Arts Council England Environmental Reporting - Greening your office


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How to green your office - for office-based organisations including those in shared office space

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  • Sustaining Great Art – Environmental Report Year 1, Results and Highlights
  • Let us know that you have your policy and action plan in place or are revising them – the documents themselves don’t need to be submittedDeadline30th May 2014Please get in touch asap if you think 30th May will be difficult
  • If you need help reading your bills or calculating your energy and water consumption – get in touch with JB and we’ll helpShared office calculation – apportion billsYou need:Square metres/feet of your office spaceSquare metres/feet of entire buildingkWh/m3 for entire buildingWork out percentage of total building space you occupy Use that percentage to estimate just your own usage from the total
  • Log into your IG Tools Account Go to the ‘Account’ tabCheck the relevant boxes to let us know if you have an environmental policy and/or action plan in placeOpportunity to explain when you’ll be expecting to have your policy and/or action plan in place or when you’re expecting to be revising them in the Notes box below, especially if that will be after the 30th May deadline.
  • Reducing waste and using materials more efficiently could reduce your business costs. Using materials more efficiently is simply a question of good commercial sense to help you stay competitive (WRAP Green Office Guide)
  • WRAP BenchmarksWASTE – a good-practice office produces fewer than 200kg of waste per staff member per year.RECYCLING – a good-practice office –operating efficient recycling schemes for paper, glass, cardboard, cans and toner cartridges – can achieve a recycling rate of between 60% and 70%.PAPER – a best-practice office can use as little as seven reams of paper per staff member per year (there are 500 sheets of paper in a ream). The Department for Environment, Food and Rural Affairs (Defra) has undertaken a review of waste policy that highlighted a number of priorities to be addressed.
  • Visit transport for more information on travel plans, transport advice and pool fleet guidance.
  • GAM - The Julie’s Bicycle Green Arts Marketplace lists top suppliers, freelancers and venues for the creative industries who are committed to good environmental practice. Each supplier on the marketplace has been independently checked to ensure they meet our criteria as an environmentally responsible business.
  • • Major refurbishment:SEE:
  • There are more ways to measure change and demonstrate success than just looking at emissions reductions
  • Arts Council England Environmental Reporting - Greening your office

    1. 1. WEBINAR STARTING AT 12:30PM Today’s Topic: How to green your office for office-based organisations including those in shared office space
    2. 2. Specialist advice: Offices How to green your office for office-based organisations including those in shared office space Lucy Latham and Luke Ramsay– Julie’s Bicycle
    3. 3. Housekeeping
    4. 4. Webinar Series • Weekly webinars for NPOs, MPMs, MDP lead partners and Bridge Organisations • Now until May (reporting deadline is May 30th) • Specialist advice: Cultural Buildings and Venues 09/04/14 Specialist advice: Offices 09/04/14 Environmental reporting: the basics 16/04/14 Updating Environmental Policy and Action Plan 16/04/14 Specialist advice: Outdoor Events 23/04/14 Going further: Sustainable Touring 30/04/14 Going further: Sustainable Productions and Exhibitions 30/04/14 Communicating success: how to effectively communicate your initiatives and stories 07/05/14 Staff engagement: planning, engaging, acting and maintaining momentum 14/05/14
    5. 5. Today’s Agenda • Introduction to Julie’s Bicycle • Environmental reporting results from 2012/13 • Environmental reporting requirements – a reminder • Reporting to Julie’s Bicycle • Office challenges and opportunities • What can you do? • Energy • Water • Going further • Waste • Travel • Procurement • Engagement and behaviour change • Support and resources • Trouble shooting Q&A
    6. 6. 3-year partnership with Arts Council England to support major funded organisations – 2012 to 2015 Julie’s Bicycle Research Networks Consultancy Resources Training Events Thought Leadership
    7. 7. Office specific data • 231 offices (including multisite companies) supplied data • The vast majority of the total carbon footprint was from venues or cultural buildings, however offices contributed 12,400,000 kWh of electricity; 8,200,000 kWh of gas; 54,700m3 of water BENCHMARKS ACE 2012/13 Electricity - kWh per m2 78 Gas (weather normalised) - kWh per m2 90 Water - litres per m2 338
    8. 8. Arts Council Requirements 1. Collect data on energy and water use from April13 - March14 – Submit using the IG Tools 2. Update your environmental policy and action plan – Notify us using the IG Tools Reporting deadline: 30th May 2014 Input your 2013/2014 data and review results Policy and Action Plan update Notify JB on your Policy and Action Plan by 30th May (IG Tools) Annual submission for Arts Council England - Portal opens 1st May and closes 13 June To do now
    9. 9. Reporting • How did your organisation report in 2012/13 – Reported on owned/leased office – Over-arching venue/organisation reported on your behalf – Shared space > apportioned consumption data – Rented / shared space no data – Home working • Can this be improved? • If your reporting status has changed, please inform Julie’s Bicycle
    10. 10. Adding a new entry
    11. 11. Arts Council Requirements: Policy and Action plan
    12. 12. Office challenges • Employees on the road a lot • Rented space • Shared space • Attributing responsibility- staff V landlord • Accessible billing data • Uncooperative landlords • Shortage of resources (££ and/or staff time) • Unlikely to be high on list of priorities unless there is a dedicated Green Team and/or Facilities or Office Manager Source:LightsOutby Hudson-Powell(DoTheGreenThing)
    13. 13. Office opportunities • Reduced costs and improved resource efficiency • Reduced carbon footprint and improved environmental performance • Improved company image • Employees are more environmentally aware • The office is also a hub for business activity, making it a key space for staff engagement, communications and messaging • Build on relationships with staff / landlord / other organisations if shared space
    14. 14. What can you do? Influence Control Not owning your own office space does not need to be a barrier to action
    15. 15. Energy 1. User behaviour – good housekeeping 2. Switch off campaign 3. Office controls - check zonal control and timers are set correctly 4. Regular maintenance of lighting and HVAC 5. Set fan speeds below 80% 6. Switch to LEDs / CFLs 7. Relax temperature controls (i.e. 18-24OC) 8. Energy efficient kit 9. Register your boiler on the boiler efficiency database ( to check if it needs replacing
    16. 16. Water 1. Water conservation signage in bathrooms and kitchens 2. Use tap water instead of bottles/water coolers 3. Use water hippos in cisterns 4. Check push taps timings and reduce where necessary 5. Convert to waterless urinals and low-flush toilets 6. Replace taps and shower heads with aerating and low flow versions
    17. 17. Going further – addressing other environmental impacts
    18. 18. Waste – avoid, reduce, reuse, recycle • First step: measuring and monitoring resource use – Establish KPIs e.g. waste to landfill, % recycled waste – Benchmarks • Avoiding/reducing waste – Duplex B&W printing – Use tap water in jugs instead of bottled water • Reuse and recycling – Recycle paper, cardboard, plastic bottles and cans as a minimum – Recycle toners and cartridges via your supplier – Recycle any non-rechargeable batteries. – WEEE Many organisations underestimate how much waste is costing; it could be as high as 4% of turnover (WRAP Green Office Guide)
    19. 19. Travel • Minimise travel – Accessible conference/meeting venues – Home working or telecommuting – Video conferencing – Bike racks, showers, public transport interest-free loans – Include public transport options on your website – Reassess car parking arrangements for non-essential users • Efficient transport – Car sharing / car clubs / green taxi companies – Buy / lease fuel efficient vehicles – Fuel efficient driving training – Regular servicing of vehicles
    20. 20. Procurement • Joint procurement • 100% recycled paper • Life-cycle costing – price and running costs • Buy locally • Rationalise deliveries to reduce transport emissions associated with your activities • Introduce environmental clauses/requirements into contracts • GAM (Green Arts Marketplace) • Banking (and investments) • Energy • Server providers
    21. 21. Engagement and behaviour change • Staff opinion survey - what do they think about your environmental impacts, how you are doing and what you could do more of? • Use posters, notice boards and signage in staff common areas and offices to increase awareness • Incentivise and reward staff involvement • Create a green team / green champions • Run an internal awareness campaign e.g. Switch Off campaign • External communications
    22. 22. Long-term tips • Green Leases - Consider environmental sustainability as a criteria when renting new office space – this could make your life easier in the future. • Locate any new offices close to public transport systems and publicise alternative transport links to visitors. • Major refurbishment – Energising Culture (Julie’s Bicycle) A guide for future energy in cultural buildings Source: That Guy by Oliver Cheshire (Do the Green Thing)
    23. 23. Measuring success Find ways to measure success • Number of light bulbs replaced • Number of people engaged in campaigns/events • Reams of paper not printed • Buckets of food waste collected and composted • Number of staff walking to walk • Number of staff carpooling Put into Action Plan and report to ACE in annual submission
    24. 24. • Not-for-profit supporting photographers at every level • 3 part-time staff & c£88,000 p/a from ACE • Based at Centre for Chinese Contemporary Art & working from home => carbon footprint from energy & water use is tiny 25
    25. 25. • Office: – encourage & support landlord’s environmental policy & plan – consider impacts of home premises (energy, procurement, travel) • Member events: choose venues with environmental credentials (virtual participation) • Member advice & info: 2003 publication on ethical photography looking at the environmental & ethical footprint of a photographer • Member surveys: build the environmental advice offered tor network members and service users (~ 8,000-9,000 people) 26
    26. 26. Further support • • Email or phone support from Julie’s Bicycle • Further webinars • Practical Guides and Fact sheets • Case studies • Further reading: – WRAP Green Office Guide
    27. 27. Thank you
    28. 28. Any questions? • Reporting deadline 30th May 2014 • Allow 4 – 6 weeks for reporting cycle to take place within • •