see attached first draft

Also Morgan,
I forgot to copy you for a couple e-mails with Eva Sweeney. We just met today at 1pm, she had some good input. The most important was probably that the lighting retrofit project has already done lighting assessments for all the buildings on campus, she said she can send them to me once I let her know what buildings we were planning on doing. I guess they are upgrading all flourescents from T-12 to T-8 bulbs. So for the sake of not duplicating information we could remove checklist items: count total number of lights, and note wattage used by each light. But she did suggest looking at exterior lighting: if they are working, if they are bright enough, if there are dark areas that require more lighting (for safety), and what type of lighting it is. She also suggested to think about where occupancy sensors could be used.

I'm going to meet with Dean at 2:30 today to go over the checklist again as well.

Hi Tom,

Amy Allen will be our contact with the SSC this year.  She and I are sitting in my office, and sending you this email about first steps. Please do the following, and let us know if you have questions.

1)      Summarize the history from last year.  DUE 9/12/11

a.       Ask James Hoffer to give you the contact information from each of the five teams last year.

b.      Ask James for the documentation of what they were told to accomplish for the $500. - There is a concern that the work completed was not the work requested, and therefore the funding is not approved yet.  If we can get details of what James told the groups they had to do for the funds, then we could compare their final reports with the expectations.

c.       Ask James for the copies of their final submittals. - The actual reports from the teams may have had additional information, not just what was on the small excel files I have seen.  Please get a copy of those excel files, and any other materials the teams provided to James last spring.  Did they use the sample assessment form from the Training Manual?

d.      Make a list of all the buildings they did, and note if any of them do not need additional data gathering.

e.      Write a brief opinion, based on your data gathering: did the teams do what they were supposed to do for the money?

2)      Finalize the to do items for each team for each building.  Write a charge letter for the teams.  DUE 9/30/11 - but get a draft by 9/19/11

a.       Take the to-do list you created from James' manual, with Dean's notes about the F&S shop that would handle it.  Remove the items that
are not on our list of selected items to review.

b.      This is the list of selected items to review, per our notes this summer: "We're going with electronics, lighting, faucet aerators and running toilets, and weather stripping for student tasks."

c.       Draft a charge letter for the teams, based on the to do list. We can talk about this more once you are ready to dig in.  Basically, this needs to document what the teams have to do in order to earn the money.  We agreed to give them $150 per building.

3)      Solicit 4-7 teams. DUE 9/30/11 - for asking them in the first place...

a.       Take a look at who worked with James last year, and ask them if they want to participate this year.  You can let them know that the process is being revised, and you can try to avoid the question about the funding from last year.

b.      (If they want more details about last year's money, tell them you will ask me.  Then send me an email and copy them.)

c.       Reach out to other RSOs that may want to participate this year. For starters there is a huge list of RSOs on the Illini Union's website. You can grab president emails from that site somehow, and send a big email, or you could pick and choose RSO's that you think would be interested.  Amy can also give you suggestions.

d.      Draft an email explaining this opportunity.  Amy, Dean, and I will review the email before you send it.

We will have plenty more to do after this part.  We will need to hold a meeting with all the teams, Dean, Amy, you, and me.  We will need to identify which buildings each team will review, and a process for evaluating their reports such that they can be approved for the funding. We will need to get estimates of the costs, so the teams can prioritize the work to do based on the funding from Dean's office.

It would be good to make a networked folder for all these materials, if James didn't already create one.  We really need more organization this
time, and I have every confidence that you can take care of that. 

Please send me and Amy your schedule.  We would also both like to be copied whenever you send any emails about this program.  Let us know if
you have any questions!!!

Thanks,
Morgan
 

During the summer of 2011, the Student Sustainability Committee (SSC) Chair, Suhail Barot, and the F&S Sustainability Coordinator, Morgan Johnston, worked with the Utilities and Energy Services Division of F&S to develop an energy conservation fund.  Discussions included topics such as:

• source of initial funds
• qualification requirements for projects
• selection process for funding
• resources needed to manage the fund and process

One comment made by the Director of Utilities and Energy Services, Kent Reifsteck, was that this is a "fund for departments to access to allow them to implement energy conservation measures in order to take advantage of the Energy Incentive Program."  The incentive program was next step#2 from the Utilities Stewarding Excellence report. 

Morgan I indicated the shops that would be involved.  Some of the items are things we don’t do.  Dean

Tom Ferrarell has agreed to work this summer to review and revamp the Weatherization project.  Last year, the student intern, James Hoffer, focused his efforts on creating the attached Weatherization Manual.  James worked for F&S under the supervision of Dean Henson, in Building Maintenance.  Suhail provided the copy of the manual, the BRC checklist, and the sample audit forms for Tom to read through.

-----Original Message-----
From: sfbarot@gmail.com [mailto:sfbarot@gmail.com] On Behalf Of Suhail Barot
Sent: Friday, May 27, 2011 1:29 PM
To: Henson, K Dean (Facilities & Services); Johnston, Morgan (Facilities & Services); Sweeney, Eva M (Facilities & Services)
Subject: Meeting Request re: student weatherization and building assessment

Hi folks,

This spring, the SSC partnered with F&S on a student building weatherization assessment program. We had student teams coordinated by an intern (both paid) that worked to assess buildings and collect data. In the midst of the end of the semester, I'm not sure how much they did, or how useful it was, but I've requested information from the intern, James Hoffer, regarding all that.

I'd like to meet and discuss how this program should operate next term, sometime during mid- June. I've included Eva on this because she had some stuff that students could do re: lighting assessments.

Suhail Barot

M.Sc. Electrical Engineering, 2009. Graduate Student, Department of Urban and Regional Planning, Chair, Student Sustainability Committee, Treasurer, University YMCA Student Board, University of Illinois at Urbana-Champaign, Phone: 1-815-260-7961

---------- Forwarded message ----------
From: James Hoffer <jhoffer2@illinois.edu>
Date: Tue, May 17, 2011 at 11:04 AM
Subject: Project Completion Tasks
To: Suhail Barot <sbarot@illinois.edu>
Cc: Jennifer Koys <jennifer.koys@gmail.com>


Hi Suhail,

There are a couple of things that I wanted to ask you about regarding the completion of this portion of the project.

I have completed looking over the assessments I received.  Only 5 of the houses were completed.  The majority of the things found wrong with the houses were cleanliness/obstruction issues with vents and baseboards and window problems.  I have left the lists of things that could be fixed on the F&S computer that I worked on and I will email it to Dean.  I am not sure exactly what he will want to fix or leave alone, I still have to discuss with him. 

This is not nearly as many houses as I wanted to get done, and I think this is simply because they ran out of time.  I do not think this part was a failure though, as it will provide good insight to changes that need to be made in the future.  One of the most important things will be to have hard deadlines for the teams to have completed their assessments by. 

I have not received any more emails regarding my position next year.  I do not know if you have talked with Hannah yet or decided what will happen.  Next year there is a good chance that I will be at U of I and working for F&S on a different project.  I believe it will be very easy for me to pass on the work to whoever you choose and help them get the feel for it.  Please let me know when you have selected a person or if you would like me to select one.  I will need to talk with them before the start of next semester.

I left the supply box on the table of the room in the YMCA.

Please inform as to what you would like me to do at this point.

Thanks,
James