2002-047City of Southlake, Texas
RESOLUTION NO. 02-047
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, ESTABLISHING A CITY COMPREHENSIVE
ENERGY POLICY; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Manager shall be responsible to the Council for the proper
administration of all affairs of the City including the preparation of general policies; and
WHEREAS, according to the City of Southlake (the "City") Charter section 4.14(6) the
City Manager is responsible for administration of the City budget after adoption by the City
Council; and
WHEREAS, the City Manger recognizes the need to add new policies to define City
practice regarding the efforts to comply with the legislative requirements of the Federal Clean
Air Act, to increase cost savings through an overall reduction in energy consumption, to promote
the social responsibility for environmental protection, and to gain City Council direction on how
to evaluate alternatives relating to energy issues, and;
WHEREAS, the Comprehensive Energy Policy accomplishes the purposes described
above in a manner that accommodates the legitimate interests of the City, now
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS THAT:
Section 1. The City of Southlake hereby approves the Comprehensive Energy Policy, specifying
general policies relating to energy related issues planning and management.
Section 2. This resolution shall become effective after its passage and adoption by the City
Council.
PASSED AND APPROVED THIS DAY OF
Ctty, May r
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Policy:
Source:
Category:
Resolution Number:
Effective Date:
Revised Date:
I. Purpose.
City of Southlake
Policies and Procedures
Comprehensive Energy Policy
City Council
General
02-047
August 20, 2002
The City of Southlake recognizes the responsibility to be a good steward of the environment
for future generations. The purpose of this policy is to balance the management of natural
resources with the desire to provide efficient and effective service delivery to residents of the
City, to implement energy efficient measures in order to reduce electric consumption by the
existing facilities of the City, to establish a goal to reduce electric consumption by the
existing facilities by five percent (5%) each year for five (5) years beginning January 1,
2002, and to comply with the annual reporting requirements to the State Energy Commission
Office (SECO) regarding the City's efforts and progress in connection with reducing its use
of electric power. Therefore, this policy aggressively pursues the efficient and effective use
of energy consumption in order to:
Comply with the legislative requirements of the Federal Clean Air Act;
Increase cost savings through an overall reduction in energy consumption, increasing
resources that can be applied to the quality of service delivery to the residents of the
City;
Promote the social responsibility for environmental protection;
To gain City Council direction on how to evaluate alternatives relating to energy
issues.
11. Definitions.
A. A2pareization (Municipal Aggreization.) — Under deregulation of the electric utility industry
by the State of Texas, all electric customers have the right to combine their electric
consumption with the electric consumption of other customers in order to negotiate more
favorable rates. The equivalent of cooperative purchasing of electric power.
B. Business Hours — For general purposes, unless otherwise stated in City policies and
procedures, business hours will be established from 8:00 a.m to 5:00 p.m., Monday
through Friday.
C. Energv Policv Workgrou-o — The City Manager shall appoint an interdepartmental
workgroup of City employees to develop and implement the parameters of this policy.
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Policies and Procedures
This workgroup shall perform an annual evaluation of the policy components and
coordinate the City's efforts to complete any annual reporting requirements to the State
and/or Federal Government.
D. Nonattainment Area — Per Section 107(d) of the Federal Clean Air Act, as amended, this
is "any area that does not meet (or that contributes to ambient air quality in a nearby
area that does not meet) the national primary or secondary ambient air quality standard
for the pollutant." A single geographic area may have acceptable levels of one criteria air
pollutant but unacceptable levels of one or more other criteria air pollutants; thus, an area
can be both "attainment" and "nonattainment" at the same time.
Currently, the State of Texas classifies both Denton County and Tarrant County as a
nonattainment" area.
E. Retail Electric Provider (REP) — The electric company that provides retail customer
contact (usually the company that contracts the service to the customer).
F. Texas Senate Bill 5 (SB 5). 77th Lesislature — SB 5 was enacted by the 77th Legislature to
assist the State of Texas in complying with with the Federal Clean Air Act. The bill
contains new energy efficiency measures that are designed to decrease energy
consumption. These energy efficiency measures aim at reducing air emissions. SB 5
adds a new Chapter 388 to the Health and Safety Code. These provisions include, but
are not limited to the following:
Efficiencv Measures — That certain political subdivisions in a nonattainment
area implement energy efficiency measures that are cost effective; and
Electric Consumption Goal — That political subdivisions in a nonattainment
area establish a goal to reduce electric consumption by the political
subdivision by five percent (5%) each year for a five (5) years beginning
January 1, 2002. SECO, charged by Section 388.005, Texas Health and
Safety Code, to "provide assistance and information to political subdivisions
to help the political subdivisions meet" their goals, has (i) determined that the
goal of reducing electric consumption is to be measured against the baseline
year of 2001, and (ii) interpreted the term "facilities" to include any facility of
the facility of the City (including without limitation street and stadium
lighting) that was "spinning the meter" on September 1, 2001. Any new,
modified, or expanded City facilities (including, without limitation, any
buildings, street lighting, or other improvements of the City) constructed,
placed, or otherwise added by the City after September 1, 2001 are not
facilities" subject to this policy and shall not be included for purposes of the
comparison described herein or for any other purpose. The determination of
whether or not the stated goal for each calendar year has been met shall be
made by comparing the consumption of electricity by the City facilities for the
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City of Southlake
Policies and Procedures
calendar year in question with the consumption of electricity by such facilities
for calendar year 2001.
Annual Reportine — That certain local governments annually report to the
State their efforts and progress at meeting the requirements under Section
388.005.
G. Transmission and Distribution Utilitv (TDU) — A company that delivers electrical service
over the wires; this utility continues to be regulated by the Public Utilities Commission
PUC).
III. Policy Scope.
A. Obiectives — This policy establishes the following objectives:
1. To serve as a Notice of Intent to comply with the legislative requirements of SB 5;
2. To establish the goal of reducing the City's consumption of kilowatt hours (kwh) at
all existing facilities of the City by five percent (5%) each year for five (5) years
beginning January 1, 2002, as defined above, and to reduce such consumption to the
greatest extent possible that is cost effective and does not impact service delivery to
the City's residents;
3. To establish guidelines for the evaluation of alternative electric service providers to
the City, to minimize impact the City's service delivery to it's residents;
4. To establish guidelines for the measurement and evaluation of progress towards
increased energy efficiency in order to comply with state and federal legislative
requirements, and procedures consistent with the principles and practices of good
management;
5. To establish guidelines for the evaluation of user fees to offset costs associated with
implementing greater energy efficiency;
6. To establish the parameters of increased City staff education and awareness of energy
conservation, and to implement conservation guidelines and procedures;
7. To establish guidelines for consideration of energy efficiency in current and future
Capital Facilities Planning;
8. To establish procedures for the annual evaluation of this policy and for reporting
requirements to the state and/or federal government, as required;
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Policies and Procedures
IV. Service Delivery Standards.
The City of Southlake places a strong emphasis on service delivery to residents of the City.
In order to provide the most efficient and effective service delivery to residents, the City
must in turn receive quality service delivery from Transmission and Distribution Utilities that
service the City of Southlake. In regards to exploring municipal aggregation arrangements
for electricity under the provisions of electric deregulation in Texas, the City of Southlake
shall equally weigh the projected cost savings through alternative purchasing mechanisms
with the expected service delivery from the provider(s), and the City's expectation shall be
equal or superior service delivery to what is currently in place.
V. Data Collection.
A. Methodolo2v — The City shall measure data and evaluate progress towards energy
conservation on a total kilowatt hour (kwh) of consumption basis.
B. Facilities Inventory — The Energy Policy Workgroup will develop and maintain a
facilities inventory to capture historical information from 2001 forward.
C. Ener2v Audit — The City shall periodically schedule energy audits of City facilities and
current overall energy consumption. The data from these audits shall be used for the
purposes of energy conservation planning, budget development, and serving as a basis for
designated operational reviews to identify methods to increase energy conservation.
Recommendations from energy audits will be evaluated based on the criterion of cost
effectiveness and upon the impact on service delivery to City residents.
VI. Staff Education and Awareness.
A. Responsibility — The administrative staff will be held responsible for implementation of
the established energy conservation guidelines through the direction of the Energy Policy
Workgroup. The realization of the policy goals and objectives is the joint responsibility
of the City Council, City Staff, City Boards and Commissions, and City residents.
B. Staff Education — After completion of the required annual evaluation, the Energy Policy
Workgroup shall make arrangements to share the information on progress with the
complete City Staff. Educational materials and/or training shall be identified, developed,
approved, and implemented on an as -needed basis.
C. Staff Awareness — The City's Senior Management Team shall provide energy awareness
discussions in their respective staff meetings. Departmental Directors shall conduct
periodic self-assessment of energy consumption in their departments and provide the
Energy Policy Workgroup with such findings.
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Policies and Procedures
V. Conservation Guidelines and Procedures.
A. General Guidelines for Energy Conservation — The following guidelines and procedures
are established as a basis for overall energy conservation in service delivery:
1. Energy Consumvtion during Business Hours — During business hours all members of
the City staff shall use natural resources in the most efficient manner consistent with
service delivery to the residents of the City.
2. Energy Consumvtion during Non -Business Hours — The City Manager or his/her
designee(s) shall coordinate the use of municipal facilities during non -business hours
in order to maximize efficient energy consumption during these periods.
3. The established temperature for hot water heaters are to be at the following settings:
a. Water Heaters for kitchen untensil and equipment santiation —170F, at faucet;
b. Other Water Heaters — To be set no higher than 130F, at faucet.
2. Eauivment Use — Employees shall turn off all computers, copiers, printers, and any
other electrical devices when not in use after business hours, except those that are
vital to the City's network functions or are in use for emergency response purposes.
3. Recommended illumination levels established by the Illumination Engineering
Society (IES) on a per -facility basis shall be maintained at City facilities.
4. Timers and motion detectors shall be implemented to the fullest extent possible at
City facilities, and individual departments shall review identify potential locations for
use. In addition, maintenance staff shall perform routine inspections of all devices to
maintain proper operation.
B. Guidelines and Procedures for HVAC Overations — The following guidelines and
procedures are established as a basis for energy conservation in regards to HVAC use:
1. Keep all exterior doors and windows closed when heating / air conditioning units are
in use.
2. If there is a problem with regard to temperature, staff will notify the designated
building personnel to alter the temperature or to generate a service work order.
3. Facilities hosting events shall make every effort to utilize the smallest comfortable
space available to hold the event. Individuals responsible for a particular event shall
coordinate with the designated building personnel to schedule and establish
temperature controls during the requested time.
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Policies and Procedures
C. Guidelines and Procedures for Liditiniz Operations — The following guidelines and
procedures are established as a basis for energy conservation in regards to the use of
indoor and outdoor facilities lighting:
1. Employees shall turn off lighting in the work areas when not in use, unless the
lighting standard for the work area is adjacent to other work areas.
2. Lighting will be turned off in common areas anytime that an area is vacant during
non -business hours.
3. Where no security concerns exist, all outside lighting shall be kept off during day
light hours and turned off from 12:00 a.m. to 5:00 a.m.
4. Skylights and windows with day light capabilities should be utilized if possible.
Light fixtures mounted in and'around skylights should be used only when necessary.
5. Lighting for display purposes should be turned off at night, although may be utilized
for posting of public meetings or special occasions.
6. Evening custodians shall turn on lights only in the specific area where and when they
are working. Lighting in work areas shall be kept off during breaks and lunches.
Custodians shall insure that all lighting is turned off at the conclusion of their work
and prior to the next day's business hours.
7. All athletic lighting shall be used only during scheduled events. Reporting of lighting
turned on when not in use or after scheduled time shall be reported to the Public
Safety Communications, who shall report the status of athletic lighting to the facility
designee to remedy the condition. Where possible, new sports field lighting
installations shall take advantage of available computerized control systems.
VI. Use of Irrigation Systems — Water Conservation.
A. Water Conservinp- Landscaping — The City, consistent with City Ordinance No. 662,
adopts the following standards for irrigation practices by the following methods:
1. Use of low water plants and grasses, and efficient irrigation systems;
2. Discontinue irrigation practices between the hours of 10:00 a.m. and 6:00 p.m.;
3. Use drip irrigation systems when possible and to design all irrigation systems with
water conservation features, such as a large drop rather than fine mist sprinklers;
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V11. Retrofitting of Existing City Facilities.
A. DevelODment of Plan — The City shall use the recommendations from energy audits to
identify and prioritize necessary retrofit projects on existing City facilities. In prioritizing
such projects, the City Manager shall consider the life expectancy of the City facility and
conduct a cost / benefit analysis to completing the project. The retrofit plan will be
executed as funding is available or alternative funding mechanisms are identified.
B. Utilization of State and/or Federal Funds '— The City shall explore alternative funding
mechanisms such as grants, loan programs, or donations to complete identified desirable
retrofit projects to existing City facilities. In evaluating alternative funding mechanisms,
the City Manager shall consider the cost effectiveness of utilizing the alternative
mechanism.
C. Statement on User Fees — The City shall evaluate the use of user fees to help offset the
cost of retrofit projects in a manner consistent with the City's overall fee policy.
V111. Future Capital Facilities — Construction Standards.
A. Planning for new capital facilities should be modeled on the U.S. Department of Energy,
Center for Excellence of Sustainable Development's "Green Building Principles." Any
RFPs submitted for construction of future city capital facilities should demonstrate that
the consultant is familiar with designing for these principles and demonstrate the ability
to calculate energy conservation by measurable standards, such as the DOE's "Energy
10" calculations and software package. These principles cover five main areas of
conservation and serve public good well beyond simple electricity conservation:
1. Energv Efficiencv and Renewable Energv Resources - Commercially available, cost-
effective energy technologies could reduce overall energy consumption in the United
States by as much as one-third — worth some $343 billion. These strategies include
elements such as proper siting and airtight construction, as well as installing energy-
efficient equipment and appliances and renewable energy systems.
2. Environmental Impact - The built environment has had a tremendous impact on the
natural environment. Strategies include preserving the site's integrity and natural
characteristics, landscaping appropriately, and selecting materials that have lower
embodied energy and those that are produced locally.
3. Resource Conservation - Conserving resources is a cornerstone of green building
techniques. There are many ways to conserve resources during the building process.
For example, selecting materials that have at least some recycled content can
conserve natural resources and virgin materials. Minimizing construction waste can
ease the impact on landfills. Installing water- and energy-efficient products can
conserve resources while reducing operating costs. Choosing appropriate roof
systems can reduce energy use and prevent stormwater runoff.
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4. Indoor Air Oualitv - Energy-efficient buildings are more airtight and therefore hold
greater potential for indoor air quality problems. Because many building products can
contribute to poor air quality, potential problems can be reduced by selecting
materials lower in chemicals and toxins, and installing mechanical ventilation
systems to ensure an adequate fresh air supply.
5. Communitv Issues - Placing green building projects within easy access of
transportation facilities, medical facilities, shopping areas, and recreational facilities
decreases the need for automobiles and encourages bicycling and walking. In
addition, successful green buildings blend into the community, preserving natural and
historical characteristics, and will utilize existing infrastructure in order to reduce
sprawl.
B. Construction standards based on the above Green Building Principles can take many
forms. Therefore, it is recommended that consultants who design future capital facilities
submit construction cost -benefit estimates for incorporating energy -conservation features
such as, but not limited to, the following techniques:
1. Rainwater recycling and roof systems to support stand-alone irrigation systems.
2. The use of solar energy for lighting and for heating of hot water.
3. Hot water piping through floor systems for ambient heat distribution.
4. Ceiling systems designed with light scoops and baffles to distribute natural
lighting.
5. Use of alternative renewable energy sources such as wind and geothermal power.
IX. Annual Review and Reporting.
A. State ReDortinia Requirements — As part of legislative requirements, the State requires
cities in "nonattainment" counties to annually report to the State Energy Conservation
Office {SEGO) their efforts and progress at meeting the legislative requirements of SB 5.
A copy of the annual report sent to SECO shall be promptly provided to the Mayor and
members of the City Council after submission to the State.
B. Annual Evaluation — Regardless of reporting requirements to the state and/or federal
government, the Energy Policy Workgroup shall perform an annual evaluation of the
implementation of this policy, and present their findings to the City Manager or his/her
designee.
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