Executive Order 09-07

EXECUTIVE ORDER TO ENCOURAGE THE REDUCTION OF ENERGY CONSUMPTION BY STATE AGENCIES AND THE ENVIRONMENTAL IMPACT OF STATE AGENCY OPERATIONS

Act 1494

AN ACT TO PROMOTE THE CONSERVATION OF ENERGY AND NATURAL RESOURCES IN BUILDINGS OWNED BY PUBLIC AGENCIES AND INSTITUTIONS OF HIGHER EDUCATION; AND FOR OTHER PURPOSES

Strategic Energy Plans (StEP)

Two primary goals of an agency’s StEP1) reducing energy use and costs in an agency's annual maintenance and operating budget

2) promoting agency operations and practices that will reduce, to the extent practicable, the environmental impact of the agency's overall operation

Each Agency StEP Must Contain• Agency’s Energy Team members names• Plan for reducing annual energy costs and

agency environmental impact• Data on agency’s annual energy use

Data on agency’s annual energy use due April 1, 2010

Strategic Energy Plans (StEP)

Step 1:

• Draft narrative to support agency vision• Gather Building data and enter information into StEP

Facility Data Sheet• Submit preliminary plan online by October 31, 2009

Use Templates available online at Green.Arkansas.Gov

Strategic Energy Plans (StEP)

Step 2:

• Plans will be reviewed by the Energy Efficient State Government Working Group

• Suggested changes will be transmitted to the Agency Energy Manager for revision

Step 3:

• Complete StEP Facility Data Sheet with Information from July 1, 2007 to December 31, 2009

• Submit final StEP and Facility Data Sheet online by April 1, 2010

Revolving Loan Fund

• What is it? Created by Act 1372 of 2009 – Provides a funding mechanism for state agencies, boards and commission who own

facilities and would like to accomplish energy initiatives within their facilities

• Who qualifies? State agencies, board and commission– Excludes institutions of Higher Education, public schools and

legislative or constitutional entities of the State, who own facilities and would like to pursue energy related capital improvements that exceed $250,000.

Revolving Loan Fund

• When will this be available? Currently being drafted– Arkansas Building Authority, in conjunction with a number of energy partners, is in the

process of drafting the Revolving Loan Fund rules which will be promulgated through a public comment period, public hearing and adopted by legislative approval. It is expected that the loan program will be available for project reviews during the third quarter of the fiscal year.

• Prerequisites? The State Energy Office is developing criteria by which each project will be evaluated. – Each project request in excess of $250,000 must meet the minimum energy criteria and

the agency must have completed and submitted their StEP within the established timeline to be eligible for a loan award. The agency must be able to repay the loan within ten (10) years of issuance.

Arkansas' Energy Efficient State Government Working Group

Governor's Office Arkansas Building AuthorityArkansas Department of Environmental QualityArkansas Department of Information Systems Arkansas Energy Office Office of State ProcurementClinton Foundation

Arkansas' Energy Efficient State Government Working GroupMarc Harrison - Governor's Energy Policy Adviser, Governor's Office

Anne Laidlaw - Director, Arkansas Building Authority

Carol Johnson - Energy Conservation Manager, Arkansas Building Authority

Teresa Marks - Director, Arkansas Department of Environmental Quality

Claire Bailey - Chief Technology Officer, Arkansas Department of Information Systems

Chris Benson – Director, Arkansas Energy Office

Ed Ellis - Energy Manager, Arkansas Energy Office

Jane Benton - Director, Office of State Procurement

Martha Jane Murray - Clinton Climate Initiative, Clinton Foundation

Green.Arkansas.Gov• Web site designed to provide

information on “Going Green” for consumers as well as state and local government entities

• Central repository of “Green” information – providing links to various data sources

• The StEP submission portal – providing agencies a secure area for uploading StEP documents

Strategic Energy Plans

• Visit Green.Arkansas.Gov • Navigate to “Strategic Energy

Plans” section

Upload StEP Docs

• Follow the link at the bottom of the page or on the left navigation for uploading StEP documentation

• Upload StEP documents

Templates are available online for agency use

How to Begin:Login with User name and Password, then select “OK” to

continue

How to Upload StEP DocumentsSelect option to “Upload”. You will then browse for StEP

documents located on your computer

How to Upload StEP Documents“Browse” for StEP documents and select “OK” to continue

How to Upload StEP DocumentsThe document will be displayed with date and time modified.Repeat process to upload additional documents.

Get Started!Suggestions• Identify Energy Team – who needs to be included? What are their roles?• Create an inclusive strategy

– Establishing roles and actions throughout the organization can help to integrate good energy management practices.

• Develop an action plan– Brainstorm with various offices/staff members to identify ways they can

contribute– Hold a competition to seek ideas for energy efficiency from across the

organization– Gathering recommendations from the Energy Team and other key

personnel

Sample StEP Strategic Energy Plan

A sample StEP Document is provided online as a guideline for goals, strategies, objectives, and actions that you may want to include in your plan.

Since some agencies are facility owners and some agencies lease buildings or space (which may include or exclude utilities), each plan will need to be tailored to that individual agency.

StEP Facility Data Sheet

The Arkansas StEP Facility Data Sheet is used for recording and tracking facility data

It is an Excel workbook with multiple tabs for data entry – each tab represents a different set of data

Instructions for use is included on the first page of the workbook

StEP Facility Data SheetVarious data elements include:1. Energy Team Members and contact information2. Facility Information3. Space Type4. Energy Use5. Water Use6. Parking Use7. Data Center

StEP Facility Data Sheet Data Sheets are available online in .xls and .xlsx format• Download template • Read and follow instructions included on the first page of the workbook• Complete tabs 1, 2, and 3 as part of your preliminary plan

– Tab 1 – (Energy Team) Record team member information– Tab 2 – (Facility Information) Record facility information– Tab 3 – (Space Type) Select the type of facility and enter data for each space

• Submit datasheet as part of preliminary plan by October 31, 2009• Tabs 4, 5, 6, and 7 (if applicable) will be due as part of the

final plan by April 1, 2010

Review ADEQ Review ADEQ Strategic Energy PlanStrategic Energy Plan

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Questions & Answers from 9-15-2009Question: For leased spaces that have been occupied since July 1, 2007 and prior,

and are scheduled to be vacated, should data from existing buildings still be included?

Answer: Unless the building will be vacated prior to April 1, 2010, the data needs to be included.

Question: Will guidelines be provided for how to handle documenting data for leased spaces? How will this information be communicated to agencies?

Answer: If the agency is responsible for paying the energy bill for the leased space, then the agency must report the energy data. If the agency isn’t responsible for paying the energy bills, then the agency only needs to complete tabs 1 ,2, and 3 of the datasheet.

Questions & Answers from 9-15-2009

Question: How should an agency handle leased buildings that have multiple occupants?

Answer: State offices that are located in multi-tenant buildings do not need to report utility data, regardless of whether they are state-owned or private sector. If the agency is the primary occupant and pays the utility bills, the data requirement would be the same as a state owned building. If they are not the primary occupant they need not submit the energy use data, but should fill out tabs 1,2,3. The agency will still be expected to still implement conservation measures consistent with good energy management to the extent possible.

Questions & Answers from 9-15-2009

Question: What should an agency do that has multiple buildings?

Answer: Agency offices that include multiple facilities statewide should report each building’s utility data through the StEP Data Worksheet and submit to the agency’s primary energy contact for consolidation into a single report for the agency’s StEP submittal. If there is a common meter for multiple buildings, each building needs to be listed in the Facility Tab and broken out in the Office Space Tab, but only one building used in connection with the input of meter data under the Energy Use Tab.

Questions & Answers from 9-15-2009

Question: How should an agency handle documenting building data for buildings that they occupy but they do not own, and are spread throughout the state?

Answer: If the agency pays utilities for the leased facilities, they should collect the data as explained in #4 above and report to their agency’s primary energy contact.

Questions & Answers from 9-15-2009

Question: What should agencies do with glass recyclables?

Answer: There are facilities located in Little Rock that accept glass containers for recycling. Other facilities around the state may take glass as a recyclable material, but you will have to check with your local recycling centers for more details.

Questions & Answers from 9-15-2009

Question: How is the recycling program going to work? Answer: Each agency will be responsible for the development of their own in-

house recycling program. They will purchase their own containers, educate their employees, develop contacts and/or contracts with their local recycling facilities for the pick-up of all materials to be recycled. Each one will be responsible for all costs incurred to get their own materials recycled. ADEQ will provide technical and educational assistance to individual agencies.The Office of State Procurement currently has a state recycling contract out for bid for Paper and Comprehensive Recycling.

Questions & Answers from 9-15-2009Question: With regards to the StEP, have there been any discussions on state vehicles and

contracts for new purchasesAnswer: Yes – new state contracts are in place for hybrid vehicles. The information is available

on the State Procurement Web site: http://www.arkansas.gov/dfa/procurement/pro_contracts_mandatory.html#vehicle_hybrid

Question: Looking towards the future, how will an agency qualitatively know that they have met the defined goals?

Answer: Quantitatively you should know by the results produced in energy conservation. Qualitatively there is a review panel for the plans and you will be given feedback after the review.

Questions & Answers from 9-15-2009

Question: Are there consequences to an agency if they fail to submit their StEP on time?Answer: There will be no consequences to an agency if they fail to submit their StEP on

time, however that agency will not be eligible for the Revolving Loan Fund (created by Act 1372 of 2009). The Governor highly encourages all state agencies that are required to submit a Strategic Energy Plan to do so by October 31, 2009.

The energy team goal is 100% participation

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