product has a life-cycle cost that is reasonably similar to the life-cycle costs of other similar products.

18. "Precautionary Principle" means when information about potential risks is incomplete, basing decisions about the best ways to manage or reduce risks on a preference for avoiding unnecessary health risks instead of on unnecessary economic expenditures. (U.S. EPA Terms of Environment: Glossary, Abbreviations and Acronyms)

19. "Preconsumer Material" means material or by-products generated after manufacture of a product is completed but before the product reaches the end- use cons.umer. Preconsumer material does not include mill and manufacturing trim, scrap, or broke which is generated at a manufacturing site and commonly reused on-site in the same or another manufacturing process.

20. "Rapidly Renewable Materials" means materials that are planted and harvested in a less than 1 O-year cycle. These include materials such as bamboo, wool, cotton insulation, agrifiber, iinoleum, wheat board, strawboard, and cork.

21. "Recovered Material" means fragments of products or finished products of a

manufacturing process, which has converted a resource into a commodity of real economic value, and includes preconsumer and postconsumer material but does not include excess resources of the manufacturing process.

22. "Recyclable materials" means paper, glass, cardboard, plastic, used motor oil, ferrous metal, aluminum, tin and bi-metal cans, or other materials which may be recycled for use in an altered form that has been segregated from other. solid waste. (Ord.96-17)

23. "Recycled Content" means the percentage of recovered material, including preconsumer and postconsumer materials, in a product.

24. "Recycled Content Standard" means the minimum level of recovered material and/or postconsumer material necessary for products to qualify as "recycled products."

PC02 12 25. "Recycled Product" means a product that meets the City's recycled content policy objectives for postconsumer and recovered materiaL. 26. "Remanufactured Product" means any product diverted from the supply of discarded materials by refurbishing and marketing said product without substantial change to its original form.

27. "Reuse" means using a product or component in its original form more than once; e.g., refilling a glass bottle that has been returned or using a coffee can to hold nuts and bolts.

28. "Reused Product" means any product designed to be used many times for the same or other purposes without additional processing except for specific requirements such as cleaning, painting or minor repairs.

29. "Source Reduction" refers to products that result in a net reduction in the

generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging. . 30. "U.S. EPA Guidelines" means the Comprehensive Procurement Guidelines established by the U.S. Environmental Protection Agency for federal agency purchases as of May 2002 and any subsequent versions adopted.

31. "Virgin Materials" refers to resources extracted from nature in their raw form, such as timber or metal ore. (U.S. EPA Terms of Environment: Glossary, Abbreviations and Acronyms)

7.0 PRIORITIES

The health and safety of people who live and work in Encinitas is of utmost importance and takes precedence over all other City policies. All policies and practices shall be protective of the health of children, the elderly and other vulnerable populations, and the greater global community.

The City of Encinitas has made significant investments in developing a successful recycling system and recognizes that recycled content products are essential to the continuing viability of that recycling system and for the fouridation of an environmentally sound production system. Therefore, to the greatest extent practicable, recycled content shall be included in products that also meet other environmental specificatfons, such as chlorine free or bio-based.

8.0 TIME PERIOD

This policy shall take effect on March 1, 2010 and shall reviewed every five years, or as required, with recommended changes, if warranted, submitted to the City Manager.

PC02 13 CITY OF ENCINITAS ADMINISTRATIVE MANUAL

Policy Title: Public Transportation Commuter Reimbursement Section: Finance

Responsible Department: Finance Number: F027

Approved By: City Manager Date Approved: 2/2010

Signature:

1.0 Philosophy

These guidelines establish the basic policies and procedures for eligible employees requesting reimbursement for a portion of public transportation costs in commuting to and from work. These guidelines are not intended to address every issue, exception, or contingency that may arise in the process of reimbursing for this benefit.

2.0 Method

2.1 Modes of public transportation eligible for reimbursement include buses and trains.

2.2 Eligible employees include employees covered by the Memorandum of Understanding for the Miscellaneous bargaining unit represented by SEIU and unrepresented employees of the City adopted by City Council in Resolution 2008-04.

2.3 Reimbursement for the use of public transportation in commuting to and from work will be equal to one half (50%) of eligible employee’s documented monthly costs, but shall not exceed $75 per month.

2.4 The reimbursement limitations above apply to both full-time and part-time eligible employees.

2.5 Each employee’s reimbursement is disbursed only once a month during the subsequent month of incurring the commuting costs.

2.6 Requests for monetary reimbursement are processed through Finance via the petty cash process using the Public Transportation Commuter Reimbursement Request Form.

2.7 The Public Transportation Commuter Reimbursement form must be signed by the employee incurring the cost and authorized by a Human Resource’s staff member.

2.8 Appropriate documentation to accompany the reimbursement request is expired train and bus passes along with the sales receipt if available.

2.9 If circumstances prohibit Finance from immediately fulfilling a reimbursement request, the request will be fulfilled as soon as possible, but no later than the close of business the next working day.

2.10 Any improper use of this program may result in disciplinary action up to and including termination. Any employee who knowingly and willingly participates in falsifying any program information to receive the financial incentives may face criminal prosecution.

City of Encinitas Public Transportation Commuter Reimbursement Request Form

Name:

Instructions 1. Provide all information requested below. 2. Sign and date form. 3. Attach supporting documentation: expired train & bus transit passes (along with sales receipt if available) 4. Obtain authorization from Human Resources. 5. Submit to Finance Cashier for reimbursement via petty cash.

Proper Date Public Documentation Reimbursement Amount Transportation Used Expense Attached 50% of Expense $ Yes No $ $ Yes No $ $ Yes No $ $ Yes No $ $ Yes No $ TOTAL $ $ Maximum Reimbursement per Month is $75

Employee’s Certification for Reimbursement To the best of my knowledge and belief, my statements on this form are complete and true. I certify all of the following: • I used public transportation for which I am requesting reimbursement above for the purposes of commuting to and from work at the City of Encinitas. • I used the services described above on the dates indicated, and the expenses are my out-of-pocket expenses that qualify for eligible public transportation commuter reimbursement. • I have not been reimbursed previously for these expenses. I understand that any improper use of this program may result in disciplinary action up to and including termination. I also understand that knowingly and willingly falsifying any program information to receive these reimbursements may result in criminal prosecution.

Employee Signature Date

Human Resources Authorization Date

For Finance Only

10120320 438 HPTRA-GEN-REIMB Account # PA String Amount

C:\Users\lroner\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\SWOTJ91M\Pub Trans Commuter Reimbursement Form.doc Updated 02/2013 ks

Employee Bikeshare Program Overview

Encinitas employees are fortunate to live and work in an environment that is very conducive to cycling. Mild temperatures, minimal rain, and moderate terrain make for great bike riding! The Employee Bikeshare Program offers City employees the ability to borrow a bicycle as an alternative to car travel during the workday. The bikes may be checked out for use during lunchtime or breaks for personal, nonwork-related travel. The Employee Bikeshare Program aims to promote worksite wellness, active transportation, and sustainability. The Employee Bikeshare Program is one of the many initiatives being implemented as part of the City’s Climate Action Plan. A shared goal of the Employee Bikeshare Program and the Climate Action Plan is to reduce greenhouse gas emissions. Employees who ride the bikes will be using a completely emission free form of transportation, which improves air quality and reduces pollution. Biking also reduces traffic congestion, saves gas, creates a sense of place and community, and contributes to the overall wellness of our employees by promoting healthy activity. Some other key benefits of the Employee Bikeshare Program include:

• Avoids the time and hassle of finding parking • Saves money • Makes you a more aware driver • and it’s FUN!

Safety Briefing and Waiver

Employees interested in using a Bikeshare bike are required to complete safety briefing and sign a waiver prior to checking out a bike. The safety briefing and waiver can be found on the intranet here: https://intranet.encinitasca.gov/Employees/Wellness Signed waivers can be given to Crystal Najera. The Bikeshare coordinators may offer occasional trainings and workshops, with topics including use of sharrows and roadways, skills clinics, basic bicycle maintenance, rules of the road, bike commuting, etc.

The Bikes

The Bikeshare fleet was generously donated by Electra Bicycle Company. The fleet includes two Townies (beach cruiser style bike) and two Lofts (hybrid style bike). All bikes are equipped with rear racks or front storage baskets, helmets, locks, and lights. The bikes available for reservation include: 1

City of Encinitas Employee Bikeshare Program Large Cruiser Blue (Locker/Lock #1) Small Hybrid Blue (Locker/Lock #2)

Small Cruiser Blue (Locker/Lock #3) Large Hybrid Green (Locker/Lock #4)

The Bikeshare checkout station is located in the Finance Department and the Bikeshare bikes can be found in bike lockers behind City Hall.

Bikeshare checkout station in Finance Dept Bike lockers located behind City Hall

Reservation and Check-Out Procedures

To check-out a bike, go into your Outlook calendar and reserve a bike just like you’d normally reserve a meeting room or a City vehicle. Create a new meeting and select Scheduling Assistant. In the Room Finder “Show a room list” drop down select Bikeshare Program. In the “Choose an available room” list select your preferred bike (see bikes listed above). Once the calendar request is made, a Bikeshare coordinator will approve your reservation if your signed waiver is on file and there is no schedule conflict. 2

City of Encinitas Employee Bikeshare Program Just prior to your reservation time, retrieve the corresponding keys and lock from the bike storage cabinet located in Finance and grab a helmet. Helmets of various sizes are available for use, otherwise users may use their own CPSC, ASTM or SNELL approved helmet. Use the key to open the corresponding bike locker. Check the bike tires for air and fill them with the bike pump next to the storage cabinet if needed to the pressure indicated on the bike tire. Then get rolling!

Once you’ve completed your ride, return the bike to its corresponding locker (careful, it’s a snug fit!) and return the helmet, lock, and keys to the bikeshare checkout station. If you encountered any issues with the bike that need repair, please let one of the bikeshare coordinators know right away.

Bike Buddy System

Looking for a partner to get out and ride with? Check the City intranet Wellness page for a list of designated “Bike Buddies” who love to get out and ride. “Bike Buddies” are more than happy to share great routes, provide tips on bike riding and equipment use, or get out and enjoy a ride with you.

Maintenance

Always check that the bike tires are full of air prior to riding. A bike pump is available in the bike storage area. If you identify a bike in disrepair, please let one of the Bikeshare coordinators know right away. We want to ensure that the bikes work smoothly, efficiently, and cost-effectively. Occasionally the bikes may be unavailable for check-out due to periodic or regular maintenance. The Bikeshare coordinators will do their best to communicate any outages.

Bikeshare Coordinators

Crystal Najera, Infrastructure and Sustainability 760-943-2285, [email protected]

Nick Buck, Parks and Recreation 760-633-2760, [email protected]

BikeShare Agreement, Liability Waiver, and Release

Before you sign below, please read this document carefully. This document contains the BikeShare Program terms and conditions and a release of liability. This is NOT a work related activity.

This document forms a legal agreement between you (“You” and “Your”) and the City of Encinitas, establishing terms and conditions under which you will submit information to participate in a bike share program provided by the City of Encinitas. The City of Encinitas makes no warranties of any kind, express or implied, regarding the bikes or other equipment provided.

You agree to the following requirements: • Read and understand the BikeShare Check-Out Procedures, and complete the mandatory safety briefing before checking out a bike. • BikeShare bikes may only be used for personal, non-business travel during your lunchtime or break times. This is not a work related activity and no City business should be conducted while participating in program. • Wear a helmet while operating the bike. • Before riding, visually inspect the bike, which includes, but is not limited to: the lights, handlebars, basket, tires, chain, and pedals. If the inspection indicates any defect or damage, report the defects/damages immediately. • Only check-out and check-in the bike during the time when the reception desk is staffed, which is generally 7:00 a.m. to 6:00 p.m. Monday through Friday, except holidays and Fridays when City Hall is closed. • Report any incidents and/or accidents to the BikeShare Coordinator, your supervisor, and the Risk Manager upon returning the bike to City Hall. • You have ridden a bike previously and have achieved an adequate skill level to ride a bike on busy urban streets. • Operate the bike in a reasonable and safe manner.

You agree to not do any of the following prohibited uses: • Use any bike if you have any existing physical or mental condition that would prohibit you from safely operating the bike. • Permit anyone else to ride the bike while it is checked out in your name. • Operate a bike while carrying any item(s) that impede your ability to safely operate the bike. • Operate a bike while under the influence of alcohol, drugs, or any other substance that impairs your ability to safely operate the bike. • Use any cell phone or mobile electronic device for any use that distracts you from the safe operation of the bike, including but not limited to phone calls, text messages, or music. • Allow more than one person to be carried on the bike. • Overfill the bike basket or place objects weighing in total 20 pounds or more in the bike basket. • Violate any applicable federal, state, or local law. • Operate or use a bike in any manner during adverse weather conditions, including but not limited to hail, fog, heavy rains, or lightning storms. City of Encinitas Employee BikeShare Program Waiver 2

• Ride or operate a bike that has any defect, fails to operate as a properly functioning bike, or that is in need of repair. • Use the bike if it, or any component of it, appears to become defective or to malfunction. • Use the bike at excess speeds or for racing, tricks, jumping, stunt riding, and/or off-road riding. • Use the bike for any commercial purposes. • Tow, pull, carry, or push any other person or object (other than in the basket) with a bike. • Remove, dismantle, write on, deface, misuse or modify any accessories, parts, or components of a BikeShare bike.

1) You acknowledge that riding a bike is an activity that involves an inherent risk of physical injury. You expressly assume all risks associated with participating in this activity, including without limitation: changing weather conditions; existing and changing riding surfaces; variations in terrain; rocks; pot holes; collisions with vehicles, bikes, other person and other objects, manmade or natural. Despite all the risks, You voluntarily choose to participate in the activity and acknowledge that you will ride the bike at Your own risk. 2) You agree to wear a bike helmet (bike helmet required on all checkouts) at all times while riding the bike. You agree not to permit any other person to use the City of Encinitas bike or other equipment. You agree to return the bike and all of the equipment at the designated time. You agree to follow all of the Requirements listed above. You agree not to engage in any of the Prohibited Uses listed above. 3) You agree to indemnify, release and hold harmless the City of Encinitas (its affiliated members, their respective agents, officers, directors, owners, contractors and employees (collectively, the “Released Parties”)) for any and all claims, that You might state as a result of physical injury, including death, or property damage sustained in connection with participating in the BikeShare Program, including claims based on negligence or breach of warranty. You further agree that if anyone is physically injured or property is damaged, while you are engaged in using a City of Encinitas bike, you will have no right to make a claim or file a lawsuit against the Released Parties. You agree to defend and indemnify the Released Parties for any and all claims, including subrogation, and/or derivative claims brought by any third party or insurer, which you may cause in whole or in part. 4) This BikeShare Agreement, Liability Waiver, and Release supersedes any other agreements or representations by or between you and the City of Encinitas concerning the BikeShare Program and is governed by the laws of the State of California and is intended to be interpreted as broadly as possible and shall be binding to the fullest extent of the law. You agree that exclusive jurisdiction and venue for any legal action pertaining to the BikeShare Program shall be in a court in San Diego County, California. If any part of this BikeShare Agreement, Liability Waiver, and Release is determined to be unenforceable, all other parts shall be given full force and effect.

YOU HAVE READ CAREFULLY THIS BIKESHARE AGREEMENT, LIABILITY WAIVER, AND RELEASE OF LIABILITY AND FULLY UNDERSTAND ITS CONTENTS. YOU REPRESENT THAT YOU ARE AT LEAST 18 YEARS OF AGE, THAT YOU ARE AWARE THAT THIS IS A RELEASE OF LIABILITY, AND YOU SIGN IT OF YOUR OWN FREE WILL.

Name (Print) ______

Signature ______Date ______