HomeMy WebLinkAboutAgenda - 11-15-2005-9cORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 15, 2Q05
Action Agenda
Item No. ~-C,.
SUBJECT: Draft Energy Conservation Policy and Report on Energy
Consumption/Performance Measures
DEPARTMENT: Public Works, Personnel, PUBLIC HEARING: (Y/N) No
Energy Task Group
ATTACHMENT(S):
Draft Energy Conservation Policy
Under separate cover: Orange County
Building Energy Use and Cast Report
INFORMATION CONTACT:
Wayne Fenton, Assistant Public Works
Director, Telephone 919-245-2628
Wilbert McAdoo, Public Works Director,
Telephone 919-245-2625
Elaine Holmes, Personnel Director,
Telephone 919-245-2552
PURPOSE: To consider adoption of an Energy Conservation Policy covering Orange County
government facilities and equipment, in follow up to the Board's Environmental Responsibility
goal and to receive a report on building energy use and possible energy conservation
performance measures.
BACKGROUND: In keeping with the Orange County Environmental Responsibility goal and
Board of County Commissioners' direction, the Public Works Department, in conjunction with
the Personnel Department and the Energy Conservation Task Group has developed a draft
Energy Conservation Policy for Board review. Staff also has compiled and analyzed data on
building energy consumption and developed possible energy conservation performance
measures for the Board's review,
Draft Policy
The attached draft establishes County policy to conserve energy and reduce energy
consumption, It specifically covers buildings and use of electricity, natural gas, propane and
fuel oih
Water conservation and vehicle fuel conservation will be addressed in separate policies, as
outlined in next steps below,
Policy highlights include:
• Setting short term and long term goals.
Designating responsibilities for energy conservation as to the Energy Conservation Task
Group, Energy Conservation Manager, Building Energy Representatives, Public Works
Department, department heads and employees.
• Providing for an annual Energy Conservation Action Plan setting out specific actions to be
accomplished during the coming year for review and approval by the Board, in conjunctior
with the annual budget process.
• Providing for data collection, reporting and performance measures to assess energy
conservation performance.
• Establishing Energy Use Standards, covering temperature set point for County facilities and
auxiliary heating sources among other things.
• Setting out a lighting policy.
• Establishing a framework of supporting programs including employee awareness, incentives,
energy efficient equipment and construction and so forth.
Energy Consumption and Performance Measures
Public Works maintains a database of consumption and cost information from utility billings for
County buildings. This will serve as the basis for measuring the County's success in reducing
energy consumption. As the Board wishes, this information may be presented in a variety of
formats and varying levels of detail.
Under separate cover, Public Works has provided a report covering Orange County building
energy use and cost, Public Works also will provide a brief presentation of this information at
the Board meeting. At the Board meeting, the Board may wish to provide direction to staff on
the types of energy usage information that it wishes to receive and the desired format for this
information. Based on the current data, staff recommends two measures be used to assess
the County's success in reducing building energy consumption. These are:
• Average daily energy usage per month -total and by building -and
• Average daily energy cost per month per square foot -total and by building.
For the future, staff is assessing passible methodology to reflect the impact of weather
(temperature and humidity levels) on energy demand.
Next Steps
Planned next steps include:
At the December 5 Board meeting, staff will present a draft vehicle energy conservation
policy for the Board's consideration to address the need to promote fuel efficiency and fuel
cost savings.
• Also at the December 5 Board meeting, staff will present a report on vehicle fuel costs,
consumption and possible performance measures for tracking progress.
At the December 13 meeting, staff will present a draft water conservation policy for the
Board's consideration to address the need to conserve water resources.
• Also at the December 13 meeting, staff will present a report on water consumption, costs
and possible performance measures for tracking progress.
Meanwhile, the recniitment and selection process is underway for the Board approved Energy
Conservation Manager appointment.
FINANCIAL IMPACT: There is no direct financial impact related to adopting the policy or
receiving the report, Any additional budget recommended for program implementation will be
presented during the annual budget process, A primary projected outcome of implementation
of the Energy Conservation Policy is to reduce energy costs and/or mitigate energy cost
increases, Casts associated with specific equipment, system improvement or system
replacement will be addressed through the Capital Improvement Plan process.
RECOMMENDATION(S): The Manager recommends that the Board:
1. Adopt the attached Energy Conservation Policy effective December 1, 2005, subject to any
further direction it may wish to provide,
2, Receive the report on County building energy use and measures and provide additional
direction to staff as desired,
Orange County
Effective: (date)
-DRAFT-
Energy Conservation Policy
A. General
4
Attachment
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 adapted 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 passible, 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,
Orange County
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Attachment
• Support change to State utility budgeting and public utility commission policy that
fosters monetary incentives to make energy 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 awned 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 (Commissioner Halkiotis recommends the Board
consider this.)
• Assistant County Managers
• Chief Information Officer
• 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.
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2, Energy Conservation Manager
The Manager appoints an Energy Conservation Manager who provides leadership,
analytical, monitoring, coordination and communication support to the energy
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 far 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.
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5. Department Heads
Department heads are responsible far:
• Communicating the County's energy conservation goals and policies to staff,
providing guidance and promoting adherence.
• 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
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.
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G. Reporting, Benchmarking and Perfiormance Measurement
1. Reporting
In conjunction with the Public Works department, the Energy Conservation
Manager:
Qbtains information for all billing periods far 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.
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 far 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 far building
occupants.
Initial temperature set points were based upon ASHRAE comfort chart for 50
percent relative humidity, and employees at light work.
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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,
3. Use of Windows
Windows are to be kept closed 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 far 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. Nate:
Exceptions to the set backs are made far 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
far their office at any time, for a limited period (typically two hour intervals),
Orange County
Effective (date)
I. Lighting Policy
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Attachment
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.
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 mare
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 far
turning on or off and setting the "sleep" modes that reflect the technology in place, The
County Manager issues guidelines far such equipment that apply to all County
departments,
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
Orange County
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I1
Attachment
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, and the like.
3. Preventive Maintenance
Preventive Maintenance procedures are used to obtain optimal
energy-efficient operation of equipment,
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.
6, Renovations
Renovations to County facilities, whether major or minor, are to meet standards far
energy-efficient equipment and design.
7. New Constnaction
New construction is required to follow energy efficient standards as set forth by the
Guidelines far 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.
Orange County
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8. Equipment Selection
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Attachment
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.
Draft -November 9, 2005
Orange County 13
Effective: (date) 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.
htto://industries. bnet.com/wh iteoaoer. asox?scname=P I u m bino+and+HVAC+Ea u
ment&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.
htto://www.constructionbook.com/xa/ASP/Product) D.3695/id.402/sub) D.636/ax/def
ault2.htm
3. ASHRAE Standard 55-1992 Thermal Environmental Conditions far Human Occupancy,
recommends the fallowing acceptable temperature ranges at relative humidity (RH) of
50% and air speed less than 0.15 m/sec. (30 fpm).
Acceptable Temperatures
Season ~ 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)
http://www.ccohs.ca/oshanswers/phys agents/hot coid.html