Resource Guide

Education lies at the core of changing habits and behavior. By informing your employees about alternatives for purchasing, commuting, and other behaviors, the effects will be both apparent for your business and your community.

I1 3^PTS Appoint and empower an employee or a team of employees to lead sustainability efforts.

Read the City's Green Team Guide (PDF) for information on how to start a Green Team or re-energize an existing one.
The Green Team Guide and your Sustainability Advisor can help you build support from leadership and coworkers around sustainability measures.

I2 2^PTS Maintain a centralized resource (intranet page, bulletin board, or similar) for employees to find information on sustainability-related resources.

Centralize information & resources in a place where people will frequently see it – a bulletin board in a lunchroom or an online location that employees go for information.
Be sure to include best practices, resources and incentives in all areas: transportation, energy, materials and waste, social and water.
Inform new employees of the centralized information point at orientation and remind staff throughout the year.
Post updates, best practices and helpful tips; show reports of waste and recovery over the course of a year; and update coworkers on projects.
Be sure to identify green team members so employees know who to contact with ideas or suggestions.
Consider changing these bulletins monthly to follow seasonal themes.
More ideas on pages 10 & 11 of the Green Team Guide (PDF).

I3 1^PTS Educate new employees about sustainability best practices, resources and incentives during their orientation.

Make sure new employees know where the central information point is (bulletin board, online, etc.) for current information and updates.
Show new employees where to find organization’s sustainability policies, plan, and/or report.
Educate new employees about all areas and identify individuals who can answer questions (green team members, etc.). For example:
- Materials & Waste – where recycling & composting are, office policies around reuse and purchasing, etc.
- Energy – policies around turning off computers and lights.
- Transportation – alternative transportation benefits, incentives, resources and policies, such as how to connect with a carpool, transit subsidies, what transportation modes to use during work hours (free transit passes or car-share memberships, if applicable).
- Social – benefits and policies, opportunities for community involvement and professional development, flexible work hour or telecommuting policies.
- Water – policies around bottled water, and various water and storm water related practices.

I4 1^PTS Educate all employees about sustainability practices, resources and incentives at least once per year.

There are many ways to educate and engage your coworkers – speakers, brown bags, films, competitions, events, and more ideas on pages 10-12 of the Green Team Guide (PDF).
The more fun education is, the more likely it will stick. See some activities local Portland companies have used to educate and inspire their fellow employees about their greening efforts on page 12 of the Green Team Guide (PDF).
Be sure to cover the areas of transportation, energy, materials and waste, social and water.

I5 1^PTS Schedule sustainability experts to give presentations to your employees.

Transportation Options – Start by calling the City’s SmartTrips program. They can present a wide range of options, or they can direct you to presenters who speak on specific resources, like how to set up a van pool.
Recycling, Composting & Waste Prevention – Contact a Sustainability Advisor at 503-823-7037
Water – Contact a Sustainability Advisor at 503-823-7037.
Energy – Contact a Sustainability Advisor at 503-823-7037.
Social – Contact a Sustainability Advisor at 503-823-7037.
Climate Change – Contact a Sustainability Advisor at 503-823-7037.

I6 1^PTS Encourage and support employees to attend sustainability related trainings or events.

Inform employees about trainings and events.
Consider time spent at trainings or events as paid work time and/or pay for cost of training or events.
Ask a Sustainability Advisor for recommendations at 503-823-7037, or contact any of the local experts listed in I-5 above.

I7 1^PTS Create on-going incentives for employees to integrate sustainability into their work.

Incorporate sustainability into performance appraisals, job descriptions, and employee- or team-level recognition.

I8 2^PTS Develop a sustainability plan.

A sustainability plan can focus on a long-term vision and broad goals, or outline specific targets, quantitative indicators and a detailed timeline.
Work with your Sustainability Advisor (503-823-7037) or ask them for a template plan and examples.
The Green Team Guide (PDF) and your Sustainability Advisor can help you build support from leadership and coworkers around sustainability measures.

I9 1^PTS Develop and adopt sustainability policies.

Sustainability policies contain specific information and guidelines around your organization’s sustainability practices. This could include purchasing guidelines around recycled content, policies around turning off computers or lights when not in use, which modes of transportation are available (and preferred) for use during work hours, etc.
Once your organization creates practices or policies to meet your sustainability goals, these policies are written down, adopted, and communicated to employees so the practices are implemented and become part of the organization’s culture.

I10 3^PTS Write and present an annual sustainability report.

A sustainability report records the sustainability measures your organization has implemented over the past year.
These can be informal updates or formal reports, and can be distributed to staff or the public by email, intranet, or website
Reports are strengthened by using data you’ve collected to demonstrate the resources your organization has saved.
This is a great way to review your accomplishments, communicate them to staff and customers, review ongoing goals and set new ones.
Ask a Sustainability Advisor (503-823-7037) for examples.

I11 1^PTS Communicate to your community about your goals and successes.

Inform customers and the community of your commitment to sustainability and the actions you’ve taken to become more sustainable.

There are many ways to do this:

Highlight your sustainability practices on your website.
Offer tours that highlight your sustainable business successes.
Offer customers green service or amenities options
If you’ve received recognition, you can post your recognition icon and a web link to your listing on the Sustainability at Work website, and your window cling on entryway doors.
The Green Team Guide's (PDF) “Market your Accomplishments” section (pages 13-16) has additional suggestions and examples.

Within the United States 42% of all greenhouse gas emissions come from the stuff that we buy and the food that we grow.* That's why it’s important to be aware of the lifecycle of products as they move through your company – from the choices you make in your organization’s use of materials, to how you dispose of them once you’re done.

Measurement

M1 2^PTS Track waste generation and recycling recovery rates on a regular basis using tools provided by your Sustainability Advisor.

Work with your Sustainability Advisor to measure the waste generated per employee and your organization’s recovery rate for this year and each future year.
Follow the instructions provided in the calculator. If you have any questions, ask your sustainability advisor.

Waste Prevention

We can have the highest environmental impact by using products and materials more efficiently. Setting up thoughtful systems of paper use and waste-free lunches not only saves money, it also reduces greenhouse gases.

M2 2^PTS Track office-wide printer/copier paper use and make a plan to reduce the consumption of paper.

Some general guidelines include:

Gather all receipts for paper purchases for the past year (both print jobs ordered externally and printer copier paper used internally).
Calculate total sheets per month (hint: there are 500 sheets per ream of paper).
Enter that information into the paper calculator.
Count the number of FTE in your organization. Use this information to calculate sheets used annually per employee.
Use this information to determine aspects of your efficiency plan. Note: large print orders will show spikes in the results.
Repeat on annual basis and use this information in reports and outreach efforts.

M3 1^PTS Reduce junk mail by removing your name from junk mail lists and notifying individual mailers that you wish to be removed from their lists.

Some general guidelines include:

Mail a postcard to each organization to request to be removed from their junk mail lists.
If junk mail contains a postage paid return envelope, return junk mail in that return envelope be sure to write your name and address exactly as it’s found on the mailing label.
If bulk mail and postage paid mail does not contain a return envelope, write ‘please remove’ near your address on the piece of unwanted mail. Place that section in an envelope, apply proper postage and mail it to the sender.
If you receive first class, express or priority junk mail, write on the outside of the envelope “Not at this address” or “Refused”. The post office will return it to the sender at no charge to you.
Remove junk mail sent to former employees can be stopped using a free service provided by Ecological Mail Coalition. The service is available online at http://www.ecologicalmail.org, or by phone at 800-620-3975.
Remove your name from unwanted catalogue lists by going to catalogchoice.org or call the number on the catalog and request that you have your name removed from the list.

M4 2^PTS Use a system of collecting one-sided copies and utilize blank side in a designated draft printer.

Some general guidelines include:

Set up a designated single-sided 8.5” x 11” paper collection box. Paper collected must not have folds or staples.
Designate a printer, or a printing tray, as the draft printer by labeling it (use an older printer).
Test the new draft printer to make sure it works.
Designate one person per collection area to make sure the box is being used correctly and to answer any questions as they arise.
Inform employees (with signs and emails) about the draft paper system and use education about total paper use as motivation for employees.

M5 2^PTS Set all computers, copiers and printers to print double-sided by default.

Some general guidelines include:

If you have technical support within or outside your organization build a relationship to benefit from their input and expertise.
Adopt a policy to use double-sided printing and copying internally and with contractors.
Develop instructions for setting computers to default double-sided and share with all employees.
Place information on the printer/copier about printing and copying double-sided.
Conduct an audit. Look in recycling bins to see if there’s a lot of single sided paper. Also randomly check computer settings throughout the office.

M6 2^PTS Use software that is designed to reduce printer/copier paper use and periodically train employees at your organization about how to use it.

Some general guidelines include:

Use a survey to identify ways that employees use technology.
Create a list of how fellow employees use technology to reduce paper consumption. Examples include full use of office software; using track changes, maximizing email with little printing, and software specifically designed to reduce paper.
Identify opportunities to train employees how to reduce paper using existing and new technology.
Make available trainings, training materials, or opportunities to hire a trainer to present information about reducing paper using technology.

M7 2^PTS Use concentrated cleaning products and follow proper diluting instructions.

Some general guidelines include:

Inventory all cleaners and other large containers of liquid products.
Identify and purchase alternatives that are more concentrated.
Follow proper diluting instructions.

M8 3^PTS Use electronic hand dryers in restrooms instead of paper towels.

Some general guidelines include:

Determine the cost (both purchasing and disposal) of restroom paper towels.
Determine cost of installation and drying units. Use this information to calculate payback period.
Determine if tenants use restroom paper towels for other purposes besides drying hands. You may need to work with them to accommodate their needs.
FIELD TEST. Visit several hand dryers near your location to determine which one you believe will work best. Note things like ADA compliance, noise level (take a noise meter with you) and acoustics of your own restrooms, and cost.
PILOT TEST. Work with a vendor to temporarily place an efficient hand dryer in the restroom for a week or two to get tenant feedback. Test the noise level to ensure it is an appropriate level and the air flow is balanced to achieve dry hands.
Provide outreach information about the intentions of removing paper towels and provide reasons.
Install the hand dryers in as convenient of a location as the paper towels otherwise it might not be used. Also ensure that the unit is ADA compliant.
Slowly remove the paper towels dispensing units.

Reuse

Products take a lot of energy to create, so while being resourceful and efficient with purchasing is the first step, using and reusing those products is the second. Reusing products not only saves money, it also saves energy and resources by eliminating the emissions and materials required to manufacture new items.

M9 2^PTS Reuse internal office supplies and packaging and train employees to participate prior to purchasing new products.

Some general guidelines include:

Designate a space for reusable office supplies on a shelf or in a storage area.
Provide information about the “R.O.S.E, or Reusable Office Supply Exchange”, what to drop off, pick up.
Establish a policy for employees to check the reuse space prior to buying new products.
Educate all employees about the reuse policy and train all of the employees that have purchasing privileges in greater detail.
Maintain the space and keep it organized and easy to use.

M10 1^PTS Collect and donate reusable products to charitable organizations.

Some general guidelines include:

Identify products that are usable, but no longer needed at your organization.
Look up product exchange lists on Northwest Materials Mart to see if there’s a need for the product no longer needed.
Identify organizations that accept the materials your organization looks to donate.
Set aside some space, or a cardboard box, to collect the identified products.
Deliver the products to the appropriate location.

M11 2^PTS Provide incentives for employees to reuse coffee mugs.

Some general guidelines include:

Educate about reusable vs. disposable.
Toward the end of the day, conduct a visual audit of waste containers, to see how many disposable cups are used.
If possible, provide a dishwasher for employees to use.
Provide reusable stainless steel or ceramic mugs for employees, or encourage them to bring one in from home.
Ask a local coffee shops how they can help support mug reuse by providing discounts, or other incentives.
Provide education and outreach to encourage use of reusable mugs.
Monitor progress by conducting follow-up visual audits of waste containers.

M12 2^PTS Provide reusable plates, silverware and mugs that can be used again and again in the lunchroom and at events.

Some general guidelines include:

Organize kitchen space to include durable dishware, including silverware, plates, mugs and bowls on shelves or in cabinets. Thrift stores are a great place to supply your work kitchen.
Provide incentives to using durable dishware including clean sponges, soap, towels and, if possible, a dishwasher.
Educate your fellow employees about the C02 impacts of using durable vs. disposable.
Establish clear ground rules around dishes, especially around cleaning, organization and everyone’s expectations.
If there’s a shortage of durable dishes, organize a “bring dishes to work” day.
Set up reusable dishware for events.

M13 1^PTS Display art made with a majority of reused materials.

Some general guidelines include:

Identify artists that make art with reused materials.
Attend art shows that showcase reused art. Some sources include; Cracked Pots, Scrap’s ReVision Gallery and the ReFind Furniture.
Purchase and display art in your office.
Share information about what the art is made of with employees and visitors.
Some resources include: SCRAP http://www.scrapaction.org; Cracked Pots: http://www.crackedpots.org; ReFind Furniture: rebuildingcenter.org/refind-furniture; Trillium Artisans: http://www.trilliumartisans.org; ReDux: http://www.reduxpdx.com

M14 3^PTS Contract with vendors that reuse packaging in their service delivery.

Some general guidelines include:

Identify the types of packaging that are used primarily to deliver the products. Examples include office supplies and ink/toner products.
Develop a list of vendors and the packaging associated with the contracted service.
Considering vendors as the audience, write a statement about reducing packaging and encouraging reuse.
Use that statement in developing new contracts.
Select contractors that reduce packaging through reusing totes, boxes, bags and other forms of packaging.

Recycle

Recycling and composting are the easiest things a company can do to make a difference. Making products from recycled materials saves energy, reduces the need for raw material extraction and creates jobs.

Over 70% of what goes into landfills from Portland could be either recycled or composted, losing the potential for job creation and greenhouse gas savings.**

M15 2^PTS Recycle all materials that are accepted in the mixed recycling service.***

Some general guidelines include:

Establish contacts with waste hauling, property management, and janitorial services to meet recycling goals.
Establish, at minimum, a two-sort recycling service where glass is collected in one container and mixed recycling is collected in another container. This only applies if glass is generated.
Make internal and external recycling containers at least as conveniently located as garbage containers.
Correctly label all interior recycling and composting containers and provide accurate signs and instructions that identify the materials recycled.
Conduct training of new employees/new tenants and educate all employees/tenants at least once annually.

M16 1^PTS Recycle all electronics including computers and phones.***

Some general guidelines include:

Inventory all electronics used in organization.
Find a drop off location to recycle this material. Another option may be to find a hire a vendor to pick-up the material, if one exists.
Call potential contractors or drop off locations to check hours, prices, and make sure they are accepting the materials you want to recycle.
Set up and label a collection area.
Coordinate the collection and delivery of the material.
Announce new recycling opportunity and provide information about why it’s important to recycle electronics to all employees in meetings and by email.
Some resources include: Metro Find a Recycler: http://www.oregonmetro.gov/index.cfm/go/by.web/id=1383), or 503.234.3000; and DEQ E-cycles Program: 1-888-5-ECYCLE, http://www.oregonecycles.org

M17 2^PTS Compost all food and food-soiled paper.****

Some general guidelines include:

Contact your garbage and recycling company, or ask your property manager for help setting up service.
Contact your janitorial service to negotiate collection service. Composting collection should be set up very similarly to garbage collection; use lined containers and service daily.
Set up a composting container in breakrooms and kitchens.
Label containers with stickers and nearby areas with posters.
Line your containers with compostable liners to keep them clean and free of pests.
Identify disposable materials like straws or cups that may contaminate your compost if not handled properly. You may decide to use compostable alternatives to these items.
Train employees to separate food scraps for composting. This is also a great opportunity to refresh staff on recycling practices.
You will likely see a decrease in the amount of your garbage. Take this opportunity to talk to your garbage and recycling company about "right sizing" your containers and service levels.
Tell your customers about the good work you are doing with a Portland Composts! window cling. Contact your sustainability advisor about recognition opportunities.

M18 2^PTS Communicate with key partners: property manager, garbage and recycling company and janitorial service providers.

Some general guidelines include:

Create a document listing all contact names, phone numbers and emails including; property manager, garbage and recycling, janitorial, and green team contacts.
Meet up with all key partners to discuss organizational goals and roles.
Share contact information and any relevant policies and mission statements.
Foster a positive working relationship with all partners.

M19 1^PTS Recycle other plastics not collected in mixed recycling.

Some general guidelines include:

Inventory all plastics used in organization. Plastics accepted in the mixed recycling (bottles, tubs, jars, buckets and plant pots) should go into mixed recycling, not an additional collection.
Find a drop off location to recycle this material. Another option may be to find a hire a vendor to pick-up the material, if one exists.
Call potential contractors or drop off locations to check hours and make sure they are accepting the materials you want to recycle.
Set up and label a collection area.
Coordinate the collection and delivery of the material.
Announce new recycling opportunity and provide information about why it’s important to recycle plastics to all employees in meetings and by email.

Some resources include: Metro Find a Recycler: http://www.oregonmetro.gov/index.cfm/go/by.web/id=1383), or 503.234.3000

M20 1^PTS Recycle rechargable batteries.

Some general guidelines include:

Inventory all batteries used in organization.
Find a drop off location to recycle this material. Another option may be to find a hire a vendor to pick-up the material, if one exists.
Call potential contractors or drop off locations to check hours and make sure they are accepting the materials you want to recycle.
Set up and label a collection area.
Coordinate the collection and delivery of the material.
Announce new recycling opportunity and provide information about why it’s important to recycle batteries to all employees in meetings and by email.
Some resources include: Call to Recycle (for rechargeable batteries) educational materials: http://www.call2recycle.org/collection-kit.php?c=1&d=559&e=368&f=371&w=2&r=Y; and Metro Find a Recycler: http://www.oregonmetro.gov/index.cfm/go/by.web/id=1383, or 503.234.3000

M21 1^PTS Return printer cartridges and toner bottles for reuse or recycling.

Some general guidelines include:

Inventory all printer and toner cartridges used in organization.
Find a drop off location to recycle this material. Another option may be to find a hire a vendor to pick-up the material, if one exists.
Call potential contractors or drop off locations to check hours and make sure they are accepting the materials you want to recycle.
Set up and label a collection area.
Coordinate the collection and delivery of the material.
Announce new recycling opportunity and provide information about why it’s important to reuse and recycle printer cartridges and toner cartridges and bottles to all employees in meetings and by email.
Some resources include: Metro Find a Recycler: http://www.oregonmetro.gov/index.cfm/go/by.web/id=1383, or 503.234.3000

M22 2^PTS Properly dispose of hazardous waste; including fluorescent light bulbs and ballasts.***

Some general guidelines include:

Inventory all Hazardous Waste used in organization.
Find a drop off location to recycle this material. Another option may be to find a hire a vendor to pick-up the material, if one exists.
Call potential contractors or drop off locations to check hours and make sure they are accepting the materials you want to dispose of properly.
Set up and label a collection area.
Coordinate the collection and delivery of the material.
Announce new recycling opportunity and provide information about why it’s important to recycle hazardous waste to all employees in meetings and by email.
Some resources include: Resource (Metro Hazardous Waste Program: http://www.oregonmetro.gov/index.cfm/go/by.web/id=24267), or 503.234.3000); and Resource (Metro Find a Recycler: http://www.oregonmetro.gov/index.cfm/go/by.web/id=1383), or 503.234.3000)

M23 2^PTS Right-size your external waste containers by adjusting hauling service based on success of recycling, composting and waste prevention practices.

Some general guidelines include:

Find out what time and day your hauler picks up recycling, compost and garbage.
For a week or two, note the level that the containers are filled to right before they are picked up. You may need to contact your janitorial staff to help out.
Once you have the information about how full the containers are you can have a discussion with your waste hauler about potential adjustments in container size, or frequency of pick-up. This conversation will likely come up when waste prevention, recycling and composting action result in diverting more material.

Purchase

Purchasing has a huge effect on how your organization uses energy, water and transportation needed to make your business run. The products an organization purchases correlate directly to greenhouse gas emissions and sets the tone for reducing, reusing and recycling the products and materials used at work.

M24 2^PTS Use printer/copier paper that is made of 50% or greater post-consumer recycled-content.

Some general guidelines include:

Contact your paper supplier and ask about availability of paper made with post-consumer recycled content.
Seek additional information from other paper suppliers to compare costs.
Purchase the paper.
Measure the CO2 impacts of your purchase. Ask a sustainability advisor for assistance in using the tool.
Some resources include: Environmental Paper Network: http://www.environmentalpaper.org; and EPA ReCON paper calculator http://www.epa.gov/climatechange/wycd/waste/calculators/ReCon_home.html; and http://www.papercalculator.org

M25 2^PTS Use two other products such as toilet paper and paper towels made of 50% or greater post-consumer recycled content.

Some general guidelines include:

Contact your paper supplier and ask about availability of paper made with post-consumer recycled content.
Seek additional information from other paper suppliers to compare costs.
Purchase the paper.
Measure the CO2 impacts of your purchase. Ask a sustainability advisor for assistance in using the tool.
Some resources include: EPA ReCON paper calculator): http://www.epa.gov/climatechange/wycd/waste/calculators/ReCon_home.html; and Metro information about recycled content: (http://www.oregonmetro.gov/index.cfm/go/by.web/id=2727)

M26 1^PTS State on your promotional materials (letterhead, business cards, etc.) the amount of post-consumer recycled content used.

Some general guidelines include:

Purchase paper for printing your promotional materials with post-consumer recycled content.
Contact the company that produces your printed promotional materials and ask about options for printing the percentage of recycled content on your promotional materials.
Request the service.

M27 2^PTS Employ caterers, or use catering practices, that use minimal packaging, prepare servings made with organic and local ingredients.

Some general guidelines include:

Determine the qualities of sustainability that you’d like in a caterer using the green catering tip sheet.
Select a caterer based on your criteria, using the green catering list as a directory.
Some resources include: Green Catering Tip Sheet: http://www.portlandonline.com/bps/index.cfm?c=49800&a=164330

M28 2^PTS Use furniture that is remanufactured or is third-party certified to meet low-emitting standards for indoor air quality.

Some general guidelines include:

Ask furniture vendors whether furniture products are Greenguard® (Indoor Air Quality® or Children & SchoolsSM) certified or SCS Indoor Advantage™/Indoor Advantage Gold certified™.
Determine the qualities of sustainability you’d like to see in the furniture you purchase and use.
Inform your furniture purchases using available third-party certification directories.
Some resources include: Greenguard®: http://www.greenguard.org/en/index.aspx; and SCS Indoor Advantage™: http://www.scscertified.com/gbc/indooradvantage.php

M29 3^PTS Use a sustainable purchasing policy to influence purchasers in your organization and vendors you do business with.

Some general guidelines include:

Determine the criteria for developing a sustainable purchasing policy.
Adopt the purchasing policy with support of organizational leadership.
Announce the policy to all employees.
Train all employees who have purchasing privileges about the details of the policy.
Here is a sample sustainable purchasing policy: http://www.portlandonline.com/bps/index.cfm?c=49800&a=110237)

M30 2^PTS Use green-certified cleaning products and/or use a cleaning service that does.

Some general guidelines include:

Research potential cleaning products to determine health and environmental quality standards using the green cleaner tip sheet.
Select cleaners that are certified by a reliable 3rd party certifiers.
If you have a cleaning service, request that your office space be cleaned using similar criteria.
Here is a Green Cleaner Tip Sheet: http://www.portlandonline.com/bps/index.cfm?c=49800&a=152911)

Footnotes:

* Source: U.S. Environmental Protection Agency. 2009 report: Opportunities to Reduce Greenhouse Gas Emissions through Materials and Land Management Practices.

** Source: Oregon DEQ, 2009 Recycling Characterization and Composition Study.

*** If generated, action is required by State, regional or City law.

**** Action is required for large generators of food waste; including restaurants and grocery stores.

Commercial buildings, account for 25% of the total greenhouse gas emissions in Multnomah County.* The primary energy sources in Portland are natural gas and electricity. Natural gas is a non-renewable fossil fuel. Electricity consumed in Portland is generated from a variety of sources, with 68% produced from coal and natural gas power plants.

Energy costs are also an important part of the bottom line for any business. You can reduce your building’s emissions in two ways: by improving energy efficiency and by using renewable energy sources such as solar and wind power.

Measurement

E1 2^PTS Track the energy used by your organization on a regular basis using tools provided by your Sustainability Advisor.

Equipment and Appliances

High-efficiency appliances can save you money over the long run and are often quieter, longer lasting, and of higher quality. Life cycle costs should be accounted for in making your purchasing decisions, and ENERGY STAR provides certification of high-performing equipment. Local rebate, tax credit, and incentive programs can help you offset some of the cost of upgrades.

E2 1^PTS Refrigerator temperature is set between 38 and 41 degrees F and is checked with a thermometer.

Using a thermometer, ensure that the refrigerator is not overcooling or freezing food. Also, ensure that the coils are free of dust and that the freezer section does not have frost build-up. A full refrigerator is more efficient than an empty one.

E3 1^PTS Water heaters are set to standard 125-130 degrees F and is checked with a thermometer.

Setting water heaters too high wastes energy and can cause scalding burns. Allow your water heater to set an hour unused before checking the temperature.
Gas water heaters often don’t have temperature measurements on the dial setting, just settings from “warm” to “hot”. Water temperature should be measured at the tap closest to the water heater using a candy or cooking thermometer.
Electric water heaters often have the temperature control covered behind an access panel. Make sure that the circuit breaker to the water heater is turned off before removing the access cover. Check the setting with a thermometer at the tap even if the temperature is indicated on the adjustment dial.

E4 1^PTS If vending machines are present, replace cold-beverage vending machines with Energy Star models, or install the sensors to power down the lights and compressor when no one is around.

Talk about energy-efficiency of equipment with vending machine service provider if one is used.
ENERGY STAR (http://www.energystar.gov/index.cfm?fuseaction=find_a_product.showProductGroup&pgw_code=VMC) qualified new and rebuilt refrigerated beverage vending machines can save building and business owners more than 1,700 kWh/year, or $150 annually on utility bills.
Existing vending machines can be retrofitted with occupancy sensor-based controls, such as the VendingMiser (http://www.usatech.com/energy_management/energy_vm.php) that plug in between the wall and the unit. In manufacturer tests, these units typically have a energy savings of 46% and a payback of about one year.

E5 2^PTS Employees are required to turn off computers each night or automate process through IT Department.

Employees turn off all computers each night, and/or computers are shut off automatically through IT controls. If computers must be left on overnight for system updates or remote access, your organization should work with IT staff to set all computers to “sleep” after one hour of inactivity and use operating system solutions (http://www.energystar.gov/index.cfm?c=power_mgt.pr_power_mgt_sleep_updates) to “wake” the computer for system updates. Server computers are exempt from this measure.

E6 2^PTS Use at least two categories of ENERGY STAR certified equipment or appliances (i.e. monitors and printers).

An ENERGY STAR qualified computer meeting the new ENERGY STAR specifications will use between 30% and 65% less energy, depending on how it is used. The ENERGY STAR logo is usually prominently displayed on marketing materials for qualifying products, and often on the front of the product itself. A full list of ENERGY STAR equipment is available at their website (http://www.energystar.gov/index.cfm?c=products.pr_find_es_products).

E7 2^PTS Use occupancy-sensing power strips to automatically power down plug loads.

Many electronic products continue to draw power from the wall even when they are powered off. Since it's not always practical to unplug these items whenever you leave your desk, "smart" power strips can effectively do so for you.
Smart power strips are available from most electronics retailers and are best for loads that have stand-by power consumption such as computer monitors, power supplies, and chargers.

E8 2^PTS Use laptops rather than desktop computers where appropriate.

Using a laptop computer instead of a desktop computer will reduce the amount of power you consume on a day-to-day basis. Laptops use approximately 80% less energy than a typical computer and monitor.
For some applications such as heavy graphics use, a laptop may not be an ideal solution – work with your IT department to determine user groups.

E9 2^PTS Use power management settings that automatically turns off idle monitors and printers after 20 minutes or less of inactivity.

Optimize the use of your computers’ built-in power management features by changing each computer's settings (http://www.energystar.gov/index.cfm?c=power_mgt.pr_power_mgt_users) or by implementing network-wide solutions (http://www.energystar.gov/index.cfm?c=power_mgt.pr_power_mgt_enterprises). All monitors must turn off after 5-20 minutes of inactivity (screen savers alone are not acceptable and consume the same amount of energy as an in-use monitor).
The standby or hibernate functions further reduce power usage when computers are inactive for 30-60 minutes. See the Energy Star website (http://www.energystar.gov/index.cfm?c=power_mgt.pr_power_management) for more information and FAQ's (http://www.energystar.gov/index.cfm?c=power_mgt.pr_power_mgt_faq) about power management settings.

E10 2^PTS Purchasing policy specifies ENERGY STAR or EPEAT Silver certified for new computers.

Implement a computer purchasing policy that specifies Energy Star certification for all new computer and printer/copier purchases. See the Energy Star website (http://www.energystar.gov/index.cfm?fuseaction=find_a_product.showProductGroup&pgw_code=CO) and EPEAT (http://www.epeat.net/PublicSearch.aspx) for more information.

E11 2^PTS Develop a purchasing policy that evaluates life-cycle costs.

Up front equipment costs are only one component of operational expenses, and lifecycle energy costs are often a much higher total expense. A purchasing policy should evaluate and analyze initial cost, life expectancy, hours of use, and energy costs with annual escalation rates. A detailed life-cycle product calculator is available from US EPA (http://www.federalelectronicschallenge.net/resources/docs/tco_tool.xls).

E12 3^PTS If appropriate, install tankless, on-demand water heater(s).

Tankless water heaters can make sense in specific applications where there is limited use and can avoid standby losses. Be sure to size the water heater to your anticipated demand in terms of both temperature heating gain and flow rate. Resources to help make the decision of whether a tankless water heater is best for you are available from Energy Trust of Oregon (http://energytrust.org/library/forms/HES_FS_WaterHeater.pdf).

Awareness and Building Heating and Cooling

Heating and cooling is the single largest use of energy in a building. There are a number of easy solutions to lower energy use while increasing occupant comfort.

E13 1^PTS Assign a person to monitor each energy bill for sudden rises in energy use and report to management.

Once a process is in place, this simple task could save your organization money.

E14 1^PTS Set back HVAC system each night and/or weekend with programmable thermostat, and ensure that the staff knows how to use it. Set to 78 degrees minimum for cooling, 68 degrees max for heating.

Optimize your thermostat settings for energy efficiency. The two most important variables are the hours the system operates (occupied vs. unoccupied settings) and what temperature is set during the heating and cooling seasons.
Hours: Optimally, your building has a programmable thermostat (http://www.energysavers.gov/your_home/space_heating_cooling/index.cfm/mytopic=12720) that automatically adjusts temperature settings to maintain comfort during the day and conserve energy on nights and weekends. Your office should have at least one employee that understands how to operate the thermostat and regularly checks that settings are properly adjusted. If you do not have a programmable thermostat, designate at least one staff person (and a backup) to take charge of manually adjusting temperature settings each day.
Temperature: Visit the Energy Star website (http://www.energystar.gov/index.cfm?c=thermostats.pr_thermostats) for optimal setpoint and setback temperatures and make sure that your system is timed appropriately for your occupied hours (i.e. the building is not heating/cooling unnecessarily during nights and weekends).

E15 2^PTS Have a contractor perform HVAC commissioning and tuning.

Building commissioning is an important quality assurance service in the building industry. Commissioning focuses on verifying and documenting that the facility and all of its systems and assemblies are planned, designed, installed, tested, operated, and maintained to meet the owner’s project requirements.
More information and incentives are available from Energy Trust of Oregon (http://energytrust.org/public-sector/incentives/public-buildings/new-construction/custom/commissioning/).

E16 2^PTS Ensure that HVAC equipment and filters are maintained regularly.

HVAC system maintenance is not expensive compared to what you might spend if your system degrades or fails. Regularly changing filters ensures that motors and pumps are not working harder than they need to be, and prolongs the life of equipment.
Set up a regular maintenance schedule, either with contractor, building manager, or with internal staff members who are familiar with the building systems.

E17 2^PTS Evaluate and rank the most energy-consuming equipment in your facility, and determine an order for cost-effective replacement.

Use an energy-monitoring device such as a Kill-A-Watt meter to determine average weekly loads of major appliances.
Develop tracking tool for recording replacement schedules.
Many appliances and equipment have rebates and incentives available, see Energy Trust of Oregon (http://energytrust.org/business/) for information about local utility rebates.

E18 2^PTS Install weather stripping or caulking at doors and windows to ensure heating/cooling is not escaping the building.

Choose a type of weather-stripping that will withstand the friction, weather, temperature changes, and wear and tear associated with its location.
See Energy Savers website (http://www.energysavers.gov/your_home/insulation_airsealing/index.cfm/mytopic=11280) for additional information about your particular application.
Also apply caulking where appropriate to prevent air leakage.

E19 2^PTS Install ceiling fans.

Ceiling fans provide cooling and circulate air at a much lower energy cost than air conditioning. Fans should be installed with speed control to vary output and conserve energy.

E20 3^PTS Insulate all hot water pipes, cold suction lines, and air ducts.

Water lines can be easily insulated to prevent loss of heat (or cold) into unconditioned space.
Sealing and insulation of air ducts ensures that the heating and cooling equipment is being optimized and not leaking into unused spaces.
Some pipe insulation projects can be done with materials from the hardware store, but professional HVAC contractors are best equipped to perform whole-building duct sealing. Contact a Energy Trust Trade ally (http://energytrust.org/trade-ally/).

E21 3^PTS Insulate building envelope beyond requirements of current building code.

Insulation can help keep energy where you need it, and provide a more comfortable, efficient workplace.
Contact a Energy Trust Trade ally (http://energytrust.org/trade-ally/) to get at least three quotes for insulation services. Many contractors can also perform weatherization and air sealing services.

E22 3^PTS Use high-efficiency windows for exterior windows or retrofit with energy-efficient window treatments.

E23 3^PTS Install and maintain a certified "Cool Roof" roof coating.

Cool Roof coatings reflect the sun’s heat in the summertime and reduce building cooling loads. Often the marginal cost of adding a Cool Roof coating is minimal if a roofing project is already planned.
More information about roof coatings is available at the ENERGY STAR website (http://www.energystar.gov/index.cfm?c=roof_prods.pr_roof_emissivity).

Lighting

Lighting is one of the building improvements where you can see the highest payback. High efficiency lamps are designed to provide high quality light with low energy use. Some older lighting fixtures are being phased out due to their inefficiency, so it makes sense to upgrade while there are incentives available. Proper lighting can also increase employee productivity and safety.

E24 1^PTS Shut off non-emergency indoor lights each night.

Turn off all non-emergency lights off each night. Educate staff on how to operate lighting controls (labeling switches is an effective tool) and set the expectation that the last person out will ensure all lights are turned off. Some buildings may not have manual switches but are instead controlled by a central system. In this case, confirm with your property management that settings are optimized for your hours of operation.

E25 1^PTS Replace non-dimming incandescent bulbs with compact fluorescent bulbs.

Convert all incandescent bulbs (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12120) (including standard light bulbs, halogens and reflectors) inside your facility to compact fluorescent bulbs (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12050), or other low wattage solutions such as light emitting diode (LED) bulbs. This measure excludes bulbs that are controlled by dimmer switches or bulbs being used for retail display. For reference, view a comparison of different bulb options (http://www.eleekinc.com/eleekchart.pdf).

E26 1^PTS Direct outdoor lighting only where needed and reduce light pollution.

Use cut-off shades and reflectors to ensure that only the areas that need illumination are lit. Security and utility lighting does not need to be bright to be effective. Some guidelines for good outdoor lighting design are available from the US Department of Energy (http://www.eleekinc.com/eleekchart.pdf).

E27 1^PTS Outdoor lighting is on a timer or photo-sensor that is cleaned regularly.

Place all outdoor lighting on a timer (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12230) or photosensor (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12220) to automatically turn off lights during daylight hours. Financial incentives are available through the Energy Trust of Oregon (http://www.energytrust.org/business/incentives/commercial-buildings/existing-building/LightingandLightingControl).

E28 2^PTS Use task lighting with low ambient area lighting.

Bright area lighting is inefficient and produces glare. De-lamp fixtures or use controls to lower the total lumens per square foot, and use strategic task lighting for work that requires a higher degree of detail.

E29 2^PTS Emergency exit signs have LED or similar low wattage bulbs (< 5 watts per sign).

Replace all conventional incandescent bulbs in exit signs with LED-lighted fixtures, which use a fraction of the energy, last over ten years and fit in the same sockets. Financial incentives are available through the Energy Trust of Oregon (http://www.energytrust.org/business/incentives/commercial-buildings/existing-building/LightingandLightingControl).

Note: All exit signs manufactured on or after January 1, 2006 use LEDs or other low wattage bulbs to meet the Energy Star/EPAct 2005 standard of 5 watts or less per face.

E30 2^PTS Lighting on dimmers use less than 30 watts per fixture, and halogen lamps are used only for spotlighting applications

E31 2^PTS Linear fluorescent lighting uses high performance T8 or T5 bulbs with electronic ballasts, and number of lamps is reduced where appropriate.

Convert all T12 linear florescent lighting (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12070) to more efficient T8 or T5 lamps with electronic ballasts (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12260). Financial incentives are available through the Energy Trust of Oregon (http://www.energytrust.org/business/incentives/commercial-buildings/existing-building/LightingandLightingControl).

E32 2^PTS Workspace is arranged to take advantage of natural light.

Daylight can provide much of the interior lighting needs for many buildings. Reduce the number of partitions and barriers to natural light entering into the workspace. Arrange workspaces with open floor plans as much as possible. Lighting controls can be optimized to reduce lighting intensity near windows, and increase them in interior spaces. Some design principles can be found here (http://www.energydesignresources.com/media/1702/EDR_DesignBriefs_daylightmetrics.pdf).

E33 2^PTS Routine janitorial services are scheduled during business hours.

Businesses can realize cost and efficiency savings by having janitorial services coincide with work hours. Having janitorial staff perform their duties during times that the building is already occupied has a number of benefits including:

Lower building operation costs – not running lights and conditioning space at night
Direct janitorial activities more closely – know what service level is being paid for and adjust accordingly.
Timely cleaning – if there is a spill or issue during the day it can be addressed in an expedient manner.
Provide better work/life balance for janitorial staff – Working during the day is often preferable to janitorial staff than working through the night.

E34 3^PTS Occupancy sensors are installed in infrequently used areas such as bathrooms, copy and storage area, and break rooms.

Install occupancy sensors (http://www.energysavers.gov/your_home/lighting_daylighting/index.cfm/mytopic=12210) to selectively turn off lights when spaces are not used. These sensors turn off lighting after a period of inactivity, either through a motion or infrared detector. Ensure that the sensors are placed in locations where they can effectively cover the designated area. Financial incentives are available through the Energy Trust of Oregon (http://www.energytrust.org/business/incentives/commercial-buildings/existing-building/LightingandLightingControl).

E35 3^PTS Daylight dimmers turn off lights automatically when outside light is sufficient.

Daylight dimmers work to reduce light output near windows when sunlight is sufficient to meet lighting needs in that area. They are usually part of a more sophisticated zone lighting control, and can offer both energy savings and workplace glare reduction.
More information is available here (http://www.energy.wsu.edu/ftp-ep/pubs/building/light/dimmers_light.pdf).

Renewables

Renewable energy sources provide electricity or heat using clean, reliable technologies such as wind, biomass, geothermal, and solar. Local utility programs make purchasing renewable energy an easy, affordable choice. Owning a solar energy system helps businesses stabilize their utility costs, generate their own clean power, and can provide a good return on investment.

E36 2^PTS Purchase renewable energy through your electrical utility equivalent to 50% of your electricity usage.

Sign up for PGE's (http://www.portlandgeneral.com/renewables) or Pacific Power's (http://www.pacificpower.net/Homepage/Homepage35816.html) renewable power programs. Purchase renewable power for at least 50% of your average monthly usage, averaged or estimated over a year.
If you lease your space and your lease payment includes electricity charges, you can ask your building owner and/or property manager to have the building enrolled in a renewable power program to cover your portion of electricity use. You will have to negotiate how the green power fees will be handled, which may require an addendum to your lease agreement. If you are unable to purchase renewable power through your property manager, purchase green power through a 3rd party vendor (see below).

E37 2^PTS Purchase Renewable Energy Credits (REC’s) from a third-party vendor equivalent to 50% of your electricity usage.

Purchase renewable power through a third-party vendor; these purchases are often called Renewable Energy Credits (RECs) (http://www.epa.gov/grnpower/gpmarket/rec.htm). Purchase RECs equivalent to 50% of your average electricity usage, or at least 2,500 kWh per month (whichever is lower). Find 3rd-party certified renewable power vendors on the Green-e website (http://www.green-e.org/base/re_products?cust=b), or work with the local non-profit organization Bonneville Environmental Foundation (http://www.b-e-f.org/climatechampions).
You can estimate your organization’s energy usage two ways: (1) ask your building owner/property manager for the entire building’s monthly electricity usage and prorate it by the square footage you occupy; or (2) estimate your organization’s energy usage by multiplying the national commercial building average of 14.1 kWh per square foot** (per year) times the square footage of your office.

E38 2^PTS Purchase SmartEnergy™ from NW Natural equivalent to 10% of your natural gas usage.

Purchase SmartEnergy (https://www.nwnatural.com/services/smartenergy/smartenergy_about.asp?id=1101) offsets from NW Natural to reduce the greenhouse gas emissions associated with your natural gas use. Purchase offsets equivalent to 10% of your gas usage, or a minimum of $50 of offsets per month.
SmartEnergy is sold in dollar amounts rather than therms, so you need to use the conversion factor of $0.1045 to offset each therm. For example, if you use an average of 100 therms of natural gas per month and want to offset all of your usage, you would purchase $10.45 of SmartEnergy.

E39 2^PTS Purchase certified carbon offsets for additional energy-related activities.

A variety of vendors offer carbon offsets that support renewable energy, forestry, or emission reduction projects both locally and around the globe. Some verification entities include:

Green-E (http://www.green-e.org/getcert_ghg_products.shtml)
CCB Climate Standards (http://www.climate-standards.org/index.html)
CDM Gold Standard (http://www.cdmgoldstandard.org/)

E40 3^PTS Building has an on-site solar electric (PV), solar hot water system, or wind generation.

Install a solar electric (PV) system (http://solaroregon.org/learn/solar_electric/solar-electric) or solar hot water (http://solaroregon.org/learn/water) system at your facility. It’s never been a better time to go solar in Oregon due to the incentives (http://www.energytrust.org/Business/incentives/commercial-buildings/existing-building/SolarElectric1/), state (http://www.oregon.gov/ENERGY/RENEW/Solar/Support-BETC.shtml) and federal (http://energytaxincentives.org/business/renewables.php) tax credits available. Learn more from Solar Now! (http://www.solarnoworegon.org/)

Footnotes:

* Source: City of Portland, Climate Action Plan, 2010.

** From the Department of Energy’s 2003 Commercial Building Energy Consumption Survey (CBECS), Table C14

Sustainability at Work is piloting a new checklist category: Social Impact. In our first year, we are providing just one action - a survey - to gain a better understanding from the business community about what actions and resources would best serve your needs.

Want to learn more? We invite to you view a draft list of practices and resources. Sustainability at Work encourages your input as we refine and enhance this important portion of the program. Contact us to share your ideas and suggestions.

S1 2^PTS Complete a social impact survey using tools provided by your Sustainability Advisor.

Transportation leads to 40% of Oregon’s carbon emissions.* You can help significantly reduce vehicle miles traveled by increasing active forms of transportation — walking, bicycling and taking transit — which produces both employee health and economic benefits.

Measurement

T1 2^PTS Track employee commute modes and distance on a regular basis using tools provided by your Sustainability Advisor.

Ask your Sustainability Advisor to set up an online transportation survey for your organization.
Distribute survey to all employees. *Paper copies are available if employees don’t have access to online survey.
Get at least 75% of employees to complete online commute survey (how employees get to work).
Your Sustainability Advisor will provide you with the survey results and help you analyze them.
Use the results to target which transportation education or incentive areas would be most effective for your business.

Repeat on annual basis and use this information in reports and outreach efforts.

Commuting

How your employees get to work affects both their health as well as your bottom line. Dollar for dollar, commute benefits outperform simple pay raises….and they are tax-free for your employees and your business.

T2 1^PTS Provide bike tire repair kit and air pump for on-site use.

Keep kit and pump in a visible place or notify employees where they’re kept at employee orientation and at least once a year or at a central information source.

T3 2^PTS Provide an emergency ride home for employees who don't drive to work.

An emergency ride home provides employees that commute by alternative modes with a free taxi or transit ride in the event of a family emergency or personal illness during the work day.

By assuring employees they’ll have free, immediate transportation in the event of a medical emergency or family crisis, you alleviate a key barrier to using alternative commute modes.

Because such emergencies are rare, the emergency ride home is rarely used, and is therefore of very little cost to the employer, if not free through Trimet (see below).

If you're on Trimet’s Universal Pass Program (http://trimet.org/employers/universal-pass-program.htm) or if you subsidize at least $10 per employee per month for using alternative transportation, Trimet will provide a free taxi ride voucher.

Contact Trimet’s Employer Programs staff to get free taxi ride vouchers: 503-962-7670 or .(JavaScript must be enabled to view this email address)
Trimet will provide a contract for you to sign and then provide you with a certain number of vouchers depending on the number of employees you have.
Assign an individual (your transportation coordinator, if you have one assigned), and a back-up in case that individual is out, to keep the vouchers.
Notify all employees about Emergency Ride Home voucher, how it works, and identify the individuals who hold onto the vouchers.
To schedule a ride, the employee transportation coordinator fills out an Emergency Ride Home voucher and the employee calls one of the taxi companies listed on the voucher. The taxi company bills TriMet directly.
When you run out of vouchers, contact Trimet to get more.

If the above does not apply, you can simply reimburse employees for their transit or taxi ride.

Assign an individual to be the contact for the emergency ride home reimbursement – either your transportation coordinator, if you have one assigned, or someone in charge of other financial reimbursement matters.
Notify all employees that the organization will reimburse transit or taxi rides in the event of a medical emergency or family crisis for employees in the Tri-County area who commuted via alternate modes from their homes to their work site (bike, walk, transit, carpool or vanpool).

T4 2^PTS Set up and encourage a "buddy" system for employees new to biking, walking, transit or carpooling to learn from an experienced co-worker.

T5 2^PTS Encourage employees to sign up for an account at the “Drive Less Connect” carpool website OR create an internal system to facilitate employee carpool and vanpool connections.

Individual employees can sign up at http://www.drivelessconnect.com. Portland employers can also sign up for an employer/worksite carpool page through the City's SmartTrips Business program. Staff at SmartTrips can explain the benefits of an organizational page and assist you with promoting carpool connections among your employees.
Bring in experts from the City's SmartTrips Business program to explain these resources to employees (503-823-5345).
Assign an individual (your transportation coordinator, if you have one assigned) to become familiar with these ride sharing programs and let employees know they can come to this person for assistance.
Inform employees of these different resources:
1. Metro’s ride sharing information page: http://www.drivelesssavemore.com.
2. How to start a Vanpool: http://www.drivelesssavemore.com. Contact the Regional Travel Options Program directly at 503-813-7566 or .(JavaScript must be enabled to view this email address)
3. Carpool Match: http://www.drivelesssavemore.com.
4. Contact the City's SmartTrips Business program to order a “Scatter Map” showing where employees live, and provide ongoing assistance connecting employees for carpool matches (503-823-5345). *Only coordinator sees names attached to locations, a map without names is available for posting.

T6 2^PTS Participate in the Bike Commute Challenge, a friendly workplace vs. workplace competition in September that provides workshops, discounts and great prizes.

Have at least 20% of employees participate (take at least one ride), or have your organization’s team of participating riders reach a commute rate of at least 10% (10% of the team’s possible commute trips are made by bike).
Register your organization at http://bikecommutechallenge.com/.
Assign one person to be your organization’s Team Captain.
Notify all employees that your organization is participating (ideally a few weeks before the challenge starts).
Encourage participation, provide sign-up instructions, and direct them to the Team Captain for questions.
Many successful organizations get leadership to participate and promote the Challenge, and create additional internal prizes or incentives.
Employees who are physically unable to participate are exempt.
This is a great time to conduct your annual employee education about transportation options.
This is also a great time to facilitate connections between experienced bikers and new bikers, whether it’s a lunch time ride, sharing a commute, or holding brown bags about biking or bike maintenance.
To qualify, an employee must only ride for one piece of their trip. For example, they could bike to their bus or MAX stop.

T7 2^PTS Provide bike parking for staff and customers: 2 spots per 10,000 square feet of building space, with at least half secured and sheltered from rain.**

Find out your building’s square footage by looking it up in Portland Maps (http://www.portlandmaps.com/).
Parking should be easily accessible and well spaced, in addition to at least 50% being secure (see below) and sheltered from the elements.
Contact the City's Smart Trips program (http://www.portlandonline.com/TRANSPORTATION/index.cfm?c=43820) about different options for bike parking installation, including some at no charge: 503-823-5345.
Read the Portland Bureau of Transportation’s Bicycle Parking Facilities Guidelines (http://www.portlandonline.com/transportation/index.cfm?a=58409&c=34813) for more guidance.
Portland City Code requirements: http://www.portlandonline.com/shared/cfm/image.cfm?id=53320 (section 33.266.210)
One bike parking “staple” rack technically provides two biking spots.

Secure parking must be in at least one of the following locations: in a locked room; in an area that is enclosed by a fence with a locked gate (the fence must be either 8 feet high, or be floor-to-ceiling), within view of an attendant or security guard, within 100 feet of an attendant or security guard, in an area that is monitored by a security camera, or in an area that is visible from employee work areas.

T8 2^PTS Do not provide parking subsidies for employees.***

Do not provide free parking for employees. Either provide no parking at all, or charge employees a monthly fee for their parking privilege (whether your organization owns or leases parking spaces).
Customer parking is exempt.
If you'd like advice or assistance with this, contact the City's Smart Trips program (http://www.portlandonline.com/TRANSPORTATION/index.cfm?c=43820) (503-823-5345).

T9 3^PTS Sign up with TriMet's Employer Programs to allow employees to purchase transit passes with pre-tax earnings.

Letting employees pay with pre-tax earnings reduces their cost by up to 30%, with little to no expense to the employer.

Offer all employees pre-tax payroll deductions for transit expenses. Each month, the cost of a transit pass is deducted automatically from the employee's paycheck before taxes are assessed.
This lowers the amount of income and FICA taxes employees have to pay, providing up to a 30% savings (keep in mind individual savings depend on the employee’s tax bracket as well as federal and state tax rates).
Work directly with Trimet or C-Tran to start a pass program or use a transportation commuter services company:
- Trimet: 503-962-7670 or .(JavaScript must be enabled to view this email address)
- C-Tran: http://c-tran.com/passes.html
Ask your payroll or benefits company to include this service, arrange for internal payroll staff to facilitate, or use a commuter services company to administer the program.
Tax information in IRS Publication 15-B (http://www.irs.gov/publications/p15b/index.html).

T10 3^PTS Offer employees at least a $20 per month incentive for commuting by bike, walk, carpool or vanpool.

A flexible benefit that rewards those who walk, bike, ride transit or carpool will appeal to a broader range of employees.

Contact the City's Smart Trips Business program (http://www.portlandonline.com/TRANSPORTATION/index.cfm?c=43820) for help with implementation: 503-823-5345.
Carpool parking and bike commuting reimbursements are a nontaxable fringe benefit - tax information: http://www.irs.gov/publications/p15b/index.html.
This incentive would qualify employees for TriMet’s free Emergency Ride Home (http://trimet.org/employers/services.htm) program (see T-3). If you'd like advice or assistance with this, contact the City's Smart Trips program (http://www.portlandonline.com/TRANSPORTATION/index.cfm?c=43820) (503-823-5345).

T11 3^PTS Offer employees at least a 30 percent subsidy for the cost of TriMet/C-Tran passes.

Employees see this as an additional work-related benefit that, like health care or retirement contributions, extends beyond work hours. If combined with pre-tax transit pass purchases, this provides an even greater savings to employees and motivation for using transit.

Contact Trimet or C-Tran for assistance:
- Trimet: 503-962-7670 or .(JavaScript must be enabled to view this email address)
- C-Tran: http://c-tran.com/passes.html
Tax information is in IRS Publication 15-B (http://www.irs.gov/publications/p15b/index.html).

Commuting - Own your building

T12 2^PTS Provide electric vehicle charging stations.

T13 3^PTS Provide changing room, lockers, and shower for employees commuting by bike or walking.

Building provides a shower and locker room, or membership to nearby fitness facility provides walkers, bikers and mid-day exercisers a place to change in and out of sweaty clothing and rain gear.
Having a shower at your facility is a major perk for many employees. Alternatively, you can provide a free or discounted membership to a nearby fitness facility with locker rooms and showers.

Business Travel & Other Non-Commute Related Actions

Promoting transportation options is a low-cost benefit for your employees and a tax advantage for your company. Even small transportation benefits can increase employee recruitment and retention while providing better access for your customers.

T14 1^PTS Provide customers bike, transit and/or walk maps.

Contact the City's Smart Trips Business program (http://www.portlandonline.com/TRANSPORTATION/index.cfm?c=43820), or fill out their resource request form (http://www.portlandonline.com/transportation/index.cfm?action=UpdateItem&category_id=793&c=40884) to order free maps and window clings that tell people maps are available inside (503-823-5345).

T15 1^PTS Do not validate customer parking*** and/or provide incentives to customers who travel to your organization by transit, bike, or walking.

Do not validate customer parking and/or provide incentives to customers who travel to your organization by transit, bike, or walking.

T16 1^PTS Post "no idling" signs in front of your building and in your parking lot.

T17 1^PTS List transportation options when sending directions or posting directions on website.

On your "contact us" webpage, after your address, list all that apply:
- Nearest public transportation stops
- Bike parking location(s)
- Suggestions like "In the Portland area, we're easy to get to by public Transportation – plan your trip at http://www.trimet.org/"
- Incentives offered for getting there by bike, foot, or public transport
- Preferential parking for car or vanpools, car-share vehicles, or electric vehicle charging stations
Do the same when emailing directions.

T18 2^PTS Local deliveries are made by a bike-based delivery service that makes deliveries for several items, and back-hauls if possible.

You can set up an account with a bike-based delivery service for a variety of purposes:

On-call, day-of pick-up and delivery
Delivering your products to customers
Receiving products from other companies, such as office supplies, other shipping/receiving items, food/catering, urgent deliveries

T19 2^PTS If you have a fleet of transport vehicles, join the US EPA SmartWay Transport Partnership.

Join online (http://www.epa.gov/smartwaylogistics/transport/become-partner/join.htm) or call (734) 214-4767.

T20 2^PTS If you have company vehicles, develop a plan that outlines strategies to reduce vehicle miles traveled (VMT) and provide a copy of your plan.

Potential strategies could include:

An evaluation of a month's worth of trips. The evaluation could ask the following questions:
1. Which trips are for services that can be provided electronically, by delivery?
2. Are any of these trips potential walk, transit or bike trips?
3. Average the number of hours per week fleet vehicles are in use. (If a fleet car is in use less than 30 hours a week, car sharing is usually a more cost effective option because it requires no maintenance, insurance or gas costs.)
Institute a no-idling policy.
Ensuring vehicles have a maintenance plan.
Providing training on driving that maximizes fuel efficiency.

T21 2^PTS Implement teleconferencing and videoconferencing capability.

T22 2^PTS Provide one or more bikes for employees to use for local travel during work hours, as well as helmet(s) and lock(s) for use with bike(s).

Keep bike(s), helmet(s) and lock(s) in a visible place or notify employees where they’re kept at employee orientation and at least once a year or at a central information source.

T23 3^PTS Provide employees free transit tickets and/or a free car sharing membership for work-related trips during the day.

Provide employees TriMet passes for travel during work hours.

Purchase multi-ticket packs from Trimet and notify employees of where they can be accessed for trips during work hours.

Provide employees free access to car-share program vehicles for travel during work hours.

Create an account with ZipCar, or another car-share company.
Ask the car-share company how best to register employees under your account.
Send employees instructions for registering, and guidelines for use – both the car-share companies' guidelines and any additional you may have. For example, the car-share companies' fees associated with returning a car late, or whether you prefer employees to opt for public transport as a primary option, and use car-share as a secondary option.
Remind employees of the car-share option by posting it in a central information point and/or sending reminders throughout the year.

T24 3^PTS Measure company's travel-related carbon footprint and develop a plan to reduce it.

Calculating the total carbon impact of business activities can be done via a number of online calculators, many of who often provide offset options for purchase. Some providers include:
- Sustainable Travel International (https://sustainabletravelinternational.org/documents/op_carboncalcs.html)
- Travel Matters (http://www.travelmatters.org/)
- TerraPass (http://www.terrapass.com/carbon-footprint-calculator/)

T25 3^PTS Offset company's transportation carbon footprint using third-party verified providers.

A variety of vendors offer carbon offsets that support renewable energy, forestry, or emission reduction projects both locally and around the globe. When looking at offset options, it is important that the projects that your money supports are verified by third-party entities.

Some verification entities include:

Green-E (http://www.green-e.org/getcert_ghg_products.shtml)
CCB Climate Standards (http://www.climate-standards.org/index.html)
CDM Gold Standard (http://www.cdmgoldstandard.org/)

Footnotes:

* Source: City of Portland, Bureau of Transportation, Employer Transportation Tool Kit, 2010.

** This meets and exceeds what is required by Portland City Code.

*** Not applicable if building is located in area with free parking.

Even in a rainy climate like the Pacific Northwest, water is an extremely limited resource. Every time you turn on the tap, it takes energy to transport, use, and then treat water, so we shouldn’t take it for granted.

Measurement

W1 2^PTS Track water usage for your organization on a regular basis using tools provided by your Sustainability Advisor.

Interior Spaces

Conservation and careful water usage helps your organization save money and lessens the energy and chemicals used to treat plumbed water. Good practices help protect our water supply and better manage for future water demand.

W2 2^PTS Identify and rank the top water uses in your facility and develop a plan for usage reduction in at least one.

Look for water use or waste that can be avoided altogether then look for ways to improve efficiency. Finally, look for ways to reuse water.
The Portland Water Bureau has a data logging system that can be attached to your meter or submeter for free. This measures water use and create a baseline over a 24 period. Learn more by calling the Portland Water Bureau at 503-823-4527.
When present, single-pass cooling can be one of the largest uses of water in a building. Where possible, eliminate single pass cooling equipment by replacing with an air-cooled equivalent or connect to a cooling tower loop. Single-pass cooling is sometimes used for air conditioning equipment, ice machines, and refrigeration equipment. Ensure that a water control valve is installed and regularly check that it is operating correctly.
If a cooling tower is present, refer to the Portland Water Bureau website for a Heating and Cooling Fact sheet: http://www.portlandonline.com/water/index.cfm?c=51034&a=327509
Useful resources include:
- Alliance for Water Efficiency: http://www.allianceforwaterefficiency.org
- EPA WaterSense: http://www.epa.gov/watersense
- Portland Water Bureau: http://www.portlandoregon.gov/water
- Regional Water Providers Consortium: http://www.conserveh2o.org

W3 1^PTS Fix any leaks in toilets, faucets and hoses. Create a schedule to check for leaks every six months.

Toilets are the highest priority.
Develop an easy way to report leaks.

W4 1^PTS Kitchen faucets have 1.5 gallons per minute (GPM) or lower aerators.

Most kitchen faucets can be easily retrofitted by unscrewing the aerator by hand. The aerator is labeled on the side with the flow rate in gallons per minute, abbreviated GPM. If not marked, the flow rate can be calculated by filling a gallon container and timing how long it takes. Many kitchen faucets come standard with 2.5 GPM aerators, which is far more water than is needed for most office kitchen activities. Restaurants or other businesses that need high water volumes can use higher flow rates on select fixtures. Call the Portland Water Bureau at 503-823-4527 for 1.5 GMP aerators or order online.

W5 1^PTS All hand-washing faucets have 0.5 gallons per minute (GPM) or lower aerators.

Most restroom and hand washing faucets can be easily retrofitted by unscrewing the aerator by hand. Some commercial fixtures require tools intended to prevent vandalism. It is important to make sure that the thread pitch is the same on the replacement aerator. The aerator is labeled on the side with the flow rate in gallons per minute, abbreviated GPM. If not marked, the flow rate can be calculated by filling a gallon container and timing how long it takes. Many faucets come standard with 2.2 GPM aerators, which is far more water than needed for hand washing. Retrofitting to .5 GPM saves significant amounts of water, as well as energy savings associated with lower hot water demand. Local hardware stores carry 0.5 GPM aerators. Aerators are also available from online plumbing supply vendors. When replacing entire fixtures, look for WaterSense certification. Find more information at : http://www.epa.gov/WaterSense/products/bathroom_sink_faucets.html.

W6 2^PTS Use faucets that have automated, demand-based shut-off sensors, not timed.

Public restroom faucets should have 0.5 gpm aerators.

W7 2^PTS Toilets use 1.28 – 1.6 gallons per flush (GPF). Toilets with greater than 1.6 GPF are retrofitted or replaced.

Replace high flush volume (3.5 GPF) tank style toilets with Water Sense approved High Efficiency Toilets (HETs) that use 1.28 GPF or less.
High volume tank style toilets can sometimes be retrofitted to save 0.1 to 0.8 GPF using a fill cycle diverter. The Portland Water Bureau may be able to provided these for free. Call 503-823-4527 to inquire.
High volume commercial flush valve toilets can also be replaced with HETs though they are not yet rated by Water Sense. They can also be retrofitted using a special diaphragm kit that will reduce the flush volume by 0.5 to 1.0 GPF. Plumbing stores that offer commercial plumbing supplies and toilets sell these kits.
To determine how efficiently your toilets are flushing, visit Maximum Toilet Performance Testing MaP at http://www.a4we.org/MaP-main.aspx.

W8 2^PTS Commercial toilets have dual-flush handles in restrooms that do not utilize urinals.

In restrooms that do not have urinals, dual flush commercial toilets can provide water savings by giving users the option of selecting a lower-volume flush. These typically can reduce the volume per flush to 1.1 gallons or less. These are best deployed when replacing a toilet but can sometimes be retrofitted to an existing “flushometer”-style fixture. A list of toilets with dual-flush functionality are listed at the EPA WaterSense website: http://www.epa.gov/WaterSense/products/toilets.html.

W9 2^PTS Urinals use 0.5 GPF or less.

Consider installing urinals that use 0.125 to 0.5 GPF (Water Sense labeled) or install 0.5 GPF water saving kits on urinals that use 1.0 GPF or more.

W10 2^PTS Eliminate everyday use of plastic water bottles and jug dispensers.

Learn more about CO2 related to water quality and distribution in the Portland region.
Some examples include:
- Resource (Oregon DEQ study on CO2 related to water distribution methods)
- Resource (Annie Leonard’s video about bottled water http://storyofstuff.org/bottledwater)
Provide incentives for using reusable bottles for water. Examples include: providing reusable water bottles, recognition for using reusable, bottle-friendly water fountains and other convenient forms of tap water distribution. If necessary, discontinue purchase of single use water bottles and five gallon jug water service.

W11 2^PTS Purchase Water Sense certified fixtures and ENERGY STAR appliances when replacing equipment.

Visit EPA WaterSense: http://www.epa.gov/watersense

W12 2^PTS Purchase water credits through a third party vendor to offset water usage.

Like a carbon offset, water credits allow a business to offset their water usage.
A whitepaper on waterstewardship can be found at http://www.BEFwater.org/business
Water offsets can be purchased through Bonneville Environmental Foundation, http://www.b-e-f.org

Exterior Spaces - Potable Water

Sustainable stormwater management offers solutions to runoff that can pollute our water, cause erosion, damage private property, and negatively impact habitat and human health if unchecked. How we manage runoff impacts our streams, our built environment and our pocketbooks.

W13 1^PTS All exterior hoses have auto-shutoff nozzles.

Hoses used for landscape watering or outdoor washing activities should have nozzles that stop the water flow when unattended. This prevents water from being wasted during times that it is not being used or during faucet turn-on. Many nozzles that have auto-shut off features also include a number of different spray patterns that help optimize the use of water. Pistol-grip type auto shut-off nozzles are available affordably from any major hardware or garden store.

W14 1^PTS Sprinklers are adjusted for proper coverage avoiding runoff onto pavement, and no watering takes place during a rain event.

Some general guidelines include:

Irrigate between 5 a.m. and 10 a.m. to avoid evaporation. This may also help protect landscapes from disease caused by water sitting on plants overnight.
Consider replacing standard spray heads with multi-stream rotating nozzles for up to a 30% improvement in distribution efficiency.
High pressure can cause sprinkler water to mist or fog and not reach plants. Reduce pressure to the recommended level for your system. For example, savings of over 50% are possible if a 70 psi spray zone is reduced to the recommended 30 psi. Another option is to use pressure-regulating spray heads.
Complete regular system tune-ups, including: sprinkler head alignment, broken head replacement, minimizing overspray and leak repair.
Irrigation schedules should be changed to reflect changing summer weather conditions.
Review the schedule to ensure that each zone runs the correct time for the planting/soil type. Also review how many days per week the system runs. A large percentage of systems have run times that are too long and irrigate on too many days per week.
Install check valves or sealed heads that prevent low head drainage.
Separately submeter irrigation use to help ensure water is being used efficiently.
Commercial properties may be able to obtain sewer volume credit for properly submetered irrigation water. Contact the Bureau of Environmental Services (503-823-7856) for program requirements before installing a meter.

W15 1^PTS Plant watering systems are set up to employ water conservation methods, including low-drip and hand watering.

Use drip irrigation or handwatering for trees, shrubs, flowers and non-turf areas.

W16 2^PTS Sprinklers use moisture sensors or weather-based programming.

Install rain sensors that detect rain and automatically shut off the irrigation system.

Exterior Spaces - Polluted Runoff

W17 1^PTS Property manager or building manager has been contacted about sustainability goals including desire to reduce stormwater runoff.

There may be financial incentives and recognition certification for managing stormwater onsite, such as:

Clean River Rewards (http://www.CleanRiverRewards.com)
Ecoroof incentive (http://www.portlandonline.com/ecoroof)
City of Portland Commmunity Watershed Stewardship Grants (http://www.portlandonline.com/bes/stewardship)
East Multnomah Soil and Water Conservation District grants (http://www.emswcd.org)
West Multnomah Soil and Water Conservation District grants (http://www.wmswcd.org)
Portland Development Commission grants or loans (http://www.pdc.us)
Metro’s Nature in Neighborhoods grants (http://www.oregonmetro.gov/index.cfm/go/by.web/id=18203)
Leadership in Environmental Excellence and Design recognition (http://www.usgbc.org/leed)

W19 2^PTS Add tree canopy adjacent to paved areas and/or adjacent to the street.

Trees capture and hold rainfall in leaves and branches, preventing and slowing stormwater runoff. Trees also help cool the air, absorb CO2, and their shade reduces pavement heat.
Research trees that are appropriate for the location and condition of the site.
Street trees will require approval from the city’s Urban Forestry to ensure appropriate tree species for the location (http://www.portlandonline.com/parks/index.cfm?c=39712).
Resources include Friends of Trees (Portland non-profit) for tree lists and possible tree discounts and planting assistance (http://www.friendsoftrees.org) or http://www.portlandonline.com/bes/trees.
Before starting any excavation, check for underground utilities using existing building plans and the “Call before you dig” hotline (http://www.digsafelyoregon.com and 1-800-322-2344).

W20 2^PTS Investigate installing green streets and/or street trees to help manage stormwater runoff from adjacent right-of-way.

Green Streets transform impervious street surfaces into landscaped green spaces that capture stormwater runoff and let water soak into the ground as plants and soil filter pollutants.

Businesses with a Green Street in front of the store or along the block, can partner with the city for care and maintenance while helping build community. For more information and to find out if your business is eligible, visit Green Street Steward Program website http://www.portlandonline.com/bes/GreenStreetSteward

W21 2^PTS Use integrated pest management to maintain landscaping.

W22 2^PTS Post signs and/or train staff not to hose off or wash cars, equipment, floor mats or other items where runoff water flows into the storm drain.

Just like stormwater runoff picks up pollutants as it washes over streets, driveways, parking lots, and other hard surfaces, hosing down mechanical equipment can carry pollutants from the equipment and hard surfaces and carry it into streams and rivers.

W24 3^PTS Add or replace existing vegetation with native or other drought-tolerant plants.

Research plants that are appropriate for the location and condition of the site. GardenSmart Oregon has information on choosing the right plant for the right place (http://www.portlandonline.com/bes/index.cfm?c=47570) and naturescaping workshops provide information on site design and plant choices (http://www.emswcd.org).
If landscaping is maintained by others, look into requiring EcoBiz Landscape Certification or modify existing contracts to reflect new plant needs. Visit http://www.ecobiz.org/landlist.htm.
Some guidelines include:
- Eliminate "strip grass" to the greatest extent possible. Small strips of grass, common in parking islands and between sidewalks and the roadway, are hard to maintain and difficult to efficiently water. Use bushes, mulch, or colored tiles instead.
- Group plants with similar irrigation needs together.
- Evaluate the type of soil and water accordingly. Sandy soils may need to be watered more often, while clay soils will become saturated and create runoff if irrigated too long. Remember, soils “hold” water, making daily watering unnecessary in most situations.
- Improve the moisture-holding capacity of existing soil by adding organic materials such as compost.
- Aerate soils to improve permeability.

W25 3^PTS Reduce or remove paved surfaces and other impervious areas.

Reducing impervious area can reduce stormwater charges on your city water/sewer bill.
Look for underutilized hardscape, such as walkways, patios, parking areas, and driveways, that could be reduced, removed or replaced with landscaping, pervious pavement or other stormwater management options that allows water to soak into the ground. For examples, see Stormwater Solutions guidebook http://www.portlandonline.com/bes/index.cfm?c=43110.
Look at parking areas to see if they could be reconfigured to optimize or add landscaping. When replacing or improving parking lots, manage stormwater with swales or rain gardens. City permitting may be required for changes to parking lots.
Before starting any excavation, check for underground utilities using existing building plans and the “Call before you dig” hotline (http://www.digsafelyoregon.com and 1-800-322-2344).
Resources include free stormwater site visits and evaluation through Clean River Rewards (http://www.CleanRiverRewards.com or 503-823-1371). Also, the local not-for-profit DePave has some great online resources (http://depave.org/learn/why-depave/).

W26 3^PTS Manage roof runoff and paved surfaces with stormwater facilities.

Observe where the stormwater is currently draining and consider capturing it with a stormwater facility (see Stormwater Solutions Handbook http://www.portlandonline.com/bes/index.cfm?c=43110).
It’s possible that stormwater is already managed onsite. Historic plumbing records (http://www.portlandmaps.com) or building plan may show underground systems. Check city permitting requirements to determine if a Stormwater retrofit design will meet city standards.
For more information and ideas on managing stormwater, visit City of Portland’s Sustainable Stormwater Management web page (http://www.portlandonline.com/sustainablestormwater).
Request a free stormwater site visit through the Clean River Rewards program to help determine appropriate and safe stormwater systems for your site (http://www.CleanRiverRewards.com or 503-823-1371).
Consider working with a landscape or engineering design professional.

W28 3^PTS Install an eco-roof when replacing an old roof or during new construction.

The City has an ecoroof handbook that can walk you through the assessment, design, construction, and permitting phases of an ecoroof installation. For more information, resources and incentive opportunities visit: http://www.portlandonline.com/bes/ecoroof.

Exterior Spaces - Pollution Prevention

W18 2^PTS Exterior building cleaning services are scheduled as needed, not on a periodic basis.

Cleaning exterior building and surrounding surfaces on a regular schedule may use water resources inefficiently and needlessly. Schedule a cleaning only when necessary. This helps to conserve water and reduces the amount that runs off the site. Examine what services or practices can be avoided.

W23 2^PTS If contracting with automotive or landscape companies, choose Eco-Biz certified companies.

Visit http://www.ecobiz.org/

W27 3^PTS Install pollution prevention source controls near outside trash and recycling spaces, loading docks, and outside storage areas

The Environmental Services Pollution Prevention Division works with commercial and industrial customers to control pollution at its source and keep it out of the City sewer system. Pollution Prevention Projects works with businesses of all sizes to identify potential sources of pollution and implement pollution reduction strategies. For more information visit http://www.portlandonline.com/bes/index.cfm?c=34103&a=325336

Our Resource Guide lists advice, free tools and incentives for each of our checklist actions.

Received! Thank you for joining.

Sign up for email updates and announcements:

Partners

Follow us

Home

How It Works

Recognition

About Us