BP02: Annual Sustainability Planning

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Official language

Purpose

To create a plan and implement strategies to achieve long-term, sustainable O+M goals that focus on maximizing occupant health, comfort, and safety while minimizing adverse environmental effects.

 

Objective

Meet with key stakeholders to review sustainable O+M goals and results on an annual basis to create and implement strategies that help to achieve future goals including enhancing sustainable maintenance practices, identifying funding sources, budget planning, and/or providing training and educational opportunities to building occupants.

 

Submittal Requirements

BIT Building:

  1. Summary report from the Annual Sustainability Planning Meeting that includes:
    • Date of meeting
    • Names and titles of meeting attendees
    • Final status of previous year's sustainable operations goals (if applicable)
    • Short-term (achieved in one year or less) and long-term (achieved in more than one year) sustainable operations goals.

BIT for Tenants:

  1. Summary report from the Annual Sustainability Planning Meeting that includes:
    • Date of meeting
    • Names and titles of meeting attendees
    • Final status of previous year's sustainable operations goals (if applicable)
    • Short-term (achieved in one year or less) and long-term (achieved in more than one year) sustainable operations goals.

AND

  1. Documentation of sustainability planning meeting with ownership/management including any meeting outcomes OR, if ownership/management is unwilling to engage, documentation of request to ownership/management for an annual sustainability planning meeting and any response to that request.

Implementation Guidance

BIT Building:

Gather content that documents the previous year’s activities and outcomes:

  1. Compile and review previously conducted audit reports, established standard operating procedures (SOPs), and other relevant documents, and consolidate information about any yet-to-be-implemented measures that were recommended for consideration.
  2. Develop performance data reports that show performance data over time, with year-over-year analysis, and comparison to established baselines and performance targets.
  3. Prepare a briefing of the previous year’s initiatives and achievements relative to performance goals and program objectives, and lessons learned. This can be a short memo or presentation that conveys the key elements of the Annual Progress Report.
  4. Conduct the Annual Sustainability Planning Meeting
  5. Meeting attendees should include decision-makers, those driving the sustainability and performance improvement strategy at the building, property/facility management and engineering personnel, and in some cases vendor representatives who can lend insight into best practices and other opportunities.
  6. It is recommended the personnel driving the sustainability and performance improvement strategy at the building come prepared with a set of options and recommendations for goals and initiatives to adopt for the coming year. Presenting information about the work of peer buildings or companies can be useful, as well as conveying information about how the recommended goals and initiatives support the core business objectives of stakeholders. Obtaining bids with costs and payback estimates for projects of interest may be useful as well.
  7. Remember to celebrate the achievements to-date and acknowledge the individuals who contributed to those achievements.
  8. The outcome of the meeting should be consensus and clarity on the initiatives and goals that will be pursued in the coming year, understanding of the associated budgeting implications, and a delineation of next steps and responsible parties.

BIT for Tenants:

Gather content that documents the previous year’s activities and outcomes:

  1. Compile and review previously conducted audit reports, established standard operating procedures (SOPs), and other relevant documents, and consolidate information about any yet-to-be-implemented measures that were recommended for consideration.
  2. Develop performance data reports that show performance data over time, with year-over-year analysis, and comparison to established baselines and performance targets.
  3. Prepare a briefing of the previous year’s initiatives and achievements relative to performance goals and program objectives, and lessons learned. This can be a short memo or presentation that conveys the key elements of the Annual Progress Report.
  4. Conduct the Annual Sustainability Planning Meeting
  5. Meeting attendees should include decision-makers, those driving the sustainability and performance improvement strategy at the building, property/facility management and engineering personnel, and in some cases vendor representatives who can lend insight into best practices and other opportunities.
  6. It is recommended the personnel driving the sustainability and performance improvement strategy at the building come prepared with a set of options and recommendations for goals and initiatives to adopt for the coming year. Presenting information about the work of peer buildings or companies can be useful, as well as conveying information about how the recommended goals and initiatives support the core business objectives of stakeholders. Obtaining bids with costs and payback estimates for projects of interest may be useful as well.
  7. Remember to celebrate the achievements to-date and acknowledge the individuals who contributed to those achievements.
  8. The outcome of the meeting should be consensus and clarity on the initiatives and goals that will be pursued in the coming year, understanding of the associated budgeting implications, and a delineation of next steps and responsible parties.
  9. Annually and before budgeting activities, conduct a meeting with Ownership/Management to review shared sustainability-related goals, objectives, activities, and outcomes. Share feedback, priorities, and concerns with Ownership/Management, and receive feedback, priorities and concerns therefrom. Consider initiatives that require continued or new funding and incorporate them into budget planning
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BIT User’s viewpoint

Frequently asked questions

Online resources

Implementation toolkit

Purpose

To create a plan and implement strategies to achieve long-term, sustainable O+M goals that focus on maximizing occupant health, comfort, and safety while minimizing adverse environmental effects.

 

Objective

Meet with key stakeholders to review sustainable O+M goals and results on an annual basis to create and implement strategies that help to achieve future goals including enhancing sustainable maintenance practices, identifying funding sources, budget planning, and/or providing training and educational opportunities to building occupants.

 

Implementation Requirements

BIT Building:

Gather content that documents the previous year’s activities and outcomes:

  1. Compile and review previously conducted audit reports, established standard operating procedures (SOPs), and other relevant documents, and consolidate information about any yet-to-be-implemented measures that were recommended for consideration.
  2. Develop performance data reports that show performance data over time, with year-over-year analysis, and comparison to established baselines and performance targets.
  3. Prepare a briefing of the previous year’s initiatives and achievements relative to performance goals and program objectives, and lessons learned. This can be a short memo or presentation that conveys the key elements of the Annual Progress Report.
  4. Conduct the Annual Sustainability Planning Meeting
  5. Meeting attendees should include decision-makers, those driving the sustainability and performance improvement strategy at the building, property/facility management and engineering personnel, and in some cases vendor representatives who can lend insight into best practices and other opportunities.
  6. It is recommended the personnel driving the sustainability and performance improvement strategy at the building come prepared with a set of options and recommendations for goals and initiatives to adopt for the coming year. Presenting information about the work of peer buildings or companies can be useful, as well as conveying information about how the recommended goals and initiatives support the core business objectives of stakeholders. Obtaining bids with costs and payback estimates for projects of interest may be useful as well.
  7. Remember to celebrate the achievements to-date and acknowledge the individuals who contributed to those achievements.
  8. The outcome of the meeting should be consensus and clarity on the initiatives and goals that will be pursued in the coming year, understanding of the associated budgeting implications, and a delineation of next steps and responsible parties.

BIT for Tenants:

Gather content that documents the previous year’s activities and outcomes:

  1. Compile and review previously conducted audit reports, established standard operating procedures (SOPs), and other relevant documents, and consolidate information about any yet-to-be-implemented measures that were recommended for consideration.
  2. Develop performance data reports that show performance data over time, with year-over-year analysis, and comparison to established baselines and performance targets.
  3. Prepare a briefing of the previous year’s initiatives and achievements relative to performance goals and program objectives, and lessons learned. This can be a short memo or presentation that conveys the key elements of the Annual Progress Report.
  4. Conduct the Annual Sustainability Planning Meeting
  5. Meeting attendees should include decision-makers, those driving the sustainability and performance improvement strategy at the building, property/facility management and engineering personnel, and in some cases vendor representatives who can lend insight into best practices and other opportunities.
  6. It is recommended the personnel driving the sustainability and performance improvement strategy at the building come prepared with a set of options and recommendations for goals and initiatives to adopt for the coming year. Presenting information about the work of peer buildings or companies can be useful, as well as conveying information about how the recommended goals and initiatives support the core business objectives of stakeholders. Obtaining bids with costs and payback estimates for projects of interest may be useful as well.
  7. Remember to celebrate the achievements to-date and acknowledge the individuals who contributed to those achievements.
  8. The outcome of the meeting should be consensus and clarity on the initiatives and goals that will be pursued in the coming year, understanding of the associated budgeting implications, and a delineation of next steps and responsible parties.
  9. Annually and before budgeting activities, conduct a meeting with Ownership/Management to review shared sustainability-related goals, objectives, activities, and outcomes. Share feedback, priorities, and concerns with Ownership/Management, and receive feedback, priorities and concerns therefrom. Consider initiatives that require continued or new funding and incorporate them into budget planning

Submittal Requirements

BIT Building:

  1. Summary report from the Annual Sustainability Planning Meeting that includes:
    • Date of meeting
    • Names and titles of meeting attendees
    • Final status of previous year's sustainable operations goals (if applicable)
    • Short-term (achieved in one year or less) and long-term (achieved in more than one year) sustainable operations goals.

BIT for Tenants:

  1. Summary report from the Annual Sustainability Planning Meeting that includes:
    • Date of meeting
    • Names and titles of meeting attendees
    • Final status of previous year's sustainable operations goals (if applicable)
    • Short-term (achieved in one year or less) and long-term (achieved in more than one year) sustainable operations goals.

AND

  1. Documentation of sustainability planning meeting with ownership/management including any meeting outcomes OR, if ownership/management is unwilling to engage, documentation of request to ownership/management for an annual sustainability planning meeting and any response to that request.

BIT User experts

Ellen Bell

Environmental Defense Fund
Senior Manager

Leanna McKeon


Senior Energy Analyst

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