Home > Articles By Issue > Energy & Environment > Article Dec. 2002

By Larry Soehren, BOMA International

The Earth Award, presented annually by BOMA International, recognizes excellence in environmentally sound office management. The criteria includes measures such as how well a building's management team handles hazardous waste and environmental risks; implements government programs; establishes emergency response, recycling, water, and energy conservation; ensures indoor air quality(IAQ); and implements green purchasing practices.

This year, two organizations are sharing the award for their commitment to following these environmental measures. The two winning companies are the Canada Post Place, head office of Canada Post Corporation, and The Standard Life Assurance Company, owner and manager of the the building. A representative from Canada Post Place says that "Putting the environment first in every way, every day," is their primary goal. The building is a 650,000+ square foot property located in Ottawa, ON.

Individual Philosophies Meld Together

To appreciate how the two organizations brought the award home together, it's important to look at the environmental philosophy of each company. As a consequence of its parentage, Canada Post Place must conform to the federal government's building standards, which are significantly more stringent than those for non-government properties. These standards are also revised upwards on a continuous basis, particularly with respect to health issues.

Standard Life, meanwhile, has a complementary viewpoint: to create workplaces in which tenants can operate at the highest level of productivity. The company also strives to ensure the well being of building occupants and neighbors while caring simultaneously for the environment.

Together, Standard Life and the 2000 Canada Post employees have taken an active role in making their surrounding environment the healthiest and safest it can be.

"Construction of the building began in 1992, using the most energy efficient and state of the art mechanical systems available at the time," says Chris Klassen, RPA, senior property manager for Standard Life. "But since then, we have continually looked at operations and carried out studies to ensure we were operating at maximum efficiency.

In 1996, for example, we commissioned an energy audit by an outside consultant who looked at our operations and scrutinized how our systems were programmed. Based on that audit, we made a few changes to the systems, such as tweaking our start and stop times and even looking at the volume of fresh air being brought in based on our occupancy loads. We learned we were running far too much fresh air based on ASHRAE standards, and by altering that, we had less air to condition with humidity, heating, or cooling. This saved us a tremendous amount of energy while still optimizing our IAQ through close monitoring."

Standard Life was able to extend that effort even further, when it noticed one important fact: due to Canada Post's high churn rate, unstable occupancy levels by floor were increasing air quality issues. The company brought in a consultant who helped Canada Post determine the maximum number of people advisable per floor, helped the company plan and lay out its space based on the number of people on that floor, and maximize its HVAC and energy costs.

Utility Conservation

Lighting systems were also adjusted through automatic programming that shut lights down during unoccupied hours. Nowadays, employees working after hours are encouraged to activate only the zone in which lighting is required. Another lighting measure adopted in the building is the usage of only low mercury fluorescent light tubes.

Similarly, water use was examined, and in 1999, .5GPM aerators were installed on all wash room and kitchen servery sinks. The result was a savings of 22,000 gallons of water per month. The landscape irrigation system was also deprogramed and used only on an as needed basis.

"Overall," Klassen says, "we haven't had to make a lot of significant changes to the building itself in order to keep it 'green';we just monitor it extremely closely, continuously, and make adjustments to our operations as often as is warranted."

Standard Life is investigating new technology that could result in non-chemical treatment of the cooling towers, chillers, hot water boilers, and DHW tanks. If instituted, this practice should result in fuel savings of 7% annually-about $9,500-and reduce approximately 80% of chemical use or waste.

Above And Beyond The Call

Tenant involvement is equally important to the success of any earth friendly program, of course, and Canada Post's employees are exemplary.

Canada Post participates in a carpet re-entry program and DuPont's Carpet Reclamation Program. The facility uses partitions, doors, frames, carpet base, and mechanical and electrical features for offices that can be reused for other purposes-should the layout be reconfigured. The organization even collaborates with its food service operator to institute a "Lug-A-Mug" program in which tenants may purchase a reusable mug and receive a discount on the price of coffee whenever the mug is used. During the 1996 to 2001 period, Post employees took part in the "Commuting Challenge" by walking, running, or cycling some 315,000 kilometers to and from work. This unselfish gesture prevented an estimated 135 tons of pollutants from being released into the environment.

Currently, alternative commuting options are encouraged in a variety of ways, including: bicycle racks; shower facilities for exercisers; on-site bus shelters; convenient bus routes and passes; premium parking spaces for carpool participants; and "rainy day" parking passes (to limit the use of individual vehicles only to those days when weather is inclement).

No Waste Zone

Recycling alone is a major component of being green at Canada Post Place. Through a "no waste" project, each office and work station is equipped with containers for recycling fine paper, a revenue generating activity. Other recyclables can be placed in designated areas for mixed paper and newsprint, glass, plastic, polystyrene, cardboard, batteries, and organic matter.

"Organic recycling is something very few of our colleagues are doing," Klassen explains, "and yes, we have to pay for it. But because of it, my waste removal costs are down, so over the long run, it will probably save us money. In 2001, more than 64 tons of organic waste were diverted from landfill.

"Our battery and fluorescent light tube programs are fairly unique too. We have service for alkaline, nickel-cadmium, and lithium batteries, and I know a lot of tenants and employees are even bringing their batteries in from home to recycle."

According to the October 2001 audit, the overall waste diversion rate at Canada Post Place was an impressive 72.8%, compared to 62% in December 1998. This number is well above the Ministry of Environment's target of 50%.

Getting The Message Out

Clearly, tenants and employees are active partners in the building's efforts. "It has definitely been a team project," Klassen asserts, "made all the more possible through Canada Post's Manager, Facilities Management Bev McKibbon." She uses correspondence to communicate company programs. The company also has a weekly e-newsletter that includes environmental issues.

"Keeping the issues in front of everyone is definitely one of the most important ways we keep our program going," McKibbon explains, "and we do it in a variety of ways. First, the senior executives were very supportive. It was important to have encouragement from the top first, as it makes working with the employees even easier. We also include information about our environmental programs in our e-newsletter, using it as a tool to remind employees how our programs work." For example, the newsletter may feature a story explaining how to use the lighting overrides when working late.

Another great tool, McKibbon says, is using a report card system that allows different floors to know how well they're succeeding in their environmental efforts. The cleaning company that picks up the organic waste, for instance, makes note of contamination, and Standard Life posts a notice on the floor advising that the organic waste guidelines have not been followed.

Along the same lines, Canada Post releases a national environmental report that provides valuable statistics, such as how much waste has been diverted from landfills in comparison to last year. "That's been a great reminder," McKibbon laughs, "because we've been doing so well! Our statistics are improving every year, which serves as an incentive in addition to a reminder."

Other communications tools used to ensure enthusiastic involvement include: informational seminars, posters, and displays; The Insider, a quarterly newsletter published by Standard Life; information cards, for all building occupants, listing materials that are acceptable to the recycling program; an intranet for inner office communication; and an emergency procedures handbook. "In order to make this work, you really have to make a commitment and accept that it's a long-term change," Klassen advises. "We're constantly reviewing opportunities and looking for ways to save money. It's a constant; you can't just make changes and step away. Communications with tenants is key, as is emphasizing the fact that it's a team effort."

McKibbon wholeheartedly agrees, pointing out that Canada Post is environmentally proactive as a corporation already, with many of its programs going above and beyond regulations. Standard Life, too, she points out, has made many of programs possible through its willingness to work with Canada Post and implement the programs suggested.

Supporting Projects

McKibbon believes what is most beneficial is that the employees are very enthusiastic, and they're excellent champions of any program the organization implements.

"A lot of our programs are seamless to the employee and don't really require their participation, but others, such as the organic waste and enhanced recycling programs, require their full participation. We've been able to achieve that by developing a team atmosphere among our focus groups, employees, and management."

Klassen sums up the mindset of many people who want to find ways to better their environment. "Overall, I think the average person wants to recycle and wants to be environmentally conscious, so it's really not a hard sell to ask folks to participate," Klassen states. "We've all benefited. We know there's less going in our landfills, there's less pollution, and there are fewer pollutants going into our water. I think the employees of Canada Post Place are the same way. We're just average people who recognize it's the right thing to do."