Documentation Required to Earn the Certification

Table of Contents

OVERVIEW

About this Workbook

Option 1: The Workbook

Option 2: Alternative Documentation.

Option 3: Combination of Workbook Pages and Alternative Documentation

How to Use this Workbook

BASELINE REQUIREMENTS

B.1 Perform a sustainability market assessment

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

B.3 Commit to monitoring the effect of sustainability on property financials

B.4 Hold meetings with your staff, at least quarterly, to discuss progress on sustainability program

B.5 Establish a plan for marketing your sustainability success

B.6 Establish an energy management policy and plan

B.7 Benchmark energy use in areas under management control

B.8 Establish a water management policy and plan

B.9 Benchmark water use in areas under management control

B.10 Establish an IAQ management policy and plan

B.11 Conduct an IAQ walk-through

B.12 Assess your recycling practices and options

B.13 Conduct a waste and recycling container audit

B.14 Assess your purchasing practices and options

B.15 Establish a sustainable purchasing policy

ENERGY CATEGORY ACTIVITIES

E.1 Commit to ongoing training on energy management for maintenance team

E. 2 Hold periodic property manager-maintenance supervisor meetings to discuss energy management and property financials

E.3 Conduct a walk-through to detect malfunctioning equipment and opportunities for improvement

E.4 Provide information to tenants on energy management

E.5 Recommend ENERGY STAR equipment for tenant buld-outs

E.6 Reduce energy consumption by 5% over baseline in areas under management control

E.7 Conduct an energy meter inventory

E.8 Determine if onsite renewable energy installations are feasible for the property

E.9 Reduce energy consumption by 10% over baseline in areas under management control

E.10 Reduce energy consumption by 15% over baseline in areas under management control

E.11 Implement at least one green or energy-aligned lease

E.12 Install energy-efficient lighting in the parking lot

E.13 Install a cool roof on at least 15% of the entire roof surface

WATER CATEGORY ACTIVITIES

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

W.2 Check for water leaks

W.3 Provide information to tenants on water management

W.4 Establish a plan for improving water efficiency in landscaping

W.5 Install high-efficiency fixtures in areas under management control and recommend high-efficiency fixtures for tenant build-outs

W.6 Conduct an inventory of water meters

W.7 Reduce water use by 5% over baseline in areas under management control

W.8 Reduce water use by 10% over baseline in areas under management control

W.9 Replace 25% of existing planted area with native vegetation/xeriscaping in areas under management control

W.10 Install a water reuse system

HEALTH CATEGORY ACTIVTIES

H.1 Establish a green construction policy for renovations and tenant build-outs

H.2 Conduct a health and safety check on the property

H.3 Provide filtered water for shopping center guests in common areas

H.4 Recommend green certified materials for tenant build-outs

H.5 Recommend healthy lighting for tenant build-outs

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

H.7 Use green certified materials in areas under management control

H.8 Employ green cleaning services in areas under management control

H.9 Provide wellness-inspired amenities for shopping center guests

RECYCLING CATEGORY ACTIVITIES

R.1 Install recycling signage throughout the property

R.2 Provide information on recycling program to tenants

R.3 Establish a construction waste management plan for renovations and tenant build-outs

R.4 Establish a policy for recycling e-waste, batteries, light bulbs, and bulk items

R.5 Set diversion rate goals for the property

R.6 Improve the property’s diversion rate by 10%

R.7 Hold regular recycling and/or donation drives for tenants and guests

R.8 Conduct a waste stream audit

R.9 Establish recycling services

R.10 Improve the property’s diversion rate by 15%

R.11 Improve the property's diversion rate by 20%

R.12 Establish additional recycling services

PURCHASING CATEGORY ACTIVITIES

P.1 Use green certified products in common areas

P.2 Use sustainable products for copier operations

P.3 Use compostable paper products (cups, forks, etc.) for management operations

P.4 Purchase green power, carbon offsets, or renewable energy credits for areas under management control

P.5 Work with vendors to decrease packaging materials for orders

P.6 Include sustainability clauses in vendor contracts

APPENDIX TABLE OF CONTENTS

Appendix A: Shopping Centers Checklist

Appendix B: Shopping Centers Document List

Overview

OVERVIEW

About this Workbook

The 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 bring a property to a level of sustainability worthy of the certification.

Documentation Required to Earn the Certification

You 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.

Option 2: Alternative Documentation.

Refer to the Shopping CenterDocument 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 Shopping Center Document List for acceptable proof of completion.

How to Use this Workbook

Most 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 provided 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.

baseline requirements

BASELINE REQUIREMENTS

B.1 Perform a sustainability market assessment

For this Baseline Requirement, conduct some research and interviews to assess market demand for sustainability. Answer the questions that follow.

Check the CBRE Green Building Adoption Index.

Is your market listed? Yes or No?

Yes
No

If Yes, where is your market ranked among the Top 30 markets?

How does the level of green building adoption in your market impact the demand for sustainability at your property, either positively or negatively? Example:Atlanta has seen an increase in green building adoption. This suggests greater demand for sustainable space among tenant companies and investors. My property needs an enhanced sustainability program in order to remain competitive. More research is necessary to determine how my particular retail tenants value sustainability, and whether local shopping center guests value sustainability.

Research the number of LEED Retail Properties and Interiors in the market. go to the Projects Directory on the USGBC website. In separate searches, select LEED BD+C: Retail and LEED ID+C: Retail from the menu on the left. Then, apply a filter for your city.

Note that LEED BD+C certifies new construction projects and LEED ID+C certifies interiors. The IREM certification is for existing properties. However, the results should give you a general idea of green adoption in the market, including which tenant companies value sustainability certifications.

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

Talk to a knowledgeable local broker about tenant interest in sustainable retail space. Ask the broker the following questions (at a minimum). Enter summary answers.
Do prospective tenants ask you about a property’s sustainability features? What specifically do they ask about (e.g., recycling programs, general sustainability)?

What types of tenants in this market typically express interest in sustainable retail space (e.g., large companies,small and local stores, national brands)?

How would you suggest we take advantage of local demand for sustainable retail space, based on your knowledge of what tenant companies typically look for?

Reach out to a local green building expert. This person could be:

Leadership of the local U.S. Green Building Council chapter
A city official who works on sustainability issues
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.

What are the biggest trends in sustainability for the region and local market?

How do those trends relate to the local real estate market?

Additional recommended research:

Review data on competitor properties on CoStar or another listing service that identifies properties by sustainability certifications. Compare rental rates, vacancies, and cap rates among certified and non-certified properties.
Discuss how sustainability adds to marketability and value with fellow IREM Members and/or industry professionals.
Speak to existing tenants about their sustainability initiatives and the value your sustainability program adds to their occupancy.

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

This 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.

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

Yes
No
Not Sure

Comments:

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 attracts high-quality tenants.
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:

Characterize your willingness to invest in sustainability.

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

Which areas of property sustainability are you most interested in?

Energy efficiency
Water efficiency
Healthy indoor environments
Recycling
Sustainable purchasing

Comments:

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

B.3 Commit to monitoring the effect of sustainability on property financials

Sustainability 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.
EXPENSE
Line Item / Year 1 / Year 2 / Year 3 / Year 4 / Year 5
Janitorial
Trash removal
Repairs & maintenance
Electricity
Gas
Chilled water
Water & sewer
Real estate taxes
Insurance
REVENUE
Line 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 tenants (mos.)
Renewal probability (%)

B.4 Hold meetings with your staff, at least quarterly, to discuss progress on sustainability program

Your staff team is integral to the success of the sustainability program at the property. 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.

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

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

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

Weekly
Bi-weekly
Monthly
Quarterly

B.5 Establish a plan for marketing your sustainability success

Sustainability is in demand from tenantsand 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 PLAN
Component
Goal(s): / Example:

To reach 100% of existing tenants in the next year with messages on property’s sustainability characteristics.
To ensure that 100% of potential tenants are informed of the property’s sustainability features by the end of the year.

Target Market: / Example:

Current and prospective tenants, particularly those with their own sustainability initiatives
Shopping center guests
Broker community

Key Messages / Example:

We recently installed LED lights in the parking lot, reducing common area energy use by 10%.
The shopping center 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” event in southeast end of shopping center, with displays by local experts.
February 15: Put information on shopping center website.
Month of March: Hold series of meetings with tenant representatives on sustainability program.
May 1: Host broker open house event to make sure they are conveying our sustainability message.
September 1: Add IREM Certified Sustainable Property logo to marketing materials, and hang IREM Certified Sustainable Property plaques at entrances.
November 1: Send out press release on IREM Certified Sustainable Property certification award.

Budget / Example:

$1,500: Events and open house
$2,000: Branding and signage

B.6 Establish an energy management policy and plan

Setting 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 & PLAN
PART I: PROPERTY INFORMATION
Basic information
Shopping center name
Address
Age
Size
Management company
Shopping center manager
HVAC System
Heating
Cooling
Building Envelope
System description
Controls
System description
Metering
System description
PART II: ENERGY MANAGEMENT POLICY
Effective Date
Approved 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 operations 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.
PART II: ENERGY EFFICIENCY GOALS
Goal #1 / Example: To reduce whole-property energy use by 20% in 5 years
Goal #2 / Example: To install cool roofs for all re-roofing projects in the next 2 years.
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
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:
Team member #3 / Name:
Title:
Responsibilities:
Team member #4 / Name:
Title:
Responsibilities:
Team member #5 / Name:
Title:
Responsibilities:
Team member #6 / Name:
Title:
Responsibilities:
1

baseline requirements