HomeMy WebLinkAbout12-025 Adopting a Resource Management Plan and PolicyResolution 12 -025
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RESOLUTION NO. 12 -025
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PORT TOWNSEND, WASHINGTON ADOPTING A RESOURCE MANAGEMENT
PLAN AND ESTABLISHING A RESOURCE MANAGEMENT POLICY FOR DAILY
OPERATIONS
WHEREAS,
The City of Port Townsend recognizes it has a leadership role in the responsible use of
natural resources; and
2. Consumption of natural resources has come under increasing concern for all individuals,
businesses, private groups and public entities, due to factors such as:
A. Costs — wasteful and inefficient consumption reduces funding for other activities and
programs important to the mission of The City of Port Townsend, and
B. Sustainability, such as
1) Climate Change - consuming resources, especially fossil fuels for energy
production, has been shown to increase levels of green house gasses and
contribute to climate change, and
2) Environmental Stewardship — irresponsible consumption of resources can
cause environmental degradation, harm to our quality of life and a burden to
future generations; and
The City of Port Townsend desires to be responsible, efficient and financially prudent in
its use of resources necessary for daily operations; and
4. The City of Port Townsend, along with four other local jurisdictions, signed an Interlocal
Agreement for Resource Conservation Management Services on June 14, 2010, to
participate in and fund a Resource Conservation Management Program; and
5. The City of Port Townsend desires to establish a Resource Management Policy to direct
responsible, efficient and financially prudent use of resources necessary for daily
operations.
6. The Resource Conservation Manager has collaborated with City Department Heads to
craft a Resource Management Plan for the City which includes:
A. A summary of energy use, costs and recommended targeted savings
B. A recommendation of, and incentives for staff from key departments who will
participate in the Plan's implementation
C. A recommendation of how and by whom resource accounting will be used to track
and monitor energy usage costs
Resolution 12 -025
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D. A recommendation of steps to take and incentives to involve employees throughout
the organization to actively participate in energy and resource conservation
E. A recommendation of no- to low -cost resource use guidelines that address:
1) Heating and cooling set points
2) Lighting guidelines
3) Guidelines for use of electrical appliances and equipment
4) Domestic hot water set points and operating schedules
5) Domestic water and irrigation standards
6) Solid waste and recycling
NOW THEREFORE BE IT RESOLVED, that
1. The City of Port Townsend is committed to leadership in the responsible use of natural
resources; and
2. The Resource Management Plan dated April 16, 2012 (Exhibit A) is hereby adopted and
staff is hereby directed to work with the Jefferson County Resource Conservation
Manager to implement the plan as resources allow; and
3. The City of Port Townsend hereby establishes a Resource Management Policy (Appendix
A of Plan) for Daily Operations that directs responsible, efficient and financially prudent
use of resources by all employees.
ADOPTED by the City Council of the City of Port Townsend at a regular meeting
thereof, held this 18th day of June 2012.
Attest:
Pamela Kolacy, MMC� t
City Clerk
l
David King, Mayor
Approved as to form:
John P. Watts
City Attorney
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 1 of 14
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Resource Management Plan
City of Port Townsend
April 16, 2012
Executive Summary
In 2010, the City of Port Townsend signed an interlocal agreement with four other local
jurisdictions to fund a Shared Resource Conservation Manager (RCM) in Jefferson County. The
RCM is tasked with making recommendations on reducing cost and resource use in the City
facilities.
This Resource Management Plan provides guidelines to assist the RCM, Facilities Managers and
City Staff in reducing energy, water and solid waste related operating costs through
optimization of building systems and occupant behavioral changes. The goal of the program is
to reduce resource use by 10% over three years. If we are able to meet this goal, we will save
over$34,000 in annual utility costs and cost avoidance, based on the 2010 baseline numbers.
And these savings continue in subsequent years. Implementation of this Plan will also help the
City of Port Townsend meet the substantial greenhouse gas reduction goals outlined in the City
of Port Townsend &Jefferson County 2011 Climate Action Plan.
Facility Overview
The City of Port Townsend (referred to as "City") facilities include staff offices, maintenance
shops, City parks, public rental spaces, a swimming pool, compost facility and wastewater
treatment plant. Utilities are provided by Puget Sound Energy (electricity), the City of Port
Townsend (water) and private companies (garbage, propane and heating oil). A list of the
facilities included in the RCM program is shown in Appendix B.
Most of the buildings use electric resistance or heat pumps for heating, with the exception of
City Hall (propane), Mountain View and the Equipment Shop (heating oil). Mechanical air
conditioning is found in City Hall; all others rely on natural ventilation for cooling.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 2 of 14
Resource Use Summary
The following figures summarize the current resource use in the City. For more details on
overall and site resource usage, refer to the RCM Year 1 Summary report.
With electricity accounting for 52% of the City's utility bills in 2011, the greatest opportunities
for savings are in the electrical area. This includes space heating and cooling, lighting, pumping,
hot water production and plug loads. Mountain View uses a large amount of energy (in the
form of electricity and heating oil) to heat the building and swimming pool, so proper operation
of this building will yield significant payback.
Electric demand charges are based on the maximum electrical draw during the month. A single
electrical spike can cost the City hundreds of dollars. That is why it is important to stage
electrical equipment (especially electric heaters during the morning warm-up period) to
prevent these costly spikes.
Water use was greatly reduced in 2011, due to irrigation reductions and construction project
completion.
Solid waste pickup costs are only 5.3% of total utility costs, which is very good when compared
to other county government agencies.
City of Port Townsend 2011 Utility Cost
$19,446,5%
37,392
$16,875,5% 10% ■ Electric
■ Heating ail
Propane
$192,306,5,
$102,938,28% ■Water
Refuse
Figure 1: In 2011, electricity use, which includes space heating, lighting, pumping, hot water
production, and plug loads, accounted for 52%of the$369,000 City utility expenditures. Over
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 3 of 14
half of the electricity was used at the Waste Water Treatment plant. Mountain View accounts
for most of the Heating OR cost, and there are potential savings in proper operation of this
facility.
Energy Use Graph - City of Port Townsend
1,500
1,000
500
0
01/09 04/09 07/09 10/09 01/10 04/10 07/10 10/10 01/1 1 04/11 07/11 10/11
01/2009 thru 10/2011
1 Electricity 1 Fossil Fuels *Annual Trend
.........,r.—,.1,za .1 4.am
Figure 2:Aggregate energy consumed by City facilities since January, 2009. This includes
electricity, propane and heating oil.
Energy Cost Graph - City of Port Townsend
40,000
30,000
20,000—
t
10,000-
0
01/09 04/09 07/09 10/09 01/10 04/10 07/10 10/10 01/1 1 04/11 07/11 10/11
01/2009 thru 10/2011
1 Electricity 1 Demand 1 Fossil Fuels ♦Annual Trend
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 4 of 14
Figure 3:Aggregate monthly energy costs for City facilities since January, 2009. The rising cost
of heating oil and propane is pushing energy costs higher, despite optimizing heating
schedules.
Water Use for City of Port Townsend
600,000
500,000
400,000
D
t? 300,000
■ Nov 09 to Oct 10
200,000 ■ Nov 10 to Oct 11
100,000
0
Nora Dec Jan Feb Mar Agar May Jun Jul Aug Sept Oct
Month in period
Figure 4: Water use in the City is split evenly between irrigation and potable (sinks, toilets,
swimming pool). Reduced irrigation at Pope Marine and Mountain View, coupled with
completion of downtown construction projects, has resulted in a large decrease in water use
in 2011.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 5 of 14
Solid Waste Removal Cost for City of PT
$3,000 --
ti'�
v $2,500
0
U
3 $2,000
0
E $1,500
a
■Nov 09 to Oct 10
a $1'000 ■Nov 10 to Oct 11
?� $500
0
$0
Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct
Month in period
Figure 5:Solid waste removal cost is 5.3%of the total utilities, and has remained constant
over the past couple of years. Note the rate increase in August of 2011. The bump in
September 2010 was likely due to construction hauling costs.
Utility Accounting
The City of Port Townsend is a member of the Shared RCM program, which uses a third party
software package, Utility Manager, for resource accounting purposes. It is the responsibility of
the RCM to enter all monthly utility billing information into the database, including usage,
itemized costs, and updated facility and account information. This database has been populated
for historical data dating back to 2009, and will be maintained by the RCM throughout the
contract period.
The RCM will also rank facilities by the Energy Use Index (EUI, defined as kBTU/ft2/year) in
order to determine which facilities use the most energy per area. Energy consumption trending
will be analyzed by the RCM, and findings will be shared with City staff. This data will be used to
evaluate which facilities need more significant improvement than others, and to measure the
effectiveness of resource conservation programs.
In addition to Utility Manager, Puget Sound Energy (PSE) provides an online tool that captures
electric meter readings at 15 minute intervals. This service, the Energy Interval Service, allows
for the determination of the peak electric demand at a site, and is instrumental in reducing
monthly demand charges.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 6 of 14
City Resource Management Leadership Team
Putting City resource management programs into motion requires support from leadership. The
following City leaders agree to the principles outlined in the City Resource Conservation
Management Policy and agree to be stewards of the RCM program.
City Manager— David Timmons
Public Services Director— Rick Sepler
Public Works Director— Ken Clow
Capital Projects Director— David Peterson
Finance Director— Michael Legarsky
Police Chief— Conner Daily
Operations Manager—John Merchant
Staff Participation
There are several key components to engaging City staff in the RCM program. An outline
follows:
1. Facility Charettes
Transforming recommendations into action is a key to the success of any RCM program. City
staff, in partnership with the RCM, will host a number of facility charettes, where interested
staff will discuss recommendations for optimizing building performance and conserving
resources. The outcome of these meetings will be prioritized lists for behavioral or capital
investment projects that will result in resource savings and attractive return on investment.
2. Network-Based Bulletin Boards
Communicating via electronic media allows efficient sharing of information to a wide
audience. The following online sites are recommended for distributing the resource
conservation message to the community, staff and visitors.
• Quarterly Green newsletters
• City web site
• RCM web site
3. Media/Community Outreach
The community funds the City government and wants to know that their tax dollars are
being spent effectively and responsibly. Resource conservation practices that save money
and reduce environmental impact present a positive outreach message to the community.
Common outreach mechanisms include:
• Community newsletters
• Programming on local radio stations
• Articles in local newspapers
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 7 of 14
4. Key Staff Communication
Administrative Staff— Resource management best-practices should be clearly
communicated to administrative staff in all departments. It is recommended that
resource conservation becomes a standing agenda item in all staff meetings.
Facilities/Maintenance Staff—Verification of enacted best-management procedures will
often be the responsibility of facilities or maintenance staff. The RCM must clearly
communicate objectives and obtain continual feedback from these departments.
Resource Management Policy
The RCM, in collaboration with other City staff, has developed a Resource Management
Policy(Appendix A). The Policy will be presented to the City Council on June 18, 2012. Following
is a list of staff involved in the development and implementation of the Policy:
City Manager— David Timmons
Public Services Director— Rick Sepler
Public Works Director— Ken Clow
Operations Manager—John Merchant
IT Manager— Mark Peil
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 8 of 14
Appendix A
City of Port Townsend
Resource Management Policy
Purpose and Intent
The purpose of this policy is to establish protocols for the conservation of resources in the work
place. The policy recognizes that each employee can take actions to avoid unnecessary utility
costs and to contribute to energy efficiency in the City of Port Townsend ("City"). The
implementation of the following measures will result in an immediate and significant
operational cost savings and will help the City meet the substantial greenhouse gas reduction
goals outlined in the City of Port Townsend &Jefferson County 2011 Climate Action Plan.
Scope
This policy applies to all City facilities and management procedures. The policy actions are
divided into two sections:
1. City Facilities & Management
2. City Staff
Policy Actions - City Facilities & Management
A. FACILITY LIGHTING
1. Replace all incandescent lighting over time with energy efficient alternatives, while
maintaining historical standards.
2. In overlit areas, remove lamps in existing light fixtures, while maintaining reasonable
lighting levels. The following recommended lighting levels were extrapolated from the
Washington State Energy code standards.
Space Description Recommended Lighting Level
(footcandles)
Private office, reading area 40
Kitchen prep area 30
Library 30
Meeting room 30
Gymnasium 30
Maintenance shop 20
Hallway, lobby 20
Restroom 10
Store room, stairway 10
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 9 of 14
Egress I >1
3. Minimize decorative lighting in all facilities. Decorative lighting includes upward-facing
fixtures that don't provide light to the working area.
4. Convert all incandescent interior "Exit" signs to LED to save energy and reduce
maintenance.
5. Develop a City-wide fluorescent bulb recycling protocol and educate custodial staff on
procedures for safe bulb disposal.
6. Where applicable, install occupancy sensors and ambient light sensors in buildings. Utilize
occupancy sensors in public areas such as meeting rooms, break rooms and bathrooms,
where occupancy averages less than 75%. Install light sensors in hallways and rooms with
ample exposure to daylight.
7. Install high efficiency, low ballast factor fluorescent ballasts in new construction and
renovation. Utilize programmed start ballasts anywhere lighting control systems could be
considered.
8. Night custodians should only turn on lights in the immediate area in which they are
working.
9. All exterior lights will be turned off during daylight hours, utilizing photo sensors where
applicable. Exterior building and parking lot lights should be scheduled off between 11:00
pm and 6:00 am (or 15 minutes after facility is secured and 15 minutes prior to first staff
arrival). Safety lighting will be operated at required minimum to protect from vandalism.
B. ELECTRICAL APPLIANCES AND EQUIPMENT
1. Energy Star rated appliances should be used in all facilities. Energy Star is a well-known joint
program between the US EPA and DOE that certifies products that use less energy than
average.
2. Common copiers will be set to energy saving mode.
3. Turn off vending display lights and install Vending-Miser sensors on all vending machines.
C. HEATING, VENTILATION,AND AIR CONDITIONING
1. In order to balance occupant comfort and energy savings, the following heating and cooling
set points (degF) will be used as a starting point. These setpoints are based on averages for
buildings in the PNW, as recommended by the WSU Energy Extension Service. Since
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
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facilities differ in design and space conditioning equipment, exceptions to this policy are at
the discretion of the facilities staff.
Area Occupied Set Points * Unoccupied Set Points
Heating Cooling [1] Heating Cooling [1]
Office 68 76 55 85
Meeting Room 68 76 55 85
Staff Lounge & Lunchroom 68 76 55 85
Equipment Shop 65 76 55 85
Locker Room 68 76 55 85
Work & Copy Room 67 76 55 85
Restroom 65 76 55 85
Hallway & Common Area 65 76 55 85
Computer Server Room 55 75 55 75
Storage Room 62 78 55 85
[1] where mechanical cooling is available
*Slight variations may be allowed per the following:
• Optimum start/morning warm-up control
• In areas where a single sensor or thermostat serves multiple spaces, to provide a
reasonable level of comfort throughout all areas served.
• In areas with temperature-sensitive materials (solvents, artifacts, art work)
2. Outside air should be minimized during heating months to reduce energy use, while
maintaining healthy air quality. CO2 levels in all occupied areas should be maintained in the
800-1000 ppm range to balance fresh air with energy savings.
3. During cold weather events, building maintenance will be responsible for ensuring that
freeze-protection set points are reasonable and are returned to standard set points once
the danger of sustained freezing temperatures has passed.
4. Building managers shall make efforts to group after-hour activities into a specific HVAC zone
such that minimal system energy is required.
5. If specific areas are occupied by regularly assigned staff during unoccupied periods, zone
heating and cooling shall be used rather than conditioning the entire building. HVAC
settings for zoned areas shall be per normal operation.
6. All systems shall remain in UNOCCUPIED mode during non-scheduled work hours.
7. Thermostat programs and battery backups should be checked a minimum of two times
yearly. It is recommended that this be scheduled during daylight savings time change.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
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8. Exhaust fans shall be turned off during UNOCCUPIED periods.
9. Air conditioning shall not be used in unoccupied rooms during the summer months. Some
variations may be allowed based on specific HVAC system and specific facility needs (such as
computer server rooms).
D. WATER MANAGEMENT
1. Building plumbing and irrigation equipment leaks are to be reported and repaired as soon
as possible. A small leak can result in significant waste (and cost) if left unattended.
2. Landscaping will use drought-tolerant design and native plants whenever possible. These
areas will not be irrigated once established.
3. Irrigation months shall be limited to May through September, with exceptions for severe
drought years and establishing new vegetation.
4. Irrigation timers will be programmed for the most efficient watering schedule for a specified
landscape and soil type. Irrigation control systems will only be operated by City staff and
City-hired contractors.
5. All outdoor watering will be scheduled to minimize evaporation, prevent disease, and
protect irrigation equipment.
6. Thermostats for water heaters servicing washrooms will be set not to exceed 115°F.
7. Only low-flow toilets and urinals (using 1.2 gallons of water per flush or less) may be used in
new construction or renovation projects.
8. Implement water-conserving retro-fit kits and/or other modifications on existing high-
volume toilets, sinks, urinals, and shower facilities.
E. SOLID WASTE MANAGEMENT
1. Reducing waste is the overall goal. Reusing and recycling materials are better than sending
material to the landfill, but are inferior methods to reducing waste.
2. The Resource Conservation Manager and interested staff members will partner in the
development of a comprehensive material reduction and recycling program for all facilities,
and will support staff training regarding appropriate and efficient waste sorting and
handling methods.
3. The custodial staff will monitor the quantity in the garbage and recycling dumpsters.
Dumpster size and frequency of pick-ups will be adjusted according to need and cost
economy.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 12 of 14
4. Environmentally preferable products will be purchased by the City purchasing agents and
include the highest practicable recycled content and recyclability in order to reduce the
amount of solid waste produced by City facilities.
5. All waste, recycling, and food-waste containers will be located near one another and clearly
labeled to simplify waste handling and sorting.
F. COMMUNITY LEADERSHIP
1. The City shall consider renewable energy technologies in all new construction and
renovation projects whenever technically and economically feasible.
2. The City leadership shall work with the RCM to acknowledge sustainable behavior through
annual awards that recognize environmental stewardship among staff.
Policy Actions - City Staff
A. FACILITY LIGHTING
1. Natural light should be utilized whenever possible. Leave artificial lights off or use multi-
level lighting when natural light is adequate.
2. Use compact fluorescent (CFL) or LED task lighting at desks. Consult with your building
manager for recommendations, and to see if they have replacement lamps in stock.
3. Turn off lights in offices, shops and meeting rooms when the room will be unoccupied for 5
minutes or longer.
4. For activities, events, and facility use beyond normal business hours, utilize necessary
lighting in occupied areas only.
B. ELECTRICAL APPLIANCES AND EQUIPMENT
1. Because personal space heaters can interfere with building heating systems and can be a
fire hazard, they should be used as a last resort. Work with your building manager to
explore other options for heating your work area. In work areas that require additional
heat, radiant panel heaters are more efficient than traditional space heaters and have far
less impact on the surrounding occupants.
2. Personal appliances (coffee pots, microwave ovens, toasters, or refrigerators) are
prohibited where common area appliances are available.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
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3. Staff should turn off computers, monitors, and peripherals at the end of each work day. If
possible, equipment must be turned completely off and not left in standby mode.
Peripherals include, but are not limited to: printers, copiers, scanners, desk lights and
display lights.
C. HEATING, VENTILATION,AND AIR CONDITIONING
1. Groups who use the facilities after-hours shall review and sign an "After-Hour Use
Agreement" that outlines their responsibility for energy and water conservation and solid
waste management.
2. Staff shall keep exterior doors and windows closed when mechanical heating and cooling is
on.
3. Operable windows can be used for passive ventilation and cooling, with the knowledge that
this will increase the introduction of pollen, dust and insects into the workplace.
4. Staff members are responsible for closing windows, blinds, drapes, and shades in their
individual work spaces at the end of each day to minimize heat transfer.
D. WATER MANAGEMENT
1. Building plumbing and irrigation equipment leaks should be reported immediately. A small
leak can result in significant waste (and cost) if left unattended.
2. Appliances that use water (dishwashers, washing machines) should be run with full loads
only, and use water miser settings.
E. SOLID WASTE MANAGEMENT
1. Reducing waste is the overall goal. Reusing and recycling materials are better than sending
material to the landfill, but are inferior methods to reducing waste.
2. The Resource Conservation Manager and interested staff members will partner in the
development of a comprehensive material reduction and recycling program for all facilities,
and will support staff training regarding appropriate and efficient waste sorting and
handling methods.
Exhibit A—Resolution 12-025
Resource Management Plan 04/16/12
Page 14 of 14
Appendix 8
City of Port Townsend — RCM Program Facility List
Site ID Site Name Address City Facility Size
(Sq. Ft.)
CPT001 City Hall Annex 250 Madison St Port Townsend 11,795
CPT002 Historic City Hall 540 Water St Port Townsend 11,795
CPT004 Library Pink House 1256 Lawrence St Port Townsend 2,070
CPT005 Water Quality/Housing 5210 Kuhn St Port Townsend 1,443
CPT006 Cotton Building 607 Water St Port Townsend 4,018
CPT007 Mountain View 1925 Blaine St Port Townsend 27,600
CPT008 Mountain View Modular B (YMCA) 1925 Blaine St Port Townsend 2,400
CPT009 Mountain View Modular A (Radio) 1925 Blaine St Port Townsend 1,050
CPT010 Pope Marine 50 Water St Port Townsend 1,500
CPT011 Biosolids 603 Landfill Road Port Townsend 200
CPT012 Chetzemoka Park Office Jackson St Port Townsend 797
CPT013 Haller Fountain Taylor& Washington Port Townsend
CPT014 Chetzemoka Park Restroom Jackson St Port Townsend 500
CPT015 Kah Tai Lagoon Nature Park 12th & Landis Port Townsend 250
CPT016 WWT plant 5300 Kuhn St Port Townsend 2,700
CPT017 Equipment Repair Shop 1800 Redwood St Port Townsend 6,100
CPT018 Equipment Repair Shop#3 1818 Beech St Port Townsend 4,017
CPT019 Equipment Repair Shop#2 1818 Beech St Port Townsend 3,225
CPT020 Maintenance Shop Modular#1 1818 Beech St Port Townsend 860
CPT021 Maintenance Shop Modular#2 1818 Beech St Port Townsend 860