DIRECTIVE TO ALL HEADS OF AGENCIES AND DEPARTMENTS
WASTE PREVENTION AND EFFICIENT MATERIALS MANAGEMENT POLICIES
City agencies can enhance efficiency and reduce costs by implementing waste prevention policies and by instructing and motivating personnel to practice waste prevention initiatives. By enhancing efficiency and reducing costs, waste prevention policies and initiatives enable the city to focus its limited budgetary resources more directly on the provision of services.
Waste prevention is also an environmentally sound and cost-effective approach for reducing the City's solid waste stream and costs associated with waste management. Establishing practices within City government to minimize waste generation and to reuse goods and supplies can set an example for other public entities and the private sector.
Pursuant to this Directive, City agencies shall adopt and implement waste prevention and efficient materials management policies, and shall report annually regarding their current and proposed activities in this area. As used throughout the Directive, waste prevention means a reduction in the quantity and/or toxicity of solid waste through practices such as: reusing products or packaging; using durable products, including products that offer extended warranties; avoiding or reducing the use of products or packaging by purchasing products in bulk or in concentrate or by other means; avoiding or reducing the use of products or packaging that contain toxic constituents, or eliminating or reducing toxic constituents in products or packaging; and other measures that prevent waste.
The Department of Sanitation's City Agency Waste Prevention Guide should be consulted to assist agency compliance with this Directive.
Section 1. Office Paper Waste Prevention and Reuse
All City agencies shall adopt and implement office paper waste prevention and reuse measures which shall, at a minimum, include the elements set forth below.
(a) Double-sided printing and copying
(i) Agencies shall print and copy documents, including letters and memoranda, on both sides of the page whenever feasible. Agencies are also encouraged to use reduced format printing and copying, and reduced font sizes, when appropriate. Copier default settings should be set for double-sided production, where feasible.
(ii) All documents that are reproduced by a reproduction services unit shall be printed on both sides of the page unless there is a specific reason why a document must be one-sided (e.g., rules of a court or federal or state agency).
(iii) Agencies shall post operating instructions for double-sided reproduction on, or directly above, all photocopiers, unless procedures for double-sided copying are provided on the photocopier's operating panel.
(iv) Agencies shall post signs on or near photocopiers and recycling bins for white paper reminding staff to copy on both sides of the page. Agencies may use their own signs, or obtain them from the Department of Sanitation (212-837-8089).
(b) Common access and circulation of information
(i) Whenever feasible, office-wide memoranda shall be placed in a common area for review by agency staff (e.g., posted on an office bulletin board or placed in a reference binder) as a substitute for distribution of individual copies to employees.
(ii) Documents addressed to more than one person should be routed via intra-office mail whenever feasible. Agency staff are discouraged from reproducing circulated documents and maintaining duplicate files.
(iii) Information should be circulated via E-mail, including local area network communication systems, whenever feasible.
(i) The use of cover and confirmation pages for faxes is discouraged.
(ii) A faxed document should not also be sent to the fax recipient in hard copy form except upon request of the recipient.
(iii) The use of computer fax programs that enable the user to fax documents from the computer without the need to print a hard copy is encouraged.
(i) Agencies should avoid using envelopes for bulk mailings by affixing mailing labels directly to folded correspondence whenever feasible.
(ii) Agencies that send bulk mailings requiring routine responses, such as billings and license renewals, shall use reusable two-way envelopes whenever use of such envelopes is cost-effective.
(iii) Agencies shall periodically review active mailing lists to remove duplicate, unwanted or incorrect names and addresses.
(e) Food service products
Use of durable or reusable food service items, such as cups, plates, and eating utensils, is encouraged.
(f) Unwanted mail
Agencies shall encourage staff to contact organizations sending them unwanted or duplicate office mail to request that they be removed from the mailing lists of such organizations.
(g) Reuse of paper products
(i) Agencies shall reuse paper discards that have been used on only one side whenever feasible (e.g., for draft printouts, draft copies, and notepads).
(ii) Recyclable paper shall be placed in agency recycling bins only after it has been used on both sides, whenever feasible.
(iii) Kraft envelopes, file folders, corrugated boxes, and similar office paper products shall be reused whenever feasible.
(iv) Reusable office envelopes shall be used for all intra-agency mailings and, where appropriate, for inter-agency mailings.
(h) Requests for Proposals
(i) Agencies shall include the following statement in requests for proposals: "As a waste prevention measure, proposers are strongly urged to print and/or copy responses on single-spaced, double-sided pages."
(ii) Agencies should limit the number of copies of responses to requests for proposals required from proposers. Absent special circumstances, the required number of copies should be equal to the number of individuals on the proposal evaluation committee, plus additional copies for the agency head and agency chief contracting officer.
(i) Electronic Mail
Agencies shall use E-mail whenever feasible to communicate within the agency through local area networks or other computer systems, and across agencies through CityMail, which is the electronic mail and document exchange system administered by the Department of Information Technology and Telecommunications. Agencies that use E-mail should include their E-mail address on new letterhead and business cards when these supplies are renewed. Where feasible, agencies are encouraged to install local area networks or other computer systems to facilitate electronic communication. Documents sent by E-mail should not be followed by a hard copy except upon request of the recipient.
(j) Reports and Publications
Agencies shall implement all feasible measures to reduce paper consumption and achieve cost savings in the printing and distribution of reports, documents, studies or publications prepared by the agency and its consultants. These measures may include, without limitation:
(i) using uncoated recyclable paper, or recycled paper, of a size that will minimize paper use and waste, for the printing of the text and cover pages;
(ii) limiting use of photographs;
(iii) printing in as few colors as possible;
(iv) avoiding covers unless necessary and appropriate for the protection of the document;
(v) reviewing distribution lists to eliminate duplicate, unwanted, or incorrect names and addresses;
(vi) reducing mailings by mailing in combination with other reports, documents, studies or publications.
Forms should be printed from a personal computer whenever feasible. Forms should be stored in minimum quantities in keeping with set minimum and maximum inventory levels.
Section 2. Procurement
(a) Waste Prevention Measures. All agencies shall review and revise their procurement specifications and policies to incorporate money-saving waste prevention measures to the maximum extent feasible. Measures to assess as general policies or on a case-by-case basis include: requiring vendors supplying goods to eliminate or reduce packaging; requiring suppliers to provide reusable packaging, such as pallets, crates, drums, and other packaging material, and to take back the reusable packaging when new shipments are delivered; procuring equipment that facilitates conservation of paper, such as duplex printers, duplex copiers, and E-mail; requiring contractors to submit proposals, studies, and reports on single-spaced, double-sided pages; purchasing durable and reusable products, and those with extended warranties; buying items such as cleaning products in concentrated form to reduce packaging; minimizing purchase of items containing toxic constituents; and other appropriate measures.
(b) Vendor Surveys. All agencies shall conduct oral or written vendor surveys of some or all vendors supplying goods to the agency to identify cost-saving waste prevention measures that vendors may be willing to undertake. Examples include: eliminating or reducing packaging; providing packaging that is more reusable; taking back reusable packaging when new shipments are delivered; providing products with reduced toxicity; and other measures. Agencies should use the results of surveys in assessing opportunities for reducing procurement costs and preventing solid waste.
(c) Department of Citywide Administrative Services. Within 6 months of issuance of this Directive, the Department of Citywide Administrative Services (DCAS), in consultation with the Department of Sanitation, shall submit to the Interagency Task Force, established pursuant to Section 6 of this Directive, a plan for incorporating feasible waste prevention measures into its procurement practices. The waste prevention measures shall be implemented within 18 months of the effective date of this Directive. Waste prevention measures may include, but need not be limited to, those set forth in subsection (a) of this section. The plan shall include a schedule for implementing each of the waste prevention measures.
Subsequent to submitting its plan, DCAS shall report annually to the Interagency Task Force on the status of plan implementation and the waste prevention measures adopted, including undertaking its best efforts to report on the calculated or estimated quantity of waste prevented and money saved, or projected to be prevented and saved, as a result of plan implementation. The waste prevention plan shall be updated each year as may be appropriate.
(d) Mayor's Office of Contracts. Within 6 months of issuance of this Directive, the Mayor's Office of Contracts (MOC), in consultation with the Department of Citywide Administrative Services and the Department of Sanitation, shall submit to the Interagency Task Force, established pursuant to Section 6 of this Directive, a plan for incorporating feasible waste prevention measures into its procedures applicable to the procurement of services by City agencies.
The waste prevention measures shall be implemented within 18 months of the effective date of this Directive. Waste prevention measures may include, but need not be limited to, those set forth in subsection (a) of this section. The plan shall include a schedule for implementing each of the waste prevention measures.
Subsequent to submitting its plan, MOC shall report annually to the Interagency Task Force on the status of plan implementation and the waste prevention measures adopted, including undertaking its best efforts to report on the calculated or estimated quantity of waste prevented and money saved, or projected to be prevented and saved, as a result of plan implementation. The waste prevention plan shall be updated each year as may be appropriate.
Section 3. Maximize Participation in DCAS Surplus Program
Agencies shall to the maximum extent practicable use the DCAS Surplus Program to discard goods or to obtain reusable goods. For more information on the Surplus Program, consult the Department of Sanitation's City Agency Waste Prevention Guide or call the DCAS Salvage Program at 212-669-8548.
Section 4. Lawn and Yard Waste
Agencies that maintain lawns shall to the extent feasible leave grass clippings on the lawn to degrade naturally. In addition, such agencies shall whenever feasible compost their own leaves and other yard waste, including grass clippings that are not left on the lawn. For information and technical assistance on composting, call the Department of Sanitation at 212-837-8089.
Section 5. Other Waste Prevention Measures
In addition to any other requirements of this Directive, agencies shall review their operations in order to identify additional opportunities for waste prevention, including reuse of goods and supplies, and shall adopt and implement appropriate and feasible waste prevention measures.
Section 6. Waste Prevention Coordinators and Interagency Task Force
(a) Task Force Established. There is hereby established an Interagency Task Force on Waste Prevention and Efficient Materials Management Policies (the "Task Force"). The Task Force shall report to the First Deputy Mayor. The Director of the Mayor's Office of Operations, or his or her designee, shall chair the Task Force. The Task Force shall consist of representatives from the Mayor's Office of Operations, the Department of Citywide Administrative Services and the Department of Sanitation. Agency Waste Prevention Coordinators designated pursuant to subsection (b) of this section shall participate on the Task Force at the direction of the chair.
(b) Waste Prevention Coordinators. Each agency shall designate a Waste Prevention Coordinator. The Waste Prevention Coordinator shall be responsible for coordinating compliance with this Directive within his or her agency and shall serve on the Task Force at the direction of the chair in accordance with subsection (a) of this section.
(c) Functions of the Task Force. The functions and duties of the Task Force shall include monitoring compliance with this Directive and may include identifying additional waste prevention and efficient materials management policies that may be adopted and implemented by agencies.
Section 7. Submission of Annual Reports
(a) Each agency shall report annually on waste prevention measures that have been adopted and implemented pursuant to this Directive as set forth in Appendices 1 and 2.
(b) Each agency shall submit its annual report to the Director of the Mayor's Office of Operations no later than September 1 for the prior fiscal year.
(c) The name, title, address and telephone number of the Waste Prevention Coordinator for the agency, designated pursuant to Section 6 of this Directive, shall be identified in each agency's annual report.
(d) When feasible, the annual report should be submitted via CityMail.
Section 8. Effective Date
This Directive shall take effect immediately.
RUDOLPH W. GIULIANI
Mandatory Reporting Requirements
1. Each City agency shall submit a written report ("Report") to the Mayor's Office of Operations each year by September 1 for the prior fiscal year. Reports shall be submitted to: Director, Mayor's Office of Operations, 20th Floor, 100 Church Street, New York, New York 10007, or through CityMail to OPSLAN.AGYRPT.
2. Each Report shall be signed by the agency head, or his or her authorized representative, certifying that the agency has undertaken its best efforts to fully comply with the Mayoral Directive on Waste Prevention and Efficient Materials Management Policies, along with the name, address, title and telephone number of the agency Waste Prevention Coordinator.
3. Each Report shall include a description of how the agency promoted and monitored compliance with the Directive. Measures to promote and monitor compliance may include, but need not be limited to: distributing a memo to all Bureau/Division heads to inform them of the requirements of the Directive and to require compliance; posting waste prevention signs at copy machines and recycling bins at all office locations; conducting spot compliance inspections; conducting written surveys of agency managers and staff on compliance with the Directive; requiring submission of reports by all Bureau/Division heads; holding meetings or seminars to inform key managers and staff of the requirements of the Directive; appointing an agency waste prevention planning group to oversee compliance; and/or other measures.
Optional Reporting Requirements for Annual Award
To the extent feasible, each agency shall report on the amount of waste prevented, and the associated cost savings, for each waste prevention measure undertaken by the agency, including any not specifically required by the Directive. A brief description of the measure undertaken, the rationale for undertaking the measure, and the method for calculating or estimating the savings, should also be included. Please do not describe your agency recycling programs, e.g., separation of materials for recycling as required by the City.
Annual Award. Agencies that provide responses to the optional reporting requirements will be eligible for an annual award/certificate to be awarded by the Mayor's Office. Responsive agencies may also be featured in subsequent versions of the Waste Prevention Guide for City Agencies.
SAMPLE REPORT TO MAYOR'S OFFICE OF OPERATIONS
ON AGENCY COMPLIANCE WITH MAYORAL DIRECTIVE
The Department of XYZ has undertaken its best efforts to fully comply with the Mayoral Directive on Waste Prevention and Efficient Materials Management Policies.
Signature and Title of Agency Head or Authorized Representative Date
Methods for Promoting and Monitoring Compliance with the Directive
1. Commissioner ___________________ designated an agency Waste Prevention Coordinator ____________________________________ (name, title, address, telephone, fax, e-mail) and an agency Waste Prevention Planning Group on _________ (date) consisting of ____________________________________ (names/titles) to facilitate compliance with the Directive.
2. Commissioner ________________ issued a memorandum discussing waste prevention as a cost saving strategy and setting forth the agency's commitment, along with a copy of the Directive and the Waste Prevention Guide for City Agencies. The memorandum with attachments was sent to all Bureau/Division heads on (date) instructing them to comply with the Directive and to designate a Bureau/Division Waste Prevention Coordinator.
3. The Agency Waste Prevention Coordinator solicited suggestions from the Waste Prevention Planning Group at a meeting held on ______ (date).
4. The Agency Waste Prevention Coordinator submitted a written plan on ________ (date) for approval by Deputy Commissioner ______________________ containing recommendations for promoting waste prevention.
5. An employee award/recognition program was established by _________________________ (name, title) on _________ (date).
6. Signs for placement above copy machines and recycling bins to promote waste prevention were distributed by ____________ (name, title) on _____________ (date) to all offices.
7. The Agency Waste Prevention Coordinator conducted spot checks at _______ (number) offices on __________(date) to help ensure that waste prevention signs are posted at offices throughout the agency.
8. The Agency Waste Prevention Coordinator sent out a memorandum on ________ (date) to all Bureaus and Divisions requesting descriptions of waste prevention measures undertaken and information on the amount of waste prevented and cost savings achieved as a result of implementing specific waste prevention measures required by the Directive, or in addition to those required by the Directive. Methods for calculating the savings were also requested to be provided.
9. The Agency Waste Prevention Coordinator compiled the required information for reporting to the Mayor's Office, and drafted a single report in accordance with Section 7 and Appendices 1 and 2 of the Mayoral Directive on Waste Prevention and Efficient Materials Management Policies for approval by the Commissioner or his/her authorized representative.
After the report is approved by the Commissioner or his/her authorized representative for submission to the Mayor's Office of Operations, the Agency Waste Prevention Coordinator must submit the approved Report by September 1 for the activities conducted during the prior fiscal year.
Optional Information -- Must be Submitted to be Eligible for Annual Mayoral Waste Prevention Award
More than one agency may receive a Mayoral award. A sample format, highlighting just a few examples and the type of information to be supplied with the award application, is as follows:
1. Reusable Two-Way Envelopes. The ABC Division purchased 200,000 reusable two-way envelopes to use for sending out billings. These envelopes weigh 30% less than the envelopes previously provided, eliminating an estimated _____ pounds of waste, and saving ____ dollars in purchasing costs.
2. Electronic Mail. Four Divisions, made up of a total of 2200 employees, are now equipped with E-mail. An informal, verbal survey of staff within these offices indicates that most staff are sending approximately 500 memos per year via E-mail. Assuming that each memo is an average of 2 pages in length, 500 memos x 2 sheets of paper = 1,000 sheets = ____ pounds. Multiplying by our 2200 employees, we estimate that the use of E-mail saved an estimated _______ sheets of paper during the course of the year, weighing a total of ____ pounds. The estimated purchasing cost savings of not having to purchase the _____ sheets of paper is _________ dollars per year.
3. Vendor Survey. Upon conducting a short written survey of 100 vendors, we received three suggestions for preventing waste that were adopted by the agency. The suggestions were _____, _____, and _____. We decided to pursue these suggestions because they were operationally feasible and would not cost the agency any extra money. Although the measures will not result in any immediate reduction in purchasing costs for the agency, each measure is estimated to eliminate _____ tons of waste each year, and will free up XXX cubic yards of storage space that can now be used for other purposes.
Agencies should include as many detailed examples as they can to increase the likelihood of receiving an award.