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Better Buildings Webinar Series
We’ll be starting in just a few minutes….
Tell us…
What topics are you interested in for future webinars?
Please send your response to the webinar organizers via the question box.
2_Title SlideGetting to 100%: Overcoming Barriers to Tenant Data Collection for Multifamily Properties
October 1st, 2019
3:00 – 4:30 pm EDT
Housekeeping
Your phone line is currently on MUTE
Please type questions or comments into the Q&A Box on the right-hand side of the screen
If you experience technical difficulties, please type your issue into the Chat Box on the right of your screen
The session will be recorded and posted online for your reference
Agenda and Ground Rules
Opening polls
Multifamily Sector overview and update
Featured presentations
Q&A
Closing announcements
Ground Rules:1. Sales of services and commercial messages are not appropriate during the call.2. Calls are a safe place for discussion; please do not attribute information to individuals on the call.
The views expressed by speakers are their own, and do not reflect those of the Dept. of Energy or HUD.
Today’s Presenters
Josh GeyerDepartment of Housing and Urban
Development
Caitlin RoodMercy Housing
Claire McLeishWegowise by Appfolio
Ilene MasonRethinking Power
Management, LLC.
Poll #1
Poll #2
Multifamily Sector Overview and Update
Josh Geyer Better Buildings Challenge Multifamily Sector Lead, U.S. Department of Housing & Urban Development
Better Buildings Challenge: Goals
The Challenge: multifamily, commercial and industrial buildings 20%+ more efficient in 10 years
Save more than $80B+ for U.S. organizations
Create jobs that cannot be outsourced; improve energy security; protect the environment
Provide national recognition of your sustainability leadership
TODAY:360+ Partners & Allies
Multifamily ––Commercial –– Public – Private – Financial –IndustrialLarge and small throughout US
95 Multifamily Sector Partners
Multifamily Sector Partners
Better Buildings Challenge Multifamily Sector
Commitment: • Publicly pledge to reduce energy consumption of the
entire multifamily housing portfolio by at least 20% within 10 years
• Publish two case studies
• Report results annually by sharing energy performance data and participate in check-ins
Partner Benefits:• Technical Assistance• Account Management• Peer-to-Peer Learning• National Recognition• HUD Program Incentives
For more information or to join, visit: hudexchange.info/programs/better-buildings-challenge/
Whole Building Data: The Gold Standard
• Whole-Building Data is the energy consumption data representing all utility accounts—owner or tenant paid—associated with a building
• Whole Building data is the best way to fully understand energy use and savings
• Currently, whole building data is required from all partners in the Better Buildings Challenge to track energy savings across the portfolio
Whole-Building Data
Monthly kWh, Master-metered
Electric
Monthly kWh, Owner and Tenant Accounts
Electric (common area) Electric (in-unit)
Whole-Building Data Collection for Multifamily Buildings
Master-metered buildings: partners receive all utility bills directly
Buildings with tenant accounts: partners receive owner-paid bills directly
and acquire data for tenant-paid accounts in one of the following ways:
1. Receiving aggregated, whole-property tenant data from the utility
2. Collecting utility data for all tenant-paid accounts
3. Collecting utility data from a sample of tenant-paid accounts
Helping Multifamily Partners Better Track Their Energy Data
We have heard partners’ frustration with the many barriers to collecting tenant data
Working with many of our multifamily partners, we’re establishing a new approach for assessing partners’ portfolio-wide energy savings
Whole building energy data remains the goal; but we are establishing options for buildings unable to get all the data
Helping Multifamily Partners Better Track Their Energy Data
Current Approach Revised Approach
Annual Commitment
Data for buildings where whole-building data is available (properties with incomplete data are not included in savings)
Whole-building data for a minimum of 30% of committed square feet,owner-paid data for remaining properties
Basis for Energy Savings Calculation
Properties with whole-building data
All properties
Eligibility for Goal Achievement
Whole-building data must be provided for full portfolio*
*min. 95% committed sq ft.
Whole-building data for a minimum of 30% of committed square feet, owner-paid data for remaining properties
Helping Multifamily Partners Better Track Their Energy Data
Whole building data (for a minimum of 30% of committed square feet) includes:
All master metered properties (required)
All properties with access to utility provided aggregated whole building data (required)
Any properties where sampled tenant energy data is available
Benefits of New Approach
Includes all properties in program savings calculations
Provides new insight into energy use and savings for properties reporting only owner-paid data
• Allows a comprehensive approach to track progress towards Better Buildings Challenge portfolio wide goal
Working together
• Details on the new data collection approach coming next week
• Your Account Manager will reach out this Fall to discuss the new approach one-on-one
• Questions? Contact your Account Manager any time!
Contact Information
Josh Geyer, Better Buildings Challenge Multifamily Sector Lead
HUD Office of Energy and Environment
Q & A
Caitlin RoodNational Environmental Sustainability Director,Mercy Housing
Utility Data Acquisition
Utility Data Acquisition Barriers
Aggregated Meter list Utility process Utility ability to aggregate
Individual Waivers Data privacy Time limit Date range Resident willingness/skepticism LOE to manage Electronic v hard copy Consumption and cost data
POC
Responsiveness
Frequency of data requests
Data Quality
Utility Data Acquisition Solutions
Aggregated Meter list Utility process Utility ability to aggregate
Individual Waivers Data privacy Time limit Date range Resident willingness/skepticism LOE to manage Electronic v hard copy Consumption and cost data
POC Responsiveness Frequency of data requests Data Quality
Solutions
• Aggregated data• 3rd party aggregator
responsibility• Annual request for reporting• Benchmark data for accuracy
and work with utility• Sample• Meter photos, sample• New benchmarking standard
Less Than 30% Whole Building Data
Less Than 30% Whole Building Data
Greater Than 30% Whole Building Data
Getting Aggregated Data
Institute for Market Transformation
U.S. City, County, and State Policies for Existing Buildings: Benchmarking, Transparency and Beyond
Additional Data Collection Resources
HUD Exchange Best Practices for Providing Whole-Building Energy Data: A
Guide for Utilities
Multifamily Utility Data Collection Database
OpenEI
EPA – Interactive Maps for Energy Benchmarking Data, Programs, and Policies
ACEEE – Energy Data Access, listing by City
DSIRE Database of State Incentives for Efficiency and Renewables
Claire McLeishCustomer Success ManagerWegoWise by Appfolio
Building A Successful Tenant Tracking Program In-House
Beacon Communities Tenant Tracking Project
Goal: Track 100% of tenant-paid utility data across the portfolio
Motivations Utility allowance calculation Barrier to aggregate property data Commitment to portfolio-wide energy efficiency
Scope: Tenant consent rollout in January 2019 49 properties with 6,500 tenants 9 electric and gas utility companies Mixed low-income & market-rate
Beacon Communities Tenant Tracking Project
Goal: Track 100% of tenant-paid utility data across the portfolio
45%Portfolio-wide signatory rate
(2,958 or 6,523 units)
Ten properties achieved a
>70% success rate
Keep Calm & Get Organized: Create a Great Utility Release
Screen the utility company• Leverage the HUD Multifamily Utility Data
Collection resource• Property manager: 20 minute phone call• Generic release form? What is process?
Turnaround time? What data is available?
Make it easy• Expect partially completed forms–
list important fields first• Ask for a release and bill copy
Explain the purpose • Bilingual cover letter
Signed, Sealed, Delivered: Getting Tenants to Sign
Start Day 1• Build the utility release into a move-in packet
• Utility service transfer in-office
• Avoid utility theft
Expect pushback and mixed success• 20-60% signatory rate
Canvass strategically• In-person: elderly and multilingual communities• Build allies and educate the “rabble rouser”• Designate 1-2 week timeframe• Target tenants with tenancy >10 months
What to Expect When You’re Expecting: Obtain Data
Request data in late January for Better Buildings Challenge!
Obtain data online where possible• ComEd, Eversource, Dominion Virginia, etc.
Be specific with the request• Monthly, account-level data • 13 months
Push back on hurdles• Send data to centralized location• Push back on mail/physical pickup• Send in Excel• Be persistent
Using the Tenant Data Sampling Plan
Ilene Mason Founder and CEO,Rethinking Power Management, LLC
Who We Ae
Rethinking Power Management (RPM) helps clients run their facilities in a more sustainable manner, focusing on reductions in energy and water use and improved occupant comfort.
We have used the Better Buildings Challenge Tenant Sampling Plan to report whole building use for the Schochet Companies affordable housing portfolio since 2016 (approx. 24 sites, 4100 units).
How Would you Catch a Baby Elephant?
How Would you Catch a Baby Elephant?
What’s the plan?
What resources will you need?
What will you doonce you catch him?
Long-term care and feeding?
How About a Big Dog?
How About a Big Dog?
What’s the plan?
What resources will you need?
What will you doonce you catch him?
Long-term care and feeding?
Better Buildings Challenge Tenant Sampling Guidelines
Tenant Sampling Guidelines
An alternate pathway to meet Better Buildings Challenge reporting requirements when whole building data is not available.
• Low sampling requirement is not a burden on property resources.
• Provides a small measure of insight into tenant usage.
• Information and assistance are readily available (Energy Data Tracking Manual for Better Buildings Challenge Partners Appendix C).
Tenant Sampling Guidelines
Samples must represent: • All tenant paid utilities.
• All unit styles (townhouse, garden style).
• The number of bedrooms within each style.
Tenant Sampling Guidelines
Sample tenant data is:
• Averaged for each unit type is extrapolated for the site.
• Type averages summed and combined with owner-paid usage to get “whole” building data.
Process and Helpful Tips
Process
1. Select tenants.
2. Solicit tenant authorization forms.
3. Request and confirm utility data.
4. Compile and upload data.
Process Tips
Select tenants (if existing)
• Select at least double the required sample size
• Seek property manager input
• Be as representative of the whole building as possible
Solicit tenant authorization forms
• Require valid account number
• If possible, arrange signing 2-3 days before move-in
• Provide language translations and/or interpreter
Step 2
Step 1
Process Tips
Request and confirm utility data• Process can vary from a couple of days to a couple of months • Establish a relationship with the appropriate utility contact• Persistence is key• Quality check the data received
Compile and upload data• Excel spreadsheets work well for compiling data• Create Portfolio Manager meters to facilitate future error
checking and other data usesStep 4
Step 3
Interpreting Sample Data
Use caution when drawing conclusions based on small sample size.
May help determine: First pass comparison of building usage
within a portfolio.
Where expanding sample size or pursuing 100% tenant data is warranted.
Poll #3
Additional Resources
• Better Buildings Multifamily Utility Benchmarking Toolkit
• Better Buildings Multifamily Energy and Water Efficiency Resources• Utility Benchmarking
• Building and Product Standards
• Retrofit Planning
• Operations and Maintenance
• Resident Engagement
• Retrofit Finance
Q & A
2019-2020 Better Buildings Webinar Series
BACK BY POPULAR DEMAND:THE BEST OF THE 2019BETTER BUILDINGS SUMMIT
Tue, Sep 17, 2019 | 3:00 - 4:00 PM ET
GETTING TO 100%:OVERCOMING BARRIERS TOTENANT DATA COLLECTION
Tue, Oct 1, 2019 | 3:00 - 4:00 PM ET
ENERGY EFFICIENCY AND RENEWABLE ENERGY IN SMALL AND RURAL K-12 SCHOOLS
Tue, Oct 22, 2019 | 3:00 - 4:00 PM ET
HOW BUILDINGS OF ALL SHAPES AND SIZES ARE ACHIEVING ZERO ENERGY
Tue, Dec 3, 2019 | 3:00 - 4:00 PM ET
BEST OF THE BETTERS:THE 2019 BETTER PROJECT AND BETTER PRACTICE PRESENTATIONS
Tue, Jan 7, 2020 | 3:00 - 4:00 PM ET
RETHINKING LEASING:SPOTLIGHT ON THE 2019 GREEN LEASE LEADERS
Tue, Nov 5, 2019 | 3:00 - 4:00 PM ET
SAVE MONEY AND BUILD RESILIENCE WITH DISTRIBUTED ENERGY TECHNOLOGIES
Tue, Feb 4, 2020 | 3:00 - 4:00 PM ET
BUILDING VALUE:ENERGY EFFICIENCY’S IMPACT ON FINANCIAL PERFORMANCE
Tue, Mar 3, 2020 | 3:00 - 4:00 PM ET
GET SMART (LABS):RESULTS FROM THE SMART LABS ACCELERATOR
Tue, May 5, 2020 | 3:00 - 4:00 PM ET
FINANCE + RESILIENCE:INSIGHTS FROM INDUSTRY LEADERS
Tue, Apr 1, 2020 | 3:00 - 4:00 PM ET
2019-2020 Better Buildings Webinar Series
Energy Efficiency and Renewable Energy in Small and Rural K-12 SchoolsTue, Oct 22, 2019 | 3:00 - 4:00 PM ET
Small and rural K-12 schools have unique opportunities for improvement due to their size, location, and available resources. This webinar will cover energy efficiency and renewable energy resources and strategies available to small and rural schools to help them train a robust workforce and achieve energy and cost savings.
Speakers: Scott Slusher, Tennessee Department of Education; Karen Lasure, West Virginia Office of Energy; John Balfe, Northeast Energy Efficiency Partnerships; Trudy Trimbath, Poudre School District
Additional Questions? Please Contact Us
Today’s Presenters
Caitlin Rood Mercy Housing
Ilene Mason Rethinking Power Management, LLC
Claire McLeishWegoWise by Appfolio
HUDProgram Leads
Program Support
Kendall SandersonRE Tech Advisors
Nina Swanson RE Tech Advisors
Follow us on Twitter @BetterBldgsDOE
Josh Geyer Department of Housing and Urban
Development [email protected]
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