Your Energy Management Partner

Your Energy Management Partner Operations and Maintenance (O&M) Spot-Check Procedure: This document is intended to provide HFA staff with the knowledge and guidelines to ensure that proper operations and maintenance (O&M) procedures are being carried out at individual properties within their portfolio. Proper O&M procedures ensure proper functionality of systems, prolong equipment life, support occupant health and comfort, and are critical to maintaining energy and water efficiency. The target user of this document is staff who oversee and/or manage multiple properties and may only have the opportunity to visit a single property once or twice each year. To effectively utilize and perform the inspection procedures outlined in this document, they should be familiar with HFA s Energy Policy and have a copy of the policy with them during their visit. The O&M Spot-Check Procedure is focused on two areas of interest: 1. Visual inspection of installed equipment for proper condition and operation. Validation of proper O&M inspection logs and record keeping The accompanying O&M Spot-Check Checklist has been developed for use on-site to record the actual conditions from specific inspections. The following information supports the checklist and guides the user with details and examples of the suggested inspections to be conducted. Procedure: Step 1 Inspect Interior Common Areas Walk the common areas, offices and corridors of the building(s) to visually inspect: Lighting and Lighting Controls/Sensors Thermostats Heating/Cooling Units Appliances Water Fixtures Doors and Windows Step Inspect Mechanical Rooms Access all mechanical rooms and mechanical closets to inspect operation/condition of: Heating and Cooling Systems Domestic Hot Water Systems Lighting

Your Energy Management Partner Step 3 Inspect at Least Two Apartments Access a minimum of two apartment units per building to inspect the following: Lighting Thermostats Heating/Cooling Units Appliances Water Fixtures Exterior Doors and Windows Step 4 Inspect Building Exterior Walk the exterior of the building and visually inspect: Lighting Heating/Cooling Units Exhaust Vents and Air Intake Ducts/Grilles Doors and Windows Step 5 Inspect Maintenance Records Visually inspect and review the site staff s maintenance logs and maintenance records to ensure routine completion of: Common Area Inspections In-Unit/Apartment Inspections Lighting and Lighting Controls Exterior Doors and Windows Step 6 Review with Property Management Review results with property management. If the spot-check returned necessary or recommended improvements, schedule a time to discuss a plan of action to implement the improvements with: 3 rd Party Senior Property Management Staff HFA Senior Staff

Your Energy Management Partner APENDIX: Visual Inspection Aids Thermostats Programmable vs. Non-Programmable Thermostat Figure 1 Typical Programmable Thermostat Figure Example of a Non-Programmable Thermostat Lighting T1 vs. T8 Fluorescent Lighting Figure 3 Size Difference btw T1 and T8 Fluorescent Lighting (To Scale)

Your Energy Management Partner HVAC Filters Properly Installed, Clean HVAC Filter vs. Poorly Installed/Dirty Filter Figure 4 Properly Sized and Installed Filter (Shown with Filter Access Door Taken Off) Figure 5 Poorly Installed Filter (Sticking Out - too large for the HVAC Unit) DHW Piping Properly Insulation vs. Poorly Insulated Piping Figure 6 Well-Insulated DHW Piping Figure 7 Poorly Insulated DHW Piping

Through-Wall HVAC Poorly Sealed vs. Properly Sealed Your Energy Management Partner Figure 8 Poorly Sealed PTAC Sleeve Figure 9 Well-Sealed PTAC Sleeve (No Gap Around Edges) Window/Doors Weatherstripping Poorly Sealed vs. Properly Sealed Figure 10 Poorly Weatherstripped Door Figure 11 Properly Weatherstripped Door

Your Energy Management Partner Outdoor Condenser Clean vs. Dirty Units Figure 1 Clean Outdoor Condensing Units Figure 13 Dirty Outdoor Condensing Unit Plumbing Where to identify flow rate labels: aerators, showerheads, toilets. Figure 14 Engraved Sink Aerator GPM Flow Rate Figure 15 Toilet Flush Rate in GPF Stamped on the Inside of the Toilet Tank

1 3 STEP 1: COMMON AREAS O&M SPOT-CHECK [Page 1 of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: LIGHTING & APPLIANCES Check for inefficient Lighting Check Lighting Wattages Inspect for Flickering/Burned Out Lighting 1- Ensure no incandescent bulbs or T1 fluorescent tube light bulbs are installed/in-stock T1s are thicker type fluorescent tubes, 1.5" in diameter - Ensure any fluorescent light wattages are in line with the Energy Policy Standards Check the inventory and wattage ratings of replacement bulbs 3 - Ensure no light fixtures are flickering or burnt out. 4 Check Lighting Controls 1- Are occupancy sensors installed in common areas (i.e. kitchens, community rooms, bathrooms, etc.)? - Ensure occupancy sensors are functioning properly - lights should be OFF in unoccupied spaces 5 1 Inspect Appliances Space Heating, Cooling and Ventilation Inspect Thermostats 1- Ensure washing machines, refrigerators, and washers/dryers have the ENERGY STAR label Are programmable thermostats installed? Programmable thermostats have a digital clock on the display screen Check Thermostat Operating Modes Is the thermostat in the proper operation mode (i.e. "Cool" for Summer)? Typically, there is a toggle switch between available modes or a digital display indicating the current status 3 Check Thermostat Settings Temperature settings should be in-line with HFA's Energy Policy. Heating: 68/64 (Day/Night) Cooling: 78/8 (Day/Night) Temperature settings can be confirmed by temporarily raising or lowering the setpoint using the "up/down" buttons on the thermostat 4 Inspect HVAC Ducts 1- Check for holes/gaps in any ductwork. There should not be open gaps in the supply or return ductwork.

STEP 1: COMMON AREAS O&M SPOT-CHECK [Page of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: Space Heating, Cooling and Ventilation (continued) 5 Through Wall HVAC Units: Inspect the seal around the sleeve 1 - Ensure there is a tight seal around the perimeter of the unit between the sleeve opening and the wall You should not be able to see any light penetration or feel any air movement across the seal 6 Inspect Doors & Windows Common Area Bathrooms & Kitchens 1- Doors and windows should have weather-stripping installed, creating a tight seal between the interior and exterior environment You should not be able to see any light penetration or feel any air movement across the seal around the perimeter of the door or window 1 Check Domestic Hot Water Temperature (at a faucet) 1- Test the temperature at a common area faucet (laundry room, bathroom, etc.) to ensure the temperature is above 10 F 1 Inspect Water Fixture Flow Rates 1- Ensure flow rates for faucets, showerheads, and toilets are inline with HFA's Energy Policy Standards Check the replacement fixture inventory in the maintenance shop/office for proper faucet aerators and showerhead flow rates. Flow rates are typically engraved or stamped on the individual unit in GPM. Inspect Plumbing Fixtures for Leaks 1- Ensure toilets are not leaking Listen for the toilet running excessively or drop dye or food coloring in the tank and see if it seeps into the bowl - Inspect faucets for evidence of leaks/drips 3 - Inspect piping for evidence of leaks/drips

1 STEP : MECHANICAL ROOMS O&M SPOT-CHECK [Page 1 of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: Space Heating, Cooling and Ventilation Inspect Thermostats Are programmable thermostats installed? Programmable thermostats have a digital clock on the display screen Check Thermostat Operating Modes Is the thermostat in the proper operation mode (i.e. "Cool" for Summer)? Typically, there is a toggle switch between available modes or a digital display indicating the current status 3 Check Thermostat Settings Temperature settings should be in-line with HFA's Energy Policy. Heating: 68/64 (Day/Night) Cooling: 78/8 (Day/Night) Temperature settings can be confirmed by temporarily raising or lowering the setpoint using the "up/down" buttons on the thermostat 4 Inspect HVAC Filters 1- Are filters installed and clean? A filter should be present for each unit and free of dust/dirt Ensure filters are the correct size - Filters should not appear to be crumpled, or extend out past the body of the unit. They should also adequately cover the airflow; there should not be any gaps around the edges. 5 Inspect HVAC Ducts Domestic Hot Water 1- Check for holes/gaps in the ductwork. There should not be open gaps in the supply or return ductwork. 1 Inspect Domestic Hot Water Pipe Insulation 1- Ensure all piping in the mechanical room(s) leading to and from the domestic hot water boiler(s)/heater(s) are fully insulated and not worn/torn Check for Domestic Hot Water Leaks 1- Ensure the domestic hot water tanks, vessels, and piping are free of leaks/drips Look for evidence of leaks/drips at piping and on the floor near the equipment

1 3 STEP : MECHANICAL ROOMS O&M SPOT-CHECK [Page of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: Electric Baseload Efficiency Check for inefficient Lighting Check Lighting Wattages Inspect for Flickering/Burned Out Lighting 1- Ensure no incandescent bulbs or T1 fluorescent tube light bulbs are installed/in-stock T1s are thicker type fluorescent tubes, 1.5" in diameter - Ensure any fluorescent light wattages are in line with the Energy Policy Standards Check the inventory and wattage ratings of replacement bulbs 3 - Ensure no light fixtures are flickering or burnt out.

1 STEP 3: IN-UNIT O&M SPOT-CHECK [Page 1 of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: Space Heating, Cooling and Ventilation Inspect Thermostats Are programmable thermostats installed? Programmable thermostats have a digital clock on the display screen Check Thermostat Operating Modes Is the thermostat in the proper operation mode (i.e. "Cool" for Summer)? Typically, there is a toggle switch between available modes or a digital display indicating the current status 3 4 Inspect HVAC Filters Inspect HVAC Ducts 1- Are filters installed and clean? A filter should be present for each unit and free of dust/dirt Ensure filters are the correct size - Filters should not appear to be crumpled, or extend out past the body of the unit. They should also adequately cover the airflow; there should not be any gaps around the edges. 1- Check for holes/gaps in any ductwork. There should not be open gaps in the supply or return ductwork. 5 6 Through Wall Units: Inspect the seal around the sleeve Inspect Doors & Windows Domestic Hot Water 1 - Ensure there is a tight seal around the perimeter of the unit between the sleeve opening and the wall You should not be able to see any light penetration or feel any air movement across the seal 1- Doors and windows should have weather-stripping installed, creating a tight seal between the interior and exterior environment You should not be able to see any light penetration or feel any air movement across the seal around the perimeter of the 1 Check Domestic Hot Water Temperature (at a faucet) 1- Test the temperature at a common area faucet (laundry room, bathroom, etc.) to ensure the temperature is above 10 F Inspect Domestic Hot Water Pipe Insulation (if the Apt. has an individual hot water heater) 1- If apartments have individual hot water heaters, ensure all piping leading to and from the domestic hot water heater is fully insulated and not worn/torn 3 Check for Domestic Hot Water Leaks (if the Apt. has an individual hot water heater) 1- Ensure the domestic hot water tanks and piping are free of leaks/drips Look for evidence of leaks/drips at piping and on the floor near the equipment

1 3 STEP 3: IN-UNIT O&M SPOT-CHECK [Page of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: Lighting and Appliances Check for inefficient Lighting Check Lighting Wattages Inspect Appliances Water Efficiency 1- Ensure no incandescent bulbs or T1 fluorescent tube light bulbs are installed/in-stock T1s are thicker type fluorescent tubes, 1.5" in diameter - Ensure any fluorescent light wattages are in line with the Energy Policy Standards Check the inventory and wattage ratings of replacement bulbs 1- Ensure appliances have the ENERGY STAR label. Mark any appliances that do not - and catalog for future replacement. 1 Inspect Water Fixture Flow Rates 1- Ensure flow rates for faucets, showerheads, and toilets are inline with HFA's Energy Policy Standards Check the replacement fixture inventory in the maintenance shop/office for proper faucet aerators and showerhead flow rates. Flow rates are typically engraved or stamped on the individual unit in GPM. Inspect Plumbing Fixtures for Leaks 1- Ensure toilets are not leaking Listen for the toilet running excessively or drop dye or food coloring in the tank and see if it seeps into the bowl - Inspect faucets and shower heads for evidence of leaks/drips 3 - Inspect piping for evidence of leaks/drips

1 STEP 4: BUILDING EXTERIOR O&M SPOT-CHECK Problem PROCEDURE DETAILS/EXPLANATION Found? Details: Space Heating, Cooling and Ventilation Inspect Outdoor Condensing Units (Outdoor Units for A/C Systems) 1- Equipment should be clean and free of brush/debris - Piping should be fully insulated and in good condition (no cracking/tearing or evidence of wearing) 3 - If the outdoor compressor is operating wait a few minutes to make sure it is not cycling on/off quickly. A unit should not be cycling on or off more than once every five minutes Inspect Outdoor Vents and Air Intakes 1- Outdoor vents and air intake ducts, located at exterior walls, should be clear and not blocked with brush/debris for proper air movement 3 Inspect Doors & Windows 1- Doors and windows should have weather-stripping installed, creating a tight seal between the interior and exterior environment You should not be able to see any light penetration or feel any air movement across the seal around the perimeter of the door or window Electric Baseload Efficiency 1 Check Lighting 1- Ensure no incandescent bulbs or T1 fluorescent tube light bulbs are installed/in-stock T1s are thicker type fluorescent tubes, 1" in diameter - Ensure any fluorescent light wattages are in line with the Energy Policy Standards Check the inventory and wattage ratings of replacement bulbs Check Lighting Controls 1 - Ensure exterior lights are OFF during the day

1 3 STEP 5: RECORDS/LOGS O&M SPOT-CHECK [Page 1 of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: O&M Logs/Record Keeping - In-Unit Inspections Check In-Unit Inspection Schedule Check In-Unit Inspection Procedure Check In-Unit Inspection Checklist Are In-Unit inspections taking place at least once per year and do current records on file support this? Is there a routine In-Unit Inspecton procedure and corresponding checklist completed for each inspection? Is there enough detail provided on the checklist to determine how particular inspections are carried out and how equipment conditions are defined (i.e. what constitures good, fair, or poor condition status)? Does the checklist incorporate: a. Servicing and ensuring proper operation of: HVAC Equipment DHW Equipment b. Inspecting for Air and Water Leaks at: HVAC and DHW Equipment Water Fixtures Piping Windows and Doors c. Inspection to ensure Energy Policy s Min. Equipment Stds. are met for: Lighting Appliances HVAC DHW Water 4 Check Reporting Procedures: In-Unit Inspections If there is an issue found - how is it recorded, tracked, and corrected? Are there records of thie correction? Are recurring issues easily identified?

5 STEP 5: RECORDS/LOGS O&M SPOT-CHECK [Page of ] Problem PROCEDURE DETAILS/EXPLANATION Found? Details: O&M Logs/Record Keeping - Common Area Inspections Check Common Area Inspection Schedule Are inspections taking place at least once per Quarter and do current records on file support this? 6 Check Common Area Inspection Procedure Is there a routine Common Area Inspection procedure and corresponding checklist? 7 Check Common Area Inspection Checklist Is there enough detail provided on the checklist to determine how particular inspections are carried out and how equipment conditions are defined (i.e. what constitutes good, fair, or poor condition status)? Does the checklist incorporate: a. Servicing and ensuring proper operation of: HVAC Equipment DHW Equipment b. Inspecting for Air and Water Leaks at: HVAC and DHW Equipment Water Fixtures Piping Windows and Doors c. Inspection to ensure Energy Policy s Minimum Equipment Standards are met for: Lighting Appliances HVAC DHW Water 8 Check Reporting Procedures: Common Area Inspections If there is an issue found - how is it recorded, tracked, and corrected? Are there records of thie correction? Are recurring issues easily identified?

Homes for America Energy Policy Replacement Standards and Recommended Setpoints *All equipment installed at this property must meet or exceed the standards listed below* PLUMBING HVAC Required Efficiencies Fixture Type Flow Rate (GPM) Equipment Type Efficiency Rating Rating Type Shower 1.5 Central A/C 14.5 SEER Bathroom Faucets 1.0 Gas Furnace 90% AFUE Kitchen Faucets 1.5 Heat Pump 8. / 14.5 HSPF / SEER Toilets 1.8 GPF HVAC Setpoints HOT WATER TEMPERATURE Day Night Season (7am - 9pm) (7am - 9pm) Desired: 10 F Winter 68 F 64 F Maximum: 130 F Summer 78 F 8 F Minimum: 110 F NOTE: See Appendix for procedures in determining if appliances meet NOTE: Hot Water temperature should always be ENERGY STAR Certification Standards measured at a faucet. HOT WATER HEATER REPLACEMENT APPLIANCES Fuel Type: Efficiency Rating Rating Type Fuel Type: Efficiency Rating Electric w/tank.0 EF (Energy Factor) Refrigerators ENERGY STAR Label Natural Gas w/tank 0.67 EF (Energy Factor) Dishwasher ENERGY STAR Label Natural Gas (Instant) 0.8 EF (Energy Factor) Dryers (Common Area) ENERGY STAR Label NOTE: ALL Common Area HVAC Systems should be equipped with programmable thermostats. CARPET & PAINTING Material Required Label Brand ALL PAINT Low-VOC Sherwin Williams Living Room Carpet 4 oz. Green Label n/a Common Area Carpet 6 oz. Green Label n/a

Homes for America Energy Policy Lighting Replacement Standards LIGHT FIXTURES REPLACE WITH: Existing Efficient Most Efficient Lamp Type Wattage Lamp Type Wattage Lamp Type Wattage Incandescent A Bulb 40 W CFL Spiral 9 W LED Bulb 8 W Incandescent A Bulb 60 W CFL Spiral 13 W LED Bulb 1 W Incandescent A Bulb 75 W CFL Spiral 18 W LED Bulb 14 W Incandescent A Bulb 100 W CFL Spiral 3 W LED Bulb 0 W Incandescent Candelabra 5 W CFL Candelabra 3 W LED Candelabra 3 W Fluorescent T1, ' 0 W Fluorescent T8, ' 17 W LED Tube, ' 10 W Fluorescent T1, 4' 34-40 W Fluorescent T8, 4' 8 W LED Tube, 4' 19 W Fluorescent T1, 8' 60-75 W Fluorescent T8, 8' 54 W LED Tube, 8' 40 W Halogen PAR0 50 W CFL R0 14 W LED PAR0 7 W Halogen PAR38 50 W Halogen PAR38 39 W LED PAR38 10 W Halogen PAR38 75 W CFL PAR38 16 W LED PAR38 16 W Halogen PAR38 90 W CFL PAR38 3 W LED PAR38 18 W Halogen R0 50 W CFL R0 11 W LED R0 9 W Halogen MR16 50 W LED MR16 7 W Location Type Offices Community Room Maintenance Shop Common Laundry Parking Lot Outdoor Lighting LIGHTING CONTROLS Recommended Control Type Occupancy Sensor Occupancy Sensor Occupancy Sensor Occupancy Sensor Daylight Sensor Daylight Sensor

Homes for America Energy Policy Mandatory Preventative Maintenance Procedures Location Equipment Test Procedure Frequency Apts. - Bathrooms Toilet - Flapper Ball Inspect for Leaks Twice Annually Apts. - Bathrooms Toilet - Fill Valve Test Operation Twice Annually Apts. - Bathrooms Bathroom Faucet Check for Leaks Twice Annually Apts. - Bathrooms Bathroom Aerator Check for Clogs Twice Annually Apts. - Bathrooms Tub Diverter Inspect for Leaks Twice Annually Apts. - Kitchens Kitchen Faucet Inspect for Leaks Twice Annually Apts. - Kitchens Kitchen Aerator Inspect for Clogs Twice Annually Apts. - Kitchens Refrigerator Inspect Gasket Seal Twice Annually Common Laundry Dryer Vents Change Filter Twice Annually Common Laundry Dryer Vents Clean Vents Twice Annually HVAC Equipment HVAC Filters Inspect Filters Every 4 Months HVAC Equipment Condensate Drains Inspect for Blockages Twice Annually HVAC Equipment Drain Pane/Line Inspect for Blockages Twice Annually HVAC Equipment PTACs Inspect Seal btw Unit & Wall Twice Annually DHW Heaters DHW Heaters Inspect Pipe Insulation Twice Annually Preventative Action Replace Broken/Leaking Flapper Replace Broken Fill Valve Repair Leak Clean the Clogged Aerator Repair Leak Repair Leak Clean the Clogged Aerator Replace Gasket Always Replace Filter Always Clean Dryer Venting Replace Filter Clear any Blockages. Ensure Lines drain properly. Clear any Blockages. Ensure lines drain property. Re-pitch if necessary. Repair Seal to reduce infiltration of outside air. Repair/Replace Damaged insulation. Insulate any un-insulated piping.

Homes for America Energy Policy Appendix Procedures for Determining ENERGY STAR Qualified Appliances 1. Go to the following link on the internet: http://www.energystar.gov/productfinder/. Click on "Filter, Compare and Share Product Information " listed under "Key Features " 3. Select your appliance type of interest from the list provided (i.e. "Residential Dishwashers") 4. Enter the full model number of the known appliance in the search box and press "Enter" * Appliances may also be searched for by manufacturer's name 5. The page displays your search results. If your product is listed, it has earned the ENERGY STAR Label and clicking on the product link will provide the energy use specifications of the product. If the product is not listed, it has not earned the ENERGY STAR Label.