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HomeMy WebLinkAboutP-0095 - Energy Conservation Policy• • POLICY FOR INSERTION INTO THE POLICY MANUAL MEETING DATE: December 5, 2005 NUMBER: 00095 EFFECTIVE DATE: January 1, 2006 REVISIONS: POLICY: Energy Conservation Policy A. General Orange County's "Environmental Responsibility in County Government" goal includes the objective: Initiate policies and programs that conserve energy, reduce fueUutility/resource consumption..." In support of this goal, the County has adopted this Energy Conservation Policy. Energy cost for electricity, natural gas, propane and fuel oil for County facilities is a significant County cost. Beyond this, energy consumption has significant environmental impacts. As a result, it is both necessary and beneficial for the County to adopt a policy of energy conservation and efficiency. Water conservation and vehicle fuel conservation will be addressed in separate policies. B. Purpose The purpose of this policy is to reduce the County government's energy consumption, wherever possible, and improve energy efficiency for that energy that must be used throughout Orange County government buildings, consistent with the need for safe and secure County facilities. C. Policy Goals The policy addresses both short and long term goals. 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. • Long Term (Three Years or More) Incorporate energy conservation and efficiency systems, techniques and design in all major renovations, system replacements and new construction. Support change to State utility budgeting and public utility commission policy that fosters monetary incentives to make energy conservation and efficiency efforts economically attractive and streamline program justification requirements so that projects can be executed within a timely interval and savings quickly realized. D. Scope Facilities This policy applies to County owned and leased buildings, whether occupied by the County, the courts or other agencies. Equipment This policy applies to County owned or leased equipment, including computer equipment. • Energy Sources This policy applies to use of electricity, natural gas, propane and fuel oil. E. Responsibilities Energy Conservation Task Group The Manager appoints an Energy Conservation Task Group that includes the: County Manager One County Commissioner Assistant County Managers Chief Information Officer Cooperative Extension Director County Engineer Energy Conservation Manager Environment and Resource Conservation Director Personnel Director Public Works Director Purchasing and Central Services Director Others as appointed by the Manager. • The Task Group provides direction, counsel and oversight as to im lementation of the p Energy Conservation Policy. As necessary, the Task Group addresses questions of policy interpretation and adherence. 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 for each County facility. Conducts spot check energy audits after normal business hours to assess the County's adherence to policies and standards. • Buildin Ener Re resentatives g gY p 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. 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. Department Heads Department heads are responsible for: 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. 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." This annual plan identifies specific actions to be implemented, proposed or estimated time lines and responsibilities for implementation. The action plan is submitted to the Board of County Commissioners for review and approval, in coordination with the annual budget process. The action plan is reviewed and updated annually along with evaluation of the previous year's performance, during the annual budget process. G. Reporting, Benchmarking and Performance Measurement • Reporting • In conjunction with the Public Works de artment, the Ener Conservation M p gy anager: Obtains information for all billing periods for each energy utility (electricity, natural gas, fuel oil and propane gas) to provide reports on a monthly/quarterly and annual basis assessing progress, by building and/or department where feasible as well as for the County as a whole, in reducing energy demand. This includes analysis of the information and assessment of trends. 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. Benchmarking/Performance Measurement The Energy Conservation Manager uses reporting information to benchmark and measure performance: From year-to-year (aggregate and by individual building) adjusted for heat and cooling degree days, humidity levels, and the like in keeping with accepted industry practices, and • Compared to results for organizations located in similar geographic areas. H. Energy Use Standards General The intent of the energy conservation policy and program is to achieve reductions in energy consumption while maintaining reasonable comfort levels for building occupants. Initial temperature set points were based upon ASHRAE comfort chart for 50 percent relative humidity, and employees at light work. 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. 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. 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. 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., unti16:00 p.m., the temperature will be within the set points defined in Item H2 above. Note: Exceptions to the set backs are made for those functions that must remain operational during these periods such as for night meetings, Emergency Management or the Jail. Also some buildings have unique requirements for longer start up times to reach heating or cooling set points. If a building has complete digital control, and individual zone or office temperature control, occupants will be able to override the schedule to provide heating/cooling for their office at any time, for a limited period (typically two hour intervals). I. Lighting Policy Office and conference room lights are to be turned off whenever rooms are likely to be unoccupied for more than 15 minutes. 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. • Custodial staff are responsible for turnip li is on as needed basis whil g ~ e 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. 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. Athletic Field lights are to be operated only as needed. They should not be in operation during daylight hours. Lights generally will not be operated on weekends, except for special events. J. Refrigerators, Microwaves, and Similar Devices As a longer-term goal, the County will assess the use of refrigerators, microwaves and similar devices and possible replacement of less energy efficient equipment with more energy efficient equipment and approaches. K. Computer Equipment • The Chief Information Officer assesses energy consumption of personal computers, printers and related devices and recommends to the County Manager guidelines for turning on or off and setting the "sleep" modes that reflect the technology in place. The County Manager issues guidelines for such equipment that apply to all County departments. Later as experience is gained this will be issued as policy. L. Programs To support the Energy Conservation Policy and initiative, the County implements a variety of programs including: Employee Awareness The County conducts communications programs to promote employee awareness of the need for energy conservation. This includes such activities as distribution of this Energy Conservation Policy, reminders via pamphlets, e-mails, Orange Alive, coverage in new employee orientation, and opportunities at employee events to reinforce the conservation ethic. 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. Preventive Maintenance Preventive Maintenance procedures are used to obtain optimal energy-efficient operation of equipment. 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. Energy Efficiency Retrofits The County bases energy efficiency retrofitting project priorities upon the availability of capital improvements plan funds and maintenance needs such as the condition of the equipment. The County develops and maintains a priority list of retrofit needs. Renovations Renovations t o County facilities, whether mayor or minor, are to meet standards for energy-efficient equipment and design. New Construction New construction is required to follow energy efficient standards as set forth by the Guidelines for Sustainable Public Facility Design and Development. Life-cycle cost analyses are required, and energy efficient designs, including Passive and Active Solar systems, natural lighting, cogeneration and thermal storage, are considered as feasible. 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. 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. • 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. DisplayText cannot span more than one line! 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. DisplayText cannot span more than one line! ASHRAE Standard 55-1992 Thermal Environmental Conditions for Human Occupancy, recommends the following acceptable temperature ranges at relative humidity (1ZH) of 50% and air speed less than 0.15 mJsec. (30 fpm). _ .~.~., Acceptable Temperatures Season Clothing Temperature Winter ~ eavy slacks, long sleeve shirt and/or 20-23.5°C sweater (68-75°F) Summer Light slacks and short sleeve shirt 23-26°C 3 (73-79°F) htto://www.ccohs.ca/oshanswers/ohys agents/hot coid.html February 6, 2006 MEMORANDUM • TO: Orange County Department Heads FROM: John Link, County Manager SUBJECT: Enemy, Vehicle Fuel and Water Conservation As you know, Orange County has embarked on an initiative to conserve energy and water used at County buildings and facilities, and to conserve fuel used in the operation of County vehicles and equipment. This mission is part of the County's "Environmental Responsibility in County Government" goal. To begin work on this initiative, the County established an informal working group of interested staff that now has been formalized as the Energy Conservation Task Group to advise on and assist in development and implementation of this initiative. As the next step, I asked Personnel Director Elaine Holmes with Acting Public Works Director Wayne Fenton to develop recommended County policy on building energy, water and vehicle fuel conservation with the direction and assistance of the Energy Task Group. At the December Board of Commissioners' meetings, the Board adopted the recommended policies effective January 1, 2006. These cover: • Energy Conservation (Attachment 1), Vehicle Fuel Conservation (Attachment 2), and Water Conservation (Attachment 3). These policies include goals, responsibilities, standards for use, reporting and performance measures. They also provide for development of proposed conservation action plans and budget proposals as part of each year's annual budget process. To provide on-going support for this initiative, the County also has established an Energy Conservation Team led by Wayne Fenton and including Kevin Lindley, Engineering Specialist and Noah Ranells, Economic Development Coordinator, to assist with implementing the County's policies. While some changes to be made are beyond what can be accomplished by one employee or even an entire department, such as replacement of outdated equipment, many important things can be improved by small contributions of many individuals. We need the support and active participation of each County employee to report problems and to turn off energy and water consuming devices when not needed. And we need the support of each department head to help convey the importance of conservation within Orange County. During the coming weeks, the Energy Conservation Management Team, Public Works staff and others will be working with departments individually to look for opportunities to save, and we • are asking your assistance. The conservation team will be working building by building to identify conservation opportunities for each location, identifying associated costs, and providing prioritized recommendations to the County Manager and Board for consideration during the annual budget process. This will include education efforts with the building occupants. • In terms of specific building implementation of the heating and air conditioning standards set out in the Energy Conservation Policy, the plan is to pursue this effort also building by building. In this, let me assure you that you will have advance notice and opportunity for discussion of any changes to be made in your building and opportunity to provide feedback on any specific problem areas in the building heating and air conditioning. It is our goal to provide a comfortable work environment as well as an energy efficient one and Public Works and the Energy Team will need your assistance to assure this happens. Our hope is that conservation will become second nature for all of us. Making this happen will require communication and support for, and from, employees from their very first day as a County employee until their last day before retirement. We look forward to working with each of you and your staff as we "go green and save green" in Orange County! u • /,~ - ~-~~ a. Draft Energy Conservation Policy and Report on Energy Use and Costs • The Board considered adoption of an Energy Conservation Policy covering Orange County Government facilities and equipment, in follow up to the Board's Environmental Responsibility goal and received a report on building energy use and possible energy conservation performance measures. John Link thanked staff members Personnel Director Elaine Holmes and Public Works Director Wayne Fenton and he thanked Commissioner Halkiotis for helping them being instrumental in bringing this forward. Elaine Holmes made reference to the goldenrod handout and she spoke to this sheet. Draft Energy Conservation Policy and Energy Use Report December 5, 2005 Purpose Tonight ^ Consider adoption of an Energy Conservation Policy covering County facilities and equipment ^ Receive a report on building energy use and possible energy conservation performance measures Policy Basis ^ Results from energy conservation initiative: . Environmental Responsibility • .Significant and rising costs for energy ^ Series of meetings, including an Energy Task Group to consider energy conservation needs and approaches ^ From those discussions, draft policy ^ Policy sets out framework for energy conservation in County facilities Policy Highlights ^ Purpose: "Reduce Orange County government's energy consumption, wherever possible, and improve energy efficiency for that energy that must be used throughout Orange County government buildings." ^ Vehicle fuel conservation and water conservation to be addressed in separate policies Policy Goals Short term goals (one to two years): ^ Establish foundation of responsibilities, planning, programs, standards and performance measures ^ Manage and minimize energy use while maintaining safe conditions ^ Achieve a reduction in average energy consumption per square foot Long term goals (three years or more) ^ Incorporate energy conservation into: ^ Major renovations, • ^ System replacements, and ^ New construction • Policy Scope Applies to: ^ All County owned and leased buildings ^ Energy-consuming equipment used by County (including computers) ^ Electricity, natural gas, propane gas and fuel oil Responsibilities Assigns responsibilities among: ^ Energy Conservation Task Group ^ Energy Conservation Manager ^ Volunteer Building Energy Representatives ^ Public Works Department ^ Department Heads ^ Employees Energy Action Plan ^ Provides for annual Energy Conservation Action Plan ^ Jointly developed with Energy Manager, Energy Task Group, Public Works, others ^ Identify specific actions to conserve energy and achieve reductions ^ Developed and submitted to BOCC during annual budget process • Energy Use Standards Provides for energy use standards including: ^ Heating and cooling temperature set points based on ASHRAE ^ Recognition of operational needs that may require different set points ^ Night, weekend, holiday temperature set backs ^ Lighting ^ Computer equipment. Programs Programs to support energy conservation including: ^ Employee awareness ^ Incentives ^ Preventative maintenance and so forth Reporting/Performance Measures Provides for.• ^ Obtaining information and reporting to assess progress ^ Using information to benchmark and measure performance • Measuring Success i We are looking for.• ^ Straight reduction in baseline energy use (lights, computers, etc.) ^ Reduction in HVAC related use after adjustment for Temperature and humidity variances Energy Use & Cost Report ^ First draft intended to present sample format to BOCC for feedback ^ Has been prepared to show use and cost information ^ Other info/more or less detail per BOCC wishes ^ Presents totals, by energy type, for all buildings combined and by individual buildings ^ Focus for comparison is on use per square foot, due to changes over time in unit costs for energy Wayne Fenton went over the Energy Use and Cost Report. Commissioner Halkiotis commended Elaine Holmes for talking like a facilities manager. He said that his opinion of the book is that this is something that the Energy Conservation Manager needs at all times. He said that it is only overkill for the County Commissioners. He would like to know generic information such as gasoline consumption and if it has gone up or down, etc. He does not need all of the details. Regarding the draft policy, he said that it is important that the Manager and at least one elected official be a part of the Energy Management Work Group. He said that some things are non-negotiable, such as computer equipment, which must be shut down. Commissioner Halkiotis said that they also need to encourage financial incentives. He said that overall this is a wonderful first stab and it is outstanding work. Commissioner Gordon asked about the task farce and its purview. Elaine Holmes said that the energy task group would have purview over all three policies - building energy conservation, vehicle fuel, and the upcoming water conservation policy. She said that the Energy Conservation Manager's focus would be on buildings. The task force would be oversight for all three policy areas. Chair Carey said that this is a tremendous amount of work and he does not need to see it every month, but once a year would be sufficient. He thinks that once they adopt the draft policy, they might consider asking outside agencies that they fund to adopt energy policies also. He recognizes that there is a big difference because the outside agencies do not own their own buildings and do not have control, but they need to think about the costs associated with operations. Commissioner Foushee said that she has heard from employees about what their workspaces will look and feel like. She wants to ensure that employees understand that these policies are not designed for their discomfort. She made reference to page 9 and said that there are provisions for situations where spaces are uncomfortable. The policy is more about conservation and safety and not about being insensitive to employees. Elaine Holmes said that they have emphasized this at the Employee Relations Consortium and will continue to emphasize this. Chair Jacobs made reference to the charts and suggested having space to write changes in the buildings. Chair Jacobs said that there needs to be a central phone number that members of the public or staff can call to report something. He said that one of the underlying premises of this effort is the environmental responsibility goal adopted in the consent agenda and many departments have worked on this over the years. Chair Jacobs said that he would like to add Cooperative Extension to the list of the task force members. Chair Jacobs made reference to page 9 and Use of Windows and said that he would like it to say, "Windows are to be kept closed unless specifically authorized, as when the HVAC system is disengaged." Also, under Incentives, he would like to add preferred parking as an incentive to employees. On page 11, he would like to have a list of what the priority retrofits ought to be. Also, he would be happy to get this information on a CD as opposed to a book every year. Commissioner Halkiotis said that the response that Elaine Holmes gave to Commissioner Foushee about workplace areas is exactly the tone that the Energy Conservation Manager needs to have. He would like for Elaine Holmes to work with this new employee. A motion was made by Commissioner Gordon, seconded by Commissioner Halkiotis to approve the 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, as amended above. VOTE: UNANIMOUS • •