HomeMy WebLinkAboutAgenda - 10-16-2012 - 8a 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 16, 2012
Action Agenda
Item No. 8-a
SUBJECT: Environmental Responsibility in Orange County Goals Update with
Performance Report
DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y/N) No
(AMS), Department of
Environment, Agriculture,
Parks and Recreation
(DEAPR), Solid Waste
Management
ATTACHMENT(S): INFORMATION CONTACT:
1) Environmental Responsibility in David Stancil, DEAPR, (919) 245-2522
County Government Goals Jeff Thompson, AMS, (919) 245-2658
2) 2005 Energy, Water, and Fuel Wayne Fenton, AMS, (919) 245-2628
Conservation Policies Alan Dorman, AMS, (919) 245-2627
3) Report Presentation Slides Blair Pollock, Solid Waste Management,
4) Responses to Previous Board (919) 968-2885
Questions
PURPOSE: To receive a report regarding "Environmental Responsibility in County
Government Goals" progress, and performance "scorecard" results for recent fiscal years.
BACKGROUND: On June 7, 2011, the Energy Conservation Team within the County's Asset
Management Services Department ("AMS") presented a comprehensive report on the County's
historical use of energy, water and fuel as well as a work plan for ongoing conservation and
efficiency. Staff presented a set of goals in these areas and committed to annual updates on
the County's performance relative to these goals.
The BOCC received this report and requested clarification and additional information on several
issues. Staff responses to these issues will be addressed in this report, which is to become an
annual report to the Board.
The 2011 report and presentation represent a subset of the larger body of "Environmental
Responsibility in County Government" Goals adopted by the Board in December 2005
(Attachment 1).
As discussed with the Board in 2011, AMS staff is collaborating with Department of
Environment, Agriculture, Parks and Recreation ("DEAPR") and the Orange County Solid
Waste Management Department to broaden the performance report against these established
goals in this current annual report. This collaboration will grow in future performance reports to
2
include other departments that are involved. The report will also discuss current and future
initiatives that contribute to continuously meeting or exceeding the goals.
FINANCIAL IMPACT: There are no financial impacts directly associated with this report.
Sustainable environmental practices and reduced energy, water and fuel use results in avoided
costs for utilities and fuels, as well as the less obvious benefits of resource conservation, higher
air and water quality, and less greenhouse gas emissions.
RECOMMENDATION(S): The Manager recommends that the Board receive the report
regarding the "Environmental Responsibility in County Government Goals" progress and
performance "scorecard" results for recent fiscal years and provide any feedback to staff.
ATTACHMENT 1 3
Environmental Responsibility in County Government
Adopted as an Orange County Goal, 1215105
Goal Statement:
Perform all County governmental functions, both internal and external, with a sensitivity and
ethic that promotes environmental responsibility and leadership, and an understanding of the
actions of government activities as they affect the natural and cultural resources of the County,
region, state, nation and world.
Objectives (suggested departmental responsibility)
1 . Develop a Countywide Environmental Leadership Policy, and institute a
standing Orange County Environmental Action Committee as an internal
mechanism to periodically monitor and assess the County's progress
toward meeting the objectives of the environmental responsibility goal.
(ERCD, with representatives from all departments);
2. Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption, increase the use of recycled products
and renewable energy services, and minimize waste stream impacts on
the environment. (Public Works, all departments);
3. Continue to aggressively pursue waste reduction/recycling efforts, including
the reduction of paper. (Solid Waste, IT);
4. Continue, expand and formally adopt the use of green building standards;
construct new facilities/deconstruct outdated facilities in a way that is eco-
friendly, utilizes energy conserving measures, and minimizes impacts on
the environment. (Purchasing, Public Works, Planning, Recreation and Parks, Solid
Waste, ERCD, among others);
5. Implement programs that monitor and improve local and regional air quality
by promoting public transportation options and incentives within the County
that increase connectivity and decrease dependence on personal vehicles,
and by selecting alternative fuel and low emission fuels/vehicles for the
County's vehicle fleet. (Purchasing, Public Works, ERCD, Planning, Personnel, among
others);
6. Conduct sustainable and eco-sensitive forestry practices on County-owned
lands with a goal of no net loss of woodlands. Promote and encourage
eco-sensitive forestry practices on privately held lands within the County.
(ERCD, Soil & Water, R&P);
4
7. Promote the use of environmentally-sensitive chemical and materials,
including a) the use of "Green Seal" chemicals and cleaning products in
daily operation and maintenance of County facilities; b) utilize an IPM
(Integrated Pest Management) Program for County facilities that minimizes
use of chemical compounds; and c) require that County events and
services (including those involving outside vendors) use eco-friendly and
biodegradable materials wherever possible. (Purchasing, Public Works, R&P);
8. Consider innovative new technologies for conserving and protecting ground
water, indoor air quality and wastewater, to lessen impacts on the natural
environment, and promote water conservation, collection and reuse in both
current and future County facilities. (Health, ERCD, Engineer);
9. Implement growth management policies and procedures within the County
so that development is directed toward areas where it can be
accommodated without compromising the County's goals for protecting
natural and cultural resources. (Planning, ERCD); and
10. Develop an Information Services policy that promotes energy conservation
through the use of electronic and alternative media of communication. (IT).
Possible Action Strategies
Each department, advisory board and/or organization should be asked to develop specific
action strategies based on the 10 objectives listed above. The possible action strategies should
be collated and compared for consistency and coordination, and then incorporated into the
goal.
Example of an Action Strategy
Objective 5 (Implement programs to monitor and improve local and regional air quality: by
promoting public transportation options and incentives within the County that increase
connectivity and decrease dependence on personal vehicles, and selecting alternative fuel and
low emission fuels/vehicles for the County's vehicle fleet)
Action Strategy A:
Acquire 3-5 alternative-fuel vehicles (AFV's) per year, based on evaluation of proposed vehicle
purchases and the "fit" with available AFV options, as funds permit.
Adopted by the Orange County Board of Commissioners, December 5. 9-005
5
Orange County Page 1 of 9
Effective: January 1, 2006
Attachment 2
Energy Conservation Policy
A. General
Orange County's "Environmental Responsibility in County Government" goal includes
the objective: Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal, the County has adopted this
Energy Conservation Policy.
Energy cost for electricity, natural gas, propane and fuel oil for County facilities is a
significant County cost. Beyond this, energy consumption has significant
environmental impacts. As a result, it is both necessary and beneficial for the County
to adopt a policy of energy conservation and efficiency.
Water conservation and vehicle fuel conservation will be addressed in separate
policies.
B. Purpose
The purpose of this policy is to reduce the County government's energy consumption,
wherever possible, and improve energy efficiency for that energy that must be used
throughout Orange County government buildings, consistent with the need for safe and
secure County facilities.
C. Policy Goals
The policy addresses both short and long term goals.
1. Short Term (One to Two Years)
• Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's energy
use and conserve energy.
• Manage energy and other utility consumption to minimize use to the greatest
extent possible while maintaining safe and acceptable work conditions.
• Achieve a reduction in average energy consumption per square foot annually.
2. Long Term (Three Years or More)
• Incorporate energy conservation and efficiency systems, techniques and design in
all major renovations, system replacements and new construction.
• Support change to State utility budgeting and public utility commission policy that
fosters monetary incentives to make energy conservation and efficiency efforts
6
Orange County Page 2 of 9
Effective: January 1, 2006
economically attractive and streamline program justification requirements so that
projects can be executed within a timely interval and savings quickly realized.
D. Scope
1. Facilities
This policy applies to County owned and leased buildings, whether occupied by the
County, the courts or other agencies.
2. Equipment
This policy applies to County owned or leased equipment, including computer
equipment.
3. Energy Sources
This policy applies to use of electricity, natural gas, propane and fuel oil.
E. Responsibilities
1. Energy Conservation Task Group
The Manager appoints an Energy Conservation Task Group that includes the:
• County Manager
• One County Commissioner
• Assistant County Managers
• Chief Information Officer
• Cooperative Extension Director
• County Engineer
• Energy Conservation Manager
• Environment and Resource Conservation Director
• Personnel Director
• Public Works Director
• Purchasing and Central Services Director
• Others as appointed by the Manager.
The Task Group provides direction, counsel and oversight as to implementation of
the Energy Conservation Policy. As necessary, the Task Group addresses
questions of policy interpretation and adherence.
2. Energy Conservation Manager
The Manager appoints an Energy Conservation Manager who provides leadership,
analytical, monitoring, coordination and communication support to the energy
7
Orange County Page 3 of 9
Effective: January 1, 2006
conservation initiative. Among other things, the Energy Conservation Manager:
• Coordinates development and implementation of the County's annual energy
conservation action plan.
• Tracks and assesses the County's energy conservation performance and
progress, including building data collection and analytical tools.
• Working through the departments involved, identifies and appoints a volunteer
Building Energy Representative for each County facility.
• Conducts spot check energy audits after normal business hours to assess the
County's adherence to policies and standards.
3. Building Energy Representatives
The appointed volunteer Building Energy Representatives serve as:
• A resource to building occupants about policies and responsibilities.
• "Energy conservation champions" to support awareness of energy conservation
and goal achievement.
• Field representatives to the Energy Conservation Manager, observing and
reporting to the Conservation Manager on building conformity during normal
business hours with energy conservation standards such as those for heating and
air conditioning thermostat settings.
4. Public Works Department
The Public Works Department is responsible for:
• Up fitting as authorized and maintaining County facilities in accordance with the
requirements of this policy, including installation of energy conservation
equipment and verification of correct equipment settings and operation.
• Identifying situations above and beyond those envisioned in this policy that may
require individual analysis and action to provide a comfortable, functional work
environment.
5. Department Heads
Department heads are responsible for:
• Communicating the County's energy conservation goals and policies to staff,
providing guidance and promoting adherence.
8
Orange County Page 4 of 9
Effective: January 1, 2006
• Working with the Public Works Department and Energy Conservation Manager to
identify energy reduction techniques or systems that can be implemented without
affecting service delivery to the department's customers as well as bringing to
their attention any areas that require further action to address.
6. Employees
County employees are responsible for:
• Becoming knowledgeable about the County's energy conservation policies and
initiatives and complying with these policies.
• Advising the supervisor of any circumstance that prevents adherence to the
County's policies.
• Bringing forward ideas and suggestions for energy conservation and efficiency
that may not have been identified to them.
F. Energy Conservation Action Plan
1. The Energy Conservation Manager, in conjunction with the Energy Task Group,
Public Works Department and others involved coordinates the development of an
annual "Energy Conservation Action Plan."
2. This annual plan identifies specific actions to be implemented, proposed or
estimated time lines and responsibilities for implementation.
3. The action plan is submitted to the Board of County Commissioners for review and
approval, in coordination with the annual budget process.
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance, during the annual budget process.
G. Reporting, Benchmarking and Performance Measurement
1. Reporting
In conjunction with the Public Works department, the Energy Conservation
Manager:
• Obtains information for all billing periods for each energy utility (electricity, natural
gas, fuel oil and propane gas) to provide reports on a monthly/quarterly and
annual basis assessing progress, by building and/or department where feasible as
well as for the County as a whole, in reducing energy demand. This includes
analysis of the information and assessment of trends.
9
Orange County Page 5 of 9
Effective: January 1, 2006
• Presents reports to department heads and the County Manager to aid in
determining if conservation efforts are meeting goals or additional efforts are
required.
• Presents reports to the Board of County Commissioners to advise them of
progress in conserving energy.
2. Benchmarking/Performance Measurement
The Energy Conservation Manager uses reporting information to benchmark and
measure performance:
• From year-to-year (aggregate and by individual building) adjusted for heat and
cooling degree days, humidity levels, and the like in keeping with accepted
industry practices, and
• Compared to results for organizations located in similar geographic areas.
H. Energy Use Standards
1. General
The intent of the energy conservation policy and program is to achieve reductions in
energy consumption while maintaining reasonable comfort levels for building
occupants.
Initial temperature set points were based upon ASHRAE comfort chart for 50
percent relative humidity, and employees at light work.
2. Heating and Air Conditioning Standards
Except as otherwise noted, temperature set points are based on the standards
(Attachment) of the American Society of Heating, Refrigeration and Air Conditioning
Engineers (ASHRAE) and are as follows:
Cooling Season Set Points 75° F — 78° F
Heating Season Set Points 68° F — 72° F
Occupied air conditioning temperature settings are not set below 75 degrees and
heating settings are not set above 72 degree, except for operations which require
other settings based on function such as Health Department examination rooms,
medical laboratories, computer equipment rooms, library stacks, recreation rooms,
animal quarters or the like.
10
Orange County Page 6 of 9
Effective: January 1, 2006
3. Use of Windows
Windows are to be kept closed, unless specifically authorized such as when the
HVAC system is disengaged, because open windows throw the HVAC system off
balance, and interfere with providing uniform heating or cooling in large buildings.
4. Auxiliary Heating and Cooling Sources
Personal portable space heaters are not allowed because of their excessive energy
consumption, fire code and safety issues. If a room is not consistently within the
heating/air conditioning set-point range, Public Works should be notified so that the
problem can be addressed. If building conditions are such that acceptable
temperatures cannot be achieved by the HVAC system, Public works takes
necessary measures to resolve/rectify. If auxiliary heating or fans are required,
Public Works will provide these.
5. Night, Weekend and Holiday Temperature Set-backs
The heating temperatures are set to 60 degrees for all buildings for periods when
buildings are not normally occupied. The air conditioning temperatures are set to
80 degrees when buildings are not normally occupied. Normal occupancy for most
buildings is from 7:30 a.m. to 6:00 p.m. This means that from 7:30 a.m., until 6:00
p.m., the temperature will be within the set points defined in Item H2 above.
Note: Exceptions to the set backs are made for those functions that must remain
operational during these periods such as for night meetings, Emergency
Management or the Jail. Also some buildings have unique requirements for longer
start up times to reach heating or cooling set points.
If a building has complete digital control, and individual zone or office temperature
control, occupants will be able to override the schedule to provide heating/cooling
for their office at any time, for a limited period (typically two hour intervals).
I. Lighting Policy
1. Office and conference room lights are to be turned off whenever rooms are likely to
be unoccupied for more than 15 minutes.
2. Each department or agency shall assign an employee to turn off common area
lighting other than corridor lights at the end of the business day. Lights are to be
turned off even if it is anticipated that custodial staff will soon be in the area.
3. Custodial staff are responsible for turning lights on as needed basis while working;
that is, turning on lights only while an office or room is being cleaned, and turning
lights off as soon as cleaning has been completed. Custodial staff turns off corridor
and related lighting prior to leaving the building at the completion of cleaning.
11
Orange County Page 7 of 9
Effective: January 1, 2006
4. Parking lot lights and streetlights located near buildings are typically owned by
power companies such as Duke Power and are controlled by photocells or timers.
Costs for this lighting are on a flat rate basis, and turning them off does not result in
cost savings regardless of usage.
5. Athletic Field lights are to be operated only as needed. They should not be in
operation during daylight hours. Lights generally will not be operated on
weekends, except for special events.
J. Refrigerators, Microwaves, and Similar Devices
As a longer-term goal, the County will assess the use of refrigerators, microwaves and
similar devices and possible replacement of less energy efficient equipment with more
energy efficient equipment and approaches.
K. Computer Equipment
The Chief Information Officer assesses energy consumption of personal computers,
printers and related devices and recommends to the County Manager guidelines for
turning on or off and setting the "sleep" modes that reflect the technology in place. The
County Manager issues guidelines for such equipment that apply to all County
departments. Later as experience is gained this will be issued as policy.
L. Programs
To support the Energy Conservation Policy and initiative, the County implements a
variety of programs including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need for energy conservation. This includes such activities as distribution of
this Energy Conservation Policy, reminders via pamphlets, e-mails, Orange Alive,
coverage in new employee orientation, and opportunities at employee events to
reinforce the conservation ethic.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
County employees and other building occupants. These may include building
versus building contests, department versus department contests, financial
incentives, preferred parking and the like.
3. Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimal
energy-efficient operation of equipment.
12
Orange County Page 8 of 9
Effective: January 1, 2006
4. Repairs
Repairs/replacement of equipment take into consideration the most cost
effective solution over the life of the repair/equipment. Considerations shall include
future maintainability, improved operation, improvements to energy efficiency,
requirement for additional or reduced Preventive Maintenance, and the like.
5. Energy Efficiency Retrofits
The County bases energy efficiency retrofitting project priorities upon the availability
of capital improvements plan funds and maintenance needs such as the condition of
the equipment. The County develops and maintains a priority list of retrofit needs.
6. Renovations
Renovations to County facilities, whether major or minor, are to meet standards for
energy-efficient equipment and design.
7. New Construction
New construction is required to follow energy efficient standards as set forth by the
Guidelines for Sustainable Public Facility Design and Development. Life-cycle cost
analyses are required, and energy efficient designs, including Passive and Active
Solar systems, natural lighting, cogeneration and thermal storage, are considered
as feasible.
8. Equipment Selection
The selection of all equipment procured for Orange County, to include computer
equipment, printers, copy machines, equipment, refrigerators, and so forth is to
consider carefully the anticipated energy use and available energy saving devices.
9. Automation
With the direction and leadership of the Energy Task Group, each County
department pursues automation solutions, as feasible, to replace travel-intensive,
paper-intensive or other energy consuming activities.
13
Orange County Page 9 of 9
Effective: January 1, 2006
Attachment
From American Society of Heating, Refrigeration
and Air Conditioning Engineers (ASHRAE) Standards
1. Thermal comfort is that condition of mind that expresses satisfaction with the
thermal environment. There are large variations, both physiologically and
psychologically, from person to person, which makes it difficult to satisfy
everybody in a space. The environmental conditions required for comfort are not
the same for everyone. However, extensive laboratory and field data have been
collected that provide the necessary statistical data to define conditions that a
specified percentage of occupants will find thermally comfortable.
http://industries.bnet.com/whitepaper.aspx?scname=Plumbinq+and+NVAC+Equ
ipment&docid=114190
2. This standard specifies the combinations of indoor space environment and
personal factors that will produce thermal environmental conditions acceptable
to 80% or more of the occupants within a space. The environmental factors
addressed are temperature, thermal radiation, humidity, and air speed; the
personal factors are those of activity and clothing.
http://www.constructionbook.com/xq/AS P/Prod uctl D.3695/id.402/subl D.636/qx/def
ault2.htm
3. ASHRAE Standard 55-1992 Thermal Environmental Conditions for Human Occupancy,
recommends the following acceptable temperature ranges at relative humidity (RH) of
50% and air speed less than 0.15 m/sec. (30 fpm).
...................................................................................................................................................................................................................................................................................................................................................................................................................................................
Acceptable Temperatures
.....................................................e.as.o.n....,......................................................................................................C.I.ot.h.i.n.........................................................................,.........................................Te.m........e.ratu.re....
S g p
............................................................................................,.........................................................................................................................................................................................................................,........................................................................................................................
Winter Heavy slacks, long sleeve shirt ' 20-23.5°C
and/or sweater (68-75°F)
............................................................................................,.........................................................................................................................................................................................................................,........................................................................................................................
Summer ' Light slacks and short sleeve 23-26°C
shirt (73-79°F) ',
http://www.ccohs.ca/oshanswers/phys aqents/hot cold.html
14
Orange County Page 1 of 5
Effective: January 1, 2006
Water Conservation Policy For County Facilities
A. General
Orange County's "Environmental Responsibility in County Government" goal includes
the objective: Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal, the County has adopted this
Water Conservation Policy.
The cost for water for County facilities is a significant County cost. Beyond this, water
consumption has significant environmental impacts, including direct local impacts. As a
result, it is both necessary and beneficial for the County to adopt a policy of water
conservation and efficiency for County government.
Energy conservation and vehicle fuel conservation are addressed in separate policies.
B. Purpose
The purpose of this policy is to reduce the County government's water consumption,
wherever possible, and improve the efficiency of use for that water that must be used in
Orange County government facilities.
C. Policy Goals
1. Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's water use
and conserve water.
2. Manage water use to minimize use to the greatest extent possible while maintaining
safe and acceptable work conditions.
3. Achieve a reduction in average water consumption per square foot annually.
4. Incorporate water conservation systems, devices, and design in renovations,
replacements and new construction.
D. Scope
1. Facilities
This policy applies to County owned and leased buildings, whether occupied by the
County, the courts or other agencies.
2. Water Sources
This policy applies to use of water from municipal sources and wells.
15
Orange County Page 2 of 5
Effective: January 1, 2006
E. Responsibilities
1. Energy Task Group
As provided in the County's energy conservation policy, the Manager appoints an
Energy Conservation Task Group. The Task Group provides direction, counsel,
and oversight as to implementation of the Water Conservation Policy. As necessary
the Task Group addresses questions of policy interpretation and adherence. The
Task Group also seeks input on innovative tools and techniques to support water
conservation in County facilities.
2. Public Works Department
The Public Works Department is responsible for:
• Up fitting as authorized and maintaining County facilities in accordance with the
requirements of this policy, including installation of water conserving devices and
verification of correct equipment settings and operation.
• Development of the annual Water Conservation Action Plan and identifying any
associated costs, as part of the annual budget process.
3. Department Heads
Department heads are responsible for:
• Communicating the County's water conservation goals and policies to staff,
providing guidance and promoting adherence.
4. Employees
County employees are responsible for:
• Becoming knowledgeable about the County's water conservation policies and
initiatives and complying with these policies.
• Advising the supervisor of any circumstance that prevents adherence to the
County's policies.
• Bringing forward ideas and suggestions for water conservation that may not have
been identified to them.
F. Water Conservation Action Plan
1. The Energy Task Group, Public Works Department and others involved coordinate
the development of an annual "Water Conservation Action Plan."
16
Orange County Page 3 of 5
Effective: January 1, 2006
2. This annual plan identifies specific actions to be implemented or proposed and
estimated time lines and responsibilities for implementation.
3. The action plan is submitted to the Board of County Commissioners for review and
approval, in coordination with the annual budget process.
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance, during the annual budget process.
G. Reporting, Benchmarking and Performance Measurement
1. Reporting
The Public Works department:
• Obtains information for all billing periods for each water billing to provide reports
on a monthly/quarterly and annual basis assessing progress, by building and/or
department where feasible as well as for the County as a whole, in reducing water
demand. This includes analysis of the information and assessment of trends.
• Presents reports to department heads and the County Manager to aid in
determining if conservation efforts are meeting goals or additional efforts are
required.
• Presents reports to the Board of County Commissioners to advise them of
progress in conserving water.
2. Benchmarking/Performance Measurement
Reporting information is used to benchmark and measure performance:
• From year-to-year (aggregate and by individual building) in keeping with
accepted industry practices, and
• Compared to results for organizations located in similar geographic areas.
H. Water Use Standards
1. General
The intent of the water conservation policy and program is to achieve reductions in
water consumption while maintaining reasonable comfort levels for building
occupants.
2. Waterless or low-flow fixtures are used for any replacement fixtures, unless
technically impractical.
17
Orange County Page 4 of 5
Effective: January 1, 2006
3. The County gives preference to drought-tolerant plants when new or replacement
plants and/or trees are required for landscaping. Large areas of grass are avoided
in favor of alternative plantings and landscaping techniques, whenever possible.
4. Irrigation is limited to critical needs to support survival of plants, and if allowed by
local watering restrictions. Permanently installed irrigation systems are preferred to
provide most efficient distribution of water.
5. Vehicle washing is performed only as permitted by local watering restrictions. If
performed, it is done only with water conserving spraying devices rather than an
open garden hose. Rain collection for vehicle washing is pursued as feasible.
I. Programs
To support the Water Conservation Policy and initiative, the County implements a
variety of programs including:
1. Employee Awareness/Public Awareness
The County conducts communications programs to promote employee awareness
of the need for water conservation. This includes such activities as distribution of
this Water Conservation Policy, reminders via pamphlets, e-mails, Orange Alive,
coverage in new employee orientation, and opportunities at employee events to
reinforce the conservation ethic.
As appropriate, the County also informs the public of water conservation measures
in use such in County restrooms or in grounds care activities.
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
County employees and other building occupants. These may include building
versus building contests, department versus department contests, financial
incentives, preferred parking, recognition of employees who demonstrate the
conservation ethic and the like.
3. Preventive Maintenance
Preventive maintenance procedures are used to eliminate water loss through drips
and leaks
4. Repairs
Repairs/replacement of equipment take into consideration the most cost
effective solution over the life of the repair/equipment. Such consideration includes
improvements to water efficiency.
18
Orange County Page 5 of 5
Effective: January 1, 2006
5. Low Demand Retrofits
The County determines priority needs and pursues water conserving system
retrofitting, based on the availability of funds and maintenance needs such as the
condition of the equipment.
6. New Construction
New construction is required to follow water efficiency standards as set forth by the
Guidelines for Sustainable Public Facility Design and Development. Consideration
is given to the feasibility of rainwater collection for non-potable uses
19
Orange County Page 1 of 6
Effective: January 1, 2006
Vehicle Fuel Conservation Policy
A. General
Orange County's "Environmental Responsibility in County Government" goal includes
the objective: "Initiate policies and programs that conserve energy, reduce
fuel/utility/resource consumption..." In support of this goal, the County has adopted
this Vehicle Fuel Conservation Policy.
Costs for gasoline and diesel fuel for County vehicles and motorized equipment are
significant. Beyond this, fuel consumption for vehicles and motorized equipment has
significant environmental impacts. As a result, it is both necessary and beneficial for
the County to adopt a policy of fuel conservation and efficiency.
Water conservation and energy conservation for County buildings are addressed in
separate policies.
B. Purpose
The purpose of this policy is to reduce the County government's vehicle fuel
consumption, wherever possible; improve fuel efficiency; and maximize the use of
alternative fuels for that fuel that must be used to operate Orange County vehicles and
motorized equipment, consistent with the need for safe, and reliable County vehicles
and motorized equipment.
C. Policy Goals
1. Establish the policy foundation of responsibilities, planning, programs, standards,
performance measures and the like to manage the County government's vehicle
fuel use and conserve fuel.
2. Manage vehicle and motorized equipment fuel consumption to minimize use to the
greatest extent possible while maintaining safe and reliable vehicles and motorized
equipment.
3. Provide for the use of alternative fuel (which may include compressed natural gas,
bio-diesel, hybrid gas/electric, or the like) vehicles and motorized equipment, unless
service needs cannot be met with an alternative fuel vehicle or motorized equipment
— as determined by the County Manager.
4. Purchase vehicles and motorized equipment that meet service delivery needs with
the greatest fuel efficiency possible whether alternative or traditional fuel.
5. Achieve a reduction in average fuel consumption per mile annually for vehicles and
per hour of operation for motorized equipment.
20
Orange County Page 2 of 6
Effective: January 1, 2006
6. Support change to State agency policies that fosters monetary incentives to make
fuel efficiency and alternative fuel efforts economically attractive and to streamline
program justification requirements so that projects can be executed within a timely
interval, and savings quickly realized.
D. Scope
This policy applies to all County owned and leased vehicles and motorized equipment
and the operators of these vehicles and equipment.
E. Responsibilities
1. Energy Conservation Task Group
As provided in the County's Energy Conservation Policy, the Manager appoints an
Energy Conservation Task Group. The Task Group provides direction, counsel and
oversight as to implementation of the Vehicle Fuel Conservation Policy. As
necessary, the Task Group addresses questions of policy interpretation and
adherence.
2. Purchasing and Central Services Director
The Purchasing and Central Services Director manages the vehicle acquisition or
replacement process as provided in this policy.
3. County Manager
The County Manager's advance approval is required for purchase of any new or
replacement vehicle or motorized equipment.
4. Public Works Department
The Public Works Department is responsible for:
• Performing preventive and corrective maintenance for County vehicles and
motorized equipment to ensure maximum fuel efficiency is achieved.
• Preparing the annual vehicle replacement report.
5. Department Heads
Department Heads are responsible for:
• Communicating the County's fuel conservation goals and policies to staff,
providing guidance and promoting adherence.
• The assignment of departmental vehicles to departmental staff.
21
Orange County Page 3 of 6
Effective: January 1, 2006
• For vehicles not assigned to a single individual, designating one operator and one
backup operator to monitor use and schedule preventive maintenance service as
needed.
• Communicating and justifying any request for new and replacement vehicles and
motorized equipment as part of the annual budget process.
• Monitoring employee conformance with requirements for vehicle and motorized
equipment maintenance, including scheduling of preventive maintenance service.
6. Employees
Employees who operate County vehicles and motorized equipment are responsible
for ensuring that:
• Tire and fluid inspections for vehicles are performed (by self, or by Motor Pool
staff) according to published directions from the Public Works Department.
• The assigned vehicle is scheduled and delivered to Public Works for preventive
maintenance service within time and/or mileage intervals identified by Public
Works.
• Corrective maintenance is scheduled with Public Works as soon as possible
when a problem with the vehicle is encountered or identified.
• Vehicles are operated according to all applicable laws and rules of the road.
This increases fuel conservation and safety.
• Information about fuel transactions other than those through the automated fuel
system are reported to Public Works as provided by Public Works procedures.
F. Vehicle Operation
1. Vehicles are to be operated in keeping with manufacturers recommendations and
specifications, and applicable County policy.
2. To maximize fuel efficiency, vehicles are to be serviced at intervals identified by the
Public Works Department.
3. To meet department specific service levels while achieving the highest fuel
economy, departments, where applicable, use geographic information systems
(GIS) or other industry tools and standards to design and implement vehicular
routes/schedules and deployment strategies/schedules.
G. Fuel Conservation Action Plan
1. Public Works, in consultation with the Energy Task Group and others involved,
coordinates the development of an annual "Vehicle Fuel Conservation Action Plan."
22
Orange County Page 4 of 6
Effective: January 1, 2006
The annual action plan includes recommended charge back rates to departments
for vehicle operation costs and recommendations for the annual "Vehicle
Replacement Report."
2. The annual plan identifies specific actions to be implemented, proposed and
estimated time lines and responsibilities for implementation.
3. The action plan is submitted to the Board of Commissioners for review and
approval, in coordination with the annual budget process.
4. The action plan is reviewed and updated annually along with evaluation of the
previous year's performance during the annual budget process.
H. Charge Back Rates
As part of the annual budget process, vehicle cost charge back rates to departments
are set each year. Among other things, these take account of fuel and repair costs and
are designed to promote the use of alternatively fueled and fuel efficient vehicles.
I. Vehicle Acquisition
1. The Purchasing and Central Services Director develops, communicates and
maintains a written process for the systematic consideration of vehicle acquisition
needs (whether new or replacement) and the decision-making as to the type of
vehicle to be purchased, including whether it is an alternative fuel vehicle (which
may include compressed natural gas, bio-diesel, hybrid gas/electric, etc.). Among
other things, this process provides for the following:
• Determination as to whether the vehicle needs to be acquired or replaced.
• Determination as to whether an alternative fuel vehicle will meet the service
needs.
• Whether an alternative fuel vehicle that will meet the needs is available on State
contract; or if not available on State contract otherwise available; or whether a
retrofit of a standard fuel vehicle is an option.
• Analysis of the costs of the alternative vehicle versus standard fuel vehicle
• Report and recommendation to the County Manager on vehicle acquisition and
replacement.
• County Manager decision as to the specific vehicle to be acquired.
2. As part of the Item 11 process, Public Works prepares an annual "Vehicle
Replacement Report" which includes recommended priorities for vehicle
replacement. This report considers the following factors in prioritizing vehicle
replacements:
23
Orange County Page 5 of 6
Effective: January 1, 2006
• Miles driven to date (odometer reading).
• Mileage (miles per gallon) compared to baseline/industry standards for
comparable vehicle.
• Repair and maintenance cost per mile for most recent 12 months, compared to
baseline/industry standards for comparable vehicles.
• Vehicle use (front-line emergency response vehicle versus Motor Pool fleet
vehicle).
• Overall mechanical assessment by Public Works staff.
3. Vehicles identified for replacement are removed from service within one month of
the replacement being placed in service, except with the written approval of the
County Manager for the vehicle to continue in service.
J. Monitoring and Reporting
1. The Public Works automated fuel system provides records of most fuel
transactions. Public Works obtains information regarding fuel received at other
locations (UNC Chapel Hill, Town of Chapel Hill, etc.) and adjusts the transactions
database accordingly. These data are used to create performance reports.
2. Information is used to benchmark performance:
• From year-to-year for total miles driven and average miles per gallon.
• Compare to results for similar vehicles/vehicle use in other local governments.
In addition to actual vehicle fuel performance, the County reviews other benchmarks
such as reducing reliance on fossil fuel vehicles.
K. Programs
To support the vehicle fuel conservation, the County implements a variety of programs
including:
1. Employee Awareness
The County conducts communications programs to promote employee awareness
of the need for fuel conservation. This includes activities such as distribution of the
Vehicle Fuel Conservation Policy, reminders via pamphlets, e-mails, Orange Alive,
coverage in new employee orientation, and opportunities at employee events to
reinforce the conservation ethic.
24
Orange County Page 6 of 6
Effective: January 1, 2006
2. Incentives
Incentive programs will be developed to improve compliance and acceptance by
employees who operate County vehicles. These may include department versus
department contests, financial incentives, preferred parking and the like.
3. Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimal
fuel-efficient operation of all equipment.
4. Repairs
Repairs/replacement of all vehicles and motorized equipment take into
consideration the most cost-effective solution over the life of the repair/equipment.
This includes future maintainability, improved operation, improvements to fuel
efficiency, requirement for additional or reduced preventive maintenance, and the
like.
5. Innovative Strategies
The County considers and pursues innovative strategies that may reduce the need
for gasoline consumption such as video conferencing, "smart travel" with other
departments and County car pooling, including educating employees about these.
iATTACHMENT 3 25
Environmental
Responsibility in Orange
County Government
Annual Update
Board of County Commissioners
October 16 , 2012
26
17 _
Purpose
orrh
Establish Annual Report on " Environmental
Responsibility Goal" accomplishments
Report on performance
Current and future year initiatives
Response to Commissioner requests from
June 2011 Utility and Fuel report
� >> gt (C rTfi
ff
27
Background
November 2004 — Environmental Responsibility Goals
brainstorming session.
December 2005 - Board adopted goals and policies:
Environmental Responsibility in County Government Goal
Energy Policy
Water Policy
Fuel Policy
February 2006 — Environmental Stewardship Action Committee
(ESAC) established
November 2009/May 2010 — Environmental Responsibility Goal
(ERG) status report
June 2011 — Inaugural Utility and Fuel Conservation Report
Department of
Environment ,
Agriculture , Parks &
Recreation ( DEAPR )
29
DEAPR - Objectives
orrh
No Net Loss of Woodlands / Roadside
Habitat
Orange WellNet / Groundwater Guardian
Energy Efficiency and Renewable Energy
Options at Parks, Rec Centers (new)
Action Committee / ERG Working Team ?
30
DEAPR — Current Initiatives
orrh �'a<o"°a
ESAC Initiatives
Best Workplaces for Commuters
ERG Action Strategies — Prioritization
Determine Viability of Qualitative Scorecard
DELTA Intern - GHG Inventory and Forecast
Next Steps
Environmental Education Efforts
31
DEAPR — Results
orrh
Groundwater Guardian Program — 1 Oth Year
GWG Green Sites — 2 Parks
Roadside Habitat Proposal Presented
Implemented :
Forest Management Policy (No Net Loss of
Woodlands + )
Forest Management Plans / Wildlife
Enhancement Project
DEAPR — Results
Of"I
Added 4 wells to Orange WellNet ( lost 1 )
Properly-abandoned Old Wells - Future Parks
Stream corridor protection at future Northeast
Park (state grant)
Stormwater and Water Reuse — Stanford
Middle School (saving $ 100 , 000/year)
33
DEAPR — New Initiatives
orrh 'a<o"°a
New Water Reuse and Conservation Projects
Renewable Energy Options for Parks report
Create New Forest Management Plans
The " 10% Campaign" (with EDC , CES )
New Environmental Education Efforts
Expand Paperless Agendas (CFE , PRC )
34
DEAPR — Horizon
orrh
State of the Environment 2013 (Jan 2014)
Environment or Sustainability Report Card?
Pursue Groundwater Guardian Green Sites for
Additional Parks / "Green Map"
Continue to Grow Orange WellNet
New S&W Water Reuse Project with School?
Determine GHG Next Steps (outreach )
Lr
35
17 �?
a
Solid Waste
Department
36
Solid Waste Objectives
orrh 'a<o"°a
Reduce Waste Landfilled by 61 % per capita
Maximize recycling and waste reduction
opportunities in Orange County
Continued exploration of alternatives to
landfilling of waste
Solid Waste Goal • Results
FY 2010/11
Cate o State Orange oal 0 ' . ' .
Reduction achieved (1991 -92 baseline) : ' . • ' .
Curbside recyclables/hh (Ibs.) 249 416
Recycling MR. pita (Ibs.) •
� >> gt (C rTfi
ff
38
Solid Current Initiatives
Conversion to single stream recycling
Cart based recycling — 1 /3 of rural customers - 2012-13
Walnut Grove Ch. Rd. solid waste convenience center - 2012-13
Concept plan for second convenience center - 2013
Closure of lined landfill - June 30, 2013
Municipal solid waste to Durham Transfer Station for 2013-14
Establish additional internal goals for waste reduction/recycling
for 2013
� >> gt (C rTfi
ff
39
Solid Future Initiatives
Urban curbside to roll carts in 2013-14
Next — 1 /3 of rural curbside recycling to carts 2014
Continue modernization of Solid Waste Convenience Centers
Consider alternatives to Durham City Transfer Station
Evaluate commercial recycling expansion 2013-14
Develop `buy recycled' policy; paper use reduction goal for
County government
Achieve 61 % waste reduction goal and set new higher goal .
ff
40
Asset
Management
Services
� >> gt (C rTfi
ff
41
Objectives
Of"I
Presentation
Revisiting Department Objectives
Response to Commissioner requests
Utility and Fuel Scorecard FY 11 and FY 12
Current and Future Initiatives
Department
Monitoring utility use
Continuously managing efficiency
Communicating results
FY 12- 13 Initiatives; 5 year horizon
ff
42
Energy
Energy Use MMBTU/ 1 ,000 S . FT of Occupied Space)
Goals Actuals
% Change
MMBTU/ from MMBTU/ % Change
1 000 S . Ft. Baseline 1 000 S . Ft. from Baseline
FY 10 Baseline 96.2 96.2
FY 11 92.4 4% 91 .4 5.0%
FY 12 88.5 8% 83.5 13.2%
FY 13 84.7 12%
FY 14 80.8 16%
FY 15 77.0 20%
FY 16 72.2 25%
FY 17 1 67.3 30%
Energy reduction goal:
20% cumulative through FY15; additional 10% cumulative through FYI
Lr
43
17 �?
Water Scorecard
Water Consumption Total Gallons
Goals Actuals
% Change % Change
Gallons/ From Gallons/ From
S . FT. Baseline S . FT. Baseline
FY 10
Baseline 15.93 15.93
FY 11 15.82 0.7% 13.03
FY 12 15.71 1.4% 15.19
FY 13 15.59 2.1%
FY 14 15.48 2.9%
FY 15 15.36 3.8%
FY 16 15.251 4.3%
FY 17 15.131 5.0%
Water reduction goal:
5% cumulative through FYI
Lr
44
17 �?
Fuel
Fuel Consumption Total Gallons Fuel Efficiency MPG
Goals Actuals Goals Actuals
% Change % Change % Change % Change
From From From From
Gallons Baseline Gallons Baseline MPG Baseline MPG Baseline
FY 10
Baseline 240,813 240,813 12.82 12.82
FY 11 235,997 2% 251,382 13.07 2% 12.83
FY 12 231,180 4% 252,708 13.33 4% 12.14
FY 13 226,364 6% 13.59 6%
FY 14 221,548 8% 13.84 8%
FY 15 216,732 10% 14.10 10%
FY 16 210,7111 12% 14.42 12%
FY 17 204,6911 15%1 14.74 15%
• Increased fuel use: attributed to increased law enforcement miles
• Slightly less efficient MPG: Aging fleet
• Solution: Active vehicle replacement program; higher fuel efficiency
standards
Fuel reduction goal:
10% cumulative through FY15; additional 5% cumulative through FYI
� >> gt (C rTfi
ff
45
Current Year Initiatives
Of"I
Continued growth in geo-thermal — downtown Hillsborough
Building control improvements
Continued lighting improvements
Sale/retirement of older facilities
Asset improvements (roofs, doors, windows, solar film, vehicles)
Employee education and outreach
Lr
'p
46
5 For More Information :
a
0th
Orange County Utility and Fuel Use and
Conservation Initiatives -Inaugural Report
located at:
http ://orangecountync. gov/AssetMgmt/docume
nts/AttachmentA-Conservation Rep rt-
final . pdf
47
Attachment 4
Orange County
Department of Asset Management Services
DATE: October 8, 2012
TO: Board of County Commissioners
Frank Clifton, County Manager
FROM: Alan Dorman, Management Analyst,
Wayne Fenton, Sustainability Manager
Jeff Thompson, Value Engineer
RE: Responses to Questions from June 7, 2011 Energy, Water & Fuel Conservation
Presentation to Board of County Commissioners
Following a presentation to the Board af County Commissioners at its June 7, 2011 meeting regarding
energy, water and fuel use, several Board members posed questior�s regarding the presentation and
related information. The questions were:
• What energy, water and fuel reduc#ion goals do neighboring communities have?
• What can be done reg�rding "instant on" devices such as the flat panel displays in the BOCC
meeting room at Southem Human Services Center?
• What can be done regarding the outside lights remaining on during daylight hours at the
Library?
• What actions are being taken regarding waste reduction and recycling in County operations?
• What was the Energy ConservatiQn Task �roup referenced in the Energy Conservation Policy,
adopted in December 2005?
• What is the dollar value af reduc#ions in energy used?
Energy, Water and Fuel reduction goafs of neigh'boring comrnunities
Information was obtained from the Town of Chapel Hill, the Town of Carrboro, the City of Durham and
Durham County regarding conservation related policies, with specific requests for information regarding
goals or targets established by the individual communities. The following summary information was
obtained from these communities:
■ Town of Chapel Hill
■ Carbon reduction program —goal 60% by 2050 with milestones
■ LEED-Based Energy Ordinance (adopted 2004)
■ Energy bank— internal loan program for Town facilities
■ Green Fleets policy
■ Additional detail available at: r,ttp:awww.townofonapeir,�ii.orqi�naeX.aspX?paqe=2s�
■ Town of Carrboro
P.O. Box 8181 * 131 West Margaret Lane�Suite 301* Hillsborough, North Carolina 27278
Telephone: Area Code 919 245-2657
Fax: 644-3001
48
■ Carbon reduction program —2009 resolution
■ Energy Bank— revolving loan program for community
■ Additional detail available at: r,ttp:awww.o�.oarrboro.no.uSieoaiEER�F.r,tm
■ Durham City/County
■ Greenhouse Gas Emissions Reduction Plan —goal 50% by 2030
■ Idle reduction policies
■ County green building policy
■ City preferred purchasing policy
■ Fuel-efficient vehicles policy
■ AddltlOtla� d@tal� aVal�ab�@ at: http://durhamnc.qov/ich/cmo/sustainability/Paqes/Documents-and-Policies.aspx
Instant on devices and outdoor lighting
Action was taken shortly after the June 7, 2011 meeting to install switches to control power to the
receptacles for the flat panel screens in the BOCC meeting room at Southern Human Services Center.
Asset Management Services (AMS) has ensured installation of switches for monitors in other locations,
and continues to monitor for future locations. In a similar vein, AMS has installed "Vending Misers" on
soda vending machines in County buildings to shut of display lighting and minimize cycling of the
compressors in these machines.
The exterior lighting at the Library is operated by a lighting control panel. Periodically, this panel
requires some adjustments to ensure that it has proper time codes for seasonal changes, and minor
fluctuations in electrical service. Most other exterior lighting at County facilities is leased from Duke
Energy and is charged on a flat, monthly rate basis. AMS staff reported to Duke Energy both lights that
are not on during nighttime periods, and lights that remain on during the daytime.
Energy Conservation Task Group — Energy Conservation Policy— December 2005
Additional information regarding proposed modifications to the Energy, Water and Fuel Conservation
Policies adopted by the Board in December 2005 will be brought to the Board at its November 13, 2012
work session.
Use of Recycled Products/Waste Stream Reduction
The report being presented to the Board at its October 16, 2012 meeting includes information from the
County's Solid Waste Department regarding waste reduction, reuse and recycling. Additional
information regarding waste reduction, and other goal, is contemplated for inclusion in future annual
updates on the Environmental Responsibility Goal.
Energy Reductions from Energy Efficiency
While a reduction in energy used per occupied square foot, compared to FY 2010, was achieved in FY
2011 and FY 2012, the unit cost for energy was higher in FY 2011 and FY2012 than the baseline year.
As such, the value of energy savings are presented here, to represent the additional cost the County
would have incurred had these reductions not been realized. The report being presented to the Board
at its October 16, 2012 meeting provides additional information regarding the energy reductions
achieved.
49
Energy Costs Saved for FY 2011 8� FY 2012
FY 10 FY 11 FY 12
Cost Per Occupied Sq. FT. $1.55 $1.46 $1.49
Estimated Cost Avoided $51,712 $34,148
The Energy, Water and Fuel Conservation Team will continue its work to reduce the amount of energy,
water and fuel used in County operations, and will continue to report outcomes each year to the Board
of County Commissioners.