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Language and Provisions:  Guide to Drafting a Smoke-Free Policy in Multi-Unit Housing
For Today… Once you have decided to go smoke-free, it’s time to begin thinking about what type of policy you want, and how...
<ul><li>1. Make a plan.  2. Hold a Meeting.  3. Inform Tenants.  </li></ul><ul><li>4. Amend New Leases.  5. Promote Your S...
Step One: Make a Plan <ul><li>First, evaluate your property. </li></ul><ul><li>Determine what is best for: </li></ul><ul><...
Step One: Make a Plan <ul><li>Set a date </li></ul><ul><li>Determine parameters of your desired policy </li></ul><ul><li>D...
Step One: Make a Plan <ul><li>Prepare your message (key examples) </li></ul><ul><ul><ul><li>“ It’s about the smoke, not th...
Step Two: Hold a Meeting <ul><li>Meet with your board and executive staff to discuss the implementation plan. </li></ul><u...
Step Two: Hold a Meeting <ul><li>Provide information on the benefits of smoke-free housing </li></ul><ul><ul><ul><li>Finan...
Step Three: Inform Tenants <ul><li>Send a letter to all tenants outlining your policy </li></ul><ul><ul><ul><li>Include ju...
Step Four: Amend New Leases <ul><li>Add a smoke-free policy to your house rules </li></ul><ul><ul><li>This should occur no...
Step Four: Amend New Leases <ul><li>ABOVE ALL, follow the rules of your existing lease! </li></ul><ul><ul><ul><li>Your cur...
Step Four: Amend New Leases <ul><li>Sample Policy #1  (House rules) </li></ul><ul><li>Sample Policy #2  (PHA) </li></ul><u...
Step Four: Amend New Leases <ul><li>Sample Policy #4  (Addendum) </li></ul><ul><li>Sample Policy #5  (Condominium) </li></ul>
Step Five: Promote Your Status <ul><li>Change all applications to include information regarding your smoke-free policy </l...
Step Five: Promote Your Status <ul><li>Post signage and provide tenants with  reminders . </li></ul><ul><li>Register your ...
<ul><li>www.smokefreeforme.org </li></ul><ul><li>FREE smoke-free housing registry for landlords & tenants in ME </li></ul>...
Smoke-Free Housing Webinar Series: Session 4 Thursday, May 6, 2010 2:30‑3:15pm Host: Amy Olfene Ensuring Compliance: A Gui...
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SFH Webinar Session 3

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  • Emphasize use of registry!!
  • Emphasize use of registry!!
  • Transcript of "SFH Webinar Session 3"

    1. 1. Language and Provisions: Guide to Drafting a Smoke-Free Policy in Multi-Unit Housing
    2. 2. For Today… Once you have decided to go smoke-free, it’s time to begin thinking about what type of policy you want, and how to put that policy into words. This webinar will address everything from where in your lease a smoke-free policy can reside, rules for adding such a provision to a lease, and tips for communicating policy change to tenants and prospective tenants.
    3. 3. <ul><li>1. Make a plan. 2. Hold a Meeting. 3. Inform Tenants. </li></ul><ul><li>4. Amend New Leases. 5. Promote Your Status. </li></ul>Steps Involved in Policy Adoption
    4. 4. Step One: Make a Plan <ul><li>First, evaluate your property. </li></ul><ul><li>Determine what is best for: </li></ul><ul><ul><li>Your property (designated areas) </li></ul></ul><ul><ul><li>Your tenants (grandfathering) </li></ul></ul><ul><li>Review the policies of properties with similar geography and demographics. </li></ul>
    5. 5. Step One: Make a Plan <ul><li>Set a date </li></ul><ul><li>Determine parameters of your desired policy </li></ul><ul><li>Determine how you are going to communicate your policy to a) staff, b) tenants, c) guests </li></ul><ul><ul><ul><ul><ul><li>Letters </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Signs </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Advertisements </li></ul></ul></ul></ul></ul><ul><ul><ul><ul><ul><li>Newsletters </li></ul></ul></ul></ul></ul>
    6. 6. Step One: Make a Plan <ul><li>Prepare your message (key examples) </li></ul><ul><ul><ul><li>“ It’s about the smoke, not the smoker” </li></ul></ul></ul><ul><ul><ul><li>“ A smoke-free policy does not require that anyone quit smoking, rather take their smoking away from the property for the health of all occupants and the safety of the property” </li></ul></ul></ul><ul><ul><ul><li>“ Smoke-free policy adoption can save up to $3000 on the turnover of a single unit by eliminating the damage and cleanup caused by smoking in an apartment unit.” </li></ul></ul></ul>
    7. 7. Step Two: Hold a Meeting <ul><li>Meet with your board and executive staff to discuss the implementation plan. </li></ul><ul><li>Meet with all property staff to outline the rules and responsibilities of the new policy. </li></ul><ul><li>Hold a meeting for tenants to discuss the details of your proposed policy and encourage questions and feedback. </li></ul>
    8. 8. Step Two: Hold a Meeting <ul><li>Provide information on the benefits of smoke-free housing </li></ul><ul><ul><ul><li>Financial </li></ul></ul></ul><ul><ul><ul><li>Health </li></ul></ul></ul><ul><ul><ul><li>Safety </li></ul></ul></ul><ul><ul><ul><li>Legal </li></ul></ul></ul><ul><li>Provide tenants with information on the Maine Tobacco HelpLine, a no-cost program for quitting tobacco use 1-800-207-1234 </li></ul>
    9. 9. Step Three: Inform Tenants <ul><li>Send a letter to all tenants outlining your policy </li></ul><ul><ul><ul><li>Include justification </li></ul></ul></ul><ul><ul><ul><li>Definition of policy </li></ul></ul></ul><ul><ul><ul><li>Date of implementation </li></ul></ul></ul><ul><ul><ul><li>Implications of policy violations </li></ul></ul></ul><ul><li>Sample Letter </li></ul><ul><li>Allow tenants to respond, in person or in writing, to the policy intent. </li></ul>
    10. 10. Step Four: Amend New Leases <ul><li>Add a smoke-free policy to your house rules </li></ul><ul><ul><li>This should occur no sooner than 30 days following </li></ul></ul><ul><ul><li>the written announcement of your intent. </li></ul></ul><ul><ul><ul><ul><li>For private properties , add to the lease of all new and renewing tenants a lease provision </li></ul></ul></ul></ul><ul><ul><ul><ul><li>For public housing , add the smoke-free clause to the house rules and have each new or renewing tenant sign the provision. </li></ul></ul></ul></ul>
    11. 11. Step Four: Amend New Leases <ul><li>ABOVE ALL, follow the rules of your existing lease! </li></ul><ul><ul><ul><li>Your current lease should explain: </li></ul></ul></ul><ul><ul><ul><li>a) The amount of notice tenants are to be provided before changes are made. </li></ul></ul></ul><ul><ul><ul><li>b) Enforcement of lease provisions and rules </li></ul></ul></ul>
    12. 12. Step Four: Amend New Leases <ul><li>Sample Policy #1 (House rules) </li></ul><ul><li>Sample Policy #2 (PHA) </li></ul><ul><li>Sample Policy #3 (Addendum) </li></ul>
    13. 13. Step Four: Amend New Leases <ul><li>Sample Policy #4 (Addendum) </li></ul><ul><li>Sample Policy #5 (Condominium) </li></ul>
    14. 14. Step Five: Promote Your Status <ul><li>Change all applications to include information regarding your smoke-free policy </li></ul><ul><li>Notify all wait-listed tenants of the policy change </li></ul><ul><li>Add to all newspaper and other detailed advertisement that your building is smoke-free (assuming it is 100% smoke-free). </li></ul><ul><li>a) “Smoke-free” </li></ul><ul><li>b) “Non-smoking” </li></ul><ul><li>c) NS or N/S </li></ul>
    15. 15. Step Five: Promote Your Status <ul><li>Post signage and provide tenants with reminders . </li></ul><ul><li>Register your apartment on the free Smoke-Free for ME online registry . </li></ul>
    16. 16. <ul><li>www.smokefreeforme.org </li></ul><ul><li>FREE smoke-free housing registry for landlords & tenants in ME </li></ul><ul><li>Landlord brochure, fact sheets, packets, training video- all downloadable from site </li></ul><ul><li>Tenant fact sheets in several languages-downloadable from site </li></ul><ul><li>Magnets, key chains & window clings for Maine landlords </li></ul><ul><li>Call (207) 874-8774 or [email_address] for TA </li></ul><ul><li>Copies of this presentation available on SlideShare.net </li></ul>You Have Resources
    17. 17. Smoke-Free Housing Webinar Series: Session 4 Thursday, May 6, 2010 2:30‑3:15pm Host: Amy Olfene Ensuring Compliance: A Guide to Enforcement of a Smoke-Free Policy and Reporting Violations https://www1.gotomeeting.com/register/237414593 Next Webinar

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