“You have to know the rules,” a darling first-grader told me recently. “Otherwise people can get into trouble.”

We can argue the philosophical merits of this statement for greater society, but it is sound advice for multifamily housing and condominium units.   Newer condominium CC&Rs (Conditions, Covenants & Restrictions)  may cover many important things but rarely cover sustainability issues.  Property managers who neglect to set policy with their owners lose several finite benefits because an effective sustainability program does a lot more than spell out the rules.

We can loosely define a Sustainability Policy as the following:

• A statement of intent of management’s commitment to achieve sustainability objectives and protect the environment
• A clear specification of delegated responsibilities, monitoring and reporting procedures
• A plan that guides practices, provides continuity and includes energy/cost reduction targets, budgets and timetables.
• An allocation of appropriate resources to achieve these goals
• An annual review procedure

People invest in companies they believe are environmentally responsible and they expect everyone to have a policy statement, even their landlord.  Therefore, for the best public relations, a sustainability policy must have clear objectives, an action plan and state who has responsibility for implementing the plan.  Other tangible benefits of developing a policy include:

1. Liability Protection: The most compelling legal reason for documenting a sustainability policy in writing is to serve  as ‘backdoor’ liability protection.  If something beyond your control goes wrong in your building, you have a public document that states this is not your policy.  As municipal sustainability departments evolve across the country - with an accompanying transformation from voluntary compliance to regulation -this will become even more important. Your errors and omissions insurance carrier will appreciate your foresight if a claim is ever made.

2. Better Staff Education: Management formally outlines a maintenance and operations policy that is comprehensive and detailed. Posting these basics serves as an Action Plan.  It also makes it easier for employees and sub-contractors to interpret management’s intent and sign on.  Many misconceptions still persist that by incorporating sustainable practices, the end user receives a lesser product or service.  These myths are dispelled when individual awareness is raised.  As staff and outside providers become committed to sustainability activities, ownership is created which automatically boosts both pride and morale.  When people feel they are part of the solution and recognized for being so, they are also happier.

3.  Better Provider & Service Contracts: A written policy can motivate your suppliers, cleaning staff, pest maintenance company, disposal company, handywoman and other sub-contractors to upgrade their own sustainability practices to match yours.  It is easy to assume cost and technical issues are the main barriers to environmental sustainability, but many times it is people who get in the way of progress.

4.  Outside Provider Litmus Test: Requiring everyone who performs services or provides materials to read and acknowledge having received your sustainability policy is more than a good defensive liability posture.  Anyone who refuses to sign raises a giant red flag. Their reluctance could be an inadvertant admission that their practices are not environmentally sound.

5.  Tenant Education: Good residents will carefully consider their actions, but occasionally we all get a tenant who has no ‘apartment manners’.  New rules about greening the premises and practices can be posted in a non-combative way as ‘general information’ with the hope that the less evolved will eventually get it.

You may want to seek professional advice when preparing your Sustainability Policy for residents, but for providers and servicers it is important to cover some of the basics such as:

• Toxic chemicals are not allowed on the premises without management’s express written permission
• Hazardous materials must be properly handled and legally disposed
• Haz-mat collection dates and locations within the complex/community
• All recyclable materials will be legally recycled
• An outline of green cleaning principles and practices
• Standards for green pest management
• Information about maintenance/materials outlining use of non-formaldehye adhesives, low or non-VOC paints
• Purchasing and procurement of green products and materials
• Population control pet spaying/neutering policies
• Organic fertilizer and water conservation landscaping practices
• Proper maintenance procedures for energy efficient appliances, high performance HVAC systems
• Unique or other benefits in your green, high performance building

Rarely will a vendor or service company reject your business because you require they operate with better sustainability on your premises.  Residents will certainly appreciate the care and concern you show for their health and well-being.  With proper guidance they may even take better care of those front-loading, energy efficient washing machines you recently installed.

Eileen Lee, VP of energy and environmental policy for the National Multi Housing Council (NMHC), quoted in an article in the Multifamily Executive said:

“Labeled as green or not, it’s important to note that multifamily housing fundamentally is sustainable housing. It’s more resource – and energy- efficient than other types of residential development because its concentrated infrastructure conserves materials and community services. As part of an infill or mixed-use development, apartments create communities where people live, work, and play with less dependence on cars. This reduces the consumption of fossil fuels and their carbon emissions.”

Again, a sustainability policy might want to echo the above and point out the sustainability features of apartment-style living.  Here are a few links to companies with sustainability policies which might give you some ideas for developing your own:

• Quest North Ryde (Serviced Apartments)
• Onetangi Beach Apartments (Hawaii)
• West 3 London Apartments (England)

Finally, along with your ongoing resident education program, remember to publically post highlights of your sustainability policy wherever residents might congregate.   Creating a poster for the leasing office, the recreation room or any other common area is a great way to inform residents that you care enough about building health to operate with practices that  are socially and environmentally responsible.

In other words, develop a policy, implement it and then flaunt it.