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b } THE I SMOKING POLICY HANDBOOK ! A Voluntary Program Endorse+d' By: Santa Ciarai County Manufacturing Group San Jose Chamber of Commerce City of' San Jose

This packa9e has been designed'to assist employers in drafting a voluntary smoking policy for their workpiace: The flrst step:ns to read the "Guideiines for Estab- lishing an Employer Srnokrng i Rohcy-" These suggest both procedures and policy ideas you will want to consider. To heip you develop a survey of your empioyees' attitudes about a smokirng, poi,cy, a sample form is inctuded in this brochure Policy samples and ideas are also included fon guidance in drafting your osrvn document:. In adtlrtion- a i summary of, San Jose city smoking taws is IlSted. Although most regulations cover Smok- ing, in public places. it is important for your policy to be consistent with any applicable laws. If you feel thatt one of these laws may apply to ypur, workpiat:e: you tnay obtain the full text from the Crty Clerk's office Finally, please Itt' us know whether or not you plan to peepare a smoking policy or d you need additional assistance. A coupon is included for this purpose.

M.::.L..~ I STAT'EMENT OF INTENT FOR REGULATING SIIVIC}FICJNG IN THE 1'XyORKPLACE IN' THE CITY OF SAN JOSE ' There is growing opmlon rn both government and private industry that it is desirable to deve/op~poticres that address the need5 of smokers and nonsmokers in the workplace . we be+ieve that a cooperative effon is' des'irablp to bring about such policies in as many businesses as possible throughout the City of San Jose It is the intent of the City Council of San Jose to encourage all employers to voluntarily adopt written smoking policies based on speclfic guidelines The San Jose Chamber of Commerce as weu''as the Santa Clara County Manufacturing Group have offered to ass7st'rnithrs' goal. tt is the specific rntent' of the San Jose Crty Councrll to assure'that the workplace accommodates the needS of the nonsmoker •A'S Proposed'for adopt on on August 7. 1984: by San Jose City Councn GUIDELINES FOR ESTABLISHING THE S'MO'KINGPOLlCY Planning and Development SUPPOR'C To be successfU;. all levels of management. must suppon the idea o6'a smoking policy ft must be considered part of the company's personnerpolrcy GOALS: Management ShouIQ7d determone' thee gpats 4 would like to achieve through a Smoking, policy A umetable and budget Shoutd'be developed for the project COMMUNlCA7iION: It rs' essent;al for manageme.nt to commun cate to all employees the com;,any s post- uoni regArding, estabtshment of a smok,ng policy • Announce that'it rs' fr0anagement's'des+re to establish a smoking policy • Exp{din why this action is beng,takeng for, example. -To provide a mutually acceptable environment for all employees -To demonstrate that private employers are wrlrmg to: take responsibility in thls area with'out, gpvern- cnent mandate -Irirvrte comments from employees There are several ways to do thls. including phone or personal m5ter, views and written questionnaires The specific questions you ask-and certainty the wording-will depend on the nature of'youri business the extent to1whrch you'want employees involved in the planning process. and the composition of your workforee: e.g . whether employees are ma nty profes; sional or cler,cai. wnether they have desk jp5s; whether they work with customers. etc

A SAMPLE SMOKING POLICY & EMPLOYEE SURVEY Sample Instructions we are considering preparing a policy covering smoking in our workplace In recent'.yearst some cities haverelQulred~ emptoyers to prepare smokrng; policies We prefer a v^oluntary, approach and we neediyour help to decide whether a smokrng policy is desirable or necessary Please,take a few moments and answer these, ques- tions Your answers are confldentlali When you"ve frnrshed. please fold the, form im half so your answers are inside Return the completed form to Sample Questions i Ii What is your work area h'ke7 (check appropriate box) CPnvate Office 0Open Bay Area OAssembty Line CCub,des on Part trons CService Counter, 2 Db you think we need'a formal smoking policy in our vvorkplace? . CYes CNo 3'. Wh0 should a smoking,polrty favor? C The srnoker~ who wants to smoke 0 The nonsmoker who wants smoke-free air C Don't care 4. Where should smoking be contro/ledP ' (check alt that apply) C Desk or work areas 0 Cafeterias or lunchrooms C Break areas like employee lounges 0 Haawayss and corridors C I Restrooms O Conference and' meeting rooms', 5 If given the chorce. would youdesrgt+ate your immediate work area for, your' des'k) as a: 0 Nonsmokrng area O1Smokrng i area , 6. If' we adopt a pohcy. woufd you be waitrng to relocate to an area designated either smoking or nonsmoking? CYes CNo 7 Dolyou smoke? OYes CNo~ 8 Please add any comments you care to make. SMOKING POL1'C'lES Hewlett' Packard A mutually comfortable environment for HP emp6oyees is' dependent' upon ithe thoughtfulness and coopera0mn i of both smokers and non-smokers. HP has a responsbinty to provide and ma!ntairn a healthy and clean working, envrronment' It iS, mpor' tant to note, that HP is not', requtredd nor rS 4' real!st ; to provide a"smoke-free"envrronment Therefore. HP' dbes nor, attempt to ban smoking enare:y Ratner v:e hope to promote aniawareness of'the concern of non-smokers among those whoidb smoke and to b° responsive to the needs of those'who find close prox- rmity to smoke objectionable The following guidelines Strive to meet the needs andidesaeS of'both STokerSand non•smokerS EMPLOYEES' RESPONS18IL1T1P, As in many other aspects of' work. errnplbyrees need to be sensrtlve and extend common courtesy to their' fellow employees I. Employees rnay desrgnate their immediate work area. where practical. as "no smokrng" 2- Emplbyees who smoke shoutdido so primarily in their own work areas and shoutd respect au! "no smokrng;' designated i areas MA1NAG'ERS' RESPONSIBILITY The fouowing gurdelines are intended as, examples of actions consistent with HP's pOhcy. I Designation of "no smoking" areas w•ith ,appro- pnate signs These areas should include conference~ roorns: libraries., restrooms and medical care fac l ues. 2 Dining rooms and!cafeterias shoutd,have at least half of the tables clearly marked i for "ho ~ smoking" 3 For those employees who have atterg-es on physical reactions to tobacco smoke. managers should attempt to make reasonable accommodatrons, LEGAL REQUIREMENT' These gwidelines will in no way supersede local or state law. or any'exrstrng or future, regulations estabtrshedi fpo fire- health on safety reasons. CC-4

r American Lung A'ssociatiom of Santa Ciara-San Sientm Counties Management recognizes that there is an over- whelming body of evidence rnd;catingithe adverse effects of indoor air pollutLorU particularly that caused by tobacco smoke. on the health and physical com- fon of employees in theworkplace As an expression of'rts concern for the general w u being,ot all its empioyees. and in an efforn to minimize these adverse effects upon emptoyees: the touowrng guidelines are establdshed All employees are requested to conform to these guidelines The basic premise usedirn estabtushing these guidelines is that those employees who are adverselyy affected by tobacco smoke are entit+edito a smoke-free environm2nt' to work m, whenever and wherever that' rs' poss9ble and prudent Legal and industrial precedents exist' for such guidelines and policies POLICY I Employees may post their work areas as non" smoking with appropriate signs Auiemployees are expected to respect those signs 2' The cafeterias will prov,de separate smokrng i and non-smokung sections 3 Smoking; Is prohibited in meetings and conference rooms and such rooms shall be posted to thati effect. 4 Supervisors will make reasonable' eftorts' to accom; modate a non-smokang ernptoyee'S request for a smoke-free environment Examples of such reasonable efforts are relocation of an employee within a larger work area: taking prevailing air movement into accounnl or changing occupants of, a shared office to co-locate' non,smokers' 5. Smoking is prohibited in smattlcommunal work areas (e g copy-machine rooms) , and' in restrooms. 6 Smoking rs prohibited by emptoyees rn entrance lobbies 7' Supervisors may'designate areas under their control as non-smoking areas. where such designation is appropriate for reasons due to:safety cleanliness. p'ra per operation of equipment or, inadequacy ot' ventilatton 8 When reasonable accommodations of smokers and non-smokers conflict where the company is rnvotved. the rights ofi the non-srrlokeri S'houtd, prevaili I 1 I a CC-5'. OTHER COMPANY POLICIES (Extracted from SMOKING AND THE VL!CJRKPLACE bv the Natronal i Interagency Council on Smokang; and Health. Fall' 19601 Companies are becoming more aware of the prob- tems of smokrng at the workplace and of the nec-C to address the issue Some have extendeo nc-smok,ng, policies to offices and other work areas. as well as common areassuCh as.lunchrooms:s conference' rooms: and hallways Here are some exp-r,aies NO-SMOKING SECTIONS AT MEETINGS AII meeting rooms at the New York City offices of Sears Roebuck and'Co have srnokingiand no-smok:ng sections Arcording to WY+nfield Frrman personnel director. "employees have, responded gratefuu'y, to thrs"'Some nonsmokers have,asked the com,oany to go4urther Nonsmokers have signs on their desk Say- rng. "Tnank you, for not smokang " RESPONSE TO EMPLOYEE REOUESTS The "Your Vrev,v" column of the employee pub~~~~ca" tion of The' Travelers Insurance Companies in Hartford ' received manly'letters frominonsmlokers asking that smoking prrviteges be limited in some way The corn- pany"3 response was toJ,rna smoking where practical. in areas where air' movement is rilrnoma!. or, rin con- fined areas where smoke rnay cause discomfort to nonsmokers'regardless of air crrculatron, Two tunch- rooms' have been set aside for nonsmokers: and smok- ing has been prohibited in the auditorium and classrooms - UMITING THE SOURCE New England Mutual Life Insurance Co announced recently that cigarette vendmg imachines wOuld be removed from its home office in Boston and tobacco products would no longer be sold'+n the NEL store, Also, signs requestrng ino smoking in the presence of nonsmokers will be placed in all meeting and conference rooms Smoking witl conunue to be permrtted. however. where no-smoking signs do not appear. but smokers' are asked to, give consideration to the comfort and health of nonsmokers: The company feels that this policy is appropriate. in vrew'of ttrnew insurance policy series whrch offers nonsmokers lolwer rates SPECIAL RULES FORISPECIAL INDUSTRIES Whether or not employees . are atlo;wedd tosmoke' may depend on the kand of industry they're working in Wmat's good for a factory manufactur ng asbestos products may not be right for an off ce supplies firm Wzrenouse workers don't usualfly need to conform toN . trne sam= publ c contact standards that retad clerks dco Here are some d fferences we found in sTOokrng, rules N ,n varnous industrres:. ~~ • In factones., smoking is usuatly, prohibitediforreasonV.lr ofl safely andror product purity Manufacturers and pre~ ~. rA ~ GZl Q'

i cessors of' food products are especially strict Smoking is allowed av one cornpany only at certain times in specified areas smoking rooms: lounges. tocker rooms. cafeterias during lunch hour, favatones: maintenance shop. and the boiler room At another, smoking ,s not permrrted i im (he plant. except in designated areas Restricted areas include all food'production. paper conversron. and'raw matenalland finished goods storage areas • Insurance, companiesl banks, retail stores. and'other customer-deperndent industries often ban Smoking in af public contact areas Examples Smoking permitted only in private off;cess cafeteria., and meeting rooms. Smoking not, atfowedirn the lobby. restrooms& haloways: efevators: no•smokrngiarea of'the cafeteria or any other area where' a''"np-SmOkrng'' sign is posted Smokong, allovnyed only at', desks' or, in the tounge. no smokrngiin the cafeteria. restrooms. halls. elevators "In iconsideratiorn of eustomera and fettoww workers;' no smoking dunng working hours:except rn private offices. restrooms: or lunchrooms OTHER SOLUTIONS Place rearrangement The ideal solution is to have separate offices or oKrce areas for smokers and nonsmokers If that rsnlt possible. try to rearrange seaung iso that smokers and' nonsmokers' donlt s4 next to each other Be sure that the nonsmokers are seated in an area where the air flow won't bring the smoke toward'them. If separate areas are impossible. consider erecting phys cat barriers between a, smoken and'a nonsmoker: wails, parrtrtions, or high furniture~ Even if smoking is allowed at, w4Drkplace5, consider banning it in conference rtX7ms' and'other smatl enc!osed I areas Time rearrangement Ask smokers to limit their smoking! Telt' nonsmokers to speak up if the smoke gets to be too, much for them:, most smokers will be reasonable, 1f'ypur'lunchroom is too smallito allow for a satisfactory nonsmoking sectton, perhaps you couldl schedule one lunch period fornonsmokers onfy Preferably it would be the first one, before the room fills with smoke MIscellaneous Provide ''smokeless ashtrays." which are available in' most drug, and discount, stores Placed on the desk of a smoker. they are'supposed to trap the smoke and keep m from drifting out of the immed ate area Remrnd smokers not to leave cigarettes burrnng in ashtrays Provide the kind of ashtrays that open and ctbse: so tharbutts and ashes can be crn,reredland the o'dor, held in check Ban smok ng at meet ngs if one of the participants ob)ecIs. A.vote could be taken, a:t'.eachmeet+ng,and if no one mmds- smoking would be, permitted I n ORDINANCES Ordinances in the City of San Jose prcn,t)a smokjng in the following areas RESTiAURANTS A contiguous (adjacent areas( no•smoking area of not less than thirty percent (309fi(, shatr be providead within.all indoor eat-ng,estabtishments w.•i;h arnoccupied capacity of one hundred'(tppj or more per• sons The no-sRmokung area may be increased to meet customer demand' The person greeting;tnezustomer is required to ask each patromfor his or' her preference upon arrival Banquet rooms for private functions, cocktail lounges and bars are'not affeCtediby.'the ordinance RETAIL STORES Withm atl retail stores doing business with the' general public Store areas not open to lthe general public and retail tobacco:shops are not affected HEALTH FACILITIES Within all publrcareas and bed space areas used by two or more patients in an public or private hosp,ta's and health facUrt es A patient is permitted to smoke if assigrned lto a bed space area occupied solely byy smokers Smoking by non-patients is permossable onlyy in specratly desugnated'smoktng areas. THEATERS. Within alntheaters orotherencrosed areas pr man,y used for any motion pccture. stage dramai musical recttal, lecture, athletic event. ctosed circuit TV or other performance: open i to the general public Per- formers are permitted to smoke when smok ng rs a part of the performance Theaters sennng, fbod or where alcoholic beverages are, served are covered by the Restauranc section of this ordinance Movre theater must indicate on the screen prior to each screeningi that smoking is prohibited . PUBLIC MEETINGS Within any meeting open to the genera' public that is conducted by any elected or appointed person or body ELEVATORS' Within elevators, generally used by and open to the pubtic SIGN POSTING easdy seen "No~Smokmg" signs shau,be poste:1 n areas where smok ng is prohibited and in ithe lobby if there is one PENALTY' Failure to post a sign or to give notice as requrred. Or know+nglysmokingrn violation ofthe'ordnance: iS~ an infraction punishable by a fine of, not more than fdty dorlars (S50 t7©1 . CC-6

THE NEXT S'TEP' tS YOURS' Wp rcnv,te your participation in thls w<orthrNhde voluntary effort and encourage you to begon consid- eratson of a smokrng,poticy for your organization Ouesuons regarding this program should be directed to the ofGces ~ irsted below. Wt would appreaate, hearing atrout your plans with respect to the adoption of a smokrng poucy Please complete and return the adjacent coupon at your earliest convenrence Santa Clara County Manufacturing Group: 12 South First Streer: Suite 1220 San Jose. California 95113 (408j 1947•8300 San Jose Ctu.mber of Commerce One Paseo de San Antonio San Jose. Californa :95113 (408) 998-7000 American Lung; Association of Santa iClara- San Benito Counties 1469 Park Avenue San Jose. Caiifornia 95126 (408) 998,5864 . CC-7

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