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IREM® Certified Sustainable PropertyMultifamily Communities Workbook

Table of ContentsOVERVIEW...................................................................................................................................1

About this Workbook..................................................................................................................1Documentation Required to Earn the Certification.....................................................................1

Option 1: The Workbook........................................................................................................1Option 2: Alternative Documentation......................................................................................2Option 3: Combination of Workbook Pages and Alternative Documentation.........................2

How to Use this Workbook.........................................................................................................2BASELINE REQUIREMENTS.......................................................................................................3

B.1 Perform a sustainability market assessment.......................................................................3B.2 Discuss sustainability and investment goals with owner or supervisor...............................6B.3 Commit to monitoring the effect of sustainability on property financials..............................8B.4 Hold meetings with your staff, at least quarterly, to discuss progress on sustainability program......................................................................................................................................9B.5 Establish a plan for marketing your sustainability success................................................10B.6 Establish an energy management policy and plan............................................................11B.7 Benchmark energy use in areas under management control............................................14B.8 Establish a water management policy and plan................................................................15B.9 Benchmark water use in areas under management control..............................................18B.10 Establish an IAQ management policy and plan...............................................................19B.11 Conduct an IAQ walk-through.........................................................................................24B.12 Assess your recycling practices and options...................................................................26B.13 Conduct a waste and recycling container audit...............................................................27B.14 Assess your purchasing practices and options...............................................................28B.15 Establish a sustainable purchasing policy.......................................................................31

ENERGY CATEGORY ACTIVITIES............................................................................................33E.1 Commit to ongoing training on energy management for maintenance team.....................33E. 2 Hold periodic property manager-maintenance supervisor meetings to discuss energy management and property financials.......................................................................................34E.3 Conduct a walk-through to detect malfunctioning equipment and opportunities for improvement............................................................................................................................35E.4 Provide information to residents on energy management.................................................39E.5 Conduct an energy meter inventory..................................................................................41E.6 Determine if onsite renewable energy installations are feasible for the property..............43E.7 Reduce energy consumption by 5% over baseline in areas under management control. 45E.8 Reduce energy consumption by 10% over baseline in areas under management control46E.9 Commit to installing ENERGY STAR equipment during rehabs and unit turnovers..........47E.10 Achieve an ENERGY STAR score of at least 60.............................................................48E.11 Install electric vehicle charging stations..........................................................................49

WATER CATEGORY ACTIVITIES..............................................................................................50W.1 Commit to ongoing training on water management for maintenance team......................50W.2 Check for water leaks.......................................................................................................51W.3 Provide information to residents on water management..................................................56W.4 Establish a plan for improving water efficiency in landscaping.........................................57W.5 Install high-efficiency fixtures in common areas and commit to installing high-efficiency fixtures during unit turnovers....................................................................................................58

W.6 Conduct an inventory of water meters..............................................................................60W.7 Reduce water use by 5% over baseline in areas under management control.................62W.8 Reduce water use by 10% over baseline in areas under management control...............63W.9 Install a water reuse system.............................................................................................64

HEALTH CATEGORY ACTIVTIES..............................................................................................65H.1 Establish a green construction policy for rehabs and unit turnovers.................................65H.2 Engage residents in health and wellness..........................................................................67H.3 Provide filtered water for residents and guests in common areas.....................................68H.4 Provide at least three healthy options in vending machines.............................................69H.5 Inspect filters and exhaust systems in entire property......................................................70H.6 Establish a smoke-free policy for the entire community....................................................72H.7 Use green certified materials in common areas................................................................75H.8 Use green certified materials for rehabs and unit turnovers..............................................77H.9 Employ green cleaning services for common areas..........................................................79H.10 Establish integrated pest management (IPM) in areas under management control ......80H.11 Provide an onsite fitness facility and/or other wellness-inspired amenities for residents81

RECYCLING CATEGORY ACTIVITIES......................................................................................82R.1 Install recycling signage throughout the property..............................................................82R.2 Provide information on recycling program to residents.....................................................83R.3 Establish a construction waste management plan for rehabs and unit turnovers.............85R.4 Establish a policy for recycling e-waste, batteries, light bulbs, and bulk items.................87R.5 Set diversion rate goals for the property...........................................................................89R.6 Improve the property’s diversion rate by 10%...................................................................93R.7 Establish recycling services..............................................................................................97R.8 Hold regular recycling and/or donation drives for residents..............................................98R.9 Improve the property’s diversion rate by 15%...................................................................99R.10 Improve the property's diversion rate by 20%...............................................................103R.11 Establish additional recycling services..........................................................................107

PURCHASING CATEGORY ACTIVITIES.................................................................................108P.1 Use green certified products in common areas...............................................................108P.2 Use sustainable products for copier operations..............................................................110P.3 Use compostable paper products (cups, forks, etc.) for management operations..........111P.4 Use sustainable paper for marketing materials...............................................................112P.5 Purchase green power, carbon offsets, or renewable energy credits for common area energy....................................................................................................................................113P.6 Work with vendors to decrease packaging materials for orders......................................114P.7 Include sustainability clauses in vendor contracts...........................................................115

APPENDIX TABLE OF CONTENTS.........................................................................................116Appendix A: Multifamily Communities Checklist....................................................................117Appendix B: Multifamily Communities Document List............................................................121

OVERVIEW

OVERVIEWAbout this WorkbookThe Workbook provides questionnaires, templates, and checklists for each Baseline Requirement and Category Activity. While you are not required to use the Workbook, IREM is providing it because:

Properties just getting started in their sustainability program may find these forms extremely useful.

The Workbook is an excellent training tool for property site staff.

Experts in sustainable real estate have advised that these questionnaires, templates, and checklists will help bring a property to a level of sustainability worthy of the certification.

Documentation Required to Earn the CertificationYou have 3 options to submit documentation with your application to earn the IREM Certified Sustainable Property certification.

Option 1: Complete and submit this entire Workbook as your documentation.

Option 2: Submit alternative documentation and only use the Workbook for guidance.

Option 3: Submit a combination of Workbook pages and alternative documentation.

Option 1: The Workbook

If you would like to use this Workbook as your documentation, you must complete all of the Baseline Requirements and all of the Category Activities for which you are claiming points.

Your Checklist and Workbook must align correctly.

IREM will contact you to request corrections if the points you are claiming on your Checklist do not match the activities you have completed in the Workbook.

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Which option you choose will depend on where the property is in its sustainability program, the skill level of property staff, and any owner, property, and company policies and practices already in place.

OVERVIEW

Option 2: Alternative Documentation.

Refer to the Multifamily Document List for alternative documentation if you do not wish to use this Workbook.

Option 3: Combination of Workbook Pages and Alternative Documentation

For each Baseline Requirement or Category Activity, choose between using the Workbook tools and your own documents.

Every Baseline Requirement and Category Activity for which you are claiming points must have supporting documentation.

If you choose to use your own documentation for a particular Baseline Requirement or Category Activity, refer to the Multifamily Document List for acceptable proof of completion.

How to Use this WorkbookMost people certifying their property will use Option 3—a combination of Workbook forms and their own documents.

Not sure which to use?

Each Baseline Requirement and Category Activity has an icon next to the title. This icon is a recommendation—not a requirement. In some cases, what IREM is asking you to do is unique to this certification program, or using the Workbook tool is the easiest option and will expedite review of your application. In other cases, you may already have an existing policy or document, and there is no need to recreate it.

In all cases, choose what makes the most sense for you, your team, and the property.

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IREM recommends using the Workbook form.

Consider submitting your own document.

BASELINE REQUIREMENTS

BASELINE REQUIREMENTSB.1 Perform a sustainability market assessmentFor this Baseline Requirement, conduct some research and interviews to assess market demand for sustainability. Answer the questions that follow.

1. Check for ENERGY STAR, LEED, WELL Building Standard, and Green Globes properties in your market. Use the city or zip code for your property to conduct your search.

a. For ENERGY STAR-certified properties, go to the Find Facilities database on the ENERGY STAR website. Choose Multifamily Housing from the dropdown, and enter your city and state or zip code.

How many ENERGY STAR-certified properties are there in the market?

b. For LEED, go to the Projects Directory on the USGBC website. In separate searches, select LEED BD+C: Homes, LEED BD+C: Multifamily Midrise, and LEED O&M: Multifamily from the menu on the left. Then, apply a filter for your city.

Note that single-family homes may be mixed in with the LEED BD+C: Homes search.

Also note that LEED BD+C certifies new construction projects. The IREM certification is for existing properties. However, the results should give you a general idea of green adoption in the market.

How many LEED-certified properties did you find in your market?

c. For the WELL Building Standard, go to the Projects database on the WELL website. Browse through the WELL Building Standard properties to find multifamily ones in your market.

How many WELL-certified properties did you find in your market?

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http://www.wellcertified.com/projects

http://www.usgbc.org/projects

http://www.energystar.gov/index.cfm?fuseaction=labeled_buildings.locator


d. For Green Globes, go the the Certified Building Directory at the Green Building Initiative website.

Under Rating System, choose Green Globes from the dropdown. Under Property Category, choose Lodging/Residential from the

dropdown. Enter your city or choose your State from the dropdown.

How many Green Globes properties did you find in your market?

e. How might the level of green building adoption, based on the number of certified properties in your market, impact the demand for sustainability at your property, either positively or negatively? Example: Dallas has 5 ENERGY STAR properties, all part of 2 related developments. It has several LEED BD+C properties, but no LEED O&M. It currently has no WELL Building Standard or Green Globes properties. This suggests that our properties could gain a competitive advantage by becoming IREM Certified Sustainable Properties and marketing sustainability to prospective residents. More research is necessary to determine if the property’s target market values green living.

2. Talk to your leasing staff. Ask them the following questions.a. Do prospective residents ask you about the property’s sustainability

features? What specifically do they ask about (e.g., recycling programs, energy costs, healthy indoors)?

b. What types of prospects and residents in our market typically express interest in sustainable living (e.g., transplants from other cities, prospects with children, no pattern)?

c. How would you suggest we take advantage of local demand for sustainable living, based on your knowledge of what residents typically look for?

3. Reach out to a local green building expert. This person could be: Leadership of the local U.S. Green Building Council A city official who works on sustainability issues

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http://www.thegbi.org/project-portfolio/certified-building-directory/


A service provider who works on energy and sustainability projects

An expert internal to your company Other knowledgeable person

Enter the name, organization, and title of the person with whom you spoke.

Ask this person the following questions (at a minimum) and enter summary answers.a. What are the biggest trends in sustainability for the region and local

market?

b. How do those trends relate to the local real estate market, particularly the multifamily sector?

Additional recommended research:

Explore the neighborhood. Look for LEED, ENERGY STAR, WELL Building Standard, and Green Globes communities, as well as IREM Certified Sustainable Properties. Note their features and resident profile.

Review data on competitor properties on Apartments.com, the MLS, or another listing service where you can find sustainable properties. Compare rental rates and reviews among green and non-green properties.

Discuss how sustainability adds to marketability and value with fellow IREM Members and/or industry professionals.

Speak to existing residents about their green practices and the value your sustainability program adds to their living experience.

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B.2 Discuss sustainability and investment goals with owner or supervisorThis Baseline Requirement ensures that the property’s sustainability program aligns with the owner’s investment goals. To answer the following questions:

Speak with the property owner’s representative if you are a third-party management company

Talk to your supervisor if you work directly for the owner

Take the opportunity, if necessary, to educate your client on the benefits of sustainability.

1. Does your organization have a formal commitment to sustainability, where leadership supports and encourages sustainability to reach business goals?

YesNoNot Sure

Comments:

2. Which of the following sustainability benefits are most important to you? Choose all that apply.

Sustainability keeps the property competitive.Sustainability lowers operating costs.Sustainability builds asset value and helps meet investment goals.Sustainability manages risk (prevents obsolescence, prepares for regulations, etc.).Sustainability keeps the property leased.Sustainability enhances property and business reputation.Sustainability reduces greenhouse gas emissions and conserves natural resources.Other:Subject does not believe sustainability provides tangible benefits.

Comments:

3. Characterize your willingness to invest in sustainability.

Operational improvements are fine, but the subject doesn’t want

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to spend any capital.The subject will invest capital in projects with quick paybacks.The subject will consider larger investments with proof that the project will enhance asset value.The subject’s organization is committed to sensible investments in sustainability.

Comments:

4. Which areas of property sustainability are you most interested in?

Energy efficiencyWater efficiencyHealthy indoor environmentsRecyclingSustainable purchasing

Comments:

5. What would you like to see us do with the sustainability program for the property? Any specific requests?

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B.3 Commit to monitoring the effect of sustainability on property financialsSustainability lowers operating costs and may increase property revenue. As you implement a sustainability initiative, you should monitor the effect it is having on property financials. Make the commitment by checking the box below, and adapt the table to guide your tracking, as you become certified as an IREM Certified Sustainable Property and advance your sustainability program.

I commit to monitoring sustainability’s effect on property financials.

EXPENSELine Item Year 1 Year 2 Year 3 Year 4 Year 5

JanitorialTrash removalRepairs & maintenanceElectricity GasChilled waterWater & sewerReal estate taxesInsurance

REVENUELine item Year 1 Year 2 Year 3 Year 4 Year 5

Average rental rate ($/ft2)Total rent revenue ($)Annual rent growth (%)Vacancy rate (%)Vacancy & collection loss ($)Downtime between residents (mos.)Renewal probability (%)

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B.4 Hold meetings with your staff, at least quarterly, to discuss progress on sustainability programYour staff team is integral to the success of the sustainability program at the community. Hold regular meetings to confirm goals and responsibilities, discuss issues, and celebrate progress. Help them see the bigger picture—how sustainability helps to advance the investment goals for the property.

1. Outline an agenda for your first meeting in the bullet points below.

Agenda item #1

Agenda item #2

Agenda item #3

Agenda item #4

Add or remove items as needed

2. What staff was present for the first meeting? Titles only will suffice.

Staffperson #1

Staffperson #2

Staffperson #3

Staffperson #4

Add or remove staffpersons as needed

3. How often do you plan to hold meetings on sustainability with your staff team?

WeeklyBi-weeklyMonthlyQuarterly

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B.5 Establish a plan for marketing your sustainability successSustainability is in demand from residents and investors. Marketing your sustainable property can help meet that demand and positively impact property financials. Develop a marketing plan, using the table below.

SUSTAINABILITY MARKETING PLANComponent Goal(s): Example:

To reach 100% of existing residents in the next year with messages on community’s sustainability characteristics.

To ensure that 100% of prospects are informed of the community’s sustainability features by the end of the year.

Target Market: Example: Current and prospective residents, particularly those

that express an interest in green livingKey Messages Example:

All of our apartments have ENERGY STAR appliances.

The community is an IREM Certified Sustainable Property. This certification demonstrates sustainability performance in energy, water, health, recycling, and purchasing—as well as exceptional management.

Timetable Example: January 3: Hold New Year’s “green” celebration in

clubhouse. February 15: Begin social media posts with tips on

green living. Month of March: Host a wellness fair in conjunction

with a local pharmacy to promote community. May 1: Host open house event for residents and

their guests with information on energy savings. Month of July: Host brunches for residents, with

speakers on green topics. September 1: Add IREM Certified Sustainable

Property logo to marketing materials, and hang IREM Certified Sustainable Property lobby plaque.

November 1: Send out press release on IREM Certified Sustainable Property certification award.

Budget Example: $1,500: Wellness fair, open house, and brunch $500: Branding and signage

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B.6 Establish an energy management policy and planSetting a policy and plan for energy management will establish a formal commitment to energy efficiency. This document will facilitate goal-setting, assign roles, and lead to action. Use the template below to create your policy and plan. You may also attach your own policy and plan, or use a different template.

ENERGY MANAGEMENT POLICY & PLANPART I: PROPERTY INFORMATION

Basic informationProperty nameAddressAgeSizeManagement companySite managerHVAC SystemHeating CoolingBuilding EnvelopeSystem descriptionControlsSystem descriptionMeteringSystem description

PART II: ENERGY MANAGEMENT POLICYEffective DateApproved By

Example:

XYZ Company is committed to operating real estate in the most efficient manner possible—to reduce expenses, add value, and cut down on carbon emissions. As such, all employees, from leadership to site-level staff, are committed to and actively participate in sound energy management practices in accordance with client goals for their real estate assets. Contractors must also abide by this policy.

As much as possible, each property shall benchmark and track its energy consumption, using all attainable utility data. Each property shall have an energy management plan that includes measurable, achievable goals, with target dates for accomplishment of these goals. Property staff shall consider a combination of operational improvements and equipment retrofits in establishing goals, with consideration given to the costs and benefits of any action to be taken.

Requests for additional resources or technology required to meet these goals shall be considered on a per-property basis and should be discussed with the Regional Manager responsible for the property, in consultation with the Energy Management Team and Director of Operations.

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PART II: ENERGY EFFICIENCY GOALSGoal #1 Example: To reduce whole-property energy use

by 20% in 5 yearsGoal #2 Example: To increase ENERGY STAR score

by 5 points in the next 12 months.Goal #3 Example: To reduce common area energy use

by 5% in the next 12 months.Goal #4 Example: To identify 3 energy-saving retrofits

with paybacks of 2 years or less by July 15 Goal #5 Example: To earn at least 15 points in the

IREM Certified Sustainable Property Energy category toward certification by July 31

Goal #6 Example: To achieve the ENERGY STAR certification in 3 years

PART III: ENERGY MANAGEMENT TEAM [Tip: Include people from throughout the organization—management, maintenance, finance, leasing, etc.]Team member #1 Name:

Title:Responsibilities:

Team member #2 Name:Title:Responsibilities:





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PART IV: ACTIONS ALREADY TAKENAction #1Action #2Action #3Action #4Action #5Action #6

PART V: ACTION PLANItem Barriers Resources Responsible Staff Target DateExample 1: Seek whole-property utility data

Getting the data from the utility company may be impossible.

Staff timePossibly a utility fee

Site manager: contact the utility company account representative

August 15

Example 2: Benchmark common area energy and water use

Staff needs to learn ENERGY STAR Portfolio Manager platform

Staff time Maintenance team: benchmark using Portfolio Manager

June 1

Example 3: Upgrade efficiency of common area light bulbs.

Investment required $25,000 Maintenance team Lighting contractor

October 15

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B.7 Benchmark energy use in areas under management controlYou can’t manage what you don’t measure. Benchmarking the property’s energy consumption will allow you to identify problems and track improvements. IREM highly recommends that you use ENERGY STAR Portfolio Manager, the free, online benchmarking tool available at https://portfoliomanager.energystar.gov. You may also use a tool of your choice. Answer the questions that follow.

1. What tool are you using to benchmark energy consumption?

2. What areas of the property are you able to benchmark?

3. Enter the energy use intensity (EUI) for the areas you are able to benchmark or your ENERGY STAR score.

EUI:

ENERGY STAR:

4. Submit evidence that you have benchmarked energy consumption at the property.

For ENERGY STAR Portfolio Manager, submit the Statement of Energy Performance (SEP), available in the Reports tab.

Submit summary information from any other tool you might use.

This information does not need to be certified by a Professional Engineer.

IREM will keep this information in strict confidence. Any statistics on energy performance we release will be for all certified properties in aggregate.

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https://portfoliomanager.energystar.gov/


B.8 Establish a water management policy and plan.Setting a policy and plan for water management will establish a formal commitment to water efficiency. This policy and plan will facilitate goal-setting, assign roles, and lead to action. Use the template below to create your policy and plan, adding and omitting items as necessary. You may also attach your own policy and plan, or use a different template.

WATER MANAGEMENT POLICY & PLANPART I: PROPERTY INFORMATION

Basic informationProperty nameAddressAgeSizeManagement companySite managerWater SupplySourceMeteringCooling Tower (if applicable)System description and water useRestroomsTotal number of toilets and flow rateTotal number of urinals and flow rateTotal number of faucets and flow rateKitchensTotal number of faucets and flow rateOther uses (e.g., dishwashers, icemakers)Swimming PoolSize (gallons)Water filtration system descriptionHeated? (Y/N)LandscapingPlant water requirements (note use of native vegetation)Irrigation system descriptionOther Water SystemsSystem #1System #2Water Reuse SystemSystem descriptionDrought ConditionsIs the property in a drought-stricken area?

___Yes___No

Are mandatory water use restrictions in effect?

___Yes___No

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If Yes, describe the restrictions.

PART II: WATER MANAGEMENT POLICYEffective DateApproved By

Example:

XYZ Company is committed to operating real estate in the most efficient manner possible—to reduce expenses, add value, and conserve natural resources. As such, all employees, from leadership to site-level staff, are committed to and actively participate in sound water management practices in accordance with client goals for their real estate assets. Contractors must also abide by this policy.

As much as possible, each property shall benchmark and track its water consumption, using all attainable utility data. Each property shall have a water management plan that includes measurable, achievable goals, with target dates for accomplishment of these goals. Property staff shall consider a combination of operational improvements and equipment retrofits in establishing goals, with consideration given to the costs and benefits of any action to be taken.

Requests for additional resources or technology required to meet these goals shall be considered on a per-property basis and should be discussed with the Regional Manager responsible for the property, in consultation with the Water Management Team and Director of Operations.

PART II: WATER EFFICIENCY GOALSGoal #1 Example: To reduce whole-property water

use by 20% in 5 yearsGoal #2 Example: To reduce common area water use

by 5% in the next 12 months.Goal #3 Example: To reduce water use in landscaping

by 15% in the next 12 months. Goal #4 Example: To obtain 3 quotes on the

installation of a water reuse system by August 31

PART III: WATER MANAGEMENT TEAM [Tip: Include people from throughout the organization—management, maintenance, finance, leasing, etc.]Team member #1 Name:

Title:Responsibilities:



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PART IV: ACTIONS ALREADY TAKENAction #1Action #2Action #3Action #4Action #5Action #6

PART V: ACTION PLANItem Barriers Resources Responsible Staff Target DateExample 1: Retrofit bathrooms in entire property with EPA WaterSense faucets (or ones with equivalent flow rates).

Investment required $5,000 Staff time

Maintenance team May 15

Example 2: Evaluate landscaping for opportunities to reduce consumption.

May need to engage outside expertise.

Staff time Maintenance supervisor: Consult with water management team on strategies.

Maintenance team: conduct initial evaluation.

September 30

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B.9 Benchmark water use in areas under management controlBenchmarking the property’s water consumption will allow you to identify problems and track improvements. Follow the directions below, and send the required material to IREM. IREM highly recommends that you use ENERGY STAR Portfolio Manager, the free, online benchmarking tool available at https://portfoliomanager.energystar.gov. You may also use a tool of your choice.

1. What tool are you using to benchmark water consumption?

2. What areas of the property are you able to benchmark?

3. Enter the total water use from all sources for those areas you were able to benchmark.

4. Submit evidence that you have benchmarked water consumption at the property.

For ENERGY STAR Portfolio Manager, submit the Water Performance report, available in the Reports tab.

Submit summary information from any other tool you might use.

This information does not need to be certified by a Professional Engineer.

IREM will keep this information in strict confidence. Any statistics on water performance we release will be for all certified properties in aggregate.

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https://portfoliomanager.energystar.gov/


B.10 Establish an IAQ management policy and planSetting a policy and plan for indoor air quality (IAQ) management will establish a formal commitment to healthy indoor environments. This policy and plan will facilitate goal-setting, assign roles, and lead to action. Use the template below to create your policy and plan, adding and omitting items as necessary. You may also attach your own policy and plan, or use a different template.

IAQ MANAGEMENT POLICY & PLANPART I: PROPERTY INFORMATION

Basic informationProperty nameAddressAgeSizeManagement companySite manager

PART II: IAQ MANAGEMENT POLICYEffective DateApproved By

Example:

XYZ Company is committed to healthy indoor environments. These quality environments are a direct result of exceptional real estate management and operations, and communicate to our clients and other stakeholders the quality of the services we provide. Residents enjoy direct benefits from healthy indoor environments, making the property more marketable.

As such, we establish this policy to maintain healthy indoor environments in the properties we manage. While the Site Managers lead efforts in conjunction with the Maintenance Team, everyone at the property is responsible for the success of this policy and for carrying out the contents of the IAQ Management Plan. Contractors must also abide by the policy and commit to concrete actions to reduce negative impact on IAQ.

PART III: COMPLAINT RESOLUTION(Note: This is an important component of an IAQ Management Plan. Risk management is a primary duty of real estate managers, and IAQ complaints can expose a property owner to litigation.)Step 1 Example: Record complaint, including

resident making complaint, time received, person in receipt, and nature of the issue.

Step 2 Example: Alert appropriate staff, including Site Manager and Maintenance Supervisor.

Step 3 Example: Respond to resident issuing complaint. Record conversation and/or retain e-mails for records.

Step 4 Example: Investigate issue and remedy any problems. Record results of

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investigation and actions taken.Step 5 Example: Inform resident of actions

taken. Note conversation, follow up in writing, and/or retain e-mails for records.

PART IV: IAQ MANAGEMENT STRATEGIESPreventive MaintenanceIs preventive maintenance regularly performed?

___Yes___No

Does preventive maintenance schedule need to be adjusted for IAQ management considerations?

___Yes___No

Revisions to preventive maintenance plan to enhance IAQ

Date:Revision:

Date:Revision:

Date:Revision:

HousekeepingDescription of services Service provider:

Cleaning area:

Cleaning schedule:

Cleaning products used:

Green cleaning employed? ___Yes___No

Carpets Carpeted areas:

Cleaning schedule:

IAQ InspectionsSchedule ___Weekly

___Bi-weekly___Monthly___Quarterly___Annually

Staff responsible for walk-through inspections

Problems identified Date:Problem:Action taken:

Date:Problem:Action taken:

Pest managementDescription of services Service provider:

Schedule of services:

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Description of program:Integrated pest management (IPM) techniques

HVAC

Does preventive maintenance program include inspection, cleaning, and service of items critical to maintain healthy ventilation?

outdoor air intake opening damper controls air filters drip pans cooling and heating coils fan belts humidification equipment and

controls distribution systems exhaust fans

___Yes___No

Notes:

HVAC service provider(s) Company name:Contact:

Company name:Contact

Are service providers aware that you prioritize IAQ and knowledgeable of HVAC operations that are conducive to healthy indoor environments?

(Tip: Schedule a meeting to discuss IAQ with your service providers if necessary.)

___Yes___No

Notes:

Ventilation standards followed ___Local code or guidelines___ASHRAE___Other:

Describe level of temperature controllability by maintenance team and residents

Moisture ControlMoisture control strategies Examples

Indoor relative humidity between 40 and 60 percent maintained

Regular inspections for standing water

Regular inspections for water damage

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Water-damaged materials (e.g., ceiling tiles, carpeting) removed within 48 hours

Emergency response plan includes steps to take in the event of flooding

Tobacco SmokeSmoke-free property? ___Yes

___NoSmoking restricted by entrances? ___Yes

___NoAppropriate signage in place including at entrances?

___Yes___No

Pollutant ControlOutdoor pollutant control strategies

Examples

Properly set and maintain mechanical ventilation systems

Ensure proper ventilation of parking garage

Prohibit delivery vehicles from idling at entrances

Install walk-off mats at entrances

Environmental pollutant control strategies

Examples

Annual radon testing Regular IAQ walk-through includes

inspection for mold Property has been inspected for

asbestos

Microbial control strategies Examples

Regular cleaning HVAC preventive maintenance Hand sanitizer station at entrance Awareness alerts during illness

outbreaks

VOC control strategies Examples

No-VOC products used in common areas

Low- and no-VOC products used in unit turnovers

Off-gassing of furniture and other materials

Chemical StorageIs an inventory of chemicals with MSDS maintained?

___Yes___No

Are chemicals confined to a ___Yes

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properly vented area? ___No

Is the area regularly inspected for cleanliness and orderliness?

___Yes___No

PART V: IAQ IMPROVEMENT ACTION PLANAction #1 Example: Meet with HVAC service

providers by July 31 to discuss IAQ management.

Action #2 Example: Use no-VOC paint for leasing office painting scheduled for November.

Action #3 Example: Implement construction IAQ management guidelines for renovations and unit turnovers by February 28.

Action #4Action #5

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B.11 Conduct an IAQ walk-throughRegular IAQ inspections will help you identify issues that negatively impact IAQ. Use the checklist to conduct a walk-through. Make corrections where appropriate.

IAQ Inspection ChecklistInspection conducted by:Date:

Satisfactory X Unsatisfactory, requires attentionCOMMON AREASAir quality___No odors___Generally comfortable

Walls, ceilings, floors, surface areas___Flat surfaces free of dust___Walls, windows, ceilings clean and free of contaminants___Common area restroom surface areas clean___Mats and carpets clean___Furniture/partitions clean

Thermal comfort___Temperature feels comfortable___Thermostats functional/set appropriately

Lighting___Lighting adequate ___No glares

Acoustics___No areas of noise interference or loud noise

Moisture control___No standing water___No water damage___No mold or fungus growth

Pollutant sources___CO exhaust does not enter property from parking garage___CO exhaust does not enter property from loading dock(s)___CO exhaust does not enter property from entrances___No tobacco smoke or odors

Swimming Pool___ No excessive chlorine smell___ Pool chemicals safely stored in

HVAC SYSTEMMechanical room___No storage of chemicals or equipment___No unusual odors___Equipment and floor clean___Proper drainage___Clean pans___No water pooling or excess moisture___No mineral deposits or microbial growth___No excessive noise or unusual sounds___No excessive vibrations___All controls functional

Air plenums and ducts___Mounting secure___No gaps or openings___Clean and free of debris___No microbial growth___No visible leaks___No unusual odors___Fireproofing secure and clean___Fire dampers open and accessible

Diffusers, Louvers, Grilles___Mounting secure___Unobstructed___Clean/free of debris___No water condensation

Fans___All hardware secure and functional___Unobstructed___Clean/free of debris___No water condensation___No corrosion___Belts and blades operational ___Controls operational

UNITS (Tip: Consider a sample, and

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ventilated area

Pets___ Pet waste disposal areas maintained___ Residents complying with pet waste disposal rules___ No pet waste in hallways, common areas, and/or breezeways

Trash disposal___ Hallways, common areas, and/or breezeways free of debris___ Residents complying with trash disposal rules___ Dumpster room clean and orderly and properly ventilated

focus on what management can control)

Lighting___Lighting quality adequate ___No glares

Acoustics___No outside noise interference or mechanical noise

Moisture control___No standing water___No water damage___No mold or fungus growth

HVAC___ Individual AC servicing unit clean and functional___ Individual heating servicing unit clean/filter clean___ Ventilation sound (windows sealed, weather stripping)

Cooking vent___ Functional___ Filter clean

Recommended Next StepsUse the EPA’s IAQ Building Education and Assessment Model (I-BEAM) to further your staff’s knowledge of healthy indoor environments. The program has educational modules, budgeting guidance, and additional checklists for more thorough IAQ inspections.

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http://www.epa.gov/iaq/largebldgs/i-beam/overview.html


B.12 Assess your recycling practices and optionsRe-evaluating the property’s recycling program can help to achieve diversion rate goals, and potentially save the property money through adjustments to services. Answer the questions below, and act on your findings.

1. Does the property currently have recycling services?

YesNo

2. If Yes, enter the name of the service provider below.

3. If No, who can provide recycling services for the property (e.g., city, service provider)?

4. Contact service provider(s) and discuss the following with them. Summarize your discussion.a. If the property does not have recycling, discuss the recycling services

they provide.

What materials can be recycled

Whether recycling is single- or multi-stream

The containers they provide

Pricing (by weight, per container, per haul, etc.)

If they assist with resident education

b. If the property already has recycling, explain that you are trying to improve your recycling program, and discuss current and additional services. Summarize your discussion.

Changes to services that might increase diversion rate

If the property has the correct containers

Additional services they offer (e.g., resident education, cooking grease recycling, composting)

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B.13 Conduct a waste and recycling container auditAuditing the community’s waste and recycling containers can help you assess compliance with the recycling program and improve your diversion rate. You can also make adjustments to services that save money. Use the checklist to conduct the audit.

Waste and Recycling Container AuditAudit conducted byDate(s)Service provider(s)Description of servicesHauling/pick-up schedule

Item OK Not OK Notes or Action Required

Common areas have adequate waste and recycling containers

Example: Add recycling container near fitness center

Common areas have recycling signageWaste and recycling containers in common areas properly used

Example: See above. Recycling near pool entrance overflowing. Need recycling by fitness center.

Units have recycling containersUnit containers have recycling signageResidents properly using unit recycling containersWaste and recycling dumpster area orderly and cleanWaste and recycling dumpsters do not contain e-waste/bulk itemsWaste dumpsters not overflowingWaste dumpsters full on pick-up day(s)

Example: Reduce number of pick-ups from 3x/week to 2x/week

Waste dumpsters do not contain recycling

Example: Educate residents

Recycling dumpsters not overflowing Recycling dumpsters full on pick-up day(s)Recycling dumpsters do not contain waste

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B.14 Assess your purchasing practices and optionsAn assessment of your purchasing practices and options will help you procure environmentally preferable products in a practical, cost-effective manner. Answer the questions that follow.

1. Does the property or company have a sustainable or environmentally preferable purchasing (EPP) policy?

2. Estimate the percentage of sustainable products and materials by quantity or cost that the property uses for management operations. Include all applicable products—from paper goods to construction materials. Note: Do not be overly concerned if the percentage is low. The certification process is intended to help the property improve.

3. Record cost differentials for office, kitchen, restroom, and janitorial products that currently are not environmentally preferable (you do not have to complete the items that the property does not use or are already environmentally preferable). This will allow you to assess the feasibility of switching to the sustainable products.

Use cost information from your current supplier(s); you may want to have your account representative(s) complete this table. Alternatively, you can use the following sources, in addition to any other sources you find:

Staples – Shop Green Products

Office Depot Green Buyer’s Guide

The Green Book from Office Depot and Office Max (contains an excellent overview of product certifications)

EPA Safer Choice Product Finder

ENERGY STAR Product Finder

Product Cost of Standard Product

Cost of EPP* Product

Replace (Y/N)?

OfficeLetterhead paperLetter envelopesLarge envelopesCopy paperCopy tonerFile foldersDesktop sorters and trays

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https://www.energystar.gov/productfinder/

http://www2.epa.gov/saferchoice/products

http://www.officedepot.com/a/products/325865/The-Green-Book/

http://www.officedepot.com/a/guides/buygreen/buygreen/

http://www.staples.com/sbd/cre/marketing/easy-on-the-planet/shop-green-products.html


Calendars and plannersPensPencilsEasel padsChairsFloor chair padsTask light bulbs (standard vs. ENERGY STAR)Computers (standard vs. ENERGY STAR)Display monitors (standard vs. ENERGY STAR)Printers (standard vs. ENERGY STAR)

KitchenNapkinsCutleryPaper cupsPaper towelsTissuesAll-purpose cleaner (surfaces)Hand soapDish soap (for manual dishwashing)Dish detergent (for dishwasher use)Faucet (standard vs. high-efficiency)Refrigerator (standard vs. ENERGY STAR)Dishwasher (standard vs. ENERGY STAR)

RestroomBathroom tissueAll-purpose cleaner (surfaces)Toilet and urinal cleanerHand soapHand dryerFaucets (standard vs. high-efficiency)Toilets (standard vs. high-efficiency)Urinals (standard vs. high-efficiency)

JanitorialGarbage can linersGlass cleanerCarpet cleaner

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Carpet stain removerTile cleanerAll-purpose cleaner (surfaces)Adhesive removerConcrete and asphalt cleaner

4. List ways to use sustainable materials in upcoming renovations, unit turnovers, and similar projects. List a minimum of 2 projects.

Example: Use no-VOC paint for all unit turnovers.

Example: Evaluate costs and benefits of energy-efficient models for heater replacements next year.

Example: Get quotes on environmentally preferable furniture for new leasing office furniture installation, scheduled for September.

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B.15 Establish a sustainable purchasing policySetting a policy for sustainable purchasing will establish a formal commitment to sustainable materials and products, and create parameters around what your staff should order for property operations. It will also “green” your supply chain, extending sustainability beyond the property. Use the template below to create your policy, adding and omitting items as necessary. You may also attach your own policy, or use a different template.

SUSTAINABLE PURCHASING POLICYPART I: PROPERTY INFORMATION


PART II: SUSTAINABLE PURCHASING POLICY STATEMENTEffective DateApproved By

Example:

XYZ Company is committed to managing and operating real estate in such a way that minimizes the footprint of the property and positively contributes to environmental goals. These business practices are not only good for the environment, but they also create positive financial results.

As such, each property shall follow sustainable purchasing guidelines for all products required for operations in areas under management control. While the Site Manager has primary responsibility for adherence to this policy, the following guidelines shall be followed by all property staff. Consult your supervisor when these guidelines are not practical or cost-effective, and s/he will consult with the Director of Operations for an acceptable alternative.

PART III: SUSTAINABLE PURCHASING GUIDELINESSample clauses:

1. Areas under management control shall use, and require contractors and consultants to use, products manufactured with the maximum practicable amount of recovered material, especially post-consumer material. This includes office supplies, janitorial products, sanitation products, lubricating oils, construction materials, and maintenance products.

2. Areas under management control shall use, and require contractors and consultants to use, environmentally preferable products whenever cost-effective and to the extent practicable.

3. Property staff shall send and store information electronically when possible. This includes e-mail, website, and electronic fax.

4. Management and leasing offices shall use remanufactured laser printer

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toner cartridges and remanufactured or refillable inkjet cartridges.

5. Printing and writing papers, including all imprinted letterhead paper, envelopes, copy paper, and business cards, shall contain a minimum of 30 percent post-consumer recycled content.

6. Property staff shall conduct routine maintenance on products/equipment to increase the useful life.

7. Property staff shall consider durability and reparability of products prior to purchase.

8. Property staff shall ensure that they use both sides of paper sheets whenever practicable.

9. The Site Manager, in consultation with the Director of Operations as needed, shall develop and maintain a designated product list that addresses property-specific purchasing requirements.

10. The Site Manager, in consultation with the Director of Operations as needed, shall develop and implement additional purchasing and waste-prevention guidelines that are specific to the property, including the owner’s goals for the asset.

11. Property staff shall obtain environmental performance information when considering bids from contractors and consultants, and include environmental performance in selection criteria.

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ENERGY CATEGORY ACTIVITIES

ENERGY CATEGORY ACTIVITIESE.1 Commit to ongoing training on energy management for maintenance teamEfficiency in day-to-day operations requires a knowledgeable maintenance team. Commit to dedicating the resources and time necessary to skill-building in energy management for your team.

Training can include live and online courses, conference sessions, on-the-job activities, and self-study. Training resources are listed below.

I commit to ongoing training on energy management for my maintenance team.

Training Resources

Association for Energy Affordability (AEA) www.aea.us.org

Association of Energy Engineers (AEE) www.aeecenter.org

ASHRAE https://www.ashrae.org/education--certification

Building Performance Institute http://bpi.org/professionals_multi_family.aspx

Building Operator Certification (BOC®) www.theboc.info

ENERGY STAR https://www.energystar.gov/buildings/training

IREM www.irem.org/drvcourses

U.S. Green Building Council (USGBC) www.usgbc.org/education

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http://www.usgbc.org/education

http://www.irem.org/drvcourses

https://www.energystar.gov/buildings/training

http://www.theboc.info/

http://bpi.org/professionals_multi_family.aspx

https://www.ashrae.org/education--certification

http://www.aeecenter.org/

http://www.aea.us.org/


E. 2 Hold periodic property manager-maintenance supervisor meetings to discuss energy management and property financialsGreater understanding of how energy management impacts property financial performance will lead to better results. Commit to holding periodic property manager-maintenance supervisor meetings to review energy management progress and how it impacts property expenses—especially utility costs.

You should be tracking sustainability’s effect on property financials as part of your baseline commitment for the certification, so refer to that requirement and use your financial tracking data in the meetings.

I commit to periodic property manager-maintenance supervisor meetings to discuss energy management and property financials.

I plan to hold these meetings:

MonthlyQuarterlyAnnually

Sample Agenda for First Meeting

Discuss why we are meeting (i.e., energy management reduces expenses, which improves the bottom line and helps meet the property’s investment goals)

Review energy management program and goals

Identify relevant budgetary items and set baselines

Discuss trends and issues

Next steps

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E.3 Conduct a walk-through to detect malfunctioning equipment and opportunities for improvementA simple walk-through of the property can help identify issues and identify opportunities for improvement in energy systems. Use the checklist to conduct your walk-through, adapting it as necessary based on the nature of the property and its systems.

PROPERTY ENERGY EFFICIENCY WALK-THROUGHWalk-through conducted byDate(s)Date(s) of last walk-through:

Operations & Maintenance (O&M)


Preventive and routine maintenance plan/schedule adhered toBenchmarking tool (e.g., Portfolio Manager) regularly updated

EMS/BAS/BMS functioning and fully engaged

Example: Contact BAS vendor to check that all features are fully utilized

Equipment room(s) orderlyVacant units appropriately conditioned/lightedMaintenance team trained on property equipmentContractors effective and fully utilizedTemperature set-points in common areas optimalCommon area thermostats adjusted seasonally at optimal set-pointsAccess to common area thermostats appropriately restricted

Building Envelope


No visible cracks in property exteriorDoors properly aligned and sealedAutomatic and vestibule

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doors functionalWindows properly aligned and sealedBlinds and curtains fully functionalNo windows and/or doors left openConditioned and unconditioned spaces properly insulatedOutdoor shading devices properly positioned and functionalRoof properly maintained and in good condition

HVAC


Residents educated on efficiency in HVAC operationsCommon area HVAC system meets loadsChiller(s) appear functional, with no visible issuesCooling tower(s) appear functional, with no visible issuesBoiler(s) appear functional, with no visible issuesEquipment free of soot, mineral deposits, pooling water, etc.Filters and coils clean and maintainedDuct and pipe insulation in place and intact Temperature set-points optimalSensors functional and calibratedAutomatic controls functional and properly setDampers and valves close tightlySteam traps maintained and functionalNo unnecessary or mysterious cycling

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Boiler system staging and sequencing optimalCompressor system staging and sequencing optimalFans and pumps not operating excessivelyVariable frequency drives (VFDs) operating as intendedAir flow feels correct and consistent from one area to the nextNo noticeable air leaks from ducts and plenums Return, outdoor, and exhaust dampers properly sequencedAir inlets and outlets clean and unobstructed

Lighting


No lights on in unoccupied units All de-lamping opportunities takenBallasts disconnected where de-lamping has occurred Two lamps removed from four-lamp fixtures where possibleIncandescent lights replaced with CFLs or HIDsT-12s converted to T-8s and/or T-5sLEDs installed where possible (e.g., exit signs)Occupancy sensors installed and functionalSecurity/outdoor lighting automatically controlled and not excessive

Domestic hot water


Hot water temperature not excessive

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System insulation installed and intactNo apparent water drips or leaksWater heater coils clean and maintainedHot water recirculation pumps do not run continuously

Plug loads


Residents educated on plug loads and energy efficiency Management/leasing office and business center computers off after operating hoursFax machines and copiers off after operating hoursNo space heaters in management/leasing officeVending machines powered down when possible

Additional Steps

Investigate your demand charges. Are they excessive? Can you participate in a demand response program?

Where the walk-through revealed any issues, explore what types of O&M changes and/or equipment retrofits would improve energy efficiency.

Obtain quotes on a retro-commissioning study. This study ensures that all equipment is properly set, staged, and sequenced, and investigates your O&M program for areas to improve energy efficiency.

Obtain quotes on a comprehensive energy audit.

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E.4 Provide information to residents on energy managementResident behavior has a big impact on overall property energy performance. Inform residents about your energy management program and invite them to help meet energy efficiency goals.

Use the template below to send out emails to residents, post information to your resident portal, or include information in a resident handbook. Feel free to adapt the template for the method of communication and to conceal or share as much information as you like.

Dear Residents of [insert community name]:

Energy efficiency is an important part of [insert community name]’s sustainability initiatives. Energy efficiency can lower your utility costs, and, combined with other sustainability attributes, may result in health and wellness benefits for you and your family. Energy efficiency also helps reduce greenhouse gas emissions.

We are doing the following as part of our energy management program:

[Insert examples of energy efficiency goals, achievements, and systems.]

Common areas of the community have ENERGY STAR appliances, and the leasing office and business center use ENERGY STAR office equipment.

The community had a comprehensive energy audit recently that identified a number of ways we can improve energy efficiency. We are in the process of prioritizing and completing projects to reduce energy consumption.

Common areas of the community will be retrofitted with energy-efficient lighting over the summer.

As residents move and we prepare apartments for new occupancy, we will remove existing appliances and install ENERGY STAR models. If you would like us to install ENERGY STAR appliances in your apartment, please contact me.

You can help reduce energy use in your apartment, and in the community overall, by doing the following:

Ensure that windows and doors are closed when the air conditioner or heater is running.

Adjust the thermostat a couple of temperature points warmer during the summer and cooler during the winter.

Unplug items, including computers and televisions, when not in use. Running these items on a power strip allows you to turn power on and off at once.

Turn off lights when not in use, in your apartment, the fitness center, the business center, and other common areas of the community.

Air dry dishes when possible to avoid running the dishwasher.

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Run full loads of laundry.

We would also like to offer the following services, free of charge:

Check weather-stripping in your apartment and replace worn seals.

Check windows and doors in your apartment to ensure a proper seal.

Replace conventional light bulbs with energy-efficient models.

Install a programmable thermostat if your apartment does not currently have one.

Adjust the thermostat on your water heater to a temperature that is both comfortable and cost-effective.

Please contact me if you have any questions or would like to discuss our sustainability program.

Sincerely,

[insert name]

Additional Steps

Host a brunch ‘n learn for residents.

Hand out treats and information on energy efficiency at the parking garage entrance.

Give residents a tour of the energy-efficient features of your property.

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E.5 Conduct an energy meter inventoryMultifamily properties often have many energy meters in service, tracking energy use in different parts of the property, including each unit. Meters often service more than one area under management control (e.g., parking garage and outdoors). Conducting an inventory of all meters will help you and your team determine what data you can obtain in order to monitor energy consumption in the spaces serviced by those meters. Use this table to conduct your energy meter inventory.

There are separate sections for utility and private meters. Private meters are those installed by a service provider and typically monitor individual pieces of HVAC equipment or specific spaces.

For the utility meter inventory, your maintenance team may have to walk around the outside of the property to identify electrical service drops and track those drops to meters inside the property. They may also have to track wiring from the meters to the spaces they service. Check with your utility account representative to see if they can send someone to assist you in the inventory.

Utility MetersMeter Space(s) Serviced Smart/pulse/

interval meter (Y/N)?

Data available from utility

Utility Meter #1

Lobby, elevators Y N

Private MetersMeter Manufacturer Type of

MeterEquipment or space(s) serviced

Operational (Y/N)?

Data collection system

HVAC Meter #1

Leviton 15-min interval

Boiler Y EMS

Additional Steps

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1. Match the utility bills you receive with each of the meters, if possible. Track the utility expenses for each meter, and correlate energy efficiency improvements with your expense tracking for the separate meters.

2. Inquire with your utility about obtaining the interval data from any utility smart meters in service. Interval data can help identify trends, detect equipment faults, and reduce demand charges.

3. Engage a qualified service provider to obtain quotes on energy management services that include:

Extracting energy data from your utility meter(s)

Installing additional energy monitoring equipment such as submeters on equipment or spaces

Collecting and/or analyzing energy data from the meters

Recommending operational and equipment improvements to improve the energy efficiency of the property. You may be surprised at the paybacks possible for these services and the scope of the improvements you are able to make

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E.6 Determine if onsite renewable energy installations are feasible for the propertyOnsite renewable energy installations can help a property reach a new level of energy efficiency, along with operational improvements and financially feasible equipment retrofits. Even before engaging a renewable energy contractor, you can perform a basic assessment to determine if the property could support an installation. Work with your maintenance team to answer the questions below.

1. Inspect the site on which the property sits and consider local climate factors. a. Does the property receive a steady stream of sunlight or wind?

b. Are there any buildings, foliage, or other objects blocking the sun or wind?

2. Inspect the roof. a. Could the roof support the weight of a renewable energy installation, such

as a wind turbine, a solar array, or a cogeneration system?

b. Is there room to install, maintain, and service the equipment?

3. Are there other areas of the property that could house a renewable energy installation? This could include a parking garage roof or currently landscaped area for solar panels, an equipment room with space for a cogeneration unit (essentially an engine), or another suitable area.

4. Are incentives available for renewable energy installations? Government and utility incentives are important to financing an installation and achieving an acceptable payback. Incentives can include special financing, tax credits and deductions, grants, and equipment rebates.

Check www.dsireusa.org. This website lists available incentives by zip code.

If available and applicable, list at least 3 incentives that might help with your renewable energy installation.

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http://www.dsireusa.org/


5. Are Renewable Energy Credits (RECs) available for the power your installation generates? The additional income generated from these RECs can increase the value of an investment in renewable energy.

Check www.dsireusa.org. This website shows the availability of RECs by zip code. Describe what you discovered in the space below.

6. Check state and local regulations on renewable energy installations. Issues to investigate include:

Building and zoning codes

Setback requirements

Net metering requirements (standards for measuring power generated and used)

Permitting, including preferential treatment

Check www.dsireusa.org. This website lists regulatory issues by zip code. Describe what you discovered in the space below.

Additional steps

Engage a qualified renewable energy contractor to perform a full feasibility study, including a site assessment and financial analysis.

Monitor changes in renewable energy technology, as well as in the availability of incentives and RECs.

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E.7 Reduce energy consumption by 5% over baseline in areas under management controlSetting energy use reduction goals is the only way to advance your energy management program. To earn these points:

Establish your baseline energy measurement. This baseline can go back 3 calendar years into the past, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can set your baseline beginning January 1, 2012.

Make energy efficiency improvements.

Achieve at least a 5% reduction in energy use over baseline in areas under management control. This means that you do not have to count separately metered spaces, including units.

1. Indicate your baseline date and energy use intensity (EUI) for areas under management control.

Baseline Date EUI

2. Indicate the EUI and percentage improvement over the established baseline.

New EUI Percentage Improvement

3. List at least 2 improvements you made to achieve the energy use reduction.1.2.

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E.8 Reduce energy consumption by 10% over baseline in areas under management controlSetting energy use reduction goals is the only way to advance your energy management program. To earn these points:

Establish your baseline energy measurement This baseline can go back 3 calendar years into the past, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can set your baseline beginning January 1, 2012.

Make energy efficiency improvements.

Achieve at least a 10% reduction in energy use over baseline in areas under management control. This means that you do not have to count separately metered spaces, including units.

1. Indicate your baseline date and energy use intensity (EUI) for areas under management control.

Baseline Date EUI

2. Indicate the EUI and percentage improvement over the established baseline.

New EUI Percentage Improvement

3. List at least 2 improvements you made to achieve the energy use reduction.1.2.

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E.9 Commit to installing ENERGY STAR equipment during rehabs and unit turnoversENERGY STAR equipment reduces energy consumption. Commit to installing ENERGY STAR equipment and appliances as renovations and unit turnovers occur. You should also consider ENERGY STAR models when you need new computers, servers, copiers, and other office equipment for management operations.

ENERGY STAR models of the following equipment are available:

Computers

Copiers and Faxes

Data Storage

Enterprise Servers

Ice Makers

Mailing Machines

Monitors and Displays

Notebook Computers and Tablet PCs

Printers and Scanners

Refrigerators

Dishwashers

Clothes Washers and Dryers

Telephones

Televisions

Vending Machines

Water Coolers

Furnaces

Boilers

Air Conditioners

Ventilation Fans

Light Fixtures and Bulbs

Pool Pumps

Doors, Windows, and Skylights

Roofing Products

Water Heaters

I commit to installing ENERGY STAR equipment and appliances during renovations and unit turnovers. I understand that I may use discretion to make these replacements in a manner that is financially feasible..

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https://www.energystar.gov/products/certified-products


E.10 Achieve an ENERGY STAR score of at least 60If you have access to whole-property energy data, you can benchmark with the ENERGY STAR Portfolio Manager tool and generate a 1 to 100 score, showing how the property’s energy use compares to other multifamily properties in the U.S. An average score is 50, so you can earn points toward the IREM certification by being 10% better than the average property.

To earn these points:1. Generate a Statement of Energy Performance in Portfolio Manager no longer

than one month prior to applying for the IREM Certified Sustainable Property certification, showing that your ENERGY STAR score is 60 or greater. Include this document in your certification application.

2. Record the property’s ENERGY STAR score in the space below.

Date of score Score

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E.11 Install electric vehicle charging stationsElectric vehicles (EV) are becoming more common. EV registrations in the U.S. grew by 69% in one year, according to the Centre for Solar Energy and Hydrogen Research, and this growth is expected to continue. EV charging stations offer an amenity to prospects and residents who value green living.

To earn these points, answer the following questions.

1. When did you have the EV charging stations installed? By whom?

2. Where are the EV charging stations located?

3. Describe the level of use among residents and guests. Do you believe the EV charging stations differentiate your property from the competition?

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WATER CATEGORY ACTIVITIES

WATER CATEGORY ACTIVITIESW.1 Commit to ongoing training on water management for maintenance teamEfficiency in day-to-day operations of property equipment requires a knowledgeable maintenance team. Commit to dedicating the resources and time necessary to skill-building in water management for your team.

Training can include live and online courses, conference sessions, on-the-job activities, and self-study. Training resources are listed below.

I commit to ongoing training on water management for my maintenance team.

Training Resources

Environmental Defense Fund (EDF) http://business.edf.org/projects/featured/water-efficiency-and-att/

EPA WaterSense www.epa.gov/watersense/

GSA Sustainable Facilities Tool www.sftool.gov

IREM www.irem.org/education/learning-toolbox/tutorials and www.irem.org/education/courses?COURSE=SRM001&STATE=1

Southface www.southfaceonlinetraining.org

U.S. Department of Energy http://energy.gov/eere/femp/best-management-practices-water-efficiency

Whole Building Design Guide www.wbdg.org/design/conserve_water.php

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https://www.wbdg.org/design/conserve_water.php

http://energy.gov/eere/femp/best-management-practices-water-efficiency

http://energy.gov/eere/femp/best-management-practices-water-efficiency

http://www.southfaceonlinetraining.org/

http://www.irem.org/education/courses?COURSE=SRM001&STATE=1

http://www.irem.org/education/learning-toolbox/tutorials

http://www.sftool.gov/

http://www.epa.gov/watersense/

http://business.edf.org/projects/featured/water-efficiency-and-att/


W.2 Check for water leaksHundreds of gallons of water can be lost through leaks. Large leaks can lead to water damage, mold, and other issues. Regularly checking for leaks will help you reach water efficiency goals for the property. Use the checklist to inspect for water leaks. Add and remove sections and/or items as necessary.

WATER LEAK INSPECTION CHECKLISTInspection conducted byDate(s)Date(s) of last inspection:

Water System


Check the water meter(s) and lines running into themCheck water leak detector dial on the water meter(s)- Turn off all water

systems and items.- Watch the water

meter for a minute or more.

- If the leak detection dial is moving continuously, the property may have a leak.

- Continue the inspection or engage the utility or a service provider if you think the leak is large.

Check the property’s “wet wall(s)”—the walls that carry the main water linesCheck water supply linesCheck water return linesCheck for failing, freezing, or worn pipes- Connections,

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fittings, and valves need close inspection.

Check water heater(s) for leaks

Bathrooms

Bathroom #1 Item OK Not OK Notes or Action Required

Check toiletCheck faucetCheck showerheadCheck ceilings, walls, and floors for water damage

Bathroom #2 Item OK Not OK

Notes or Action Required










Check toiletsCheck faucetsCheck showerheadCheck ceilings, walls, and floors for water damage



Check toilet

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Check faucetCheck showerheadCheck ceilings, walls, and floors for water damage

Kitchens

Kitchen #1 Item OK Not OK Notes or Action Required

Check faucetCheck dishwasherCheck refrigeratorCheck ceilings, walls, and floors for water damage

Kitchen #2 Item OK Not OK














Check faucet

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Check dishwasherCheck refrigeratorCheck ceilings, walls, and floors for water damage

Landscaping/Irrigation


Check irrigation linesCheck irrigation spigotsEnsure spigots are properly positioned and not spraying onto pavementCheck for signs of underground leaks—pooled water, swampy ground, moldy areas, or sunken earth

HVAC System


Check equipment room(s) for pooled water and unusual condensateCheck seams, gaskets, and seals on all HVAC unitsCheck condensate pans for overflowCheck for clogged condensate drainCheck evaporator coils Check circulating pumps for leaks around seals and packingCheck all pressure relief valvesCheck all automatic air ventsCheck back flow preventer for proper functionCheck cooling tower makeup and bleed water lines

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Check for mineral build-up and blockages in cooling tower fill and basin

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Swimming PoolItem OK Not

OKNotes or Action Required

Check main pool pump(s)Check lines and filters for leaks and clogsCheck water level—too much water can splash and spray outCheck temperature if heated—too high of a setting leads to excessive evaporation

Additional steps

Consider installing water leak detection equipment

Explore other water efficiency practices at the EPA’s website: www.epa.gov/watersense

Use the resources available at the Environmental Defense Fund (EDF) website to evaluate the property’s cooling tower water use, if applicable

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http://www.epa.gov/watersense

https://learningcenter.statefarm.com/residence/maintenance/whole-house-water-leak-detection-systems-list-of-manufacturers/


W.3 Provide information to residents on water managementYou can better reach sustainability goals by including residents in your efforts. Many residents already live a green lifestyle, and aligning your efforts can help you all meet your goals. Use the template to inform residents about your water management program, through a social media update, your resident portal system, your e-newsletter, or another method. Consider combining this memo with the one from E.4 if you plan to earn points for both activities.

Dear Residents of [insert community name]:

Water efficiency is an important part of [insert community name]’s sustainability initiatives. A water-efficient property can lower your costs and help us all contribute to improving our shared environment.

We would like to invite you to be a part of our efforts to make the community more water efficient. As a first step, we would like to share the following information about our water management program:

[Insert examples of water efficiency goals, achievements, and systems.]

The property has reduced water use by 18% over the past three years.

We have achieved water reductions by eliminating water waste, installing high efficiency water fixtures, and landscaping with native plants that require less watering.

Our goal is to reduce the property’s water use by another 10% in the next 18 months.

You can help the community achieve water use reductions by doing the following:

Promptly submit a service request if you have a water leak

Only run full dishwasher and laundry loads

Plug the sink or use a wash tub if washing dishes by hand

Limit showers to 5 minutes

Turn off the tap while shaving or brushing your teeth

Keep a pitcher of water in the refrigerator, rather than running the tap for a glass

We will keep you informed of our progress. Please let us know if you have any other ideas on conserving water at the community.

Sincerely,

[insert name]

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W.4 Establish a plan for improving water efficiency in landscapingLandscaping can account for up to 60% of total water use at a multifamily community—the most of any system. Water use reductions in landscaping can have a large impact on overall water efficiency. Use the template to establish a plan to improve water efficiency in landscaping. Try to include both short- and long-term action items in your plan. Examples are included below. If you need other ideas, view this free IREM tutorial or talk to your landscaping contractor.

LANDSCAPING WATER EFFICIENCY IMPROVEMENT PLANPART I: BASIC PROPERTY INFORMATION


PART II: LANDSCAPING INFORMATIONTotal landscaped area

(apprx. sq ft)Irrigation system description

Current watering schedule Example: 2x/day, mid-morning and late evening

PART III: ACTION PLAN Action item Description Timelin

e

1. Adjust watering schedule

Water once at night only 4 days/week and observe effect on plantings.

1 week

2. Check landscaping system for issues.

Regularly assess irrigation placement and function, seasonal adjustments, proper mulching and maintenance, water runoff, and other issues.

1 week

3. Replace irrigation nozzles with water efficient models.

Have landscaping contractor provide quotes on water efficient nozzles and obtain budgetary approval if necessary.

6 weeks

4. Install a smart irrigation control system.

Have landscaping contractor provide quotes on smart control system and obtain budgetary approval if necessary.

3 months

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http://www.irem.org/education/learning-toolbox/tutorials/landscaping


5. Replace 25% of planted area with xeriscaping.

Have landscaping contractor provide quotes on xeriscaping/native plant systems and obtain budgetary approval if necessary.

1 year

6.

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W.5 Install high-efficiency fixtures in common areas and commit to installing high-efficiency fixtures during unit turnoversAfter operational improvements to increase water efficiency, a property can reduce water use with high-efficiency fixtures. Faucets, toilets, urinals, and showerheads are all available as high-efficiency models under the following water use standards.

Note: To earn points for this activity, you must retrofit (or already have retrofitted) at least 75% of the fixtures in common areas by any of the standards in the table.

If you have installed ENERGY STAR washing machines and dishwashers in common areas, you may include those to qualify, as those models are water-efficient.

You must also commit to installing fixtures that meet any of the standards on the table in units during turnovers.

Standard Toilets (gpf)

Urinals (gpf)

Public lavatory faucets (gpm)

Private lavatory faucets (gpm)

Kitchen faucets (gpm)

Showerheads

High-efficiency 1.28 0.125 0.5 1.5 2.2 1.5EPA WaterSense

1.28 0.5 0.5 1.5 N/A 2.0

UPC/IPC 1.6 1.0 0.5 2.2 2.2 2.5

1. Complete the table below.

FIXTURE TYPE TOTAL NUMBER IN COMMON AREAS

TOTAL HIGH EFFICIENCY MODELS

ToiletsUrinalsPublic lavatory faucetsPrivate lavatory faucetsKitchen faucetsShowerheadsDishwashersWashing machines

Grand totals

2. Fill in the blanks in the following statement.

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_________% of total water fixtures in common areas have been retrofitted to water-efficient models. The property is/is not qualified for these Water points toward the certification.

I commit to installing high-efficiency water fixtures in units during turnovers.

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W.6 Conduct an inventory of water metersMultifamily communities often have several water meters in service, tracking water use in different parts of the property. Conducting an inventory of these meters will help you and your team monitor water consumption in the spaces serviced by those meters. Use these tables to conduct your water meter inventory.

There are separate tables for utility and private meters. Private meters are those installed by a service provider and typically monitor individual pieces of HVAC equipment or specific spaces. Private water meters can detect leaks and monitor usage.

Check with your utility account representative to see if they can send someone to assist you in the utility meter inventory.

Utility MetersMeter Space(s) Serviced Smart meter

(Y/N)?Data available from utility?

Utility Meter #1

Lobby, management office N N

Private MetersMeter Manufacture

rType of Meter

Equipment or space(s) serviced

Operational (Y/N)?

Data collection system

HVAC Meter #1

Dwyer Leak detection

AHU drip pan

Y N/A—visual and audible alarms

Additional Steps

1. Match the utility bills you receive with each of the meters, if possible. Track the utility expenses for each meter, and correlate water efficiency improvements with your expense tracking for the separate meters.

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2. Inquire with your utility about obtaining the interval data from any utility smart meters in service. Interval data can help identify trends and detect equipment faults.

3. Engage a qualified service provider to obtain quotes on water management services that include:

Extracting water data from your utility meter(s) (if applicable)

Installing additional water monitoring equipment such as leak detectors and submeters on equipment or spaces

Collecting and/or analyzing water data from the meters

Recommending operational and equipment improvements to improve the water efficiency of the property. You may be surprised at the paybacks possible for these services and the scope of the improvements you are able to make, especially if you consider energy efficiency together with water efficiency if the property has large HVAC equipment such as chillers and cooling towers.

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W.7 Reduce water use by 5% over baseline in areas under management controlSetting water use reduction goals is the only way to advance your water management program. To earn these points:

Establish your baseline water measurement. This baseline can go back 3 calendar years into the past, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can set your baseline beginning January 1, 2012..

Make water efficiency improvements.

Achieve at least a 5% reduction in water use over baseline in areas under management control. This means that you do not have to count separately metered spaces.

1. Indicate your baseline date and water use for areas under management control.

Baseline Date Monthly water use in kgal or kgal/ft2

2. Indicate the water use and percentage improvement over the established baseline.

New monthly water use in kgal or kgal/ft2

Percentage Improvement

3. List at least 2 improvements you made to achieve the water use reduction.1.2.

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W.8 Reduce water use by 10% over baseline in areas under management controlSetting water use reduction goals is the only way to advance your water management program. To earn these points:

Establish your baseline water measurement. This baseline can go back 3 calendar years into the past, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can set your baseline beginning January 1, 2012.

Make water efficiency improvements.

Achieve at least a 10% reduction in water use over baseline in areas under management control. This means that you do not have to count separately metered spaces.

1. Indicate your baseline date and water use for areas under management control.

Baseline Date Monthly water use in kgal or kgal/ft2

2. Indicate the water use and percentage improvement over the established baseline.

New monthly water use in kgal or kgal/ft2

Percentage Improvement

3. List at least 2 improvements you made to achieve the water use reduction.1.2.

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W.9 Install a water reuse systemReusing water for non-potable purposes can add to overall water efficiency. Uses of reclaimed water can include:

Landscape irrigation

Pool, fountain, or pond makeup

Toilet or urinal flushing

Outdoor cleaning and rinsing

Construction activities

Cooling tower makeup

Water reuse systems can be simple rainwater collection barrels or complex networks of containers, pumps, and pipes that treat and recycle water already in use in the property, also known as “graywater.”

For most existing properties, a complex system is cost-prohibitive, so it is recommended that you focus on simple rainwater collection containers. You can also speak with your HVAC contractor or water utility about using recycled water for cooling tower makeup, if applicable.

Note that state and local laws and regulations often determine how you can reuse water.

To learn more about water reuse, visit this EPA Region 9 Web page.

1. Describe your water reuse system, including how water is collected and used.

2. By what percentage did the property’s water use decline after installation and use of the system? Express this as a percentage of total water use for the property or water use for the particular purpose (e.g., landscaping).

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http://www.epa.gov/region9/water/recycling/

HEALTH CATEGORY ACTIVITIES

HEALTH CATEGORY ACTIVTIESH.1 Establish a green construction policy for rehabs and unit turnoversConstruction projects produce dust and waste that negatively impact a property’s indoor air quality. A green construction policy requires construction crews to follow procedures that control this particulate matter and prevent it from traveling through the ventilation system to the rest of the property. Use the template to create your policy. Consider incorporating this policy and/or the guidelines in your contracts for construction work.

GREEN CONSTRUCTION POLICYPART I: PROPERTY INFORMATION


PART II: GREEN CONSTRUCTION POLICY STATEMENTEffective DateApproved By

Example:

XYZ Company is committed to managing and operating real estate in such a way that minimizes the footprint of the property and has a positive impact on residents. These business practices are not only good for the environment, but they also create positive financial results.

As such, each property shall follow green construction guidelines for all construction projects, including repairs, renovations, and unit turnovers. While the Site Manager has primary responsibility for adherence to this policy, the following guidelines shall be followed by all property staff and contractors, including everyone on construction work teams. Consult your supervisor when these guidelines are not practical or cost-effective, and s/he will consult with the Director of Operations for an acceptable alternative.

PART III: GREEN CONSTRUCTION GUIDELINESSample clauses:

CONSTRUCTION AREA

Use temporary protective dust curtains to separate the work area from other occupied spaces and prevent dust and odors from escaping.

Provide walk-off mats for workers to prevent tracking dust and contaminants from the construction area.

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Protect porous or fibrous materials such as carpet from absorbing VOCs until installed.

Keep the work area dry so porous materials do not absorb moisture. Clean up dust immediately following construction activity. Keep containers closed when not in use.

VENTILATION

Seal off air supplies and returns to protect the ventilation system components from contamination, OR thoroughly clean ductwork and ventilation components prior to occupancy.

Provide a continuous minimum ventilation rate of 1 air change per hour during construction, OR conduct a flush-out of affected areas for three days at 100% outside air, after construction ends and prior to occupancy.

Provide a minimum of MERV 4 filtration on return air system if operated during construction, and replace filter(s) prior to occupancy.

During installation of carpet, primer, paints, adhesives, furnishings, and other VOC-emitting products, provide supplemental ventilation for at least 72 hours after work is completed.

Preferred HVAC system operation is supply air only, with exhaust provided through windows. Use exhaust fans to pull exhaust air from deep interior locations. Stair towers and other paths to exterior can be useful during this process.

WORKER PROTECTION

Provide N-95 or better dust masks to workers who are generating dust or particulates, such as deconstruction or sanding drywall or wood.

Require VOC-safe respirator masks for workers installing any product that contains over 150 grams per liter of VOCs.

EXECUTION

Conduct regular inspection and maintenance of indoor air quality measures including ventilation system protection and ventilation rate.

Use safe, low-toxic cleaning supplies for surfaces, equipment, and workers’ personal use.

Use wet sanding for gypsum board assemblies. Allow dry sanding only if dust protection is provided.

Use safety meetings, signage, and subcontractor agreements to communicate the goals of the indoor air quality construction plan

Source: City of Portland Planning and Sustainability—Tenant Improvement Guide

Additional resources:

City of Seattle Office of Sustainability & Environment—Green Tenant Improvement Guides

Whole Building Design Guide—Federal Green Construction Guide for Specifiers

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https://www.wbdg.org/design/greenspec.php

https://www.wbdg.org/design/greenspec.php

http://www.seattle.gov/environment/buildings-and-energy/green-tenant-improvement-guides

http://www.seattle.gov/environment/buildings-and-energy/green-tenant-improvement-guides

https://www.portlandoregon.gov/bps/52052



H.2 Engage residents in health and wellnessEngaging residents in health and wellness creates a positive environment at the community and can help with resident retention. You can do one of a number of things to earn these points:

Host a flu shot clinic or a blood donation drive

Provide permanent or temporary amenities such as massage therapy or yoga classes

Post information about the property’s health and wellness efforts on your resident portal

Hold a wellness fair in the clubhouse or other common area

Promote any green spaces or nature areas associated with the property

Inform residents about on-site fitness centers, bike storage racks, or other amenities that promote an active lifestyle

Organize volunteering events

Distribute information on nearby parks, trails, and wilderness areas

Other activities—check with IREM if you have an activity in mind

It is recommended that you conduct regular resident engagement on health and wellness, but you can go back three years to get credit for any activities or events, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can claim credit for events that occurred on or after January 1, 2012.

1. How and when did you engage residents on health and wellness?

2. Describe the response of residents, including participation level and any feedback you received.

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H.3 Provide filtered water for residents and guests in common areasIt is estimated that 75% of the U.S. public is chronically dehydrated. This problem can lead to headaches, high blood pressure, ulcers, and kidney disease. Provide filtered water in common areas for residents and guests. Filtered water can be:

Water fountains with filters

Water cooler station(s)

Bottled water (in conjunction with recycling)

You can also ensure that kitchen sinks in common area kitchens have water filter attachments.

1. Describe how you provide filtered water, including method of distributing the water and location of any water fountains or coolers.

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H.4 Provide at least three healthy options in vending machinesVending machines are often filled with junk food and sugary snacks. Give residents and guests the option of making a better choice by working with your vendor to include a combined total at least 3 healthy options in all vending machines. Healthy options include:

Bottled water

Sugar-free beverages

Whole fruit

Fresh, whole vegetable snack packs

Yogurt

Whole grain snacks

1. List the 3 healthy options you made available in soda and snack vending machines.1.2.3.

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H.5 Inspect filters and exhaust systems in entire propertyRegularly changing filters and keeping HVAC systems clean can prevent IAQ problems. Use the checklist to inspect both common areas and units. Consider having the ducts cleaned on a regular basis.

FILTERS AND EXHAUST SYSTEMS INSPECTIONInspection conducted byDate(s)Date(s) of last walk-through:

Common Areas


Filter on furnace(s) clean and recently changedFilter on air conditioner(s) clean and recently changedFilter on air handling unit(s) clean and recently changedOutdoor air intake opening clean and free of debrisOutdoor exhaust points unobstructedInteriors of ducts and plenums clean Diffusers clean and free of debrisFilters on cooking stove vent(s) clean and recently changedExhaust for clothes dryer(s) unobstructed

Unit #1


Filter on furnace clean and recently changedFilter on air conditioner clean and recently changedOutdoor air intake opening clean and free of debrisOutdoor exhaust points unobstructedInteriors of ducts clean

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Diffusers clean and free of debrisFilters on cooking stove vent(s) clean and recently changedExhaust for clothes dryer(s) unobstructed

UNIT #2


Filter on furnace clean and recently changedFilter on air conditioner clean and recently changedOutdoor air intake opening clean and free of debrisOutdoor exhaust points unobstructedInteriors of ducts clean Diffusers clean and free of debrisFilters on cooking stove vent(s) clean and recently changedExhaust for clothes dryer(s) unobstructed

UNIT #3Filter on furnace clean and recently changedFilter on air conditioner clean and recently changedOutdoor air intake opening clean and free of debrisOutdoor exhaust points unobstructedInteriors of ducts clean Diffusers clean and free of debrisFilters on cooking stove vent(s) clean and recently changedExhaust for clothes dryer(s) unobstructedFilter on furnace clean and recently changed

ADD UNITS AS NECESSARY

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H.6 Establish a smoke-free policy for the entire community

It is well established that second-hand tobacco smoke poses a health risk. While it is difficult to ask people to refrain from smoking in their own homes, moving to a smoke-free community may have positive results long-term, as organizations and municipalities continue to implement smoke-free laws and policies.

For these points, you should follow the process below to establish your smoke-free policy. To earn the points, smoking must be prohibited on the entire property except in a designated outdoor smoking area. Prohibited areas include individual units, balconies, patios, parking lots, both private and work vehicles on the property, swimming pool area(s), and all other common areas.

You may take up to 2 years to implement the policy.

RECOMMENDED PROCESS

Step 1: Survey residents using the template.

Step 2: Develop your policy and lease addendum. Consider using this template from the American Lung Association for the lease addendum.

Step 3: Implement your policy. Require the lease addendum for new and renewed leases. Post signage throughout the property.

Step 4: Advertise your smoke-free community. Along with other health and wellness activities, your smoke-free community could have a competitive advantage.

Step 5: Enforce your policy. Residents will likely complain about any second-hand smoke, so you will probably learn about violations. Document any complaints and non-compliance.

To earn points, check one of the following boxes below and do one of the following:

If the community is already smoke-free, submit a copy of your policy of lease addendum with your application.

If you are committing to establishing a smoke-free policy, you must have at least conducted your survey prior to application. Submit compiled survey results.

The apartment community is smoke-free.

I commit to establishing a smoke-free policy for the entire community.

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http://www.lung.org/associations/states/minnesota/indoor--outdoor-air/assets/documents/live-smokefree-adend.doc


Survey Template

Dear Residents of [insert community name]

We are pleased that you have chosen to reside at [name of community]! In recent years, many apartment communities have decided to promote smoke-free living environments.

Apartment community owners adopt smoke-free policies, or rules governing smoking, for a number of reasons. Secondhand smoke is a known health hazard for which there is no safe exposure. Additionally, materials used for smoking cause or contribute to thousands of home fires each year.

To ensure the health and safety of all community residents, we are considering the adoption of a smoke-free policy for [insert community name]. We would like to hear from you! Please share your thoughts with us about enacting rules for tobacco use at our community. Please complete the short survey below and return it to the management office by [date].

Sincerely,

[insert name]

Do you or someone in your household smoke inside your apartment?

No, I do not smoke or allow others to smoke inside my apartment.

Yes, I or someone in my household smokes inside my apartment.

Can you smell secondhand smoke inside your apartment? (Check all that apply)

No, I don’t smell secondhand smoke inside my apartment.

Yes, I can smell secondhand smoke inside my apartment.

Yes, the secondhand smoke concerns me.

Yes, the odor of secondhand smoke makes me feel ill.

Yes, I am worried about the effects of secondhand smoke on the health of my household.

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If offered a choice, would you prefer to live in a smoke-free apartment community? (Check all that apply)

Yes, I would like my apartment community to be smoke-free, including the units.

No, I would like my apartment community to continue to allow smoking in units.

I have no preference.

Comments:

________________________________________________________________

________________________________________________________________

Optional Information:

Name: _______________Unit #:______ Telephone number: (_____)

Source: Arizona Smoke-Free Living www.azsmokefreeliving.org

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http://www.azsmokefreeliving.org/


H.7 Use green certified materials in common areasConventional materials such as paints, adhesives, sealants, carpets, and furniture emit volatile organic compounds (VOCs) and other unhealthy pollutants. Healthy, low-emitting alternatives are available. You can earn these points in the following way:

At least 50% of products by quantity necessary for operations in common areas must be verified sustainable or green-certified. For these points, relevant products include:

– Adhesives and sealants

– Cleaners and cleaning products

– Electronics

– Lubricants

– Air filters

– Office products and supplies

– Bathroom products

– Paints and coatings

– Furniture

– Carpeting

The following standards apply. However, this is not an inclusive list. Please check with IREM if you are unsure.

– Green Seal for cleaning products and supplies, industrial cleaners, paints and coatings, and office and kitchen supplies

– EPA Safer Choice for cleaning products, industrial cleaners, HVAC products, and lubricants

– GSA Sustainable Facilities Tool Green Procurement Compilation for products that meet federal standards for sustainability

– USDA BioPreferred cleaning products, inks, and lubricants

– UL ECOLOGO® for cleaning supplies, office products, and electronics

– EPEAT® for electronics

– Rainforest Alliance for office supplies, home and kitchen products, printing services, and furniture.

– BIFMA e3 Furniture Sustainability Standard

– GreenGuard for adhesives and sealants, air filters, bathroom products, and cleaning products.

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http://greenguard.org/en/index.aspx

https://www.bifma.org/?page=e3standard

http://www.rainforest-alliance.org/shopthefrog

http://www.epeat.net/

http://ulenvironment.com/ecologo

http://www.biopreferred.gov/BioPreferred/

https://sftool.gov/greenprocurement

http://www2.epa.gov/saferchoice

http://www.greenseal.org/


– Cradle to Cradle Certified™ for cleaning products, office supplies, restroom supplies, office furniture, and carpeting

– Carpet and Rug Institute Green Label for carpeting and adhesives

– FloorScore® for floor coverings

– NSF-140 for carpeting

Answer the following questions to earn these points.

1. Provide a close estimate of the percentage of products by quantity that are green-certified or meet sustainability standards. _______%

2. List at least 3 products and their certification systems or sustainability standards in use in common areas.

1.2.3.

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http://www.nsf.org/services/by-industry/sustainability-environment/sustainability-standards-protocols/carpet/

http://www.scsglobalservices.com/floorscore

http://www.carpet-rug.org/CRI-Testing-Programs/Green-Label-Plus.aspx

http://www.c2ccertified.org/


H.8 Use green certified materials for rehabs and unit turnoversConventional materials used in construction projects such as particle board, paints, adhesives, sealants, carpets, and furniture emit volatile organic compounds (VOCs) and other unhealthy pollutants. Healthy, low-emitting alternatives are available. You can earn these points in the following ways:

You used green certified or healthy, low-emitting materials in a renovation or construction project no longer than 3 years ago, AND

You use green-certified or healthy, low-emitting materials in unit turnovers, OR

You commit to using green-certified or healthy, low-emitting materials in your next and subsequent renovation and in unit turnovers.

Note: You can claim credit for a renovation or construction project going back 3 years, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can claim credit for a project that occurred on or after January 1, 2012.

Use the following certification and labeling systems to identify low-emitting, healthy products:

C2C (Cradle to Cradle)

SCS (Scientific Certification Systems)

Green Seal

BIFMA Product Safety and Performance Standards and Guidelines (Business and Institutional Furniture Manufacturer’s Association)

GREENGUARD Label

CRI Green Label and Green Label Plus (Carpet and Rug Institute)

International Living Future Institute’s Declare Database

Others as appropriate. Ask IREM if you are unsure.

1. If you use green certified or healthy-low emitting materials in unit turnovers, describe the types of materials you use, including what types of certification or labeling programs were applicable.

2. If you used green certified or healthy, low-emitting materials in a renovation project no longer than 3 years ago, describe the project.

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3. When did the project occur?

4. What types of materials were used on the project? What certification or labeling programs were applicable?

5. If you have not used green certified or healthy, low-emitting materials in a renovation or in unit turnovers, commit to doing so in your next and subsequent projects by checking the box below.

I commit to using green certified or healthy, low-emitting materials in unit turnovers and the property’s next renovation, as well as in future projects.

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H.9 Employ green cleaning services for common areasGreen cleaning uses healthy, low-emitting cleaning products, and employs processes that are less harmful to a property’s indoor air quality. You can identify green cleaning products through the following standards:

Green Seal

EPA Safer Choice

GSA Sustainable Facilities Tool Green Procurement Compilation

USDA BioPreferred

UL ECOLOGO®


1. Do you currently have green cleaning service?

YesNo

2. Discuss green cleaning with the property’s cleaning company.a. Do they have a green cleaning service options?

YesNo

b. If no, are they able and willing to use healthy, low-emitting cleaning products?

YesNo

3. For cleaning by internal staff, do you currently use healthy, low-emitting products?

YesNo

4. Commit to green cleaning for common areas.

I commit to employing green cleaning services and using healthy, low-emitting products in cleaning by internal staff in common areas.

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H.10 Establish integrated pest management (IPM) in areas under management control Integrated pest management (IPM) uses products and processes that are less harmful to human health and wellness. The six essentials of an IPM program are:

Monitoring. This includes regular site inspections and trapping to determine the types and infestation levels of pests.

Record-Keeping. A record-keeping system is essential to establish trends and patterns in pest outbreaks. Information recorded at every inspection or treatment should include pest identification, population size, distribution, recommendations for future prevention, and complete information on the treatment action.

Action Levels. Pests are virtually never eradicated. An action level is the population size that requires remedial action for human health, economic, or aesthetic reasons.

Prevention. Preventive measures must be incorporated into the existing structures and designs for new structures. Prevention is and should be the primary means of pest control in an IPM program.

Tactics Criteria. Under IPM, chemicals should be used as a last resort only, but when used, the least-toxic materials should be chosen, and applied to minimize exposure to humans and all non-target organisms.

Evaluation. A regular evaluation program is essential to determine the success of the pest management strategies.

To earn points, you can use a service provider or in-house staff and resources to implement your IPM program. Answer the questions that follow.

1. When did you implement your IPM program?

2. Describe your IPM program, including any service providers you use and how closely you follow the six essentials above.

3. What chemicals does your IPM program use, if any? In what circumstances have chemicals been applied?

4. Describe any problems or limitations you encountered in applying IPM.

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H.11 Provide an onsite fitness facility and/or other wellness-inspired amenities for residentsOnsite fitness facilities and other wellness-inspired amenities allow residents to stay active, and can help with leasing goals. Answer the questions below to earn points. Other amenities include:

Discount arranged with a nearby gym

Yoga lessons

Green space such as a green roof or community garden

Outdoor fitness stations or walking paths

Bicycle racks or share stations

Other amenities—check with IREM

1. Describe the wellness amenity at the property.

2. How long has the wellness amenity been in service?

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RECYCLING CATEGORY ACTIVITIES

RECYCLING CATEGORY ACTIVITIESR.1 Install recycling signage throughout the propertyResidents need to know how the property’s recycling program works in order to comply. Signage by and on containers can remind residents to recycle and provide quick information on what items go where. To obtain signage:

Check with your waste hauler or recycling service provider

Check with your office supplies company

Order labels from Recycling Across America

Create your own customized labels

Calculate your recycling diversion rate before and after installation of the signage to see what effect it has.

1. Were you able to find and install signage throughout the building?

YesNo

2. Describe where you obtained the signage.

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http://recycleacrossamerica.org/labels.html


R.2 Provide information on recycling program to residentsProviding residents with information about your recycling program will help them comply and may help you discover issues with the service. You have a few options for providing residents with information on recycling:

Include the information on your resident portal or in a resident handbook

Use the memo template to send an email or letter to residents

Host a workshop or other event with residents and provide them with the information

Dear Residents of [insert name of community]:

As always, thank you for choosing [community name] as your home! As you know, [community name] has a recycling program. We are working to increase the amount of material diverted from the landfill through this service. Toward this goal, I would like to provide you with information about the program and get your feedback on how it is working.

[insert description of program; examples provided]

Our recycling service is “single-stream.” This means that you can place all recyclable material together in recycling canisters.

Recyclable materials include:

– Aluminum cans

– Plastic bottles

– Glass

– Paper

– All envelopes, including window envelopes

– Clean cardboard

Your apartment should have a green recycling canister in addition to a standard waste can. Please contact me if you are missing these canisters or need an additional canister.

Each recycling canister should have a sign that describes what items may be recycled. Please contact me if you do not have a sign on your recycling canister.

Green recycling canisters sit next to standard waste cans throughout the community. Please contact me if you notice overflowing canisters, or if you believe a certain location in the community needs these canisters.

Please stack broken-down cardboard boxes outside of your apartment with your waste and recycling for the valet waste service to collect.

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Please let me know if I can be of assistance in optimizing your recycling efforts. Also please do contact me with any feedback on the recycling program or ideas for how we can improve the service.

Sincerely,

[insert name]

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R.3 Establish a construction waste management plan for rehabs and unit turnoversConstruction projects, including property renovations and unit turnovers, produce waste as old structures and materials are demolished. Use the template to create a plan for managing and recycling this waste. Provide this plan to all property staff, contractors, and subcontractors. Consider requiring compliance with the plan in contracts.

CONSTRUCTION & DEMOLITION (C&D) WASTE MANAGEMENT PLANPART I: PROPERTY INFORMATION


PART II: C&D WASTE MANAGEMENT GOALSGoal #1 Example: For each C&D project, divert at

least 75% of C&D waste by weight from landfill by salvaging, recycling, reusing.

Goal #2 Example: Track progress toward this waste diversion goal by requiring all contractors and subcontractors to report their C&D waste management activities (see guidelines for details).

Goal #3 Example: On annual basis, obtain feedback on this plan from contractors; review and, if necessary, revise this plan accordingly.

PART III: C&D WASTE MANAGEMENT PROCEDURESSample clauses:

C&D WASTE MATERIALS

The following materials should be salvaged, recycled, and/or reused during C&D projects:

Asphalt Asphalt shingles Concrete Metals Window glass Wood Paper Aluminum cans Container glass

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Plastic Cardboard Carpet Light fixtures Furniture Office equipment

PERMITTED WASTE MANAGEMENT METHODS

Salvage Reuse Source-separated recycling Commingled recycling

COMMUNICATION

At pre-construction meeting, review and discuss waste management plan including responsibilities, anticipated types and quantities of materials, methods and procedures for collection, handling, and removal, salvage and reuse strategies, and recycling facilities to be used.

Waste management should be discussed at the beginning of each safety, pre-bid, pre-construction and job site meetings and during the project close out meeting.

All subcontractors are expected to communicate procedures to their crews and comply with this plan.

All recycling containers must be clearly labeled and include lists of acceptable/unacceptable materials.

Project manager or designated individual must track C&D waste management using a version of the form at this link.

Project manager shall submit final report on C&D waste management at project close out meeting. Report shall include materials diverted, amount of each material by weight, total diversion rate for the project, and any relevant notes.

See site manager with any issues that arise, concerns about compliance, or feedback on procedures.

EXECUTION

Separate recyclable materials from C&D waste to the maximum extent possible.

Do not put waste that will be disposed in a landfill into a commingled C&D waste recycling container.

Separate recyclable materials by type, if necessary. Provide containers, clearly labeled, by type of separated materials or

provide other storage method for managing recyclable materials until they are removed from project site.

You may reasonably stockpile processed materials on-site without intermixing with other materials. Cover to prevent dust.

If project is outdoors, store components off the ground and protect from weather. Place, grade, and shape stockpiles to drain surface water. Do not store within drip line of trees.

Remove C&D waste materials from project site on a regular basis. Transport C&D waste materials off property and legally dispose of them.

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https://www.portlandoregon.gov/bps/article/284904


Obtain receipts from waste haulers, salvage yards, and recycling centers.

Sources: City of Portland Planning and Sustainability—Tenant Improvement Guide & King County Construction Waste Management

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R.4 Establish a policy for recycling e-waste, batteries, light bulbs, and bulk itemsLarge bulk items and waste that cannot be recycled through standard services can be full of pollutants, including harmful metals and chemicals. Use the template to establish a policy to divert these items from the landfill, using reputable vendors.

RECYCLING POLICY—E-WASTE, BATTERIES, LIGHT BULBS, AND BULK ITEMS

PART I: PROPERTY INFORMATIONBasic informationProperty nameAddressAgeSizeManagement companySite manager

PART II: POLICY STATEMENTEffective DateApproved By

Example:

XYZ Company is committed to managing and operating real estate in such a way that minimizes the footprint of the building and uses and disposes of materials in a responsible way. These business practices are not only good for the environment, but they also create positive financial results.

As such, each property shall follow guidelines for recycling electronic or e-waste, batteries, light bulbs, and bulk items. The Site Manager has primary responsibility for implementing this policy, but everyone on staff is responsible for following the guidelines and communicating them to stakeholders, as appropriate.

PART III: GUIDELINES FOR RECYCLING E-WASTE, BATTERIES, LIGHT BULBS, AND BULK ITEMS

Sample clauses:

These recycling services shall be offered to residents. Recycling guidelines shall be included in resident handbooks and on resident portals.

Each property shall place separate bins in a practical location for staff and residents to dispose of e-waste and batteries. Commingling of these items is not recommended.

Maintenance staff shall recycle all light bulbs. Each property shall designate a dry, well-ventilated area away from resident use within the property to store used light bulbs until pickup. Bulbs must be retrieved by or dropped off at a recycling center at least every 3 months.

Each property shall choose a hauler for e-waste that is certified under one of the following reputable standards:

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- Responsible Recycling Practices (R2)- e-Stewards

Bulk items such as kitchen appliances and large office equipment should be removed from the property as needed, through a special pickup from a hauler certified under one of the above standards.

Haulers and recyclers must provide a receipt or document certifying that all items were recycled in a safe, responsible manner.

Additional resources:

R2 Standard e-Stewards EPA—Recycling Mercury-Containing Light Bulbs EPA—e-Cycling

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http://www.epa.gov/wastes/conserve/materials/ecycling/

http://www.epa.gov/wastes/hazard/wastetypes/universal/lamps/

http://e-stewards.org/

https://sustainableelectronics.org/r2-standard


R.5 Set diversion rate goals for the propertyThe success of a recycling program is measured by the property’s diversion rate—the percentage of waste diverted from the landfill. Setting short- and long-term goals will help you improve your program through audits, signage and other communication, and service improvements.

1. Current diversion rate (check with your waste hauler or estimate based on your waste container audit from Baseline Requirements; you can also use the form that follow to obtain an estimate—add rows as required to get a representative sample based on the size of your property)______%

2. 6-month goal______%

3. 1-year goal______%

4. 3-year goal______%

VOLUME WASTE STREAM AUDITPART I: PROPERTY INFORMATION


PART II: LANDFILL WASTE AUDITDay 1

Container Container Size in Gallons

% of Container Filled

Estimated Total Gallons to

Landfill#1#2#3#4#5

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SUBTOTALDay 2




Landfill#1#2#3#4#5

SUBTOTAL

Day 3Container Container Size

in Gallons% of Container

FilledEstimated Total

Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL

PART IV: RECYCLING WASTE AUDITDay 1



Estimated Total Gallons

95


Recycled#1#2#3#4#5

SUBTOTALDay 2




Recycled#1#2#3#4#5

SUBTOTAL




Gallons Recycled

#1#2#3

SUBTOTAL




Gallons Recycled

#1#2#3#4#5

SUBTOTAL




Gallons Recycled

#1#2#3#4#5

SUBTOTAL

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PART V: ESTIMATED DIVERSION RATE

Gallons of Recycling

÷Gallons of Recycling + Gallons of Landfill

Waste

DIVERSION RATE (%)

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R.6 Improve the property’s diversion rate by 10%A property’s diversion rate can improve through waste audits, signage and other communication, and service improvements. To earn these points:

Establish your baseline diversion rate. Check with your waste hauler or recycling service provider, or estimate from your waste and recycling container audit (see B.13). You can also use the form below to obtain a diversion rate estimate. Add rows as required to get a representative sample based on the size of your property.

Your baseline can go back 3 calendar years into the past, based on the year in which you begin the certification process. For example, if you begin working toward the certification in November 2015, you can set your baseline beginning January 1, 2012.

Make improvements to your recycling program.

Achieve at least a 10% improvement in the property’s diversion rate.

1. Indicate your baseline date and diversion rate for the property.

Baseline Date Diversion Rate (%)

2. Indicate the new diversion rate and percentage improvement over the baseline.

New Diversion Rate (%) Percentage Improvement (%)

3. List at least 2 ways in which you improved the property’s diversion rate.1.2.




Container Container Size % of Container Estimated Total

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in Gallons Filled Gallons to Landfill

#1#2#3#4#5

SUBTOTALDay 2




Landfill#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3

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#4#5

SUBTOTAL





Recycled#1#2#3#4#5

SUBTOTALDay 2




Recycled#1#2#3#4#5

SUBTOTAL




Gallons Recycled

#1#2#3

SUBTOTAL




Gallons Recycled

#1#2#3#4#5

SUBTOTAL




Gallons

100


Recycled#1#2#3#4#5

SUBTOTAL




Waste

DIVERSION RATE (%)

101


R.7 Establish recycling servicesIf the community already has recycling services, you can claim these points. If not, most markets have recycling services through either the local government or service providers. Answer the questions that follow.

1. Does the community already have recycling services?

YesNo

2. If not, explore your options. Conduct a Web search on recycling in the area, visit the website of the local government, contact the current waste hauler, and get information from additional waste management companies.

Establish recycling services. Through which party did you establish recycling services?

3. Describe the recycling services (e.g., single-stream; plastic, glass and paper).

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R.8 Hold regular recycling and/or donation drives for residentsRecycling and donation drives can enhance your sustainability program. Potential events include:

Clothes and household item donations

Office/school supplies donations

Food donations

Answer the questions to earn these points.1. What type of recycling and donation drives did you organize for the property?

How often do you plan to hold these drives?

2. Describe the reception of and participation in this event.

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R.9 Improve the property’s diversion rate by 15%A property’s diversion rate can improve through waste audits, signage and other communication, and service improvements. To earn these points:

Establish your baseline diversion rate. Check with your waste hauler or recycling services provider, or estimate from your waste and recycling container audit (see B.13). You can also use the form below to obtain a diversion rate estimate. Add rows as required to get a representative sample based on the size of your property.













104



#1#2#3#4#5

SUBTOTALDay 2




Landfill#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3

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#4#5

SUBTOTAL





Recycled#1#2#3#4#5

SUBTOTALDay 2




Recycled#1#2#3#4#5

SUBTOTAL




Gallons Recycled

#1#2#3

SUBTOTAL




Gallons Recycled

#1#2#3#4#5

SUBTOTAL




Gallons

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Recycled#1#2#3#4#5

SUBTOTAL




Waste

DIVERSION RATE (%)

107


R.10 Improve the property's diversion rate by 20%A property’s diversion rate can improve through waste audits, signage and other communication, and service improvements. To earn these points:

Establish your baseline diversion rate. Check with your waste hauler or recycling services provider, or estimate from your waste and recycling container audit (see B.13). You can also use the form below to obtain a diversion rate estimate. Add rows as required to get a representative sample based on the size of your property.













108



#1#2#3#4#5

SUBTOTALDay 2




Landfill#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3#4#5

SUBTOTAL




Gallons to Landfill

#1#2#3

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#4#5

SUBTOTAL





Recycled#1#2#3#4#5

SUBTOTALDay 2




Recycled#1#2#3#4#5

SUBTOTAL




Gallons Recycled

#1#2#3

SUBTOTAL




Gallons Recycled

#1#2#3#4#5

SUBTOTAL




Gallons

110


Recycled#1#2#3#4#5

SUBTOTAL




Waste

DIVERSION RATE (%)

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R.11 Establish additional recycling servicesOther recycling services are becoming more available and accessible. Examples include:

Composting

Grease or cooking oil recycling

To earn these points, establish an additional recycling service, and answer the questions. If the property already has an additional service such as composting or cooking oil recycling, you may claim the points.

1. What additional service did the property have or did you establish?

2. Describe the service, including the service provider, how it works, and the rate at which residents use the service.

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PURCHASING CATEGORY ACTIVITIES

PURCHASING CATEGORY ACTIVITIESP.1 Use green certified products in common areasSustainable purchasing typically includes procurement based on an assessment of a product or material’s life cycle environmental impacts, from sourcing and manufacturing to use and disposal. To earn these points:

At least 50% of products by quantity necessary for operations in common areas must be verified sustainable or green certified. These products include:

– Adhesives and sealants

– Cleaners and cleaning products

– Water system products (toilets, urinals, faucets, filters)

– Electronics

– Appliances

– Light bulbs and lamps

– Office equipment (phones, computers, monitors, copiers)

– Lubricants

– Air filters

– Bathroom products

– Paints and coatings

– Kitchen products

– Furniture

– Carpeting

– Batteries

– Restroom products

– Paper products

The following standards apply. However, this is not an inclusive list. Please check with IREM if you are unsure.

– ENERGY STAR Products for appliances, electronics, light bulbs and lamps, office equipment, and HVAC

– Green Seal for cleaning products and supplies, industrial cleaners, paints and coatings, and office and kitchen supplies

– EPA Safer Choice for cleaning products, industrial cleaners, HVAC products, and lubricants

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https://www.energystar.gov/products


– GSA Sustainable Facilities Tool Green Procurement Compilation for products that meet federal standards for sustainability

– USDA BioPreferred cleaning products, inks, and lubricants

– UL ECOLOGO® for cleaning supplies, office products, and electronics

– EPEAT® for electronics

– EPA WaterSense for water system products

– Forest Stewardship Council (FSC) for paper products

– Rainforest Alliance for office supplies, kitchen products, printing services, and furniture.

– BIFMA e3 Furniture Sustainability Standard

– GreenGuard for adhesives and sealants, air filters, appliances, bathroom products, batteries, and cleaning products.

– Cradle to Cradle Certified™ for cleaning products, office supplies, restroom supplies, office furniture, and carpeting

– Carpet and Rug Institute Green Label for carpeting and adhesives

– FloorScore® for floor coverings

– NSF-140 for carpeting


1. Provide a close estimate of the percentage of products by quantity that are green-certified or meet sustainability standards. _______%

2. List at least 3 products and their certification systems or sustainability standards in use for management operations in common areas.

1.2.3.

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http://www.nsf.org/services/by-industry/sustainability-environment/sustainability-standards-protocols/carpet/

http://www.scsglobalservices.com/floorscore

http://www.carpet-rug.org/CRI-Testing-Programs/Green-Label-Plus.aspx

http://www.c2ccertified.org/

http://greenguard.org/en/index.aspx

https://www.bifma.org/?page=e3standard

http://www.rainforest-alliance.org/

https://us.fsc.org/

http://www.epa.gov/watersense/

http://www.epeat.net/





P.2 Use sustainable products for copier operationsCopier operations can be wasteful and energy-intensive, and copier products can be filled with pollutants. Do at least 3 of the following to “green” your copier operations.

Use ENERGY STAR machines

Print two-sided whenever feasible

Reuse and recycle paper

Use FSC-certified and recycled-content paper

Use recycled ink cartridges, and return and recycle used ink cartridges

1. Which 3 sustainable practices and/or products did you employ for copier operations?1.2.3.

115


P.3 Use compostable paper products (cups, forks, etc.) for management operationsThis activity refers to operations of an on-site management and leasing office, community kitchens, clubhouses, and anywhere else the property provides these items for staff or resident use. Use compostable or biodegradable cups, forks, spoons, knives, and plates.

The community uses compostable or biodegradable cups, forks, spoons, knives, and plates.

116


P.4 Use sustainable paper for marketing materialsMultifamily communities typically have handouts, brochures, pamphlets, and other materials for marketing and leasing. Use sustainable paper for these items. To earn points:

Switch to FSC-certified paper for your marketing materials.

Use paper with the maximum amount of recycled content possible, considering cost-effectiveness, durability, and aesthetics.

Answer the questions that follow.

1. What types of marketing materials does the community use?

2. Describe the paper you chose for your marketing materials, including the amount of recycled content.

117


P.5 Purchase green power, carbon offsets, or renewable energy credits for common area energyGreen power sources electricity from renewable energy such as wind and solar farms and biomass, while carbon offsets or renewable energy credits (RECs) can compensate for the property’s greenhouse gas emissions. To earn these points:

Explore options available in the community’s area using the EPA’s Green Power Locator or the Green-e certified database.

Offset at least 20% of the property’s average monthly electricity usage through the purchase of power generated by renewables, carbon offsets, or RECs, or a combination of these items. You must make at least a 3-year commitment to purchase these products.

Products must be Green-e certified, a standard that verifies the sourcing and performance of the renewable energy installations associated with the product.

You can also count any on-site renewable energy installations.

1. What product(s) did you purchase to offset at least 20% of the property’s electricity usage?

2. If you have any on-site renewable energy installations that you counted toward the 20%, describe them here, including how much of the property’s electricity usage the installation(s) account for.

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http://www.green-e.org/base/re_products

http://www.green-e.org/base/re_products

http://www.epa.gov/greenpower/pubs/gplocator.htm

http://www.epa.gov/greenpower/pubs/gplocator.htm


P.6 Work with vendors to decrease packaging materials for ordersPackaging materials are often used in excess, creating more waste. To earn these points:

Contact the community’s two biggest suppliers, at a minimum. Tell them that you are working to improve the property’s sustainability and earn the IREM certification. Ask them to reduce the packaging materials for your orders.

Answer the questions the follow.

1. What goods do you order from the 2 vendors with whom you talked?1.2.

2. Describe the results of these conversations. Were they amenable to decreasing the packaging materials for your orders? In what ways will they change their packaging?

119


P.7 Include sustainability clauses in vendor contractsService providers that work at the property should be aware of the sustainability program and commit to your policies and procedures. To achieve this goal, include sustainability clauses in vendor contracts. To earn points:

Include clauses similar to those found below in your vendor contracts.

Consider consulting with an attorney to review new sustainability clauses to ensure they align with state and local laws, as well as your internal policies.

Sample Sustainability Clauses In order to contribute to waste reduction and to increase the development and

awareness of environmentally sound purchasing, wherever possible, Contractor will perform the Work by using durable products, reusable products, and products (including those used in services) that contain the maximum level of post-consumer waste, post-industrial and/or recyclable content, without significantly affecting the intended use of the goods or services. It is recognized that a cost analysis may be required in order to ensure that such products are made available at competitive prices.

The Contractor is expected to provide the environmentally preferable type of product unless that type of product is not available competitively within a reasonable time, at a reasonable price, is not life cycle cost efficient in the case of energy consuming products, or does not meet reasonable performance standards.

In the performance of work under this contract, the Contractor shall exert its best efforts to provide its services in a manner that will promote the natural environment and protect the health and well being of community residents, guests, and contract service providers using the property. Contractor shall provide a plan to meet this objective before project work begins.

Service contracts for vendors performing work on the property include at least one clause on sustainable practices and purchasing.

Additional Steps

Use this resource from Sustainability Roundtable, Inc. to develop a comprehensive sustainable contracting program.

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http://www.sustainround.com/library/sites/default/files/01_FM%20Contracting%20Guidance%20and%20Tools.pdf

APPENDIX

APPENDIX TABLE OF CONTENTSAppendix A: Multifamily Communities Checklist............................................119Appendix B: Multifamily Communities Document List....................................123

121

APPENDIX

Appendix A: Multifamily Communities Checklist

Provided for reference only. Please download the Excel file for actual tracking.

REQUIREMENTS FOR EVERY PROPERTY Yes

B.14 Establish a sustainable purchasing policy

B.15 Assess your purchasing practices and options

B.12 Assess your recycling practices and options

B.13 Conduct a waste and recycling container audit

Baseline Purchasing

B.9 Benchmark water use in areas under management control

Baseline Health

B.10 Establish an IAQ management plan

B.11 Conduct an IAQ walk-through in areas under management control

Baseline Recycling

B.7 Benchmark energy use in areas under management control

Baseline Water

B.8 Establish a water management policy

B.5 Establish a plan for marketing your sustainability success

Baseline Energy

B.6 Establish an energy management policy

B.2 Discuss sustainability and investment goals with owner or supervisor

B.3 Commit to monitoring the effect of sustainability on property financialsB.4 Hold meetings with your staff team, at least quarterly, to discuss progress on sustainability program

Baseline Management

B.1 Perform a sustainability market asssessment

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APPENDIX

Energy Points Minimum 2 points Possible points: 22 Yes No ?

x xxxxx

TOTAL 0 0 0

Achieve the ENERGY STAR property certification, LEED for Existing Buildings: Operations & Maintenance, Green Globes for Existing Buildings, or an IREM-approved

E.9 Commit to installing ENERGY STAR equipment during rehabs and unit turnovers (3 pts.)

E.10 Achieve an ENERGY STAR Score of at least 60 (3 pts.)

E.11 Install electric vehicle charging stations (3 pts.)

E.4 Provide information to residents on energy management (1 pt.)

E.5 Conduct an energy meter inventory (2 pts.)E.6 Determine if onsite renewable energy installations are feasible for the property (2 pts.)E.7 Reduce energy consumption in areas under management control by 5% over baseline (2 pts.)E.8 Reduce energy consumption in areas under management control by 10% over baseline (3 pts.)

E.1 Commit to ongoing training on energy management for maintenance team (1 pt.)E.2 Hold periodic site manager-maintenance supervisor meetings to discuss energy management and property financials (1 pt.)E.3 Conduct a walk-through to detect malfunctioning equipment and opportunities for improvement (1 pt.)

Water Points Minimum 2 points Possible points: 16 Yes No ?

TOTAL 0 0 0

W.8 Reduce water consumption in areas under management control by 10% over baseline (3 pts.)

W.9 Install a water reuse system (3 pts.)Achieve LEED for Existing Buildings: Operations & Maintenance, Green Globes for Existing Buildings, or an IREM-approved local standard

W.2 Check for water leaks (1 pt.)

W.3 Provide information to residents on water management (1 pt.)

W.4 Establish a plan for improving water efficiency in landscaping (1 pt.)W.5 Install high-efficiency fixtures in common areas and commit to installing high-efficiency fixtures in units during rehabs and unit turnovers (2 pts.)

W.6 Conduct an inventory of water meters (2 pts.)W.7 Reduce water consumption in areas under management control by 5% over baseline (2 pts.)

W.1 Commit to ongoing training on water management for maintenance team (1 pt.)

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APPENDIX

Health Points Minimum 2 points Possible points:20 Yes No ?

TOTAL 0 0 0

Achieve the WELL Building Standard

H.9 Employ green cleaning services for common areas (2 pts.)H.10 Establish integrated pest management (IPM) in areas under management control (3 pts.)H.11 Provide an onsite fitness facility and/or other wellness-inspired amenities for residents (3 pts.)

H.6 Establish a smoke-free policy for the entire property (2 pts.)

H.7 Use green-certified materials in common areas (2 pts.)

H.8 Use green-certified materials for rehabs and unit turnovers (2 pts.)

H.3 Provide filtered water for residents and guests in common areas (1 pt.)

H.4 Provide at least 3 healthy options in vending machines (1 pt.)

H.5 Inspect filters and exhaust systems in entire property (2 pts.)

H.1 Establish a green construction policy for rehabs and unit turnovers (1 pt.)

H.2 Engage residents in health and wellness (1 pt.)

Recycling Points Minimum 2 points Possible points:18 Yes No ?

TOTAL 0 0 0

Achieve LEED for Existing Buildings: Operations & Maintenance, Green Globes for Existing Buildings, or an IREM-approved local standard

R.9 Improve the property’s diversion rate by 15% (2 pts.)

R.10 Improve the property's diversion rate by 20% (3 pts.)

R.11 Establish additional recycling services (3 pts.)

R.5 Set diversion rate goals for the property (1 pt.)

R.6 Improve the property's diversion rate by 10% (1 pt.)

R.7 Establish recycling services (2 pts.)

R.8 Hold regular recycling and/or donation drives for residents (2 pts.)

R.2 Provide information on recycling program to residents (1 pt.)R.3 Establish a construction waste management plan for rehabs and unit turnovers (1 pt.)R.4 Establish a policy for recycling e-waste, batteries, light bulbs, and bulk items (1 pt.)

R.1 Install recycling signage throughout the property (1 pt.)

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APPENDIX

Purchasing Points Minimum 2 points Possible points:12 Yes No ?

TOTAL 0 0 0

Minimum points required to achieve certification: 62 GRAND TOTAL 00

P.5 Purchase green power, carbon offsets, or renewable energy credits for common area energy (2 pts.)

P.6 Work with vendors to decrease packaging materials for orders (2 pts.)

P.7 Include sustainability clauses in vendor contracts (3 pts.)Achieve LEED for Existing Buildings: Operations & Maintenance, Green Globes for Existing Buildings, or an IREM-approved local standard

P.2 Use sustainable products for copier operations (1 pt.)P.3 Use compostable paper products (cups, forks, etc.) for management operations (1 pt.)

P.4 Use sustainable paper for marketing materials (2 pts.)

P.1 Use green-certified products in common areas (1 pt.)

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APPENDIX

Appendix B: Multifamily Communities Document ListYou may submit the following documents in lieu of Workbook forms.

General Documentation Required Checklist with 2 signatures (see signature tab of Multifamily Checklist) Any Workbook forms used

Baseline Requirements B.1 Paragraph describing demand for sustainable real estate in the local

market B.2 Paragraph summarizing conversation with owner or supervisor B.3 Commitment memo B.4 Paragraph summarizing first meeting and frequency of subsequent

meetings or agenda from first meeting B.5 Copy of plan B.6 Copy of policy B.7 ENERGY STAR Statement of Energy Performance or summary

energy usage information B.8 Copy of policy B.9 ENERGY STAR Water Performance report or summary water usage

information B.10 Copy of plan B.11 Paragraph summarizing your walk-through and findings or copy of

any checklist used B.12 Paragraph summarizing your current recycling program and ways to

improve B.13 Paragraph summarizing your audit and findings B.14 Copy of policy B.15 Paragraph summarizing your current sustainable purchasing

practices and ways to improve

Energy Category Activities E.1 Commitment memo E.2 Paragraph summarizing first meeting and frequency of subsequent

meetings E.3 Paragraph summarizing walk-through and findings or copy of any

checklist used E.4 Copy of communication to residents E.5 List of meters E.6 Copy of renewables contractor proposal or paragraph summarizing

the property’s readiness for renewable E.7 Baseline and new ENERGY STAR Statement of Energy Performance

or baseline and new summary energy usage information showing improvement

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APPENDIX

E.8 Baseline and new ENERGY STAR Statement of Energy Performance or baseline and new summary energy usage information showing improvement

E.9 Commitment memo or invoice for equipment or photos of equipment E.10 ENERGY STAR Statement of Energy Performance E.11 Photo of EV charging stations or invoice for work Waiver: proof of certification

Water Category Activities W.1 Commitment memo W.2 Paragraph summarizing inspection and findings or copy of any

checklist used W.3 Copy of communication to residents W.4 Copy of plan W.5 Photos of 3 fixtures or invoice for fixtures W.6 List of meters W.7 Baseline and new ENERGY STAR Water Performance report or

baseline and new summary water usage information showing improvement

W.8 Baseline and new ENERGY STAR Water Performance report or baseline and new summary water usage information showing improvement

W.9 Photo of system components Waiver: proof of certification

Health Category Activities H.1 Copy of policy H.2 Paragraph summarizing resident engagement H.3 Photo of water source H.4 Photo of vending machine or invoice H.5 Paragraph summarizing inspection and findings or copy of any

checklist used H.6 Copy of policy or excerpt from lease or resident handbook or photos

of no-smoking signage H.7 Paragraph summarizing use of materials or copy of invoice H.8 Paragraph summarizing use of materials or copy of invoice H.9 Paragraph summarizing green cleaning program H.10 Paragraph summarizing pest management program or invoice for

services H.11 Photo of fitness facility or wellness amenity (can be on property

website) Waiver: proof of certification

127

APPENDIX

Recycling Category Activities R.1 Copy of sample signage or photograph of signage R.2 Copy of communication to residents R.3 Copy of plan R.4 Copy of policy R.5 Paragraph summarizing rate goals R.6 Paragraph detailing rate improvements and ways property improved R.7 Invoice from recycling service provider or paragraph summarizing

recycling program and service provider(s) R.8 Picture of event or event invitation/promotional piece R.9 Paragraph detailing rate improvements and ways property improved R.10 Paragraph detailing rate improvements and ways property improved R.11 Invoice from recycling service provider or paragraph summarizing

recycling program and service provider(s) Waiver: proof of certification

Purchasing Category Activities P.1 Paragraph summarizing purchasing program or invoices from

vendors P.2 Invoice from vendor(s) P.3 Invoice from vendor(s) P.4 Copy of marketing piece or invoice from vendor P.5 Proof of purchase P.6 Copy of communication to vendors or paragraph summarizing

conversations and changes made P.7 Copy of clause(s) Waiver: proof of certification

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