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HomeMy WebLinkAboutAgenda Statement 1986/01/28 Item 20 COUNCIL AGENDA STATEMENT Item 20 Meeting Date 1/28/86 ITEM TITLE: Resolution / 35('Adopting a smoking policy for employee 901 areas of City buildings and appropriating funds SUBMITTED BY: Principal Management Assistant Byer REVIEWED BY: City Manager (4/5ths Vote: Yes X No ) Chapter 8.22 of the Municipal Code (adopted in October 1984) requires that employers develop a policy concerning smoking by employees in the workplace. The City Manager appointed a committee of employees to develop a draft policy by work site and then designated a management negotiation team to meet and confer with the various employee associations concerning the policy. The attached policy is the result of those meet and confer sessions. RECOMMENDATION: That the Council adopt the attached policy dealing with smoking by employees in non-public areas of City buildings and appropriate the funds to purchase the air cleaning devices stipulated in the policy. BOARDS/COMMISSIONS RECOMMENDATION: Not applicable. DISCUSSION: The committee appointed by the City Manager to formulate a draft policy on smoking in employee areas of City buildings consisted of a smoker and non-smoker from each major department. The purpose of designating a smoker and non-smoker from each department was to obtain input on both sides of the issue from each department and was not intended to represent the percentage breakdown of smokers and non-smokers among City employees. The committee met several times and developed a draft smoking policy for each work area. The policy was submitted to the four employee associations, CVEA, WCE, POA, and IAFF, with a request that the associations study the policy and be prepared to discuss it in meet and confer sessions. The management negotiation team met with negotiating teams from each of the associations and, in concert with the associations, developed the attached policy. Negotiation teams for the associations and the management negotiation team have each signed and affirmed the policy. The attached smoking policy for non-public areas of City buildings is in compliance with Chapter 8.22 of the Municipal Code "Regulation of Smoking in Public Places and Places of Employment." City Council will notice that the policy differs in some respects depending on the building. The committee decided and the associations concurred that because the buildings have different physical compositions and because some of them already had existing policies dealing with smoking in employee sections, the attached policy was the most equitable to smokers and non-smokers alike. Please note that, in addition, the policy is to be reviewed six months after implementation and Page 2, Item 20 Meeting Date 1/28/86 any suggestions for appropriate changes will be made at that time. The only building in which smoking at employee work stations will be permitted is the Public Services Building as this building has had a smoking policy for employees since its construction. This exemption will be limited to eight employees. As those employees leave City service or transfer to departments outside the building, the number of employees permitted to smoke at their work stations will be reduced and eventually reach zero. In addition, employees that are permitted and elect to smoke at their work stations must provide their own effective table-top air cleaner. For purposes of the policy, "effective" is construed to mean "found effective by an independent testing laboratory such as Consumer Reports or Good Housekeeping Institute." Articles dealing with smoke cleaners from each of the two aforementioned laboratories are attached. Since noise is a valid concern at employees' stations, employees will be required to purchase either the Bionair 1000, Norelco HB 9000, Space-Gard 2275, or the Sears catalog 7302. Employees could also purchase one of the top rated, quieter models as outlined in the Good Housekeeping Institute' s report. However, as those models are significantly more expensive than the ones mentioned, it is not anticipated that any employees would purchase them. For the most part, the policy limits smoking by employees to designated areas in the various employee lounges. The area in the lounge in the Public Services Building is the southeast corner of the lounge, which is immediately beneath the intake duct for the HVAC system. The areas in the other buildings will be designated by the department head in charge of that space. The policy requires that the City provide effective air cleaners for the lounges. This will require that eight air cleaners be purchased. It is recommended that either the Honeywell F56A, Bionair 2001 , Oster 404-06, or Bionair 1000 be purchased and installed in the employee lounges, the ARJIS room and adult interrogation room of the Police Department. Since it has not yet been determined which of those models will be purchased, it is recommended that $450 plus tax be appropriated for each of the eight models for a total of $3,820. These funds are available to be appropriated from the unappropriated balance of the General Fund. It is recommended that an additional $300 be appropriated to purchase necessary "Smoking Permitted" and "No Smoking" signs as required by the ordinance for both public and employee sections of all City buildings. The Building and Housing Director will obtain signs that are compatible with existing signs in each of the buildings. FISCAL IMPACT: $3,820 is required for the air cleaners with an additional $300 for appropriate signage for a total of $4,120. Funds will be appropriated from the unappropriated balance of the General Fund to Account 0730 (Non-Departmental )-0730-5568. WPC 0874A f : Dated l dam '