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Ace workshop report

‘100% self-sufficiency in a village’

Location: Exeter, UK

Date of workshop: 9th April 2014

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Workshop aim

To gather knowledge and experience on projects across NWE which could form part of

a village plan working towards 100% energy self-sufficiency looking specifically at

initiation, longevity and making a successful project.

The information gathered will be used by the village of Loenen in order to inspire

action and improve the chance of them succeeding in their quest to become ‘energy

neutral’.

Objectives

1. To establish the key requirements in order to initiate the process of becoming an

energy neutral village.

2. To share ideas about how to keep momentum once a plan to become ‘energy

neutral’ has been initiated.

3. To understand what success looks like, in terms of achieving 100% self-sufficiency

in a village, and how to become successful.

4. To list the main barriers to renewable energy and energy efficiency development

across NWE and how they can be overcome.

Background

The village of Loenen, a village in the municipality of Apeldoorn in the Netherlands,

wants their village to become ‘energy neutral’. There is a strong focus on citizen and

local stakeholder participation and the local authority is engaging with other local

villages to encourage them to learn from Loenen’s experience and develop their own

action plans. The project is a bottom up approach and a highly innovative plan has

been created which includes social and practical activities. A long-term and broad

cooperation of regional stakeholders has been established and, using the condensed

knowledge and skills of all parties, the plan covers all aspects of technology, cultural

heritage, landscape and ecology, engagement of end-users and benefits to the local

economy.

At the previous two ‘Ace’ workshops, the topic of barriers has been a brief discussion

point. Action 11 of the ‘Ace’ project is about analysing barriers to renewable energy

and energy efficiency development across North West Europe (NWE) and therefore it

was felt that this justified a longer and more focused discussion on barriers with the

aim of identifying barriers and their impact which partners are aware of across NWE.

The workshop was planned based on the assumption that there would be

approximately 20 participants. The information gathered will feed into action 8,

‘demonstrating 100% energy self-sufficiency’ and action 11 ‘research on market

development barriers’.

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Approach at the workshop

Prior to the workshop participants were asked to spend 10 minutes completing a pre-

workshop task (see appendix 1). The information collected (see appendix 2) from

partners was used to prepare the workshop tasks.

The workshop was held at Highfield Court Barn, an eco-friendly conference centre in

Devon, England. The general arrangements for the morning workshop were, a guest

speaker leading an informal discussion about community-led initiatives aimed at

reducing dependence on fossil fuels followed by facilitated workshop tasks.

As the participants arrived for the workshop they were given a name badge, each

showing a colour, splitting them into 4 separate groups – these groups would be used

in the workshop tasks. The groups were deliberately a mix of nationalities/regions in

order to encourage transnational learning and knowledge transfer.

Ruth, from NEF, opened the workshop with a brief presentation explaining the

background to the workshop topic ‘100% self-sufficiency in a village’ and informing

participants how the information gathered at the workshop would help with delivering

action 8 of the Ace project. This was followed by Xandra, from Apeldoorn, setting the

scene and giving an overview of the Loenen project.

In order to engage participants in the workshop topic, Mary Poppham from Transition

Town Totnes talked to the group about community-led projects which have been

delivered in Totnes with the aim of reducing dependence on fossil fuels.

Transition Town Totnes began in 2006 as a response to the challenges faced from

diminishing oil and gas supplies, coupled with climate change and economic

uncertainty. Mary told the group that the key requirements for initiating a project

were leadership (the right person), engagement and two way communications. They

have undertaken a wide range of projects, one of the most successful being their

Transition Streets Project which encourages residents to get to know the neighbours

in order to raise awareness, participating households have saved, on average, about

£570 per year off their household bills.

Half an hour was allocated to the discussion and this established a good

understanding amongst the participants and generated much interest, which fuelled

a productive workshop.

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Task 1 – project initiation

Each group was given the same set of ideas about the key requirements of initiating

the process of becoming an energy neutral village, taken from the responses received

from the pre-workshop task. The groups were required to review the provided ideas

and categorise them into, up to 5, groups, adding further ideas which came out in the

discussions.

Following the group discussions everyone was invited to feedback to the whole group.

The top five categories agreed were:

Leadership

Knowledge expertise

Process planning

Engagement

Funding

See appendix 3 for the task’s full output.

Task 2 – project ideas

The groups were required to brainstorm, amongst themselves, about project ideas

which could form part of a village plan to become ‘energy neutral’.

The ideas discussed included:

Local food

Behavioural change

Community pub/hub

Collective procurement

“Put yourself in the picture”

Competition

Co-operation with Local Authority

Neighbour to neighbour experiences/help

Community garden

Carpooling scheme

Thermal imaging

Open house/SuperHomes

Energy efficiency

Renewable energy

Transport

The groups were then asked to discuss their ideas and pick 3, diverse, ideas which

would be used in the next activity.

Task 3 – keeping momentum & measuring success

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Using the 3 chosen project ideas, the groups were required to discuss and write down:

What is required to ensure the project sustains momentum

How will success be measured

The key finding included:

Keeping momentum

participation

low cost

regular quick wins

regular meetings

parties / events

connections with local businesses

link in with other local projects

engage with the local authority

competitions

keep new, fresh and exciting

good tools and facilities available

volunteers (with training opportunities)

digital communication

Measuring success

loyalty scheme

revenue target

number of people attending events

number of new ideas

number of events

social media followers

photographs

spread to other communities

feedback from users/visitors

See appendix 4 for the task 2 and 3’s full output.

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Task 4 - barriers

Each group was given a piece of flip chart paper, each with a different category of

barrier (Social, Technological, Economic, and Political) and the associated list of

barriers identified in the pre-workshop task. The groups were required to discuss the

category and add any new ideas.

Social

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Technological

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Economic

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Political

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Workshop feedback

At the end of the workshop participants were asked to provide feedback via a survey

form (see appendix 5) which they were given a hard copy of.

Question 1 – Please rate this workshop in terms of meeting your needs or

expectations.

Question 2 – For each of the following categories, how would you rate the

presentation/discussion about Transition Town Totnes?

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Additional comments:

No comments. Thank you!

Mary was very inspiring and unassuming. Transition Town Totnes is an interesting

example and shows how leadership of one person can inspire a town/community

It would have been good to investigate the 100% aspect e.g. how many projects

required, how much from energy efficiency and how much from renewable energy

Very well done

Question 3 – Please rate each of the workshop tasks.

Additional comments:

Every workshop was well presented. Participation excellent.

"Could have looked for solutions to barriers as well?

More discussion perhaps of a project/solution in each partner region."

Would have been useful to also look more at solutions.

"The project initiation task was very broad and made it difficult to come up with

lots of specific/defined project ideas.

The barriers task was quite negative and offered a good opportunity to consider

solutions at the same time."

Very engaging, sharing ideas from other regions. Excellent timekeeping!

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Question 4 – Please make suggestions or recommendations to help us improve future

workshops. There are no more Ace workshop planned but if you have ideas or

suggestions for further workshop topics please add them here.

I hope the outcome will have a good follow up.

Workshop about the future of Ace - new EU project?

Really enjoyed the workshop; good tasks were everyone can easily participate and

talk and contribute with their own experience. Well done!

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Attendees

Attendee Company Region/Country

Ruth Wharton National Energy Foundation South East England

Gabby Mallett National Energy Foundation South East England

Alex Steeland National Energy Foundation South East England

Jodie Giles Regen SW South West England

Cheryl Hiles Regen SW South West England

Florian Guillotte Les 7 vents du Contentin France

Wietse Hermanns Hermanns Consultancy Netherlands

Xandra van Lipzig Gemeente Apeldoorn Apeldoorn, Netherlands

Edel Giltenane City of Dublin Energy Management Agency Dublin, Ireland

Verena Brennan City of Dublin Energy Management Agency Dublin, Ireland

Kevin Craven City of Dublin Energy Management Agency Dublin, Ireland

Gerry Wardell City of Dublin Energy Management Agency Dublin, Ireland

Aidan Maher Dublin City Council Dublin, Ireland

Paul De Schepper KHK – Kennis Centrum Energy Belgium

Irma Koster Province of Gelderland Gelderland, Netherlands

Johan Willemsen Province of Gelderland Gelderland, Netherlands

Alex Hamilton Tipperary Energy Agency Tipperary, Ireland

Ad Phernambucq Zeeuws Klimaatfonds Netherlands

Mary Poppham Transition Town Totnes South West England

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Appendix 1 – Pre-workshop task

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Appendix 2 – Pre-workshop task feedback

What do you think are the key requirements in order to…

…initiate the process of becoming an energy neutral village.

Experts in energie BE

Best practices BE

Examples of best practices BE

Identification of leadership FR

Motivation of stakeholders FR

Knowledge and competencies FR

Citizen involvement FR

Political will FR

Inspirational leader IR

Pro-active local supporters to create a team IR

Expertise within the village, or easy access to expertise IR

Learning from experiences of others IR

Set realistic targets/indicators IR

Leaders/champions to kick start the process IR

Community engagement IR

Knowledge/understanding – what needs to be done IR

Access to similar working examples – e.g. Cloughjordan IR

Having a sense of urgency and ambition to the subject NL

Entrepreneur skills (like: leadership, knowledge, etc.) NL Process driven/insight to mobilise stakeholders (like citizen, local government, etc.) NL

Establish a (professional) program organisation. NL

A triggers NL

A group of persons (volunteers) that take the initiative NL

Good involvement of all residents NL

Good communication plan NL

Good plan and ideas (manual climate neutral village) NL

Tight-knit community with significant support for the idea UK

Legitimacy/commitment through e.g. Parish Council voting UK

Establishing a dedicated core team UK

Having a plan and structure in place UK

Strong community group UK

Involved community UK

Sufficient funding UK

Expertise and support UK

Inspiration UK

Dedicated individuals UK

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Buy-in from other residents UK

Small amounts of start-up funding UK

…keep momentum once a plan to become ‘energy neutral’ has been initiated.

Support from local politicians BE

Grants !! How much? How to get?? BE

Good motivated team BE

Mobilisation of leadership FR

Involvement of stakeholders FR

Capacity to implement FR

Long term citizen involvement FR

Long term political will FR

Funding IR

Monitor achievement towards targets/indicators & promotion of early achievement/benefits (even small ones)

IR

Recognition for achievements (in media or from other villages) IR

Inclusion of all citizens of village, business & other stakeholders IR

Energy team/champion IR

Funding IR

Motivation – easily accessible benefits to the community IR

Local support from IR

Involved stakeholders by communicate frequently NL

Make plan of action with content: network / organizing initiators / legal entity / make technical decisions / solving / financial issues / people engage and commit them (or see manual ‘toward a climate neutral village', 13 February 2014)

NL

Good project group in the lead NL

Good communication NL

Moments of success NL

Step by Step approach NL

Expectation management NL

Clear next steps and defined responsibilities UK

Regular meetings/events UK

Making it fun, social and enjoyable UK

Flexibility and being open to new ideas UK

Community ownership and pride in the plan UK

Funding UK

Achieving quick wins UK

Fun inspiring community engagement UK

Feedback UK

Support UK

Small, achievable goals (SMART targets) UK

Sensible spread of time requirements between group members UK

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Keeping all residents updated on progress UK

Regular meetings of group, and wider population UK

…to measure and achieve success.

Online measurements of energy consumption BE

Online monitoring /calculation of benefits BE

Organisation of leadership FR

Review of stakeholders feedbacks FR

Ability to evaluate FR

Check the evolution of citizen’s considerations FR

Political appropriation FR

Expert advise IR

Training IR

Measure progress against other villages IR

Monitoring of indicators IR

Expertise to record necessary data IR

Funding IR Government support – funding/tax breaks, planning exemptions, access to grid etc. IR

Increase in population/ number of similar communities IR

Building a relationship with steering committee to get report of progress NL

Show results in each action taken NL

Make a good organisation with participation of residents NL

CO2 footprint NL

Seek support by external stakeholders NL

Exchange experience with peers NL

Calculate baseline UK

On-going monitoring through e.g. regular door-to-door surveys UK

Well-defined target and definition for “energy neutral” UK

A good plan UK

A good evaluation process UK

Expertise and support UK

Proper inclusive engagement UK

Dedicated group UK

Gathering baseline data as early as possible UK

Keeping all residents updated on progress UK

Clear aims and evaluation plan UK

Timely and accurate reporting of results (including bits that haven’t worked. UK

Barrier Category Country

Difficulty to convince of the added value of private support

Economic FR

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Lack of funding & resources Economic IR Funding Economic UK

Finding funds for the project, but specifically the predevelopment work.

Economic UK

Cost of grid connection – Groups required to pay for system upgrades

Economic UK

Cost of technology/funding available Economic UK Planning process Political IR Changing rules, regulations and subsidies by government

Political NL

Sense of urgency is changing Political NL Planning Political UK Changes to Government policy – including tariffs and subsidies

Political UK

Planning requirements Political UK Social behaviour Social BE Lack of leadership, mainly on the long term Social FR Motivation & setting up of team Social IR Renovation of houses is a complex process for house owners

Social NL

Creation of new cooperation takes time and effort Social NL

Knowledge, skills and expertise within communities Social UK Local support/interest Social UK Lack of proper engagement Social UK Knowledge newt technics Technological BE Access to grid/ infrastructure Technological IR Grid access & capacity Technological IR Knowledge of what is possible in a geographical area Technological UK Grid capacity Technological UK

Community ownership/benefits Social & Economic

IR

Motivation local habitants/politicians Social & Political

BE

Knowledge/understanding – about technologies, need for change, increasing fuel prices etc. still a lot of confusion, disbelief, wrong information, scare mongering etc.

Social & Political

IR

Public resistance Social / Political

IR

Difficulty to motivate stakeholders (inc. policy makers) Social / Political?

FR

High initial development costs such as feasibility studies and business case.

NL

Lack of a sense of urgency / knowledge on renewable energy within a broad community

NL

Good entrepreneurship within a steering committee

NL Good spatial planning, adequate energy infrastructure,

NL

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stakeholder engagement, financing RE investments

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Appendix 3 – Task 1 output (project initiation)

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Appendix 4 – Task 2 & 3 output (project ideas & Keeping momentum and measuring

success)

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Appendix 5 – Feedback form

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