CR 93-04 Smoke Free PolicyDecember 29, 1992
SMOKE FREE POLICY
Council Report # 93 -4
Proposed Action
Staff recommends adoption of the following motion: Move to
adopt policy # 4 -C, Smoke Free Policy, as revised and
recommended by staff.
With adoption of this motion, staff will initiate action to
make all city buildings and vehicles smoke free as of March
2, 1993.
Overview
The City of Hopkins has a smoking policy which was adopted
in August of 1987. That smoking policy allows smoking only
in areas so designated within city buildings.
The City owns and operates a variety of buildings and to
date a variety of policies exist regarding smoking in each
of those facilities.
Past employee surveys have supported a smoke free
environment. Some buildings do not meet the requirements of
the Minnesota Clean Indoor Air Act and adequate numbers of
studies have confirmed that smoking and second hand smoke
contribute a poor indoor air environment which can
contribute to poor health.
Health care costs are one of the fastest growing segments of
the City of Hopkins budget. When coupled with the above
reasons, it causes staff to recommend the Council take a
more aggressive approach to a better work environment for
non users of tobacco products.
Primary Issues to Consider
o How will the policy be implemented?
o What source of funds will be used to pay for costs
incurred as a result of this policy?
Supporting Documents
o Staff Analysis of Issues
o Draft policy #4 - C Smoke Free Policy
o Proposed Incentive Program
o Proposed Smoke Free budget
o Policy Implementation Schedule
o Current Policy 4 -C Smoking
teven C. Mie ke, City Manager
page 2
Rpt 93 -4, Smoking Policy
STAFF ANALYSIS OF ISSUES
What does the Policy require?
The proposed smoking policy would require that all City of
Hopkins buildings be smoke free. Smoking would be strictly
prohibited in all City buildings and in all City vehicles.
The policy would apply to all employees, Council Members,
volunteers, clients and visitors to City buildings.
The policy would require that all buildings by posted as
smoke free and would also allow the City Manager to
designate areas outside of City buildings for smoking areas.
The purpose of designating smoking areas outside of City
buildings is to allow for employees who wish to use tobacco
smoking products to have a location in which to smoke which
would be outside of City buildings but hopefully, away from
main entrances and other more visible locations.
o How would the policy be implemented?
Once the policy is adopted, the staff will utilize the
services of the American Lung Association in assisting
employees who currently smoke to discontinue if they wish.
Although the policy does not require that employees
discontinue smoking, it is hoped that an incentive program
which gives them maximum flexibility and ease of attendance
will encourage and assist employees who do wish to quit.
A series of meetings will be set up with all employees and
smokers to work with the employees toward implementing the
policy.
o What source of funds will be used to pay for costs
associated with the implementation of the policy?
The cost of signage will be assigned to each individual
building budget. Costs associated with the incentive
program will be paid partially from the Wellness Committee
budget ($800) and partially from general fund contingency
($1,200 - $1,500).
The proposed incentive program has a minimum requirement of
10 participants, therefore, if less than ten participate the
City would be required to pay for the cost of ten anyway.
Staff is recommending that the incentive program be utilized
only if at least five employees participate. Should less
than five participate, we will look for alternative programs
in which to assist employees who wish to quit.
•
Legislative Policy Manual
Chapter IX
1. PURPOSE
2. BACKGROUND
1.01 The purpose of the smoke free policy is to protect
the health of all employees by prescribing rules
and regulations pertaining to smoking in city
buildings and around city buildings.
2.01 The Surgeon General has confirmed that second hand
smoke causes death and disease in healthy non-
smokers.
2.02 The EPA has classified second hand moke as a
"class A" carcinogen. That places it in the same
category as asbestos. and confirms that second
hand smoke can cause cancer.
2.03 People are not protected by simple separation from
tobacco smoke.
2.04 The City of Hopkins observes and supports the Mr.
Clean Indoor Air Act.
3. POLICY
Policy # 4 -C
Smoke Free Policy
3.01 Effective March 2, 1993, all City of Hopkins
building will be smoke free. Smoking is strictly
prohibited in all City buildings, and in City
vehicles. This policy applies to cigars,
cigarettes, pipes and other types of tobacco
smoking products.
3.02 This policy applies to all employees, Council
members, volunteers, clients and visitors. Copies
of this policy will be distributed to all
employees.
3.03 Smoke Free signs will be posted at main entrance
and within all buildings
3.04 Employee smoking areas outside of City buildings
will be designated by the City Manager. Employees
who choose to smoke will be allowed to use the
designated areas for smoking while the employee is
on break or during lunch /rest periods.
4. PENALTIES
4.01 All employees share in the responsibility for the
success of this policy. The City of Hopkins
encourages all non -users to be supportive of the
people who carry the burden of this policy.
4.02 Any problems should be brought to the attention of
your supervisor. Employees who violate this
policy will be subject to disciplinary action up
to and including discharge as stipulated in
Section B, Policy # 8 - A of the Administrative
Policy # 8 -A.
4.03 An employee who has a grievance or concern shall
follow the Grievance Policy outlined in Section
8.06 of the Hopkins Administrative Policy Manual,
Policy # 8 -A or the grievance procedure outlined
in their respective collective bargaining
agreements.
Proposed Incentive Program
City management will team up with anyone who wants to use this opportunity to quit
smoking. The city will share the cost of the Freedom From Smoking® Program and reim-
burse the workers share based on the workers decision to quit smoking and remain smoke
free. The shared cost and reimbursement will be distributed as follows:
The cost of the Freedom From Smoking® Program is $125.00 per person.
Worker pays $75.00, City pays $50.00.
City provides work time for the clinic if there are enough people interested.
City reimburses $25.00 on April 1 to all who attended all sessions and quit smoking
during the clinic.
City reimburses $25.00 to all who are still smoke free on June 1.
City reimburses $25.00 to all who are still smoke free on September 1.
As further incentive, the city will share the cost of nicotine replacement therapy, (the patch
or the gum) to anyone who participates in the Freedom From Smokin;' Program. Research
has shown that the patch is only about 10% successful without a behavioral program. The
patch in combination with the Freedom From Smoking® Program reduces the relapse rate
from 70% to 30% in the first three months.
The patch or gum is only available through a doctor's prescription. The cost for the patch is
approximately $50.00 for two weeks, and a prescription normally lasts 8 - 10 weeks. The
city will reimburse 50% of the cost for nicotine replacement up to $100.00.
Proposed Smokefree Budget
Educational /Motivational Materials
Stop Smoking: A Guide to Your Options ®(15) $ 44.25
"facts about...Cigarette Smoking," "facts about...Second -Hand
Smoke," "facts about-Nicotine Addiction and Cigarettes," and
"ls There a Safe Tobacco?" (2 5) 21.25
Are You Ready...," "For a Change...," "Stress...," "Backsliding..., " - 30.00
(2 5)
Help a Friend brochure (100) 100.00
Smoking Cessation
Freedom From Smoking® Clinic ($125 /person, minimum 10 1,200.00
people)
Nicotine Replacement Therapy ($100 /person) 1,000.00
Consultation
Consultant Fee (Communication process: Written materials,
one smoker meeting, two all employee meetings and one
supervisor meeting.)
450.00
Total Program Budget 2,801.25
•
Task Completed
Draft communication, policy & incentive system. Dec. 22
Approve communication, policy, incentives & budget. Jan. 8
Orientate & consult with Supervisors
Make & approve amendments
Distribute Communication & Policy
Smoker Response meeting
All employee meetings
Begin Clinic
Jan. 8
Jan. 11
Jan. 13
Jan. 22
Jan. 29
Feb. 11
Distribute educational material and clinic registration forms On -going
D -Day acknowledgement. 3 weeks after start of clinic. Mar. 2
(fr
CHAPTER IV
POLICY #4 —C
SMOKING
1. PURPOSE
1.01 The purpose of this policy is to establish rules and regulations regarding smoking in
city buildings.
2 POLICY
2.01 It is the official policy of the City of Hopkins to maintain a safe and healthy work
place. The purpose of the smoking policy is to protect the health, comfort, and
environment of the public and employees.
2.02 The City of Hopkins observes and supports the Minnesota Clean Indoor Air Act.
3. SMOKING AREAS
3.01 Smoking is only allowed in those areas so designated in all city buildings.
Established 8/18/87
City of Hopkins