DATE: June 16, 2014 REPORT NO. PW Chair and Members Committee of the Whole Operations and Administration

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1 PUBLIC WORKS COMMISSION PUBLIC WORKS COMMISSION DATE: June 16, 2014 REPORT NO. PW TO: FROM: Chair and Members Committee of the Whole Operations and Administration Geoff Rae, MBA, P.Eng. General Manager, Public Works Commission 1.0 TYPE OF REPORT CONSENT ITEM [ ] ITEM FOR CONSIDERATION [ X ] 2.0 TOPIC Corporate Energy Conservation and Demand Management Plan (CEMP) 3.0 RECOMMENDATION A. THAT Report No. PW , Corporate Energy Conservation and Demand Management Plan, BE RECEIVED for information; B. THAT City Council ENDORSE the proposed Corporate Energy Management Plan; and C. THAT the City POST the Corporate Energy Management Plan as shown in Appendix A - Corporate Energy Management Plan on the City s Website. 4.0 PURPOSE The purpose of this report is to provide City Council with an update on the City s progress towards meeting the requirements of the Green Energy Act, This report also presents the recommended Corporate Energy Management Plan (CEMP) developed for ongoing compliance and the recommended implementation program for a long-term reduction strategy. 5.0 BACKGROUND Ontario Regulation 397/11, made under the Green Energy Act, 2009 was published in August This Regulation requires that all public agencies prepare an Energy Conservation and Demand Management Plan ( the Energy Plan ). Section 4 states: (1) A public agency shall prepare, publish, make available to the public and implement energy conservation and demand management plans or joint

2 Date: June 16, 2014 Page 2 plans in accordance with sections 6 and 7 of the Act and with this Regulation. (2) An energy conservation and demand management plan is composed of two parts as follows: 1. A summary of the public agency s annual energy consumption and greenhouse gas emissions for its operations. 2. A description of previous, current and proposed measures for conserving and otherwise reducing the amount of energy consumed by the public agency s operations and for managing the public agency s demand for energy, including a forecast of the expected results of current and proposed measures. The first CEMP is due on/before July 1, 2014, and is required every five years thereafter. In March 2013, City Council approved Report No. PW City-Wide Energy Conservation and Demand Management Plan Strategy Development to proceed with utilizing previously approved capital budgets that were established for Energy Conservation related initiatives to develop the City s Corporate Energy Management Plan (CEMP). In June 2013, staff issued a Request for Proposal (RFP ) for the procurement of Consulting Services for the development of the CEMP. The proposal evaluation team included staff from Purchasing and Facilities and Asset Management. Eight (8) proposal submissions were received and the City retained the services of IndEco Strategic Solutions, an experienced Energy Conservation and Demand Management planning consultant to assist in developing the CEMP for the City s ongoing compliance of the Green Energy Act, 2009 and the development of a recommended implementation program for a long-term reduction strategy. 6.0 CORPORATE POLICY CONTEXT The development and implementation of a corporate-wide Energy Management Plan supports the City s Strategic Plan s vision element of Managed Growth and Environmental Leadership and Excellent in Governance and Municipal Management. The following Strategic Actions are directly linked to the Energy Management Plan: - Maintain the Infrastructure Management Strategy - Develop a Green Infrastructure Strategy. - Brantford will be recognized as a fiscally responsible and well-managed City that provides efficient and effective government services.

3 Date: June 16, 2014 Page INPUT FROM OTHER SOURCES Staff from various City Departments, Finance, Community Services and Corporate Services were consulted in the development of the Corporate Energy Management Plan including various interviews with staff associated with managing buildings. Facilities and Asset Management staff provided a presentation at the EPAC meeting of May 22, The following resolution was approved: EPAC Comments for the Corporate Energy Management Plan Report (PW ) Facilities staff provided a presentation to the Environmental Policy Advisory Committee at their meeting of May 22, 2014 on the Corporte Energy Management Plan Report. The following resolution was passed by the Committee at the meeting: 8.0 ANALYSIS WHEREAS a presentation regarding the Corporate Energy Management Plan was made to the Environmental Policy Advisory Committee at the meeting on May 22, 2014; and WHEREAS EPAC supports the concept of effectively implementing and managing an Energy Plan and being a leader in efficiencies; THEREFORE BE IT RESOLVED THAT the Environmental Policy Advisory Committee SUPPORTS the Corporate Energy Management Plan Report (PW ) and encourages the City to set ambitious goals and become a leader to other communities. Ontario Regulation 397/11, under the Green Energy Act, requires that on or before July 1, 2014, the City shall submit to the Minister, publish on its website and make available to the public in printed form at City Hall, an Energy Consumption and Greenhouse Gas Emission Template for a variety of City operations and buildings conducted in The Facilities and Asset Management Division within the Public Works Commission has compiled energy consumption records for all City accounts from the various energy utilities. At this time, the Regulation does not require the inclusion of Social Housing or Long Term Care within the data analysis. On an annual basis, the energy consumption template will be updated and posted on the City s website by July 1 each year. The 2012 report was recently submitted. The reporting template provides a summary of the data collected and is presented in the required format to meet the Ministry s requirements. For reporting purposes, the detailed data has been aggregated by facility type and function and shown on Table 1 Energy Use by Program Area.

4 Date: June 16, 2014 Page 4 Table 1 Energy Use by Program Area Energy Intensity ekwh/ft2 * Public Works - Corporate 2012 Corporate Facilities (Administrative) 20.2 Works Yards 22.0 Farmer's Market 24.2 Market Parkade (Office) 17.3 Airport Records Building 5.4 Public Works - Corporate Average 22.0 Community Services 2012 Arenas 70.4 Community Centers 19.9 Museum / Historical Sites 16.7 Tourism Center 31.8 Recreation Facilities 20.8 Cemeteries 5.2 Golf Operations 22.7 Community Services Average 34.4 City Services 2012 Fire Suppression 27.9 Libraries 14.5 Police 39.7 City Services Average 27.0 City Average 30.7 Energy Intensity ekwh/ml Public Works - Water and Wastewater 2012 Water Treatment & Distribution Wastewater Treatment & Distribution Public Works - Corporate Average * ekwh/ft2 : equivalent kilowatt-hours of energy use per square foot of building

5 Date: June 16, 2014 Page 5 Benchmarking the Data Recently, the Ministry of Energy started to benchmark the 2011 energy consumption data submitted under the Broader Public Sector (BPS) Energy Conservation and Demand Management Plan regulation (the regulation). The resulting energy consumption benchmarks give BPS organizations greater insight into how they use energy in their buildings. Benchmarking enables BPS organizations to compare their building's energy performance against that of other similar buildings in their sector. For reporting purposes, the detailed data has been aggregated by facility type and function (Table 2 Energy Intensity Contrast to Provincial Average). The City can compare the energy efficiency of the buildings in its portfolio to that of other facilities, prioritize energy retrofits and uncover ways to achieve operational savings. An example, the City has a new water plant, it should be very efficient in relation to Ontario Water Plants (currently at 59% energy demand against the Ontario average). Conversely, the City owns many older facilities or buildings where conservation measures have not yet been completed and even achieving the average will present an ambitious goal. It should be noted that of the 13 operations measured, City facilities are below the provincial average for energy demand in 9 different areas. Table 2 Energy Intensity Contrast to Provincial Average

6 Date: June 16, 2014 Page 6 Energy Management Plan North American municipalities are increasingly focusing on energy as a strategic priority to reduce operating costs, prepare for rising utility costs, and to demonstrate their commitment to long-term sustainability. The Government of Ontario has also expressed a commitment to greening public sector buildings, and developed Regulation 397/11 under the Green Energy and Green Economy Act (2009) to advance this goal. Under the regulation, all public agencies, including the City of Brantford, are required to report their energy consumption and greenhouse gas (GHG) emissions on an annual basis starting in 2013, and are required to submit 5-year energy conservation and demand management plans in The Corporate Energy Management Plan (CEMP), attached as Appendix A to this report, provides a 5-year roadmap for energy management in the City of Brantford. It focuses on the use of electricity and natural gas in City facilities, and was expanded to include fleet vehicle fuel. It covers the period from July 2014 to July 2019, and is designed to help the City comply with the energy CDM planning requirements of Ontario Regulation 397/11 under the Green Energy Act (2009). The CEMP addresses buildings, technologies, fleets, and street and traffic lights as well as people, processes, and information. Investing in energy management and implementing the actions identified in the CEMP will provide valuable opportunities for the City of Brantford. Not only will it result in energy intensity and GHG savings, but it will also provide opportunities for staff engagement, lower risk exposure, and demonstrated leadership by the City. The objectives of the City of Brantford s Corporate Energy Management Plan are to achieve the following: 1. Energy will be used efficiently within the City. 2. A corporate structure is established to manage energy efficiently. 3. The efficient use of energy is a priority for the City in corporate policy and budget decisions. 4. The efficient use of energy is part of the day-to-day activities of City staff. 5. The City meets and exceeds the requirements of Regulation 397/11. The CEMP establishes the following aggressive but achievable 5 year targets to guide the City s efforts on energy management from 2014 to 2019: 4.9% improvement in energy intensity; and 5.3% reduction in greenhouse gas emissions. The plan draws on information from a number of sources: interviews, a corporate-wide survey, and meetings with City staff, specifically the Steering

7 Date: June 16, 2014 Page 7 Committee established for the plan; and a review of City policies, plans and programs. The first step in developing the plan was to identify and define the preferred state / vision of energy management for the City. This was accomplished through nine in-person interviews, one telephone interview, and a strategic planning session, all of which were held with key City staff. The second step involved defining the present state of energy use in the City by reviewing the City s energy management practices. Information was obtained through interviews with key City staff and the review of the City s key policies, plans, programs, and reports related to energy. The third step involved developing technical and organizational actions to assist the City in moving from its present to its preferred state of energy management. Technical actions were identified through detailed energy audits conducted on four of the City's largest energy consuming facilities: T.B Costain Community Centre, Brantford Visitor and Tourism Centre, Brantford Police Headquarters, and the Wayne Gretzky Sports Centre. These facilities were chosen to capture a variety of archetypes so that measures could be extrapolated across all City buildings. The estimated energy intensity reductions and GHG savings from implementing the recommended measures in the four facility audit reports are outlined in Table 3 below. Table 3 Energy Reduction Targets for Four Facilities Facility T.B. Costain Community Centre 2012 Energy intensity (ekwh/sqft) Energy intensity reduction 2012 GHG emissions (Kg) % 61, % GHG emissions savings Police HQ % 357, % Visitor & Tourism Centre % 47, % Wayne Gretzky Centre % 1,497, % The overall targets were derived by extrapolating the savings based on square footage by facility type to all facilities of the same type. The annual cost savings for implementing all of the measures identified in each time period of the plan were calculated based on estimated energy savings and average energy costs for the audited buildings. These estimates were extrapolated by building type in the same manner as the targets. It should be noted that the cost savings estimates do not take into account the variation in energy prices among unaudited buildings and the expected increases in energy costs. All buildings that the City of Brantford reported for under the Ontario Green Energy Act Regulation 397/11 reporting requirements were included in the calculations. Refer to Appendix A, Table 13 within the CEMP attached for a complete list of buildings.

8 Date: June 16, 2014 Page 8 The recommended organizational actions, which relate to corporate processes, were identified through interviews, a strategic planning session, and a corporate-wide survey. The actions are grouped within the CEMP according to the following categories: Organizational commitment measures related to policies, targets, and resources required to enable energy management and the other actions; Existing buildings and equipment measures, both technical and policy based, that impact existing buildings and equipment; New buildings and equipment measures, both technical and policy based, that impact new buildings and equipment; Monitoring and tracking measures related to evaluating, monitoring, and verifying energy data; Communication and engagement measures related to encouraging behavioural modifications to save energy; Fleets measures related to City fleet vehicles that reduce energy consumption; Procurement and renewables measures related to the procurement of energy and renewable technologies; and Streetlights and traffic signals measures related to installing more energy efficient lighting technologies. The fourth step involved setting priorities and determining the timeframe for implementation of each action in the CEMP. Organizational measures were prioritized based on their importance and ease of implementation. Technological measures were prioritized based on their internal rate of return (IRR) with adjustments to group similar measures together for more efficient implementation. These actions are categorized into three time periods for implementation: 1. Priority actions Year 1 (July 2014 July 2015) 2. Medium-term actions Years 2 and 3 (July 2015 July 2017) 3. Longer-term actions Years 4 and 5 (July 2017 July 2019). Many of the priority actions are foundational and put in place the structures and practices that will facilitate on-going energy efficiency within the City. The technical actions identified through the facility audit reports are grouped according to facility type and were allocated across the five years of the plan. Current funding levels are very close to the recommended investment to achieve the established target. A complete prioritized list of the recommended technical and organizational actions are found in the CEMP attached. Additional savings (typically up to 5 percent) may also be realized from policy and behavioral initiatives outlined in the organizational actions; however, these were not included in the targets breakdown as they are more difficult to accurately measure.

9 Date: June 16, 2014 Page 9 Implementation of the plan Several organizational actions in the CEMP (in tables 4, 6, and 8) identify the need for staff resources to implement the plan. Having sufficient resources will be imperative to ensuring the success of the Plan and for effectively managing energy use and GHG emissions at the City. As a first step, the City has assigned a staff member to be responsible for implementing the CEMP (see Action 7) among other duties presently assigned to this position. This person is responsible for ensuring the plan is implemented, tracking progress on all the actions, and taking a lead role in designing, and in the future as time permits, implementing the actions outlined in the Communication and Engagement section. Many other municipalities have a staff resource fully dedicated to managing energy. The City will review the existing roles and responsibilities of the Facilities Management Specialist and other Facilities Management roles to determine if the Division has the capacity to fully implement the plan. If not, additional resources could be required and/or assigned to support the Facilities Management Specialist. Updating and Reporting on the Plan The Corporate Energy Management Plan should be reviewed at least once a year. As part of the annual review, the Facilities Management Specialist assigned to oversee the implementation of the CEMP (see Action 7, Table 4) will complete the following steps: Track the activities that have been implemented, based on a checklist of all of the actions included in the CEMP; Track quantitative progress towards targets, using the KPIs described in the plan; Note any updates to the CEMP, based on new audits, organizational changes, or lessons from past projects; Identify the priority actions for the upcoming year, and secure funding and resources for their implementation; Compile an update report annually describing projects implemented, progress towards targets, updates to the CEMP, and priority actions for the upcoming year; Update the City website content to highlight projects completed, status of the CEMP, and corporate commitment to energy management; and In 2019, report on implementation of the CEMP as required under Regulation 397/11. Include detail on: energy and GHG emissions for 2017; current and proposed energy conservation and demand management measures; a report of results achieved; and a revised forecast of the expected results of the current and proposed measures.

10 Date: June 16, 2014 Page 10 Energy Management Systems As a priority action in the CEMP, it is recommended that the City investigate options for an Energy Management System (EMS) to be used to track and analyze energy use at the building level. In 2015, staff will develop the terms of reference and functional requirements based on the system characteristics outlined in the CEMP for the EMS. Capital budgeting for the purchase of the EMS will be required along with annual operating budgeting for the ongoing licensing and maintenance, as required. These items will be included in future capital and operating budgets for Council consideration. Communication and Engagement Employee Engagement In the first year of the CEMP, the City will develop a plan for communicating about energy to staff. The plan will include the development of a pilot employee engagement program in Years 2 and 3 that encourages all staff that operate and maintain specific buildings to identify energy efficiency opportunities across City facilities. Based on the success of this program, the City will roll-out the program to all staff within Years 4 and 5 of the CEMP. Facilities Staff Training A pilot program should be developed by the Facilities Management Specialist in collaboration with Facilities Management Department. The program will establish a formal process for all staff that operate and maintain specific buildings to submit ideas based on their daily activities in City facilities, and staff would receive recognition for their ideas. Behavior Change and Communication Progress on the CEMP should also be communicated to the users of the facilities so they are aware of the energy initiatives being undertaken by the City. The energy management page on the City of Brantford website is very informative and already has information about facility energy consumption and energy retrofit projects that have been undertaken by the City. Updates on the CEMP and energy efficiency initiatives will also be included on this website. 9.0 FINANCIAL IMPLICATIONS To implement the CEMP, the City will continue to need to make significant capital investments in energy efficiency over the five-year period. However, these investments will yield significant returns through reduced energy use. The projected cost over 5 years is approximately $560,000 to implement measures within the four buildings that were audited as part of the planning process, as well as potential expenditures that were extrapolated to other buildings.

11 Date: June 16, 2014 Page 11 If implemented according to the proposed schedule, it will cost the City approximately $113,000 each year over the next five years. Based on the review of previously approved capital budgets that were established for Energy Conservation related initiatives (PM1007 Energy Conservation, PM1107 Energy Conservation, PM1205 Energy Conservation), and the continued $100,000 annual capital budgeting of the Energy Conservation Reserve, it is estimated that there is $13,000 in additional capital per year to fully implement the recommended projects. It should be noted that local energy utilities have historically provided, and the City has received, grant funding to assist in completing energy audits and implementing energy savings projects. These grants are expected to offset the additional capital requirements. Most recently, the City secured funding grants from Brantford Power and Union Gas to assist with energy audits of the four City archetype facilities audited for this development of the CEMP. Other incentive based grant programs exist to encourage energy conservation including retrofit programs, process and system improvements and new construction grants. Staff will continue to work with the local energy utilities to ensure that the City takes full advantage of available incentive programs CONCLUSION Ontario Regulation 397/11, under the Green Energy Act, requires that on or before July 1, 2014, the City shall submit to the Minister, publish on its website and make available to the public in printed form at City Hall, an Energy Consumption and Greenhouse Gas Emission Template for City operations conducted in The City is on target to meet its obligations having met the first two reporting requirements. Ontario Regulation 397/11 requires that all public agencies prepare an Energy Conservation and Demand Management Plan ( the Energy Plan ) on or before July 1, 2014; the update of this is required every five years thereafter. The CEMP fulfils our regulatory requirements to develop and implement an Energy Conservation and Demand Management Plan by July Staff recommends that the 2014 Corporate Energy Management Plan (CEMP) be endorsed by City Council; staff will remain committed to meeting all of the regulatory reporting requirements of the Green Energy Act and will report back to Council prior to annual Ministry required reporting periods and at key milestones within the plan implementation. As part of the future capital budgeting process, staff will be identifying capital needs for auditing and energy retrofit projects for the first five years of the CEMP.

12 Date: June 16, 2014 Page 12 Geoff Linschoten Geoff Rae, MBA, P.Eng., Director, Facilities & Asset Management General Manager, Public Works Commission Lise Sordo, A.Sc.T Facilities Management Specialist Attachments Appendix A - Corporate Energy Management Plan In adopting this report, is a by-law or agreement required? If so, it should be referenced in the recommendation section. By-law required [ ] yes [ x ] no Agreement(s) or other documents to be signed by Mayor and/or City Clerk [ ] yes [ x ] no Is the necessary by-law or agreement being sent concurrently to Council? [ ] yes [ x ] no

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