Policies Guidance document
The adoption and utilization of policies within your organization may feel strange especially when there
is already a current culture and strong set of values around sustainability. However policies add value by
formalizing your sustainability program so that all management, employees and business partners can
visibly see and articulate your commitment to sustainability.
By signing the SFTA Declaration for sustainability, SFTA members have begun the process of integrating
sustainability into your business operations and behaviors. The declaration acts as a formal policy for the
commitment and direction for your company. By formalizing your sustainability policy you can guide
decisions for all employees.
As mentioned, the declaration area commitments act as broad sustainability policies that your company
has already committed to. The next step is to publish these policies in your company operations; be it an
employee handbook, a workplace code of conduct or part of your sustainability commitment. Ensure that
these policies are not just suck in a drawer, but are communicated out to employees, and other
stakeholders.
Glossary
Mission – usually a mission statement, is a statement of the purpose of a company or organization. A
mission statement should guide the actions of the organization, spell out its overall goal, provide a path,
and guide for decision-making.
Vision - outlines what the organization wants to be, or how it wants the world in which it operates to be
(an "idealized" view of the world). It is a long-term view and concentrates on the future.
Goals – an objective of a desired result a person/company plans to achieve.
Policies - A policy is typically described as a principle or rule to guide decisions and achieve rational
outcome(s).
Procedures – Instructions or steps to carry out a set of actions.
Writing your own policies.
There may be a need for your company to focus your policies. Each SFTA member is different in its
culture and operations, so there is benefit in personalizing the suggested policies to fit your company.
The process to do this is to bring together the right group of people in your organization and review the
suggested policies and see what fits or what is missing based on your operations and culture. From there
revise the policy. You can also start with a list of general concerns related to sustainability that can be
addressed in a policy statement.
Take careful note to keep the policy directive, which allows for ease of decisions making.
Example policies for each of the declaration areas
A policy states your organization’s commitment to the topic and your action around that topic.
(Note the broad policies are taken from the SFTA 11 declaration areas)
Organic and Land Use
Broad: We recognize the many benefits of organic farming for the health of the soil, water resources,
plant, animal and human communities. We will strive to source the food products we vend from farms
using organic methods. Furthermore, we will strive to source all agriculturally derived products (fiber,
bio-based fuels and packaging, company meals, etc) we use in our operations from farms and supply
sources using organic methods and offering organically grown product lines. We recognize the
importance of independent third-party certification as an assurance that organic methods are being
followed and will endeavor to verify all organic claims before vending a product.
Specific: Our company will source only certified organic ingredients to be used in the manufacturing of
our products.
Distribution and Sourcing
Broad: We will strive to produce, pack, transport, and distribute products from field to market using the
most efficient means possible with the most environmentally responsible renewable fuel sources. We
will systematically improve our energy efficiency, reduce our energy consumption, and reduce food-miles
whenever possible.
Specific: Our company will only transport our products via rail, bike and trucks using renewable fuel
sources. We will source our products as close to our operations as possible starting with local -defined as
200 miles within our store. Should no products be available we will then source products regional
defined at within 500 miles, and finally nationally.
Energy Use
Broad: We will strive to store, process, distribute and vend our products using energy resources in the
most resourceful means possible with energy efficiency best management practices. We will utilize the
most environmentally responsible renewable energy opportunities whenever possible such as solar,
wind, hydro, and geothermal.
Specific: Our company aims to be as energy efficient as possible. All employees are encouraged to reduce
their energy use on a daily basis by turning off all equipment not in use and to raise any questions or
ideas to management to improve energy efficiency.
Climate Change and Air Emissions
Broad: We will strive to actively reduce all production, storage, processing, and retail practices that
create the greenhouse gas emissions that contribute to climate change. We will measure the carbon
footprint of our operations and strive for achieving carbon-neutrality in all of our business practices.
Specific: Our company encourages employees to reduce their carbon emissions through our commuting
incentives program which includes a vanpool program,
Water Use and Quality
Broad: We will strive to reduce our use of fresh water and to optimize our operations to be so that all
water use is as efficient as possible. We will raise awareness of regional and local water issues through
education and information sharing. We commit to managing our water resources with the realization
that multiple water stressors exist today, creating a situation where water is an increasingly scarce
resource.
Specific: Our company will monitor our water use daily to ensure that no water leeks or wastage occurs.
Solid Waste Reduction
Broad: We will strive to reduce waste at the source and treat waste in a way that sustains all living
systems, through reusing, donating, recycling, and composting. When necessary we will utilize
environmentally sound disposal systems. We will continually redesign our operations so that eventually
“waste” will be eliminated because all material will become the raw material for new products and uses.
Specific: When sourcing any purchases for our business the products must be recyclable, reusable or
compostable.
Packaging and Marketing Materials
Broad: We will strive to implement a zero-waste approach to packaging. This will entail:
1) reducing the amount of packaging we use, 2) actively participating in the development of packaging
that is reusable, recyclable, and/or biodegradable; 3) considering packaging material contents when
making all purchasing decisions, and 4) collaborating with buyers and suppliers on creative solutions
which eliminate unsustainable packaging throughout the value chain.
Specific: Our focus is to reduce the overall packaging used per pound of product. All of our plastic is
BPA-free. All the cardboard and paperboard we purchase must be FSC certified, printed with soy based
inks and be 100% recycled with a minimum of 60% post consumer content. (Nature’s Path)
Our company commits to choosing packaging materials that are friendly to our Earth. All of our packages
are made with recycled content and vegetable based-inks, and all of them can be tossed in the recycling
bin. We use post-consumer recycled materials whenever possible. (Annie’s)
Our company’s commitment regarding packaging is to efficiently use only packaging and supplies that are
100% reclaimable and made with a high percentage of renewable materials. (Frontier)
Labor
Broad: We acknowledge that those communities, which protect and work the land are particularly
vulnerable and must be treated fairly. We will strive to ensure that growers and handlers of food
products collaborate to guarantee basic labor rights and verifiable improvements in the lives of farm
workers and their communities. We will work to ensure that all workers are given the opportunity to
give feedback about their needs and wants. We will develop and implement company policies,
procedures, training and internal reporting structures to ensure commitment to good labor practices
throughout our organization. These labor practices will include ensuring that we compensate our
employees to enable them to meet at least their basic needs and provide the opportunity to improve their
skill and capability in order to raise their social and economic opportunities, promoting equal
opportunity for our employees at all levels of the company, and provide a safe and healthy workplace.
Specific: Each year our company will conduct a cost of living review to ensure that wages are able to
meet our employees’ needs.
Training is an important aspect to our business, which means that each department will identify areas of
development for employees at least 5 hours a year.
Animal Care
Broad: We will strive to ensure that livestock have access to clean and sufficient food and water; that
their environment is not dangerous to their health; that they have sufficient protection from weather
elements; that they have sufficient space allowance in order for them to move naturally including access
to pasture; and other features to ensure the safety, health and comfort of the animal. In addition, that
managers and caretakers be thoroughly trained, skilled and competent in animal husbandry and welfare,
and have good working knowledge of their system and the livestock in their care.
Specific: Our company will only source animal products that have been reviewed for their animal
husbandry to be sold in our store.
Sustainability Education (Internal& External)
Broad: We will strive to provide consumers, employees, our communities, and the media accurate, useful
and timely information about all of the areas listed in this document.
Specific: Our company will provide at least 100 hours of education to customers during events
throughout the year about sustainability and how our company is working towards this.
Governance and Community Engagement
Broad: We will strive to review our progress toward these goals on a regular basis by conducting selfaudits and being transparent with all employees and the public with the results. We will actively engage
in communication across the trade to solve sustainability related challenges and will facilitate dialogue
regarding action.
Specific: Our company will appoint a sustainability officer that reports to the CEO who is responsible for
managing the sustainability program and reporting on the company’s efforts.
Additional Resources for policy writing.
1. Wikipedia
http://en.wikipedia.org/wiki/Environmental_policy
2. Australian government http://www.resourcesmart.vic.gov.au/for_government_3598.html
3. (UK sustainability consulting firm – article)
http://www.sustainitsolutions.co.uk/sustainability/policy/
4. How to write a policy - http://blogs.whattheythink.com/going-green/2009/04/green-week-how-toprepare-a-sustainability-policy/ (includes reference to original article)
5. Example water policy from the EPA
http://water.epa.gov/infrastructure/sustain/Clean-Water-and-Drinking-Water-InfrastructureSustainability-Policy.cfm