The Professional Grounds Management Society Accreditation Program

1. The Professional Grounds Management Society Accreditation Program Grounds Management Meeting the Sustainability Challenge

2. Session Outline • Purpose • Benefits of Accreditation • An Environmental Management System (EMS) Approach • Key Principles • Best Practices • Steps for Accreditation • Site Evaluation • Accreditation Determinant • Accreditation Report • Maintaining Accreditation • Case Study: University of Deleware

3. Purpose To provide organizations that have a landscape services or grounds component with an evaluation of strategic Grounds Management principles and practices that produce and guide in the delivery of properties that are attractive, healthy, sustainable and of high quality.

4. Benefits of Accreditation • Provides a systematic approach in performing an objective assessment of an organization’s Grounds Management component by a nationally recognized independent entity • Provides a means of evaluating the grounds program against industry standards and best practices to improve performance • Evaluates the Grounds program relative to established benchmarks for Grounds excellence and environmental awareness • Determines if the Grounds Management area within the organization is properly set up to best implement existing and new stewardship and sustainability initiatives • Provides the Grounds program with the necessary information on tools and procedures to meet current and evolving maintenance challenges • Reinforces Grounds Management focus on productivity and effectiveness through critical evaluation of programs and services

5. Integrates activities that exhibit a proactive approach to ensuring the success of Grounds related projects • Demonstrates that the organization is dedicated to the continuous improvement of Grounds Management practices • Promotes predictability and consistency in achieving Grounds Management obligations • Generate information for Grounds adaptation measures that align with the organization’s capacity to meet Grounds maintenance requirements • Obtains stakeholder feedback and participation in meeting Grounds component goals and objectives • Increases the organization’s ability to realize the highest return on its Grounds investment • A site visit and analysis by a team of Grounds professionals typically possessing an average of 90+ years of experience

6. An Environmental Management System Approach Sustainable Strategic Management Developed around a concept put forth by The Millennium Ecosystem Assessment, a United Nations study completed in 2005, this program evaluates the organization’s strategic Grounds Management principles and practices that promote the economic, environmental and social performance within the Grounds functional area.

7. Environmental Stewardship Key Principles Best Practices Provide leadership and effective communication. Value ecosystem services. Manage resources within natural limitations. Evaluation of existing natural resources to preserve and conserve. Establish environmental policies and evaluation processes. Implement environmentally sustainable initiatives. Ecosystem services value included in organization's mission and vision statement Grounds management strategies designated by zones Complete inventory and mapping of both man-made and natural resources Publicizes environmental connection to maintenance activities Records and monitors sustainable projects Natural resource management plans have been developed Waste management plan has been developed A site appropriate fertilization program has been developed Implementing an integrated pest management (IPM) program Land use maps have been prepared Irrigation zones and water conserving devices are designed and installed in landscaped areas Data on materials consumed is documented and retained Educational/informational notices are posted at project sites Periodic audit process in-place for natural resources and conservation activities

8. Economic Performance Key Principles Best Practices Use renewable and sustainable resources. Eliminate or reduce the use of resources that are difficult or impossible to renew. Improve grounds management performance through policies and programs. Investigate the use of advanced and emerging technologies. Conduct life cycle assessments and costing. Produce contingency plans that reflect budget reductions. Evaluating the use of alternative fuels and vehicles within maintenance operation Resource conservation plans have been developed Evaluating different staffing models Utilizing remote site monitoring systems Analysis of materials, supplies and equipment needs is conducted Practice zero-growth budget exercise Completed equipment inventory and replacement plan Retrofitting existing landscapes Metering water use in landscaped areas separately Evaluating multi-year contract potential for materials, supplies and equipment Grounds damage recovery plans have been developed Reducing landfill cost

9. Social Responsibility Key Principles Best practices Ecosystems are safe, healthy and productive. Natural processes and human activities co-exist. Involve stakeholders to define and link long-term maintenance strategies. Find new resources and technologies that enhance the user's quality of life and the environment. Routine assessment of training and development needs is being performed. Workplace environment is responsive to employee’s health, safety and welfare needs. Employing sustainable maintenance activities Incorporating events management plan with grounds maintenance strategies Identifying and meeting regularly with stakeholders to inform and educate Employees encouraged to participate in relevant trade organizations and educational opportunities Staff developmental goals are prepared Conducting regular safe work training sessions Parameters of work areas have been defined Maintenance plans for Grounds component have been outlined and developed Optimizing site accessibility Chemical/pesticide exposure is limited Community out-reach programs have been developed Cultural and historically significant sites are identified

10. Steps for Accreditation

11. Site Evaluation The site evaluation phase involves a visit by a PGMS team for first hand observations and to gauge the Grounds operation’s status on the implementation of best practices.

12. Accreditation Report • Prepared after the site visit • Combines the evaluation team’s perspectives, observations and notes • Details the applicant’s response to best practices associated with each management system category • Provides recommendations in areas for improvement • Presented to Accreditation Committee with accreditation level recommendation • Forwarded to applicant with letter of accreditation

13. Accreditation Determinant Applicant status on best practices: • No activity • Evaluating best practice • Developing plans to attain best practice • Implementing best practice • Best practice in-place, monitored and reviewed

14. Levels of Accreditation Rating system Points Required 1 Star 2 Stars 3 Stars 4Stars Accreditation will be awarded based on a 200 point evaluation and 4-star recognition system. 114 – 127 points 128 – 141 points 142 – 165 points 166+ point

15. Maintaining Accreditation • 3 year re-accreditation cycle • Re-accreditation will require written verification on the continuation of best practices • Evidence supporting accreditation upgrade request can be submitted • Accreditation Committee determines if another site evaluation is warranted • A small re-accreditation fee will be applicable

16. Case Study

17. Starting the Process • Submittal of Site Survey Questionnaire • Accreditation Committee Review • Evaluation Team Selection • Coordination of Site Visit

18. Site Visit Agenda

19. Example of Best Practice Response to Environmental Stewardship Environmental: waste management plan has been developed Collections routes are clearly defined and reviewed periodically Target goals for landfill diversion set Waste Management plays role in plan review for new projects Yard debris collected and ground on site for use as mulch / organic material Food composting included in new projects – site limitations preclude expansion at current time

20. Example of Best Practice Response to Economic Performance Economic: Completed equipment inventory and replacement plan In collaboration with Facilities Accounting Manager, developed Vehicle and Equipment Replacement Plan to guide replacement of all vehicles and equipment in Grounds and Facilities Maintenance & Operations Departments. Plans currently being updated.

21. Example of Best Practice for Social Responsibility Social: Community Outreach programs have been developed Much of the community outreach is handled though specific departments at UD. Since we have a College of Agriculture, their cooperative extension service plays a role in outreach for horticulture related issues. Have worked closely with the UD Botanic Garden and chaired their Advisory Board for several years. We were the first University department to partner with the Center for Disabilities Studies to create a “ training” program for their students. The program has changed over the years and we continue to support the group whenever we can to provide an environment for their students to learn basic life and work related skills.

22. Campus Tour

28. Case Study Findings: • Best practices must be descriptive and well defined • Examples of typical best practices should be provided • Guidance and instruction on presentation methods should be offered • Additional verification documents will be helpful to the process • An aesthetic factor should be inserted in the rating system • Accreditation report format offers high value to a progressive, efficient and productive grounds operation

29. For More Information Contact: Professional Grounds Management Society (PGMS) 720 Light Street Baltimore, MD 21230 Phone 410-223-2861 Web – www.pgms.org

30. Questions ? Joe Jackson, CGM, ASLA PGMS Past President EcoGrounds Management Systems phone number 919-806-9943 email – jbjackson907@gmail.com web – www.ecogroundsmgmt.com