Creating Your Environmental Sustainability Plan

1. Creating Your Environmental Sustainability Plan Kevin Greene Illinois EPA Sustainable Government Symposium Springfield, IL December 11, 2007

2. Presentation Objectives • Review key components of the planning process • Provide tips to simply the process • Provide examples of sustainability efforts in other states • Tell you where to get more information and help

3. What do we mean by sustainability? • Protect and enhance the environment • Foster efficient use of resources (energy, water, materials) • Improve the indoor environment • Expand markets for environmentally preferable products and services • Raise employee awareness • Preserve the planet for future generations

4. What does the planning process involve? • Document baseline operations and accomplishments • Set goals and objectives • Identify ongoing opportunities • Identify who will do what by when • Get buy-in from all levels • Measure progress

5. Key components of a successful planning effort • Use team approach • Get staff involved early in the process • Allow for discussion and brainstorming before implementation • Think broadly and long-term • Focus on activities which you can control • Start with easier strategies/projects to build momentum before taking on major challenges • Keep the plan simple to review and revise • Keep employees informed and provide opportunity for feedback

6. Number of building locations (include leased space) Total amount of building space occupied Number of employees (FTEs) Number of state-owned vehicles Miles driven on agency business Fuel use and percent of vehicles that use alternative fuels Amount of paper consumed and percentage of virgin and recycled paper KWh usage Therm usage Step 1: Collect data on baseline operations

7. Washington Dept. of Social and Health Services (2003) Building space: 4.8 million square feet of space in 446 agency owned buildings and 3.5 million square feet in 180 leased buildings Number of full-time employees: 17,576 Number of vehicles owned: 861and traveled 3.9 million miles Percent of vehicles that use alternative fuels: 68% Amount of paper consumed: 90,542 reams of virgin quality paper and 158,257 reams of 30% recycled content paper Sample Baseline Data

8. Massachusetts Dept. of Conservation and Recreation (2003) Building space: 1,800 buildings Land: 449,000 acres Fuel oil: spent $444,000 on 215,107 gallons Electricity: $5.5 million Natural gas: $689,000 Vehicle fuels: spent $568,000 on 320,000 gallons of gasoline and 217,700 of diesel fuel for fleet Water and sewer: $928,457 Solid waste disposal and recycling: $533,000 Hazardous waste disposal: $290,800 Sample Baseline Data

9. Sample Baseline Data • Washington Marine Employees’ Commission (2003) • Total building space: 889 square feet • Number of employees: 5 part time • Vehicles owned by agency: 0 • Miles driven on agency business: 3,953

10. Statewide Sustainability Performance Measures • Copy Paper Use, by quantity and paper type • Vehicle Miles Traveled, by agency fleet as well as personal vehicles • Fuel Purchases, by gallons and type of fuel • Average Fuel Efficiency of Vehicles in Agency Fleet State of Washington

11. Agency Operations: Purchase of goods and services Office operations Facility construction, operations & maintenance Grounds maintenance Fleets and transportation Activities – Purchase of goods and services: Paper, office supplies Office equipment (computers, printer, copiers) Vehicles, vehicle fuels Cleaning and maintenance supplies Cleaning contracts – cleaning and bathroom supplies Step 2: Identify key operations and activities

12. Key Operations for “Mini-Cities” (correctional, medical, higher education facilities) • Massachusetts Department of Corrections • Administrative Responsibilities • Inmate Housing and Care • Food Preparation • Laundry Operations • Snow Removal • Building Maintenance • Water Supply and Wastewater Treatment • Power Plant Operation

13. Agency program or service Managing parks and recreational areas Activities Office management Operating public restrooms and bathhouses Operating vehicles & boats Activities Trail and road management Camping and swimming area management Grounds maintenance Habitat protection Historic building maintenance Salt and sand for roads Pavement repair and replacement Massachusetts Dept. of Conservation And Recreation (2003) Another approach for identifying key operations and activities

14. Step 3: Identify environmental impacts • For each activity or service, ask: • What resources are consumed? • What are the results or products? • What wastes or emissions are generated?

15. Power Plant Emits greenhouse gases, produces hazardous waste Building Maintenance Produces hazardous waste, consumes materials, produces solid waste Grounds Maintenance Uses fertilizer and pesticides, produces yard waste, uses water Parking Lots Puts water in stormsewer, sand and salt usage Laboratories/Art Department Emits air toxins when using hoods, produces solid and hazardous wastes Vehicle Operation and Maintenance Emits greenhouse gases, produces hazardous waste Residence Halls Requires building maintenance, produces solid waste, consumes energy and water, uses shuttle service Cafeteria Uses utilities, produces solid waste, uses vehicles for catering, uses water Construction Produces construction debris, produces solid waste, uses water, emit greenhouse gases Framingham State College (MASS) Sample list of environmental impacts

16. Step 4: Set Priorities for Future Action • Identify key priorities on which to focus: • Scale of the impact (e.g., minor or have long-term consequences) • Frequency of impact (e.g. does the impact happen consistently, or only once in a while?) • Level of control (e.g., how much control does your department have over that activity?) • Cost-savings (e.g., are there potential cost savings?) • Connection to agency mission (e.g., are the impacts directly related to the core mission of the department like protecting water or community engagement?) City of Portland Sustainability Planning Template

17. Simple categorical approach for prioritizing impacts

18. Step 5: Establish Long Term Goals • Key directions to move over the long-term: • Foster broad and long term thinking (more than five years) • Focus effort and build consensus • Stated in general terms • Be flexible and adaptable • Be meaningful to all employees

19. Massachusetts Registry of Motor Vehicles Reduce energy use and improve energy efficiency at all facilities Expand procurement of environmentally preferable products Reduce generation and costs of solid waste, especially paper All standard leases will promote more sustainable operations Encourage sustainability efforts to be included in everyday employee activities Purchase and use of only alternative fuel and/or fuel efficient vehicles, including hybrids Washington Office of the Forecast Council Utilize green supplies Purchase energy efficient electronics only Encourage efficient use of building resources by providing sustainable alternatives at meetings Use alternative fuel vehicles when using motor pool or rental cars Encourage staff to carpool to all major meetings Collaborate with other agencies to host sustainability workshop for interested staff Sample Goals

20. Step 6: Review current practices and identify improvement opportunities

21. Resources for Identifying Improvement Opportunities • U.S. Environmental Protection Agency, Greening EPA www.epa.gov/oaintrnt/index.htm • Portland Office of Sustainable Development, Green Office Guidewww.resourcesaver.org/file/toolmanager/O16F22121.pdf • National Park Service, Pacific West Region, Green Office Practices Guidewww.nps.gov/climatefriendlyparks/downloads/Green%20Office%20Guide%202003.ppdf • North Carolina Department of Environment and Natural Resources, Division of Pollution Prevention and Environmental Assistance, Checklist for Office Sustainabilitywww.p2pays.org/ref%5C05/04040.pdf • Business and Industry Resource Venture, Paper Smart Office: Tips to Work By www.resourceventure.org/green-your-business/waste-prevention-recycling/paper/the-paper-smart-office-tips-to-work-by

22. Prioritizing which strategies/projects to carry out

23. Objectives (What are the results you are trying to achieve?) Where possible, have specific dates (do what by when) Reduce energy purchases by 5% annually from FY 2005 Reduce overall printing and writing paper consumption by 15% by XXXX By XXXX, all office paper purchases meets minimum 30% post consumer recycled content % of facilities will use green cleaners by XXXX Track water use, establish baseline data and set targets by XXXX Develop additional management systems to monitor recycling efforts By XXXX, 25% of purchases will be environmentally friendly products Purchase hybrid vehicles as replacement cycle occurs and funding permits Increase generation of energy from renewable resources Convene a series of speakers on sustainability topics for interested staff Step 7: Set Objectives or Targets for Environmental Improvement

24. Washington Employment Security Department Reduce use of virgin paper by 10% a year Increase staff/agency knowledge about the availability, quality and price of recycled products Select one agency office scheduled for remodeling or relocation to test sustainable facility products Contact 100% of department staff and actively engage 10% to help determine future sustainability goals Washington Department of Revenue Reduce paper consumption by increasing use of electronic forms and optimizing document storage system Reduce the use of non-recycled paper products by 5 percent Convert agency vehicles to low-polluting vehicles as they become available Minimize energy and water consumption as an ongoing effort Increase employee awareness of sustainability practices through education Sample Objectives/Targets

25. Washington Pollution Liability Insurance Agency Require the use of double sided copying when possible by 9/30/03 Enroll in green power program by 10/1/03 Work with building owner to convert to more efficient lighting ballasts Replace the use of a hard copy training request form with an electronic version by 12/30/03 Replace Styrofoam cups with reusable cups/utensils in coffee area by 12/30/03 Reduce use of personal printer to one per floor and only as a backup to the networked copier by 6/30/05 Replace computer monitors with flat screens by 6/30/05 Massachusetts Department of Corrections Reduce water usage at DOC facilities by at least 10% by 2010, based on 2003 baseline levels Achieve a 50% recycling rate by 2010 and implement comprehensive and cost effective waste prevention program Continue to explore use of energy efficient equipment, conservation, use of alternative fuels and renewable energy, and changes in employee practices Sample Objectives/Targets

26. Step 8: Create a workplan (what activities will lead to results?) • Objective (Do what by when) • Strategies (How to reach the objective) • Roles & Responsibilities (Who does what for each strategy) • Timelines (When the strategy will be completed) • Measures (How success will be measured and how data collection will occur)

27. Area of operation: Grounds Maintenance Objective: Reduce water consumption and increase water reuse Strategies: Establish baseline data and set annual targets by September 1, 2004 Establish specific water irrigation times and duration, and install timers where possible Establish schedule to maintain/repair existing systems to eliminate watering of streets, sidewalks and buildings Include water conservation requirements into future-leased space standards and specifications Increase use of graywater to hydrate plants, wherever practical Measure: Metric/What is measured: Annual water costs at DSHS-owned facilities Method for collecting data: Review water bills WASH Dept. of Social and Health Services Sustainability Plan (2003) Sample Workplan

28. Sample Workplan • Area of Operation: Purchase of Goods and Services • Objective: All janitorial services in owned or leased facilities will use environmentally friendly products (EFP) to the fullest extent allowable under health and safety regulations by 2009 • Strategies: • Establish baseline and target periodic improvements by 9/1/2004 • Revise/review strategic plans, administrative policies, desk manuals, etc. as appropriate to include sustainable janitorial practices • Revise vendor solicitation forms, new contracts/leases to include the requirement • Notify staff responsible for janitorial purchasing, contracting and leasing • Set time limit for purchasing and contracting staff to notify vendors of upcoming change and for completion of this strategy • Continue to evaluate EFP for institutional/residential use • Measure: % of worksites that include use of EFP • Method for collecting data: Add question to annual survey WASH Dept. of Social and Health Services Sustainability Plan (2003)

29. Washington Office of Financial Management Overall copy paper usage and percent of recycled paper used Use of Intranet sustainability website by staff Amount of janitorial products that are low/non-toxic Amount and percentage of items recycled Energy use by facility Number and type of vehicles owned by agency and miles drive per year by employees in OFM vehicles and state motor pool Building space occupied and number of separate facilities Sample Performance Measures (“what gets measured, gets done”)

30. Agency Description and Scope (include data on operational costs) Team Members Long Term Goals Summary of Current Practices Agency Impacts on the Environment (major operations, activities, impacts) Priorities and Action Steps Long Term Goal #1 Area of operation: Purchase of goods and services Objective #1 Strategies Roles & responsibilities Measures Area of operation: Facility, Construction, Operations & Maintenance Objective #1 Strategies Roles & responsibilities Measures Objective #2 Strategies Roles & responsibilities Measures Education and Outreach to Staff Tracking and Plan/Program Review Suggested Planning Template

31. State Agency Sustainability Plans • Massachusetts Executive Office of Energy and Environmental Affairs, Agency Sustainability Plans www.mass.gov/envir/Sustainable/initiatives/ss_plans.htm • Sustainable Washington, State Agency Sustainability Plans www.ofm.wa.gov/sustainability/submitted.htm • Oregon State, Agency Sustainability Updateswww.sustainableoregon.net/agency

32. Question or Comments?