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Green Assistance Program Guide

Prepared by: San Diego Green Building Council 5010 Shoreham Place, San Diego, CA 92122

gap@usgbc-sd.org | www.usgbc-sd.org

Green Assistance Program Guide Version 1

Table of Contents Green Assistance Program Overview ..................................................................................................2 Launching and Managing a Project .....................................................................................................3 Project Leadership..........................................................................................................................3 Funding Plan ..................................................................................................................................3 Project Selection ............................................................................................................................3 Project Feasibility ...........................................................................................................................3 Volunteer Selection ........................................................................................................................3 Project Orientation.........................................................................................................................3 Feasibility Assessment....................................................................................................................4 Establishment Period .....................................................................................................................4 Performance Period .......................................................................................................................4 Documentation ..............................................................................................................................4 GBCI Submission ............................................................................................................................4 Project Wrap Up.............................................................................................................................5 Frequently Asked Questions ..............................................................................................................5 For Project Volunteers ....................................................................................................................5 For Project Facilitators....................................................................................................................5 For Clients ......................................................................................................................................7 Appendix: Resources and Templates ..................................................................................................8 GAP Budget....................................................................................................................................8 GAP Timeline .................................................................................................................................8 Memorandum of Understanding ....................................................................................................9 Volunteer Background and Commitment Form .............................................................................14 Team Meeting Agendas ................................................................................................................16 Communication Protocols.............................................................................................................18 LEED EBOM Feasibility Report Table of Contents ...........................................................................18 Letter of Attestation .....................................................................................................................19 Close Out Survey ..........................................................................................................................20

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Green Assistance Program Overview Initiated in 2010, the Green Assistance Program (“GAP”) is a project-based education program that rallies green building interest and expertise in partnership with non-profits that desire to green their building and operations. Through this program, a team of volunteers is convened to complete a LEED feasibility assessment for a non-profit that would not otherwise pursue LEED consulting. The team presents this assessment to the non-profit partner, supports the implementation of sustainable strategies and when achievable, completes the documentation needed to pursue LEED for Existing Buildings: Operations & Maintenance Rating System (“LEED EBOM”) certification. GAP is focused on three essential goals: 1. Providing meaningful green building project experience and education to the community 2. Assisting non-profit facility managers with increasing the efficiency of their building operations, enabling them to better focus on their organizational mission 3. Creating a database of tools and resources that building owners and managers can reference in support of sustainable operations Project outcomes include education and experience for volunteers, LEED certification or increased greening efforts at the non-profit partner’s facility, and a program that can be replicated by other organizations. This guide is intended to provide an overview of the program and basic guidance for replication program implementation will vary based on local factors including funding, volunteer experience and capacity, and project oversight. We encourage collaborative feedback and questions, and invite you to contact us at gap@usgbc-sd.org.

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Launching and Managing a Project The GAP project timeline models the stages of a typical LEED EBOM building certification with distinct phases. The successful completion of a GAP project is contingent upon thorough preparation and ongoing management. Project administrators should allow up to 24 months for completion of a project from start to finish; including project selection and pre-feasibility phases (see sample Timeline). The steps below provide an outline for project planning and management.

Project Leadership Designate a project facilitator to assist with setting up and overseeing the project. This person will serve as a guide and resource for volunteers, and manage communication among client, volunteers, and the GBCI (for projects pursing LEED). The project facilitator should have LEED project experience, an interest in education and be prepared to dedicate up to 24 months to the project, working half time.

Funding Plan Set up a program budget (see sample budget) and plan for meeting program expenses. Expenses may include project registration, administrative overhead, catering for meetings and marketing materials. Funding options include sponsorship, in-kind donations, and grants. For sample grant language, please contact gap@usgbc-sd.org.

Project Selection Select a building owned or operated by a non-profit organization (“project”) for potential analysis. Work with the building owners and management (“client”) to ensure they have an understanding of the program commitments and timeline, and a demonstrated interest in participating.

Project Feasibility Complete a “pre-feasibility” assessment to verify that the potential project is eligible to pursue LEED EBOM certification. It is imperative that prerequisites and Minimum Program Requirements are confirmed before moving forward with a project. Once the building’s LEED eligibility has been confirmed, a Memorandum of Understanding (MOU) (see sample MOU) should be executed between the client and facilitating organization.

Volunteer Selection Conduct community outreach to recruit project volunteers – local USGBC Chapter membership is one place to start. Facilitating organizations may want to limit participation to Chapter members and set the goal of 50-70 volunteers per project (depending on project scope). Green building experience is not necessary, although prior experience in the building industry is helpful. A volunteer background and commitment survey form (see sample) can be useful in tracking volunteer data and experience.

Project Orientation Once the project site and volunteers have been selected, convene a project orientation meeting(s) (see sample agendas) to provide a program introduction (orientation) and project overview (kickoff). During this meeting, volunteers self-assemble into sub-teams based on the 5 LEED credit categories and

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establish communication protocols. The project facilitator should ensure teams are appropriately sized. Each team may choose to designate three specific team positions to help manage and coordinate activities and documentation: 1. 2. 3.

Administrative: Schedule team meetings and take minutes/notes. Deliverables: Manage timeline and keep documentation on track. Special Assignments: Investigate credit synergies, complete additional research as needed and complete project information forms.

Feasibility Assessment Volunteers review LEED prerequisites, credits, and the LEED EBOM checklist, and then begin working with facility management to obtain data needed for the feasibility assessment report. This report documents options for LEED credit compliance and includes general financial, behavioral and environmental implications. During this phase, volunteers attend monthly “all-team” meetings (see sample agendas) at which each team reports back findings to facilitate discussion of project synergies and challenges. Outside of the “all team” meetings, each credit category team meets to work through their credits. These team meetings, including individual prep time, require approximately 3-5 hours/week (up to 10 hours for team leaders). This phase concludes with the completion of a feasibility assessment report and presentation to facility management.

Establishment Period Volunteers work with facility managers to upgrade or adopt operating plans, policies, and recording protocols. Low or no-cost energy, ventilation, and water efficiency recommendations are reviewed and considered for implementation during this phase. Teams generate facility-specific documents for operational efficiency and LEED credit/prerequisite compliance. This phase concludes with the implementation of required plans/policies/logs, completion of approved upgrades, and adoption of capital plans for future modernizations.

Performance Period With upgrades, policies and plans in place, teams gather data on building operations over a continuous time period to document ongoing performance. Volunteers typically spend the first month of this phase monitoring performance on a weekly basis, and then shift to monthly check-ins for the remainder of the performance period. This monitoring continues for at least 3 months.

Documentation Volunteers compile data from the performance period and complete the LEEDOnline forms needed to submit the project to GBCI for certification review. This must be completed within 60 days of Performance Period completion.

GBCI Submission Project is submitted to GBCI, the team waits for feedback and addresses any review comments.

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Project Wrap Up Once the project is completed, the team celebrates success with the client and community. The project facilitator sends a close out survey to volunteers and provides volunteers with a letter of attestation.

Frequently Asked Questions For Project Volunteers What level of experience is required to volunteer? Volunteers do not need to have a LEED credential or prior experience working on a green building in order to participate in GAP. Experience or interest in the building industry is preferred, but not necessary to participate. What are the volunteer expectations and time commitment for the project? Volunteers are expected to work in teams to complete a LEED feasibility assessment, including expected cost and return on investment for suggested improvements; facilitate the implementation of sustainable operations plans, policies, recording logs and upgrades; and complete LEED submittals. Volunteer should expect their involvement with the GAP project to span approximately 12 months. Volunteers are expected to attend a monthly 2-4 hour “all team” meeting (schedule will be presented at orientation meeting). Outside of these meetings, each credit category team is expected to work through credits and prerequisites, and perform site assessments (estimated at 3-5 hours per week including selfstudy). Volunteers may not be able to attend all meetings; however, volunteers should be committed to the project to gain the most benefit from the learning experience. What are the benefits of volunteering on a project? Volunteers receive green job training, the opportunity to network with the local sustainability community, access to educational resources, and direct LEED project experience (a letter of attestation is provided as documentation for LEED AP exam eligibility). The project also enables volunteers to support a local non-profit and contribute to the addition of one more green certified building in their community.

For Project Facilitators What were the main lessons learned from past projects? Key lessons learned from past projects relate to data acquisition, team management, and project timelines. 1.

Data Acquisition: Formalize both the questions asked of the client, and the process used to gather project data, with the goal of making this process a learning experience for the volunteer team while minimizing burden on the client. This can be addressed by making sure that questions and site visit objectives are accurate, clear, and complete in advance of each site visit or meeting.

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2.

3.

Team Management: Ensure that the momentum is “forward-moving” and that the team has enough direction to continue working independently between meetings. This can be addressed by setting up weekly check-ins with each team. Project Timelines: Develop a clear timeline for the project with four major milestones – a. Completion of a Feasibility Assessment b. Management of Establishment Period c. Management of Performance Period d. Completion of Documentation for submission to GBCI

What is the cost of facilitating a GAP project? The costs associated with facilitating a project include GBCI registration/certification fees, educational resources, catering and other meeting expenses, and project management. These costs will vary by project. A sample budget is provided for reference. Do you have any advice related to working with a non-profit client? Keep in mind that there may be an internal approval process for any decisions at the institution with whom you are working and this may be a timeline factor for your project. For example, our GAP LEED pilot project’s Facility Manager and Director had complete decision making power, facilitating a simple approval process. However, a more robust organization will require a more formal, and perhaps lengthy, approval process for both information flow and implementation of suggested strategies. What is the timeline for a project to go from kickoff to submission to GBCI for certification? Expect active project engagement to span up to 24 months; however timing will vary by project. A critical element in determining the timeline is setting a firm limit for what the team can “wait for”. Determine the minimum accepted level of LEED certification, thereby prioritizing credits that can be completed without lengthening the project timeline. As such, the discussion about when to start a Performance Period is critical to the potential LEED checklist, expectations, and project scope. What are some potential causes of project delays? 1. Obtaining detailed building information as required for LEED credits and prerequisites can be difficult and time consuming. In some cases, the volunteer team may need to process assumed information in order to proceed, replacing final information as it becomes available. 2. The team must wait for initial review comments once the project has been submitted to GBCI, timing of this feedback may vary. 3. GBCI review comments may require time-consuming review of documentation, such as engineering studies. 4. Improper or incomplete recording of information during the Performance Period may delay completion of this project phase.

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What have been the most challenging aspects of each project? The most challenging aspect has been the data acquisition process from facilities to volunteers – ensuring that data collection questions are accurate, clear, and complete can reduce this delay. How do you keep volunteers motivated for the project duration? With previous GAP projects, maintaining momentum has been a challenge, but this can be addressed by providing a clear framework, regular contact with volunteer teams and direction for the project within which the volunteers can freely work. Do you have any recommendations for finding funding for building upgrades, etc.? The nature of our agreement with the institutions defines our scope as an ‘Advisory Group’ to the facility. However we do recommend local and state funding sources for energy efficiency, etc. In our experience thus far, many funding and support venues already exist, and the pursuit of LEED certification may facilitate further opportunities.

For Clients What are the benefits of participating in GAP? Potential benefits from participating in a GAP project include: • • • • • • •

Decreased environmental footprint from building operations Reduced burden of facility operations, freeing additional resources to support organizational mission Reduced energy\water usage Reduction in or diversion of solid waste Cost savings from more efficient use of resources Increased building occupant comfort and productivity Access to a database of tools and resources that serves as a reference in support of sustainable operations

What are the financial and human costs to participate in GAP? There is no financial cost for clients to participate in GAP. Costs associated with the LEED registration of the project through the Green Building Certification Institute (GBCI) shall be paid by the facilitating organization, which will provide services as an ‘Advisory Group’ to the facility. In this advisory role, the facilitating organization may recommend upgrades with an associated financial cost, which the client is responsible for covering. However, an effort will be made to direct the client to known applicable local, state or federal incentives or rebates through the guidance provide in the feasibility assessment. Clients are expected to provide operating information to the team throughout the project. This information will be analyzed with respect to operating efficiency and LEED credit/prerequisite compliance. In addition, LEED for Existing Buildings: O+M requires diligent recording of ongoing operations. The client should expect to spend approximately 8 hours a month implementing new plans and policies, recording operations metrics, and working with the volunteer team. For additional information, refer to the Memorandum of Understanding (MOU) © 2013 USGBC San Diego Chapter

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Appendix: Resources and Templates GAP Budget Item 1 Item 2 Item 3 Item 4 Item 5

GBCI Registration and Certification Fees Access to educational resources for self-study (Including LEEDuser) Monthly Training Sessions Catering (optional) Month Training Miscellaneous Expense Staff Labor Costs for Participant Support (includes training materials development and instruction, participant evaluation and quality control)

GAP Timeline Pre-Feasibility

3-6 months

Feasibility Assessment

2-4 months

Establishment Period

2-3 months

Performance Period

4-6 months

Documentation & Submission

3-4 months

Wrap Up

1 month

Select project Assess feasibility of prerequisites and minimum program requirements Execute Memorandum of Understanding • Select volunteers • Kick off project • Conduct feasibility assessment and compile results into report for client • Draft policies and calculations • Gather feedback from client • Identify outstanding data needs • Identify Performance Period action items • Incorporate feedback from client • Collect remaining data and complete calculations • Schedule or complete any necessary audits or assessments • Evaluate policies/plans • Finalize and format data • Upload and submit documentation to GBCI • Respond to and finalize feedback and comments • Celebrate project success with client and volunteers • Send Close out Survey • Send Letters of Attestation • • •

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Memorandum of Understanding [ORGANIZATION] DENOTES PROJECT FACILITATOR, [PROJECT] DENOTES THE NON-PROFIT ORGANIZATION RECEIVING SUPPORT Re: Green Assistance Program Memorandum of Understanding and Agreement for the [PROJECT] Dear [NAME], The [ORGANIZATION] is pleased to offer [PROJECT] Green Assistance Program (GAP) support. GAP was created by USGBC San Diego Chapter and is used by [ORGANIZATION] with permission. The technical assistance provided is an opportunity to enhance the integration efforts of sustainable facility management strategies into the [PROJECT] processes. The project support that [ORGANIZATION] offers supplements your ongoing efforts to enhance the ability of the [PROJECT] facility in verifying the environmental performance of the building. The Memorandum of Understanding presents the proposed GAP scope that [ORGANIZATION] recommends for the project based on the topics discussed at our initial meeting. Please let us know if there are any questions with the attached information, and we look forward to assisting the development of the [PROJECT]. Sincerely, [ORGANIZATION NAME] /[TITLE] [ORGANIZATION] GREEN ASSISTANCE PROGRAM The [ORGANIZATION] offers the Green Assistance Program (GAP) to aid local non-profits that desire to green their buildings and operations, but that do not have the expertise or resources to advance and complete the LEED Certification process. The premise of the program is to rally the expertise in the green building community in service to these other institutions that support our community. The [ORGANIZATION] community is expert in green buildings. Our goal is to help other non-profits lighten the burden of designing, constructing, or operating their buildings, then they can better focus on their mission--while we focus on ours The program is intended to be a true partnership, with many entities working together toward the following goals: 1. Attaining verifiable results for the sustainability of the operations and maintenance of the [PROJECT]. 2. Improve the environmental performance of the [PROJECT] facility. 3. Developing a community of leaders for sustainable facility management. 4. Provide green jobs training for volunteer participants. 5. Develop and share best practices for sustainable facility management with the broader community.

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[ORGANIZATION] ROLE [ORGANIZATION] will provide the [PROJECT] with leadership, and labor to assist the attainment of LEED Existing Buildings: Operations + Maintenance (LEED O+M) certification for [PROJECT] Facility. Final achievement of LEED certification is separately determined by the Green Building Certification Institute (GBCI). Though [ORGANIZATION] expects a high success rate for GAP participants, certification cannot be guaranteed. [ORGANIZATION] will train and educate the project volunteers to undertake technical assessment, data collection, and compile the LEED documentation for your facility. Please note, that as a non-profit the [ORGANIZATION] intends to use this project as a service-based learning opportunity for our volunteer community. For many of the participants, this is the first time going through a LEED O+M certification process; the work is anticipated to include specific educational components on green facility management based on the unique opportunities present in the [PROJECT] building and mission and consistent with the [PROJECT] culture and operational needs. [ORGANIZATION] commits to supporting this project through LEED documentation. [ORGANIZATION] will organize the efforts of the volunteer participants and provide them with tools and resources to complete the work associated with this project. [PROJECT] ROLE The [PROJECT], as a willing participant in the Green Assistance Program, agrees to allow pre-scheduled access to the facility for the [ORGANIZATION’S] volunteers during regular operating hours. [PROJECT] acknowledges that the project timeline may be up to 24 months in duration. The [PROJECT] further acknowledges that the operating policies generated as part of the LEED certification process shall be implemented throughout the facility during the desired period of LEED certification. [PROJECT] agrees to allow for and/or provide [ORGANIZATION] access to the historic energy consumption building operations and other available information including (but not limited to): building permits, floor plan drawings, capital improvement plans, facility management plans, purchasing policies, waste management, composting and other management plans and service contracts. [PROJECT] shall also define the preferred means and frequency of communication with the facility managers and administrative staff at the [FACILITY NAME]. [PROJECT] understands that its representatives will have to assist with certain tasks in the LEED Certification process, such as co-developing and approving LEED Certification Policies, certain credits and prerequisites may also require active processing of the credit form using the LEED Online interface. [PROJECT] acknowledges that the LEED EB:O+M Certification is good for up to 5 years from receipt of certification If the [PROJECT] desires to renew its certification at that time a future agreement can be arranged for assistance.

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During onsite visits by [ORGANIZATION] staff and/or volunteers, [PROJECT] commits to make every reasonable effort to maintain a safe facility environment for the work to be conducted. GAP PRELIMINARY TIMELINE In general, we plan to organize the LEED Certification efforts between [APPROXIMATE START DATE] through [APPROXIMATE END DATE]. The first task of project will begin with a volunteer team meeting orientation and training on [DATE]. On [DATE], if available, we would like to organize the volunteer teams for a tour of the [FACILITY]. In general, the project volunteers will be meeting at a minimum of once-per-moth for the project duration—typically, we reserve [DAY (Ex. Friday afternoons)] as our work/meeting days for GAP. Please see the attached, Preliminary Timeline for reference. COMPENSATION The [ORGANIZATION] requests no compensation for this service from [PROJECT]. Costs associated with the registration of the project through the GBCI shall be paid by the [ORGANIZATION]. This amount is estimated to be [ESTIMATED AMOUNT] at this time, but may increase. The [ORGANIZATION] shall assist the registration of the project at the Member Rate. The cost of certification for the project shall be paid by the [ORGANIZATION]. This cost is estimated to be less than [ESTIMATED AMOUNT] but may vary based on the project square footage or changing rates prior to submission. The [ORGANIZATION] shall assist the certification submission for the project at the reduced cost member rate. Please note that while [ORGANIZATION] promotes green building including the LEED Green Building Rating Systems locally; we do not have any affiliation with the GBCI, which collects the registration and certification fees for LEED projects. While the [ORGANIZATION] is not able to guarantee LEED Certification, should certification be attained, then the cost of any LEED Plaque and promotional materials shall be paid by the [PROJECT]. The estimated cost of this display is between $300-1,000 depending on the size and material selected for display. No reimbursable expenses will be submitted from the [ORGANIZATION] to the [PROJECT]. Both parties reserve the right to pursue independent funding for their expenses but shall notify all parties of interest in seeking funding prior to application. EDUCATION & POLICY MATERIALS The [ORGANIZATION] is an independent non-profit organization whose mission is to transform the way buildings and communities are designed, built and operated, enabling an environmentally and socially responsible, healthy, and prosperous environment that improves the quality of life A key component to raising the level of sustainable design awareness, involves leveraging project information and experience across these areas Within this agreement the [ORGANIZATION ] requests the permission to use project

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information, developed under this agreement, within educational materials promoting sustainable design. GAP – PERMISSIONS STATEMENT By signing this document the owner (or owner’s representative) provides permission to [ORGANIZATION ] to begin publishing basic information about the GAP project, the GAP Green Service Areas, the project goals and potential impacts of the Green Assistance Program on the project development [ORGANIZATION ’S] website as well as other beneficial publications In addition, the owner or project team (directed by the owner) will provide project imagery to be displayed with the project information, which is utilized to not only describe the projects participating in the GAP, but to assist their fundraising efforts as well. GENERAL CONDITIONS 1. [ORGANIZATION] is entitled to rely upon the completeness and accuracy of all specifications, information and data supplied by the [PROJECT]. [PROJECT] agrees that [ORGANIZATION] is not required to verify or correct information or specifications supplied to [ORGANIZATION]. The [PROJECT] shall provide full information that shall set forth the [PROJECT’S] objectives, schedule, constraints, budget with reasonable contingencies, and other applicable requirements. 2. No fixed limit of construction cost, or budget, shall be established as a condition of this agreement or for payment for services by the [PROJECT] to [ORGANIZATION]. 3. The services described in this Memorandum of Understanding and resulting agreement shall be performed by [ORGANIZATION] in a manner consistent with the care exercised by a reasonably competent consultant under the same or similar circumstances. 4. Any claim, dispute or other matter in question arising out of or related to this Memorandum of Understanding and resulting agreement shall be subject to arbitration within the jurisdiction of [PROJECT STATE]. Prior to arbitration, the parties shall endeavor to resolve disputes by mediation. 5. The [PROJECT] and [ORGANIZATION] waive consequential damages for claims, disputes or other matters in question arising out of or relating to matters within this Memorandum of Understanding. This mutual waiver is applicable, without, limitation, to all consequential damages due to either party’s termination. 6. Nothing contained in this Memorandum of Understanding shall create a contractual relationship with or cause of action in favor of a third party against the [PROJECT] or [ORGANIZATION]. 7. This Memorandum of Understanding and resulting agreement shall be governed by the laws of the state of [PROJECT STATE]. 8. This agreement may be terminated by either party prior to the full completion of the services described above by seven days written notification Such written notification shall be delivered prior to the termination of services. 9. Certification by the Green Building Certification Institute LEED™ Program is in no way guaranteed by [ORGANIZATION]. [ORGANIZATION] will provide guidance and professional review, but cannot be held responsible to insure the outcome of the submission to the program.

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This letter will serve as our agreement when signed. [ORGANIZATION] is very enthusiastic about the opportunity to provide assistance to you to support your efforts on this project. We are able to begin work immediately once the authorization to proceed is given. [PROJECT] Representative Signature

Date

____________________________________________________________________________________ Printed Name and Title [ORGANIZATION]

Date

____________________________________________________________________________________ Printed Name and Title

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Volunteer Background and Commitment Form The [ORGANIZATION] has agreed to support a local non-profit facility in greening their building operations. Your commitment will help us take the program from an initial Feasibility Assessment of the chosen facility, all the way through policy and plan implementation, retrofit construction activity, the performance period, and finally completion of the LEED submittal forms and supporting documentation through LEEDOnline. Please complete this form to confirm your involvement in our next GAP Training Project. All responses will be kept strictly confidential, and solely used for our own volunteer team selection and database. Your completion of this form confirms your approval of the [ORGANIZATION] to perform any further background check if so necessary; which again, will be performed, and responses held, in strict confidentiality. Questions or comments should be directed to [ORGANIZATION]. GENERAL INFORMATION 1. 2. 3. 4. 5. 6.

First Name Last Name Email (This will be our primary mode of contact for the project) Phone Number What is your LEED AP Credential Status? Do you currently hold any other professional certificates, credentials, or degrees pertaining to sustainability, site design, building design, or construction? 7. Which categories of LEED credits are of most interest to you? Select no more than three. This will help determine how we spit up our working groups per credit category. o Site Selection o Water Efficiency o Energy and Atmosphere o Materials and Resources o Indoor environmental quality PERSONAL BACKGROUND (all answers will be held in strict confidence) 1. Have you ever been convicted of a misdemeanor or felony? If yes, please explain. 2. Are you 21 and legally allowed to work in the United States? 3. Will you have any commitments in the near future that will prevent you from attending a monthly group meetings (on Fridays), or working on LEED credit documentation? Explain. You will still be allowed to volunteer, however it is highly encouraged not to miss any meetings or credit deadlines. Do not include Holiday commitments unless they extend beyond accepted holiday durations. 4. Do you have any restrictions or limitations, physical or otherwise, that will necessitate assistance and/or limit your involvement? If yes, please explain. Otherwise type N/A. This will not prevent you from joining our volunteer team; it is simply for our information on how best to serve our volunteers equally. 5. Please provide at least one personal reference. Include relation to you, name, email, phone, and duration of relationship. Your reference may be contacted as per your responses above. If necessary we may require you to provide up to two (2) additional references.

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6. Do you understand the volunteer requires and agree to the volunteer time commitments? 7. Will you accept responsibly for your actions at the project site, both personal and on behalf of the [ORGANIZATION]? 8. I hereby consent to permit the U.S. Green Building Council - San Diego Chapter to contact anyone it deems appropriate to verify information provided by me to discuss my suitability for a volunteer position, including my background, volunteer experience, education or related matters. I expressly give my consent to any discussions regarding the foregoing and I voluntarily and knowingly waive all rights to bring an action for defamation, invasion of privacy, or similar cause of action, against anyone providing such information.

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Team Meeting Agendas

Project Orientation

Meeting #/Name 1 Program Orientation

2

Feasibility Assessment

3

4

Program Kickoff

Initial LEED Credit Working Session

Working Session

Meeting Objectives • GAP overview • Define volunteer commitment and expectations • Introduce LEED EBOM • Establish administrative protocols • Credit category team selection • Admin and timelines notes • Introduce the project facility • Introduce the prerequisites and building systems • Introduce LEED EBOM checklist • Work through credit Intents and checklist • Admin and timelines notes • Review list of questions for each team • Review preliminary findings and LEED checklist • Team presentations on current progress

Homework/Follow-up • Set up access to shared files • Review LEED EBOM reference materials and checklist • Bring copy of LEED EBOM checklist to the next meeting

• •

• 5

Credit Synergies and Volunteer Teams PresentBack

• • • •

6

Feasibility Assessment Present Back

Admin and timeline notes Introduce EnergyStar My Portfolio Credit category team work Sessions Admin and timeline notes Review general project information Present back by credit category teams Facilitated LEED checklist discussion Present back to facility managers by credit category teams

• • •

• •

• •

Review LEED EBOM reference materials Review LEED checklist Verify access to shared files

Schedule team meetings and site visits Identify gaps in data required for credit and prerequisite assessment Prepare data for working session at all team meeting #4 Identify team’s needs for completion of feasibility assessment Prepare presentation for client present back meeting

• • •

Update presentation for facility director present back Complete data collection Finalize policies Implement recording logs

Update policies, plans and logs

Completion of policies, plans and logs Obtain facility director sign off Begin Performance Period monitoring Begin populating LEED online

Establishment Period Performance Period

7

Performance Period Kickoff

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• • • • •

Review policies, plans, logs with facility director’s feedback Identify “gaps” in data Request site visits Engage LEED online Outline next steps for Performance Period

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Wrap Up

Documentation & Submission

9

MidPerformance Check-In

Performance Period Close-Out

10

LEED Documentation Workshop

11

Wrap Up/ LEED Certification Celebration

Continue building monitoring

• • •

Review monitoring status for each team Outline performance period closeout activities Performance Period close out Check-In with each Team LEED Online Data Input Overview Compile Data and Enter Info into LEED Online

Prepare/gather data for LEED online input

Respond to GBCI review comments (as applicable)

• • •

Project update Collect volunteer feedback Provide Letters of Attestation

Complete volunteer follow up survey Report CEU hours earned on project or sit for your LEED AP exam

Green Assistance Program [Mtg #/Name] Agenda Template Date:

[DATE]

Time:

[TIME]

Location:

[SITE] [SITE ADDRESS]

Objectives:

[MEETING OBJECTIVES]

Today’s Agenda [XX:XX] – [XX:XX] [XX:XX] – [XX:XX] Homework:

[HOMEWORK/FOLLOW UP]

Next Meeting:

[Mtg Name] [DATE & TIME], [LOCATION]

Future Meetings:

[DATE], [DATE]

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Communication Protocols Below are recommendations for project facilitators and volunteers to support greater communication and coordination within GAP project teams. • • • • • • •

Set up a Google group email addresses for each credit category team. Designate an email address that prospective clients or volunteers may use to request program information. Feature a public-facing webpage about the GAP program as a resource for current participants as well as those interested in learning more about the program. Select a project and file management program or system that works for your team, previous GAP projects have used Dropbox, Google Drive and Wiggio. Provide volunteer’s with access to LEEDUser and other resources. Use meeting scheduling tools such as Doodle or Wiggio to set up credit category meetings. Set up roles and responsibilities for each credit category depending on team size. For instance, each credit category team might have the following: 1. Administrative: Schedule team meetings and take minutes/notes. 2. Deliverables: Manage timeline and keep documentation on track. 3. Special Assignments: Investigate credit synergies, complete additional research as needed and complete project information forms.

LEED EBOM Feasibility Report Table of Contents • • • • • • • • • • • • •

Executive Summary Introduction LEED Feasibility and Timeline Minimum Program Requirements and Basic Project Information Sustainable Sites Water Efficiency Energy & Atmosphere Materials & Resources Indoor Environmental Quality Innovation in Operations Regional Priority Credits Conclusion Appendices

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Green Assistance Program Guide Version 1

Letter of Attestation [DATE] GBCI Exam Application Reviewers, This letter is to attest that [VOLUNTEER] participated on the [PROJECT NAME, RATING SYSTEM]. The Project is registered under [RATING SYSTEM] [PROJECT ID]. The project was registered on [REGISTRATION DATE]. [VOLUNTEER] was involved from the project kick-off meeting, through the project preliminary GBCI submission. During the project period, [VOLUNTEER] assisted with the documentation of the [CREDIT CATEGORY TEAM] Credits and Prerequisites. This project was supported by [PROJECT FACILITATIOR] as part of a volunteer effort to assist a local community center with EBOM certification. As the Project Facilitator for this effort, it is my opinion that this work satisfies the LEED Project experience requirement for eligibility to apply for the LEED Accredited Professional exam with specialty. During the project duration each volunteer was asked to join a sub-team based on the major credit categories in the rating system (SS, WE, EA, MR, and IEQ). Their responsibility was two-fold. First, to suggest improvements to the [PROJECT NAME] based on each of the credits and suggestions in the rating system. Second, to assess what credits can be achieved within the project constraints and complete the necessary performance period information collection and calculations leading to the completion of the credit submittals on LEED Online. Each volunteer group (based on the five credit categories) has been charged with championing the credits in their category, as well as back checking those of another credit category, thereby maximizing each volunteer’s exposure to the rating system and its application. Sincerely, Project Facilitator (GBCI currently requires that an image of project facilitator’s business card is included on this letter)

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Close Out Survey To be sent to volunteers upon project conclusion. What was your main reason for participating in the Green Assistance Program? • • • • •

Project experience for LEED exam eligibility or Continuing education units (CEUs) Green Job Training Networking Support local community Other (free form)

Please select all of the following outcomes that were related to your participation in the Green Assistance Program; • • • • • •

Achieved LEED AP or Green Associate credential following GAP participation Made new contacts in the green building industry Change in employment (i.e. new job) Improved job skills through increased technical knowledge Increased involvement with Chapter (events, joined committee) Other

What was your biggest takeaway (i.e. increased interest in local green building initiatives?) The [ORGANIZATION] is dedicated to improving this program; please provide any additional feedback or suggestions.

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Green Assistance Program Guide