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HomeMy WebLinkAboutMINUTES - 03062001 - D.2 gP, 1, ej TO: BOARD OF SUPERVISORS _•` -�'' CONTRA FROM: Phil Batchelor,County Administrator ril~� = '' COSTA Bart Gilbert,General Services Director .... ="� ,fi COUNTY � DATE: March 6,2001 �yA :- �'UVrt SUBJECT: Energy Reduction Action Plan SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATION(S): 1. ACCEPT the Energy Reduction Action Plan, designed to implement the Board of Supervisors' policy of reducing electrical use by 10%, with an overall minimum energy use reduction of 8% 2. EXPRESS APPRECIATION for the individual and collective actions already taken by County employees and departments to reduce the County's energy use. 3. ACKNOWLEDGE that the County's reduction in energy use not only helps avert electrical blackouts, but also helps control rapidly escalating energy bills which divert scarce County resources from programs and services for the citizens and businesses of Contra Costa County. 4. DIRECT the Human Resources Director to meet and confer, as appropriate, with employee organizations on the impact of actions taken to alleviate the energy crisis. CONTINUED ON ATTACHMENT: —YES SIGNATURE: _ RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON March 6 2001 APPROVED AS RECOMMENDED Y OTHER X IT IS BY THE BOARD ORDERED that the above recommendations are APPROVED;and DIRECTED that the County Administrator and General Services Director return to the Board within three months to report on energy reduction issues and implementation of the Action Plan provided today. VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A XX UNANIMOUS(ABSENT – – – –– — – ) TRUE AND CORRECT COPY OF AN AYES: NOES: ACTION TAKEN AND ENTERED ABSENT: ABSTAIN: ON MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. Contact: Sara Hoffman,335-1080 ATTESTED March 6. 2001 JOHN SWEETEN,CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR cc: CAO Department Heads ��J Employee Organizations BY W w; DEPUTY RECOMMENDATIONS (cont'd): 5. DIRECT the County Administrator's Office to work with the Human Resources Director in researching the use of flex time, telecommuting, modified work week and other means that could allow closing of non-essential facilities and office buildings on a regular basis for the purpose of generating an energy reduction. 6. DIRECT the County Administrator's Office to continue to work with the General Services Department in preparing a comprehensive energy use/cost analysis for County facilities. 7. DIRECT the County Administrator's Office to continue to work with the General Services Department in assessing the cost benefit of implementing energy efficiency retrofits of County facilities and developing a financing plan for cost-effective projects. 8. DIRECT the General Services Department to seek low cost, long term reliable energy contracts with rate schedules appropriate for County facilities through the current ABAG Consortium or other means. BACKGROUND/REASON(S) FOR RECOMMENDATION(S): On January 23, 2001, the Board of Supervisors directed the County Administrator's Office to develop an Energy Reduction Action Plan for all County departments and offices to reduce electrical use by 10%with an overall minimum energy use reduction of 8%. The Board further directed a report back on the Energy Reduction Action Plan within 60 days. This report responds to the Board's directive. Throughout the County, employees and departments have responded to the energy crisis by turning off lights and energy using equipment and by reducing temperatures. Individual employees have contacted the County Administrator's Office to express their commitment to reducing energy use. Department heads have shared the communications they have already sent to employees on reducing energy consumption. In addition, General Services and the County Administrator's Office are moving forward on retrofit projects, such as installation of a variable speed fan motor at the County Jail. The type and nature of County facilities varies widely. Some buildings are highly energy- efficient now; others are not. Some facilities must be operated 24 hours a day, seven days a week. Some are already closed one day per week (due to 4-10 work schedules). Consequently, the potential for energy reduction will vary by facility. However, overall, the objective of this plan is to meet the energy reduction goals established by the Board of Supervisors. The attached Energy Reduction Action Plan was developed cooperatively by the County Administrator's Office and General Services Department. It has also reviewed by the Department Heads and sent to our employee organizations. It is clear that success of the energy reduction effort will require support and cooperation at all levels of the organization. It cannot be a "top down" directive, but rather a flexible plan that encourages creative approaches to reducing energy use. As we implement the plan, we will undoubtedly learn lessons and identify new approaches that can be incorporated into the Action Plan. Consequently, this Energy Reduction Action Plan should be viewed as a ""first" iteration, which will be refined and improved overtime. The importance of the County's Energy Reduction Action Plan cannot be over-emphasized. Since December, the County has experienced multiple blackouts. Natural gas costs have increased by more than 200%. Success of the plan will contribute to resolving California's energy crisis. It will also help control County energy costs, and keep scarce County resources dedicated to services and programs for our citizens and businesses. Draft CONTRA COSTA COUNTY ENERGY REDUCTION ACTION PLAN The Contra Costa Board of Supervisors has adopted an energy policy that recognizes the State of California's energy crisis. The Board has directed all County departments to reduce electrical usage by 10%, with an overall minimum energy use reduction of 8%. Implementation of the Board's direction requires action and cooperation at all levels of the County organization. Throughout the County, employees and departments have already responded to the energy crisis by turning off lights and energy using equipment and by reducing temperatures. The objective of the Energy Reduction Action Plan is to provide a framework for a countywide effort. Employees and departments are encouraged to be creative and innovative in reducing energy use. Operational Standards Every County building is unique from an energy use standpoint. Some buildings are already highly energy efficient; others are not. The type of business conducted can vary widely as well in terms of need for energy using equipment and client services requirements. The operational standards listed below should be regarded as guidelines that will ensure reduced energy consumption. ➢ All equipment and energy using devices should be turned off (or in "power down" mode) when not in use, including but not limited to, after work hours, weekends and during the workday. Equipment includes, but is not limited to, lighting, coffeemakers, ovens, tools, computers, printers, monitors, faxes and copy machines. ➢ Only necessary lighting should be turned on. Departments should consider partial lighting, particularly in areas with banks of lights operated by multiple switches. 1 Draft ➢ HVAC systems shall not be operated on weekends, holidays or days when buildings are closed for business, such as 9-80 or 4-10 days. ➢ Office buildings shall be heated/cooled only during core hours of operation. ➢ Temperatures in office buildings shall be set no lower than 760 for cooling in the summer and no higher than 660 for heating in the winter. ➢ For facilities that must be operated 24 hours a day, seven days a week, operational standards shall be individualized according to the business needs of the facility. ➢ Only battery operated personal fans and heaters should be used. ➢ Exterior doors and windows should be closed to avoid loss of energy, unless necessary for ventilation. ➢ Window coverings should be closed/opened as appropriate to block/utilize sunrays. Facility Standards ➢ The County's current energy efficiency assessment project on County- owned facilities shall be accelerated to ensure expedited review. The assessment shall identify retrofit projects, cost and payback. ➢ Energy efficiency retrofit projects with a payback of three years or less shall be given priority, subject to availability of funding. Payback criteria may be extended for projects that have a significant impact on energy consumption. ➢ For leased buildings, energy efficiency and costs shall be considered in assessing the desirability of continued building occupancy and/or County-financed retrofit projects, as well as amendments to terms and conditions of the leases. 2 Draft ➢ For new building projects, energy efficiency and energy reliability needs shall be included as part of the building design and construction process (Note: additional standards are being developed as part of the County's sustainable building policies). Equipment Standards ➢ '"Energy Star" electrical equipment and appliances shall be purchased when economically feasibility. (Note: 'Energy Star" rated computers, monitors and fax machines power down to reduce electrical use when inactive for a period of time). ➢ The energy efficiency of all lighting fixtures, appliances and energy- using equipment shall be assessed as part of the purchasing decision. ➢ All refrigerators more than 10 years old should be replaced. Responsibilities ➢ Employees — All employees are responsible for taking individual action to minimize consumption of electricity and natural gas. Actions include, but are not limited to: • Turning off lights, equipment and energy using devices when not in use or if not necessary. ■ Reporting equipment, fixtures or appliances that are malfunctioning, such as flickering lights and faulty ventilating systems. ■ Identifying and recommending actions that can be taken to reduce energy use. • Providing feedback on the Energy Reduction Action Plan, including recommendations on improvements to the Plan. 3 Draft ➢ Department Heads — All Department Heads are responsible for ensuring successful implementation of the County's Energy Reduction Action Plan, including, but not limited to: • Communicating with employees about what is being done centrally and what they can do, and what others are doing individually to reduce energy consumption. ■ Recognizing employees who contribute to the success of the Energy Reduction Action Plan. ■ Encouraging and reviewing employee suggestions on energy reduction actions and, where appropriate, working with General Services to assess technical feasibility and cost-effectiveness • Designating lead staff contacts in each facility for implementation of the Energy Reduction Action Plan. ■ Monitoring and ensuring success of the Energy Reduction Action Plan. ■ Reporting on department energy reduction actions. ■ Providing feedback on the Energy Reduction Action Plan, including recommendations on improvements to the Plan. • Establishing and communicating departmental policies and practices on operational and facility standards, including, as appropriate, exemptions and modifications to standards. ➢ General Services - The General Services Department has overall responsibility for tracking and monitoring energy use, providing technical assistance and information to departments and taking centralized actions to reduce energy consumption, including, but not limited to: ■ Periodically, providing electrical and natural gas use and cost data to departments. • Providing technical assistance to departments on implementation of the plan. ■ Maintaining and operating centralized HVAC and building lighting systems, in compliance with the Energy Reduction Action Plan objectives. 4 Draft ■ Establishing purchasing policies and directives in conformance with the plan. ■ Developing blanket or multi-department purchase orders for energy efficient equipment, including refrigerators, to minimize replacement costs of County and employee-owned energy using equipment in County facilities. ■ Informing departments of training opportunities on energy reduction strategies. ■ Assessing the technical feasibility and cost-effectiveness of employee energy reduction/efficiency suggestions. ■ Sending blackout alerts to departments. ■ Negotiating electrical and natural gas rates, and ensuring the appropriateness of the rate schedule for each facility. ■ Working with the Departments and County Administrator's Office on energy assessments of County-owned facilities ■ Working with Departments and County Administrator's Office on energy retrofit projects. ■ Reviewing terms and conditions of leases in non-County owned facilities to assess the need for changes in the leases, feasibility of continued occupancy and/or advisability of county-financed retrofits. ➢ County Administrator's Office - The County Administrator's Office has overall responsibility for monitoring implementation of the Energy Reduction Action Plan, including, but not limited to: ■ Financing, through the County's Capital Improvement Program, major retrofits of buildings for energy efficiency. 5 Draft ■ Assignment of budgetary responsibility for energy consumption to departments, as appropriate. ■ Oversight of implementation of the Energy Reduction Action Plan. ■ Proposing plan modifications, as appropriate. ■ Working with General Services on the energy assessment of County- owned facilities. ■ Working with Departments and General Services on energy retrofit projects. ■ Ensuring that energy efficiency and energy reliability needs are considered as part of the design and construction process for new buildings. Communication ➢ Periodically, all-County bulletins shall be issued on the implementation status of the Energy Reduction Action Plan in order to stress the need for individual action, to express appreciation for cooperation and initiative and to document results. ➢ Department Heads will make energy efficiency a priority in their departmental operations and communicate with employees through: • Employee meetings • Newsletters • Posters • Notices • Other appropriate means. ➢ General Services shall prepare sample newsletter articles and posters for departments to use, as appropriate, in communicating with their employees. 6 Draft ➢ The County Administrator shall agendize the Energy Reduction Action Plan at monthly department head meetings to discuss plan implementation and possible plan modifications. ➢ All departments shall have a standard procedure in place for receiving and reviewing employee suggestions and feedback on the Energy Reduction Action Plan. Tracking and Monitoring ➢ Department Heads shall be responsible for documenting their actions to implement the Energy Reduction Action Plan. ➢ General Services shall track energy use in a format reviewed and approved by the County Administrator's Office (Note: For some buildings, there is up to three months lag time on energy use and cost data) ➢ The County Administrator's Office shall coordinate implementation of the overall energy management plan and receive and compile reports from the departments and General Services for review by the Internal Operations Committee and the Board of Supervisors. 7