distributed to the entire staff so that those willing may sign it in demonstration of their involvement and cooperation.

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1 Guide and Charter for a Green Office Fourth edition November 2011

2 Introduction The challenges of environmental management are front and centre for every organization in today s world. The tourism industry, due to the nature of travel, is one of the sectors most affected by this issue, and many stakeholders, in Montréal and elsewhere, have already committed to limiting their environmental footprint. The convention sector is markedly vigilant in this matter, especially in the United States. In recent years, Tourisme Montréal has invested substantial time and effort to apply sound practices in matters of quality and sustainable development. Two recent events in particular recognize this commitment: the accreditation of quality recently awarded by Destination Marketing Association International, and the recent acknowledgement of Montréal as the first major world city to adopt the National Geographic Society s Geotourism Charter. At a time when environmental issues are on everyone s mind (employees, members, clients and partners), adopting a guide that supports environmentally-friendly practices at Tourisme Montréal helps us clearly establish our organization s concern for sustainable development, and state our objectives in this matter. In this regard, the Charter put forth in this document will be distributed to the entire staff so that those willing may sign it in demonstration of their involvement and cooperation. Environmental management is a process that incorporates various environmental considerations into all the activities of the organization s staff. Such a policy calls on employees to assume more responsibility, both personally and collectively, and the success of this type of approach is based on integrating concern and responsibility for environmental management into the functions and tasks of each employee. This policy relies on close cooperation as much with members and suppliers as with the public at large. 2

3 Vision and Objectives The Green Committee was established in order to promote sound environmental management practices in the workplace. By establishing an organizational culture focussed on sustainable development, Tourisme Montréal serves as an example to all of its partners. As an organization devoted to the economic development of the Montréal region, Tourisme Montréal aims to: Support employees in assuming responsibility for environmental management; Institute preventive and corrective measures to reduce the environmental footprint resulting from its activities; Gradually integrate environmentally-responsible procurement practices and work with suppliers in order to achieve this policy s objectives; Remain aware, via a series of indicators, of the impact of its activities on the environment; Keep members up-to-date regarding its approach to environmental management. 3

4 Actions, Responsibilities and Priorities IMPLEMENTATION PLAN 4

5 Plan Consumption of Paper and Printing Supplies Issue Objectives Actions Key People Indicators Priority Consumption of paper and printing supplies Reduce paper consumption Reduce ink consumption Adjust printer default settings to double-sided printing Reuse paper that has already been printed on one side Send pay slips electronically Install virtual Post-It software on all computer workstations Organize paperless meetings Analyze and adjust the number of available printers Follow up on and share results Establish eco-responsible default settings on computer workstations Make employees aware of the importance of rethinking printing habits Joey Andrée Joey Marie G. Joey Quantity of paper purchased annually (in relation to the number of employees) Number of printers (in relation to the number of employees) Quantity of toner cartridges purchased annually (in relation to the number of employees) Medium term Short term 5

6 Plan Water and Energy Consumption Issue Objectives Actions Key People Indicators Priority Remind people to shut off lights and electronic equipment Water and energy consumption Reduce our water and energy consumption Follow-up with Redbourne about consumption profiles Adjust computer settings to automatically hibernate when not in use Redbourne BOMA BEst Certification Short term 6

7 Plan Greenhouse Gas Emissions Issue Objectives Actions Key People Indicators Priority Greenhouse gas emissions Encourage sustainable mobility Perform a diagnostic of employee travel Study the feasibility of an interorganizational agreement with Bixi Participate in the event In Town Without My Car on September 22, 2012 Redbourne Percentage of employees who use sustainable means of transportation to travel to work Short term Participate in Défi Climat 2012 Set up a carpool file to assist employees in ride-sharing Implement a compensation initiative Percentage of GHG emissions that are compensated for 7

8 Plan Resource Consumption Issue Objectives Actions Key People Indicators Priority Eliminate the purchase of individually-packaged products Give priority to products made of 100% post consumer fibres when purchasing paper Gilbert Gilbert Existence of individuallypackaged products Characteristics of paper purchased Resource consumption Rethink Reduce Reuse Make reusable material more accessible and communicate related messages Purchase water pitchers Install hooks in the kitchen for dish cloths and hand towels Awareness of reusing material Volume of annual paper towel order Medium term Negotiate with Redbourne for the installation of hand dryers in the washrooms 8

9 Plan Purchases and Suppliers Issue Objectives Actions Key People Indicators Priority Marion Develop a guide list for the purchase of office supplies Purchases and suppliers Extend TM s ecocommitment to the entire supply chain and partners Classify the gifts in the Cadeaux Design catalogue into different categories Establish a list of clauses that could be integrated into proposals/invitations to tender Marion Procurement subcommittee Medium term Provide a list of eco-responsible caterers for meetings Marion Inform employees of green transportation options for their business travel needs committee members and Marion 9

10 Plan Waste Management Issue Objectives Actions Key People Indicators Priority Waste management Recycle Follow up regularly with Redbourne Define the recycling procedure for electronic equipment Characterize waste material Obtain ICI ON RECYCLE! program recognition Marion and managers in other offices Joey Amount of recycled waste Medium term 10

11 Plan Tourisme Montréal Events (Member and Meeting Services) Issue Objectives Actions Key People Indicators Priority Events Organize ecoresponsible events Publish an eco-responsible event organization guide Offer training to the entire staff Marion Member and Meeting Services teams Percentage of eco-responsible events organized by TM Percentage of trained employees Long term 11

12 Plan Quality of Life in the Workplace Issue Objectives Actions Key People Indicators Priority Quality of life in the workplace Promote a pleasant and stimulating work environment Reward employee effort Authorize telecommuting and flexible work hours Encourage a healthy lifestyle Marion Isabelle and Marie Isabelle Percentage of employees with access to the work-family balance program Long term Organise a Volunteer Day in Montréal to help protect the environment Marion and Isabelle Healthy Enterprise certification 12

13 Commitment Charter As a Tourisme Montréal employee aware of the environmental impact associated with our office activities and travel, I pledge, to the best of my ability, to employ eco-responsible practices in the workplace as a way of doing my part to protect the environment: To shut off lights when I leave a meeting room To shut off electronic equipment when I leave my office To set my computer to automatically stand-by when not in use To print on both sides of paper and to reuse the backside of old print documents for drafts or notes To recycle as much as possible with the appropriate equipment To make responsible purchase decisions as much as possible and at a reasonable cost To choose public or active transportation when travelling To participate in days and events dedicated to promoting the sustainable development principles supported by the Green Committee To not waste office supplies To take my reusable coffee cup when I get coffee from outside the office 13

14 Implementation - Permanent Tourisme Montréal Green Committee - The committee s mandate is to: Ensure the policy is applied and the fixed objectives are achieved; Define priorities in matters of environmental management; Present the various aspects of the Green Guide to all staff members; Make public a yearly progress report on environmental management at Tourisme Montréal, and especially, make known significant initiatives; Guarantee the continued development of the Tourisme Montréal Guide to a Green Office. Potential members: Any Tourisme Montréal employee who cares about the environment. 14

15 Implementation - Communications - The following means of communications will be considered: Meetings between Green Committee members and employees from each of the organization s divisions to present the process and to gather employee feedback Awareness notices Information posted on the intranet to inform employees of the progress in implementing the policy, i.e. the steps completed, the percentage and quantities of materials recycled or not used, etc. (updated as necessary). Creation of index cards to remind employees of small actions that they can undertake. 15

16 Acknowledgements Tourisme Montréal wishes to thank all employees who voluntarily agreed to be members of the Tourisme Montréal Green Committee and who took part in the creation of this fourth edition of the Guide to a Green Office. Furthermore, we would also like to emphasize the initiatives of the Jeune Chambre de commerce de Montréal and of the Board of Trade of Metropolitan Montréal, both of which are leaders in this field and provided inspiration to Tourisme Montréal for this Green Guide. 16

Toronto Community Housing is one of the largest

GREEN OFFICE MANUAL I. GREEN OFFICE PROGRAM OVERVIEW Toronto Community Housing is one of the largest consumers of electricity, natural gas and water in Toronto. We produce hundreds of thousands of tonnes