Step 7: Kick-Off Meeting

All EarthCraft Multifamily projects must have a Kick-Off meeting, led by an EarthCraft Technical Advisor, during the framing stage of the projects construction and prior to the mechanical, electrical and plumbing rough in. During this on-site meeting, EarthCraft requirements and guidelines are reviewed with the general contractor’s project manager and site supervisor, and all subcontractors whose work will be impacted by EarthCraft standards. This meeting provides an on-site review of EarthCraft details, techniques, expectations and specification requirements at the commencement of construction. Mock up units are highly recommended to confirm during the kick-off meeting that all program details have been effectively addressed and trades are able to efficiently implement design specifications.

Design Team Responsibilities

Prior to the EarthCraft Multifamily Kick-Off Meeting, the design team must submit the heating and cooling system design along with the air handler/ductwork design and ventilation strategy to the EarthCraft Technical Advisor for review. The EarthCraft Technical Advisor will review the strategy for compliance with EarthCraft Program standards and the approved designs. The Design Team must include the approved design in the mechanical drawings of the construction set.

EarthCraft Technical Advisor Responsibilities

Prior to the EarthCraft Multifamily Kick-Off Meeting,

Determine design strategy compliance with all elements of the Energy Efficient Systems. 

• Heating and Cooling 
• Ductwork/Air Handler
• Ventilation

Note: This includes identifying issues which may reduce efficiency of air flow including (but not limited to) any unnecessarily long runs in ductwork (supply/return/exhaust/intake), improper duct take off spacing at the supply plenum/trunk line and potential obstructions for proper spacing, and potential to limit or eliminate right angles in ductwork (supply/return/exhaust/intake).

Send written approval to Design Team upon determination of ventilation strategy compliance.

At the EarthCraft Multifamily Kick-Off Meeting, review project on-site with General Contractor and the following subcontractors during early stages of construction

All participants 

• Identify possible building envelope issues not noted at the plan review stage and work with General Contractor and appropriate subcontractor to suggest appropriate modifications or corrections. 
• Review design expectations and specifications with HVAC, insulation, air sealing, framing, and weather barrier subcontractors prior to commencement of their work to ensure compliance with all applicable program standards. 
• Meet with all appropriate contractors to outline expectations and answer questions.

General Contractor, Site Supervisor and General Contractor Quality Assurance Designee 

• Review inspection forms and Quality Assurance responsibilities 
• Review required inspections at each phase and determine scheduling

Framing Contractor 

• At commencement of framing confirm implementation of appropriate and specified framing details and techniques to ensure compliance with all applicable program standards. 
• Confirm utilization of appropriate and specified framing details and techniques

Air Sealing and Insulation Contractor 

• Review design expectations and specifications at commencement of their work to ensure compliance with all applicable program standards. 
• If necessary, identify building envelope issues not noted at the plan review stage and work with the General Contractor to suggest appropriate modifications or corrections.

HVAC Contractor 

• Review design expectations and specifications at commencement of their work to ensure compliance with all applicable program standards.

Distribute and collect documentation from each trade

• Sign in sheet 
• Trade sign-off

Multifamily Developer Responsibilities

Prior to the EarthCraft Multifamily Kick-Off Meeting, follow-up with the EarthCraft Technical Advisor.

Review any changes in the ventilation design strategy and ask questions if there are any items of concern or confusion

Follow-up with General Contractor

Contact General Contractor if Kick-Off meeting has not been scheduled and held prior to the beginning of mechanical rough-in on the first unit in the first building

General Contractor Responsibilities

Prior to the EarthCraft Multifamily Kick-Off Meeting, follow-up with the EarthCraft Technical Advisor.

Review any changes in the ventilation design strategy and ask questions if there are any items of concern or confusion

Schedule and ensure attendance

Arrange for all relevant stakeholders to attend the meeting: 

• All trades listed below 
  • Framing 
  • Weather Barrier/Window flashing 
  • Insulation 
  • Air Sealing 
  • HVAC 
  • Plumbing 
  • Electrician 
• EarthCraft Technical Advisor

Notify Multifamily Developer

Notify Multifamily Developer of date and time of meeting

Ensure project is ready for meeting

Coincide with the project pre-construction meeting; if no project meeting is scheduled, this meeting should occur after all trades are under contract, but prior to the beginning of mechanical rough-in on the first unit in the first building.

Attendance

Attend meeting