Waste Reduction Policy for the City of Durham

Waste Reduction Policy for the City of Durham

I.  PURPOSE

To recognize the goals set forth in the City of Durham Solid Waste Management Plan and to recognize the continuing need for Durham to be a responsible environmental leader.

II.  POLICY

All City departments shall maximize opportunities to reduce the amount and toxicity of solid waste they generate, to recycle materials recoverable from their operations, and to maximize the procurement of recycled products. Department Heads shall monitor compliance with the policy.

III. Definitions

1.  Environmentally Responsible - products or product usage procedures which are acknowledged to have minimal impact on the environment. Such products or procedures should reduce environmental impact through their composition and/or recyclability or by reduction in quantity and toxicity of waste products.

2.  Fiscally Responsible - The cost factor or purchase price for recycled products, or for more environmentally responsible items, should be consistent with a suggested variance of 10% above the market expense for similar non-recycled or less environmentally responsible items. Additional costs should be counter balanced by savings from improved usage procedures.

3.  Recycled Products - Products made with an identifiable percentage (1% - 100%) of post consumer material content or of discarded virgin materials salvaged from the industrial waste stream. (High-content recycled products contain a minimum of 50% of post consumer material).

4.  Waste Reduction - The act of avoiding, eliminating and reducing the amount of solid waste at the source of generation, at the point of usage and at the time of its discard.

5.  Non-Toxic Product(s ) - Any item which is not considered hazardous waste and that does not otherwise pose a threat to short or long-term human health during its use.

IV. Waste Reduction Goals

1.  Waste Reduction and Prevention - All city employees are asked to reduce waste at the source.

a) During City functions, all efforts shall be made to use reusable mugs and non-Styrofoam products such as plates, bowls, cups and containers.

b) Event coordinators shall provide recycling containers for beverage cans, bottles, and other recyclables at all City functions and events. The coordinator(s) can borrow recycling containers from the City recycling program (containers are located throughout City of Durham facilities) provided that the containers are returned uncontaminated (with no non-recyclables inside) after the event. If additional containers are needed, the Environmental Resources Department shall provide assistance.

c) All refuse and recycling containers shall be properly labeled for ease of use. Environmental Resources will provide labels upon request.

d) Packaging materials such as Styrofoam peanuts and bubble wrap shall either be stored for reuse or recycled at local mail packaging stores.

e) Employee paychecks shall be distributed in recycled paper windowed envelopes with non-plastic windows. Outdated envelopes (those with old Department letterheads) may be put to use by using them for paycheck distribution or similar use.

f)  Employees are encouraged to:

  use E-mail where available to avoid using paper;
  use reusable interoffice envelopes to transmit mail in lieu of non-reusable envelopes;
  save reusable paper and use the blank side for scratch paper or for printing rough drafts. Scrap paper tablets shall be provided to all departments by request to duplicating and graphics;
  reuse manila folders, brown envelopes and other types of paper where applicable;
  use outdated stationary (letterhead) for drafts, scratch pads, etc.; and
  share space with other Departments on paycheck inserts to use both front and back of the paper.

2. Printing and Duplicating Services

a) All print orders shall be printed with vegetable-based inks to replace the currently used toxic petroleum-based inks.

b) All new business cards shall be printed on recycled card stock and shall say “printed on recycled paper.

c) All waste paper from print orders shall be recycled in paper recycling containers. Environmental Resources can provide additional containers upon request.

3. Photocopying

To encourage Waste Reduction:

a) All City departments shall require two-sided copying on all documents whenever feasible. New photocopy machines shall have duplex copying capabilities when feasible (cost not to exceed 5%).

b) All employees shall exercise caution to avoid unnecessary printing or photocopying of printed materials.

c) Memos and policies shall be circulated with an employee routing slip rather than photocopied for every employee.

d)  A central file concept for paper/hard copies shall be developed within all City departments to eliminate multiple files.

4.  Recycling

a)  Employees shall participate in the City’s internal office paper, recyclable container, newspaper and cardboard recycling program. Trash cans containing recyclables will not be emptied.

b) Employees shall follow the recycling program guidelines as trash or improper materials discarded into the recycling containers create a contamination problem and decrease the value of the recycled material.

c) Departments are responsible for recycling their laser/toner cartridges, and batteries. (contact: the Environmental Resource Department for recycling opportunities)

5. Purchasing

a) City departments shall purchase products needed for city services which are made with recycled materials if the recycled items are reasonably competitive with non-recycled products (cost not to exceed 10%), and if the items meet or exceed specifications and required quality levels set forth by the City.

b) The Purchasing Division shall make every effort to identify and purchase Recycled Products as long as they are affordable (see above) and meet appropriate standards for use by City departments.

c) When purchases are necessary, strong consideration shall be given to durable items, items having minimal packaging, and items that are readily recycled when discarded.

d) A catalog of Recycled Products made available through the Purchasing Division shall be distributed to departments on an annual basis to increase awareness of opportunities to purchase Recycled Products. Employees are expected to try to purchase products for City use which contain recycled materials whenever such products meet the minimum standards for their particular function.

e) Only vegetable-based inks shall be purchased for use in printing. Purchase of petroleum-based inks shall be discontinued.

6. Recycled Paper

a) City departments shall purchase and use recycled paper for all reports, memoranda, and other documents whenever possible.

b) All departments shall be provided with a constant supply of recycled paper in a 20-100% post consumer range, with 100% post consumer recycled paper being the goal depending on availability and quality.

c) The City will give special emphasis to products and materials made from post-consumer recycled materials.

V.  Toxicity and Waste Reduction Application

1.  Acquisition

a)  All solicitation of bids for chemical products used by all City of Durham departments include procuring chemicals that have low toxicity or are Non-Toxic*** (cost not to exceed 10% above average cost of hazardous product), and take into account the following:*
* A Biodegradable Product Attribute Matrix is available to compare the following attributes among products.

Have the fewest adverse health effects such as skin, eye, nose, throat, and lung irritation from toxic compounds.
Contain the fewest chemicals that can enter the food chain to be consumed by aquatic plants and animals.
Contain the fewest volatile organic compounds (VOC’s) that can escape during product use.
Avoid unnecessary additives such as fragrances and dyes.
Reduce product packaging and use recovered materials when packaging is necessary.

**the reduction in the purchase of hazardous products will reduce the need for and cost of disposing these materials post-use.

2. Utilization

a) All City departments shall review their operations to determine what procedures may be modified to minimize and/or eliminate the unnecessary use of any chemical products that are not deemed to be Environmentally Responsible.

b) Employees shall use chemical products completely before disposal.

3. Disposal

a) All Departments shall regularly review their waste products to determine if they are properly acquiring, using and disposing of materials.

b) An effort shall be made to reuse or recycle unused products whenever possible.

c) All waste materials that cannot be reused or recycled shall be disposed of in an Environmentally Responsible manner. In particular, hazardous waste products such as oil based paint, solvents, bleaches, and other hazardous cleaning products shall be disposed of properly. The Environmental Resources Department will provide a list of Hazardous Waste Management Companies upon request.

VI.  Training

1.  All new employees will be made aware of this policy and the reasoning behind it during New Employee Orientation.

2.  The Waste Reduction staff will assist each department with this policy by conducting educational waste audits and making positive recommendations that would bring them in compliance with the spirit and intent of the policy.

VII.  Cost

1.  Department Heads are advised that the purchase of some Recycled Products may exceed the costs of comparable non-recycled products. This factor alone should not determine whether a Recycled Product should be purchased, although it should be a major factor in the decision. Department Heads should attempt to balance the benefits of recycling with the cost issues to determine which circumstances would best justify purchasing Recycled Products.

2.  Department Heads are advised that the purchase of some Non-Toxic chemical products may exceed the costs of comparable toxic chemical products. This factor alone should not determine whether a Non-Toxic product should be purchased, although it should be a major factor in the decision. Department Heads should attempt to factor in the cost of hazardous waste disposal when determining whether to purchase a less-expensive toxic chemical product.

3.  All purchases shall be handled in a Fiscally Responsible manner. Generally, if the cost of the recycled (or non-toxic) product does not exceed the cost of the alternative by more that 10%, departments are authorized to request that the Recycled (or Non-Toxic) Product be purchased.