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HomeMy WebLinkAboutAgenda - 05-21-2013 - 5eORANGE COUNTY BOARD OF COMMISSIONERS AGENDA ITEM ABSTRACT Meeting Date: May 21, 2013 Action Agenda Item No. 5 -e SUBJECT: Revisions to the December 2005 Adopted Orange County Energy, Water and Fuel Conservation Policies DEPARTMENT: Asset Management Services PUBLIC HEARING: (Y /N) No (AMS) ATTACHMENT(S): 1) 2005 Energy, Water, and Fuel Conservation Policies - Redlined 2) Proposed 2013 Utility and Fuel Conservation Policies 3) "Environmental Responsibility in County Government" Goal 4) Presentation from Board's November 13, 2012 Work Session INFORMATION CONTACT: Wayne Fenton, (919) 245 -2628 Alan Dorman, (919) 245 -2627 Jeff Thompson, (919) 245 -2658 1 PURPOSE: To consider adoption of improved revisions to the 2005 Energy, Water and Fuel Conservation Policies as presented at the Board's November 13, 2012 work session. BACKGROUND: The BOCC adopted Energy, Water and Fuel Conservation Policies in December 2005 in support of the "Environmental Responsibility in County Government" goal, which was also adopted at the December 5, 2005 BOCC meeting. At the November 13, 2012 work session, the BOCC reviewed and provided comment on proposed revisions to these policies to address organizational and other changes (see Attachment 4 — Presentation from Board's November 13, 2012 Work Session). The comments and requests received at the November 13 work session included- 1 . That standard operating procedures be developed related to indoor and outdoor lighting as part of the annual "Energy and Water Conservation Action Plan "; 2. That the use of metered faucets be examined for use at the Central Orange Senior Center, and other locations, as part of the annual "Energy and Water Conservation Action Plan "; 3. That the annual "Energy, Water And Fuel Performance Report" be presented during the annual budget process; and 4. That the wording of Section E, 6. "Employees" of the "Vehicle Fuel Conservation Policy" be revised to include a general reference to the process by which drivers acquire fuel rather than specific identification of a "card system ". • Items 1 and 2 are currently being addressed by AMS staff working with relevant vendors, service providers and affected departments. • Item 3 has been addressed through presentation elsewhere on agenda of the May 21, 2013 BOCC meeting of the Energy, Water and Fuel conservation scorecard results, which were originally presented at the October 16, 2012 BOCC Work Session. • Item 4 has been addressed in the revised policy updates included with this agenda item. • The effective date for the revised policies has been changed from January 1, 2013, as identified in the November 13, 2012 presentation, to July 1, 2013. FINANCIAL IMPACT: There are no financial impacts directly associated with the revisions to the Energy, Water and Fuel policies. 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 approve and adopt the revisions to the 2005 Energy, Water and Fuel Conservation Policies as presented at the November 13, 2012 Board Work Session, with the minor revision identified in #4 above, and with an effective date of July 1, 2013. ATTACHMENT 1 Orange County Effective: Jula+y 1, 201396 Cr ergi, Utility Reduction and 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 En�Utility Reduction and Conservation Policy for County Facilities. Utility EReFgy costs for electricity, natural gas, propane and fuel oil and water for County facilities is a significant County cost. Beyond this, energy and 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 energy and water reduction, conservation and efficiency. Water GGRsery tine aR d "Vehicle fuel conservation isle addressed in a separate policy+e . B. Purpose The purpose of this policy is to reduce the County government's energy and water consumption, wherever possible, and improve energy efficiency for that energy and water 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 and water use and conserve energy and water. Manage energy and wateEether utility consumption to minimize use to the greatest extent possible while maintaining safe and acceptable work conditions. Achieve a reduction in average energy and water consumption per square foot annually. 2. Long Term (Three Years or More) C M Orange County Effective: JulaRuary 1, 201386 • Incorporate energy and water 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 and water conservation and efficiency efforts 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 and Water Sources This policy applies to use of electricity, natural gas, propane and fuel oil and to water from municipal sources and wells. E. Responsibilities 1. Energy, Water and Fuel Genserya +inn Tack Group Conservation Management Team The Manager appoints an Energy, Water and Fuel Conservation Management Team p that innli des the: Orange County Effective: JulaRuary 1, 201386 • Includes staff from: 1. Asset Management Services Department (AMS) 2. Department of Environment. Aariculture. Parks and Recreation (DEAPR The Task Gfeiin Pprovides direction, counsel and oversight as to implementation of the Energy and Water Conservation Policy. As necessary, the Task Conservation Management Teamp addresses questions of policy interpretation and adherence. 2 Energy Genoery tieR MaRa ergsset Management Services Department The Manager appoints an mere„ Gencery ties Manager 9 Asset Management Services Department provides leadership, analysis#ea+, monitoring, coordination and communication support to the energy conservation initiative. Among other things, the mere„ Gensery ties M nnenr Asset Management Services Department: • Coordinates development and implementation of the County's annual energy and water conservation action plan including associated costs for inclusion in the annual budget process. • 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 and Water 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. The Asset Management Services Department is responsible for: • Up fitting as authorized and maintaining County facilities in accordance with the requirements of this policy, including installation of energy and water conserving 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. &.4. Building Energy and Water Representatives Orange County Effective: JulaRuary 1, 201306 The appointed volunteer Building Energy and Water Representatives serve as: • A resource to building occupants about policies and responsibilities. • "Energy conservation champions" to support awareness of energy and water conservation and goal achievement. • Field representatives to the Energy Genservatinn Manage , Asset Management Services Department, observing and reporting to AMS the (`encomia +inn MaRa or on building conformity during normal business hours with energy and water conservation standards such as those for heating and air conditioning thermostat settings. 5. Department Heads Department heads are responsible for: • Communicating the County's energy and water conservation goals and policies to staff, providing guidance and promoting adherence. • Working with the Asset Management Services P b! ^ Wer'« Department -ate Energy GeRservatieR Manager to identify energy and water 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 and water conservation policies and initiatives and complying with these policies. 7 Orange County Effective: JulaRuary 1, 201386 • Advising their supervisor of any circumstance that prevents adherence to the County's policies. • Bringing forward ideas and suggestions for energy and water conservation and efficiency that may not have been identified to them. F. Energy and Water Conservation Action Plan Cn i GeRsr Fyatinn MaRa eF in nnnii inn +inn with F=ReFg!,x 1. The �e�y- �,�����,���T�t�«.. Ta-&kConservation Management Tea lGreup, P blip WE)Fk Asset Management Services Department and others involved, coordinates the development of an annual "Energy and Water 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 GGGFdino +inn ,44g§ _part of 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 "Update and Scorecard Results" report budget r,rnnoc c G. Reporting, Benchmarking and Performance Measurement Reporting In nnnii inn +inn with + 1. The P blip `n erksAsset Management Services dDepartment; the Energy (�nncoryatinn MaRa er• • Obtains Ensures information for all billing periods for each energy and water utility (electricity, natural gas, fuel oil and propane gas) is accurately recorded each month and assesses +4g progress, by building and /or department where feasible as well as for the County as a whole, in reducing energy and water demand. This includes analysis of the information and assessment of trends and identification of billina errors. 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 Leads development and delivery of the annual reports to the Board of County Commissioners to advise them of progress in conserving energy and water. Orange County Page 1 °f 4-0 Effective: JulaRuary 1, 201386 2. Bench marking /Performance Measurement The Energy GE)Rs°ry ti°n MaRa vnrConservation Management Team 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 l°" °' and the 10keand any other significant factors, 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 and water conservation policy and program is to achieve reductions in energy and water 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 degrees, 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. 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. 9 Orange County Page 1 of 4-0 Effective: JulaRuary 1, 201386 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, Asset Management P blie Werl% should be notified through the established work order system so that the problem can be addressed. If building conditions are such that acceptable temperatures cannot be achieved by the HVAC system, P bliG werk Asset Management Services- takes necessary measures to resolve /rectify. If auxiliary heating or fans are required, °„h';^ WerU °Asset Management Services 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 ands 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 cleaning ^� 1QCa Leda aT staff will soon be in the area. 3. Clean ingiaf staff are responsible for turning on lights on an "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. Cleaning dial staff turns off corridor and related lighting prior to leaving the building at the completion of cleaning. 10 Orange County Effective: JulaRuary 1, 201386 4. Parking lot lights and streetlights located near buildings are typically owned by power companies such as Duke Energy _P-ewe-r- 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 aAs experience is gained this will be issued as policy. L. Water Use Standards General The intent of the Energy and Water conservation policy and program is to achieve reductions in water consumption while maintaining reasonable comfort levels for building occupants. 1. Waterless or low -flow fixtures are used for any replacement fixtures, unless technically impractical. 2. 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. 3. 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. 4. 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. 11 Orange County Page 1 of 4-0 Effective: JulaRuary 1, 201396 ML Programs To support the Energy and Water 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 and water conservation. This includes such activities as distribution of this Energy and 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. 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, and Water- efficient operation of equipment, systems and devices. 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 or water 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 existincit4e equipment. The County develops and maintains a priority list of retrofit needs. 6. Renovations 12 Orange County Effective: JulaRuary 1, 201306 Renovations to County facilities, whether major or minor, are to meet standards for energy, and water - efficient equipment and design. 7. New Construction New construction is required to follow energy and water efficient standards as set forth by the Guidelines for Sustainable Public Facility Design and Development. Life -cycle cost analyses are required, and energy and water efficient designs, including Passive and Active Solar systems, natural lighting, cogeneration and thermal storage, among others are considered as feasibleand evaluated. 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 Management Team Task gyp, each County department pursues automation solutions, as feasible, to replace travel- intensive, paper- intensive or other energy consuming activities. 13 Orange County Page 1 of 4-0 Effective: JulaRuary 1, 201386 Attachment From American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) Standards 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. tt tom gmRd6istroes .bRetGGM�WhFteoaoer.aspiF?SGRome_DIi imhiRQ 1 oRd 1 H\ /AG Grvi i �TrneRt deer !! 141-90 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 /xg /ASP /Producti D.3695/id.402/su b I D.636 /gx/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). Season Winter Summer Acceptable Temperatures Clothing Heavy slacks, long sleeve shirt and /or sweater Light slacks and short sleeve shirt http : / /www.ccohs.ca /oshanswers /phys agents /hot cold.html Temperature 20 -23.5 °C (68 -75 °F) 23 -26 °C (73 -79 °F) 14 Orange County Page I of 7- Effective: JuLl ra+ Ky 1, 201306 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 G9Rsery tine and ^Energy and water conservation for County buildings are addressed in a separate policy+es. 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. 15 Orange County Effective: JuLl ra+ Ky 1, 201306 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 Energy Water and Fuel Conservation Management Team Tack Group As ereyided in the GE) inty'S Energy GE)RserYntien Delle\/ the Manager neeeints nn The Energy, Water and Fuel Conservation Management Team ( "Management Team" ) Task gyp. The Task Gres p provides direction, counsel and oversight as to implementation of the Vehicle Fuel Conservation Policy. As necessary, the Management Team Task Group addresses questions of policy interpretation and adherence. 2. Finance and Administrative D' irehooine onrd Gentra Services Director The D' irehasing and Gent4Flnance and Administrative 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 P blie Werl«Asset Management Services Department The Publie Werk- sAsset Management Services 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 as part of the annual budget process. 5. Department Heads Department Heads are responsible for: 16 Orange County Effective: JuLI ra+ua-ry 1, 201386 • Communicating the County's fuel conservation goals and policies to staff, providing guidance and promoting adherence. • The assignment of departmental vehicles to departmental staff. • 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 Asset Management Services bl ^ We Department. • The assigned vehicle is scheduled and delivered to P blip WGF"r- Asset Management Services for preventive maintenance service within time and /or mileage intervals identified by Asset Management Services° b!'^ Werks. • Corrective maintenance is scheduled with P blip `VGFI,&Asset Management Services 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. • Fuel for County vehicles and equipment is acquired though the a-ea-rd system operated by the Asset Management Services Department, according to identified standard operating procedures. Information about fuel transactions ether than these thre gh the ai unmated fuel system are reported to R blip �^i�as is provided by operators of County vehicles according to Asset Management Services Department P blip ` erl% identified procedures. F. Vehicle Operation 17 Orange County Effective: JuLl �a+ y 1, 201306 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 Publi^ ` erU °Asset Management Services Department. 3. To meet department specific service levels while achieving the highest fuel economy, departments, where applicable, use geographic information systems (GIS), global positioning systems (GPS) or other industry tools and standards to design and implement efficient vehicular routes /schedules and deployment strategies /schedules. G. Fuel Conservation Action Plan Asset Management ServicesP bli^ ` GF", , in consultation with the Energy, Water and Fuel Conservation Management Team Task Greuip and others involved, coordinates the development of an annual "Vehicle Fuel Conservation Action Plan." 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 fer review or,r! as part of 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 update and scorecard report. budget pre%ss. 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 The P irnhasing and Gentrn4 Asset Management Services Department DireEter develops, communicates and maintains a written process for the systematic consideration of vehicle acquisition needs (whether additional new or replacement vehicles) 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 W Orange County Effective: JuLl �a+ y 1, 201306 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 purchase and operating 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 14-process, P bliG WerksAsset Management Services prepares an annual "Vehicle Replacement Report" which includes recommended priorities for vehicle replacement. This report considers the following factors in prioritizing vehicle replacements: • 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 passenger transportation Meter Peel fleet vehicle). • Overall mechanical assessment by Asset Management Services P bliG `n err staff. 3. Vehicles identified for replacement are removed from service within one month of the replacement vehicle being placed in service, except with the written approval of the County Manager for the vehicle to continue in service. 19 Orange County Effective: JuLl �a+ y 1, 201306 J. Monitoring and Reporting The P bliG WerUsAsset Management Services Department autemated -fuel management system provides records of 7 est all fuel transactions, whether at the Countv's fuel station or retail outlets. P bl,- ebta'Rs infermatinn reG rdiRG !l Jl Sli�sl�l S1�! \�Pl! -W1 r'P S!li!L 1!C�1 S!\'R r ' r" V' _ are ' 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 policy, 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. 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 20 Orange County Effective: JuLl �a+ y 1, 201306 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 in4s fuel efficiency, requirement for additional or reduced preventive maintenance, and the like. 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. Attachment 2 Orange County Effective: July 1, 2013 Utility Reduction and Conservation Policy for County Facilities A. General 21 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 Utility Reduction and Conservation Policy for County Facilities. Utility costs for electricity, natural gas, propane and fuel oil and water for County facilities is a significant County cost. Beyond this, energy and 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 energy and water reduction, conservation and efficiency. Vehicle fuel conservation is addressed in a separate policy B. Purpose The purpose of this policy is to reduce the County government's energy and water consumption, wherever possible, and improve efficiency for that energy and water 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. 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 and water use and conserve energy and water. • Manage energy and water consumption to minimize use to the greatest extent possible while maintaining safe and acceptable work conditions. • Achieve a reduction in average energy and water consumption per square foot annually. 2. Long Term (Three Years or More) 22 Orange County Effective: July 1, 2013 • Incorporate energy and water 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 and water conservation and efficiency efforts 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 and Water Sources This policy applies to use of electricity, natural gas, propane and fuel oil and to water from municipal sources and wells. E. Responsibilities 1. Energy, Water and Fuel Conservation Management Team The Energy, Water and Fuel Conservation Management Team • Includes staff from: 1. Asset Management Services Department (AMS) 2. Department of Environment, Agriculture, Parks and Recreation (DEAPR) Provides direction, counsel and oversight as to implementation of the Energy and Water Conservation Policy. As necessary, the Conservation Management Team addresses questions of policy interpretation and adherence. 2. Asset Management Services Department • The Asset Management Services Department provides leadership, analysis, monitoring, coordination and communication support to the energy conservation 23 Orange County Effective: July 1, 2013 initiative. Among other things, the Asset Management Services Department: Coordinates development and implementation of the County's annual energy and water conservation action plan including associated costs for inclusion in the annual budget process. • 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 and Water 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. The Asset Management Services Department is responsible for: • Up fitting as authorized and maintaining County facilities in accordance with the requirements of this policy, including installation of energy and water conserving 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. 4. Building Energy and Water Representatives The appointed volunteer Building Energy and Water Representatives serve as: • A resource to building occupants about policies and responsibilities. • "Energy conservation champions" to support awareness of energy and water conservation and goal achievement. Field representatives to the , Asset Management Services Department, observing and reporting to AMS on building conformity during normal business hours with energy and water conservation standards such as those for heating and air conditioning thermostat settings. 5. Department Heads Department heads are responsible for: • Communicating the County's energy and water conservation goals and policies to staff, providing guidance and promoting adherence. 24 Orange County Effective: July 1, 2013 • Working with the Asset Management Services Department to identify energy and water 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 and water conservation policies and initiatives and complying with these policies. • Advising their supervisor of any circumstance that prevents adherence to the County's policies. • Bringing forward ideas and suggestions for energy and water conservation and efficiency that may not have been identified to them. F. Energy and Water Conservation Action Plan 1. The Conservation Management Team, Asset Management Services Department and others involved, coordinates the development of an annual "Energy and Water 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, as part of 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 "Update and Scorecard Results" report. G. Reporting, Benchmarking and Performance Measurement Reporting 1. The Asset Management Services Department: Ensures information for all billing periods for each energy and water utility (electricity, natural gas, fuel oil and propane gas) is accurately recorded each month and assesses progress, by building and /or department where feasible as 25 Orange County Effective: July 1, 2013 well as for the County as a whole, in reducing energy and water demand. This includes analysis of the information and assessment of trends and identification of billing errors. Presents reports to department heads and the County Manager to aid in determining if conservation efforts are meeting goals or additional efforts are required. • Leads development and delivery of the annual reports to the Board of County Commissioners to advise them of progress in conserving energy and water. 2. Benchmarking /Performance Measurement The Conservation Management Team uses reporting information to benchmark and measure performance: • From year -to -year (aggregate and by individual building) adjusted for heat and cooling degree days, and and any other significant factors, 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 and water conservation policy and program is to achieve reductions in energy and water 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 degrees, except for operations which require other settings based on function such as Health Department examination rooms, 26 Orange County Effective: July 1, 2013 medical laboratories, computer equipment rooms, library stacks, recreation rooms, animal quarters or the like. 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, Asset Management should be notified through the established work order system so that the problem can be addressed. If building conditions are such that acceptable temperatures cannot be achieved by the HVAC system, Asset Management Services takes necessary measures to resolve /rectify. If auxiliary heating or fans are required, Asset Management Services 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 and 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. 27 Orange County Effective: July 1, 2013 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 cleaning staff will soon be in the area. 3. Cleaning staff are responsible for turning on lights on an "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. Cleaning staff turns off corridor and related lighting prior to leaving the building at the completion of cleaning. 4. Parking lot lights and streetlights located near buildings are typically owned by power companies such as Duke Energy 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. As experience is gained this will be issued as policy. L. Water Use Standards General The intent of the Energy and Water conservation policy and program is to achieve reductions in water consumption while maintaining reasonable comfort levels for building occupants. Waterless or low -flow fixtures are used for any replacement fixtures, unless technically impractical. W Orange County Effective: July 1, 2013 2. 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. 3. 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. 4. 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. M. Programs To support the Energy and Water 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 and water conservation. This includes such activities as distribution of this Energy and 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. 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, and Water- efficient operation of equipment, systems and devices. 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 or water 29 Orange County Effective: July 1, 2013 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 existing 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, and water - efficient equipment and design. 7. New Construction New construction is required to follow energy and water efficient standards as set forth by the Guidelines for Sustainable Public Facility Design and Development. Life -cycle cost analyses are required, and energy and water efficient designs, including Passive and Active Solar systems, natural lighting, cogeneration and thermal storage, among others are considered and evaluated. 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 Management Team , each County department pursues automation solutions, as feasible, to replace travel- intensive, paper- intensive or other energy consuming activities. C Orange County Effective: July 1, 2013 Attachment From American Society of Heating, Refrigeration and Air Conditioning Engineers (ASHRAE) Standards 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. 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 Season I Clothing Temperature 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) .httL.//www.ccohs.ca/oshanswers/phys_aaents/hot cold.html 31 Orange County Effective: January 1, 2013 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. Energy and water conservation for County buildings are addressed in a separate policy. 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. 32 Orange County Effective: January 1, 2013 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 Water and Fuel Conservation Management Team The Energy, Water and Fuel Conservation Management Team ( "Management Team ") provides direction, counsel and oversight as to implementation of the Vehicle Fuel Conservation Policy. As necessary, the Management Team addresses questions of policy interpretation and adherence. 2. Finance and Administrative Services Director The Finance and Administrative 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. Asset Management Services Department The Asset Management Services 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 as part of the annual budget process. 5. Department Heads Department Heads are responsible for: 33 Orange County Effective: January 1, 2013 • Communicating the County's fuel conservation goals and policies to staff, providing guidance and promoting adherence. • The assignment of departmental vehicles to departmental staff. • 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 Asset Management Services Department. • The assigned vehicle is scheduled and delivered to Asset Management Services for preventive maintenance service within time and /or mileage intervals identified by Asset Management Services. • Corrective maintenance is scheduled with Asset Management Services 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. • Fuel for County vehicles and equipment is acquired though a system operated by the Asset Management Services Department, according to identified standard operating procedures. Information about fuel transactions is provided by operators of County vehicles according to Asset Management Services Department identified procedures. F. Vehicle Operation 1. Vehicles are to be operated in keeping with manufacturers' recommendations and specifications, and applicable County policy. c Orange County Effective: January 1, 2013 2. To maximize fuel efficiency, vehicles are to be serviced at intervals identified by the Asset Management Services Department. 3. To meet department specific service levels while achieving the highest fuel economy, departments, where applicable, use geographic information systems (GIS), global positioning systems (GPS) or other industry tools and standards to design and implement efficient vehicular routes /schedules and deployment strategies /schedules. G. Fuel Conservation Action Plan Asset Management Services, in consultation with the Energy, Water and Fuel Conservation Management Team and others involved, coordinates the development of an annual "Vehicle Fuel Conservation Action Plan." 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 as part of 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 update and scorecard report. 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 The Asset Management Services Department develops, communicates and maintains a written process for the systematic consideration of vehicle acquisition needs (whether additional or replacement vehicles) 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. 35 Orange County Effective: January 1, 2013 • 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 purchase and operating 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 I process, Asset Management Services prepares an annual "Vehicle Replacement Report" which includes recommended priorities for vehicle replacement. This report considers the following factors in prioritizing vehicle replacements: • 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 passenger transportation vehicle). • Overall mechanical assessment by Asset Management Services staff. 3. Vehicles identified for replacement are removed from service within one month of the replacement vehicle being placed in service, except with the written approval of the County Manager for the vehicle to continue in service. J. Monitoring and Reporting The Asset Management Services Department fuel management system provides records of all fuel transactions, whether at the County's fuel station or retail outlets. These data are used to create performance reports. 2. Information is used to benchmark performance: Orange County Effective: January 1, 2013 • 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 policy, 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. 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, improvement in fuel efficiency, requirement for additional or reduced preventive maintenance, and the like. 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. Attachment 3 37 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); F Promote the use of environmentally - sensitive chemical and materials, including a) the use of "Green Seal" chemicals and cleaning products daily operation and maintenance of County facilities; b) utilize an IPM (Integrated Pest Management) Program for County facilities that minin use of chemical compounds; and c) require that County events and services (including those involving outside vendors) use eco- friendly a biodegradable materials wherever possible. (Purchasing, Public Works, R &P 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. 2005 \Ib (f aIQ% Attachment 4 Policies for Utility and Fuel Conservation Board of County Commissioners Work Session November 13, 2012 9 Ft tt osr s C44� MN Purpose Review and consider modifications to existing Conservation Policies adopted by Board December 5, 2005: Energy Conservation Policy Water Conservation Policy Vehicle Fuel Conservation Policy tt osr s C44� 41 l7 �? Background orfT � CO�i As part of the larger "Environmental Responsibility in County Government" goal adopted by the Board at its December 5, 2005 meeting, additional policies were adopted These were aimed at conserving energy, water and fuel Numerous changes in the structure of Orange County government have occurred since these policies were adopted Asset Management Services (AMS) is the County department with lead responsibility for utility and fuel management AMS manages most County facilities and vehicles, including utilities and fuel Qm�� Focus for Proposed Policy Modifications Key Proposed Modifications include: Combining energy and water policies into a single utility policy Replacement of "Energy Conservation Task Group" with focused, quicker responding "Conservation Management Team" Conservation Team includes departments with primary responsibilities for conservation Asset Management Services 42 Department of Environment, Agriculture, Parks and Recreation Qm�� Unchanged in Modified Policies Responsibility for employees to take ownership of conservation activities Responsibility for department heads to promote conservation Focus on "action items" in the form of annual plan Focus on items with greatest potential for reduction (within available budgets) 43 !Q \ Questions &Comments ..