DHMH POLICY NUMBER: 02.03.04
Cross Reference: General Services Administration

TITLE: ENERGY CONSERVATION POLICY

I. EXECUTIVE SUMMARY

The purpose of this policy is to redefine the elements of a "Comprehensive Energy Conservation Policy" for the Department of Health and Mental Hygiene. This was originally established in 1980 as DHMH Policy #7100, which was last revised November 20, 1996.

II. BACKGROUND

During the first half of 1980's, the need to conserve fuel was of paramount importance. Accordingly, the Department of Health and Mental Hygiene established a comprehensive Energy Conservation Policy (DHMH Policy #7100), which over the years, has improved operating efficiency and reduced the cost of energy consumption. In the later half of 1980's, imported oil diminished in importance because of changing market conditions generating greater interest in oil conservation and the optimization of energy. At the State level, the Maryland Energy Administration (MEA) was reorganized, and placed directly under the Governor's Office. MEA has taken the lead in utility rebate programs in cooperation with different utility companies around the state and has also been given the responsibility to monitor compliance and oversee state-wide energy conservation.

As in the last decade, there is still a growing need to control the level of energy consumption, and it should continue to be a major priority of the Department of Health and Mental Hygiene. This document reflects the current needs of this Department, but conditions change, and this policy should be revised as needed.

III. POLICY STATEMENTS

A. GENERAL PROVISIONS

1. The Department of Health and Mental Hygiene (Department) shall institute a well organized, comprehensive energy conservation program that will meet the needs of the Department in the near future with flexibility to meet changing market conditions.

2. This program shall meet all requirements established by the law (see exhibit #1), and shall expand these activities to the greatest extent possible.

3. Specific consumption goals in the area of energy utilization are to be defined and their progress carefully monitored. As described in exhibit #1, the law has established two conservation milestones for the years 1996 and 2001.

B. INTERNAL ORGANIZATION

1. The Director of General Services Administration is responsible to the Secretary of the Department for the development of a comprehensive energy conservation program.

2. The Chief, Division of Engineering and Maintenance or the Chief's designee shall be the Department's Energy Conservation Officer.

3. The Departmental Energy Conservation Officer shall be responsible for, and have the authority to implement the Department's Energy Conservation Program.

4. The Departmental Energy Conservation Officer shall be the liaison between the facilities/independent units and the Maryland Energy Administration (MEA).

5. The Departmental Energy Conservation Officer shall be responsible for reviewing and coordinating all facility requests for Institutional Conservation Program (ICP) grants which are federal/state funded.

6. The responsibilities of the Energy Conservation Officer shall include, but not be limited to the following:

  a. Identification of local (facility) responsibility.
  b. Establish plant efficiency and oversee utilization studies.
  c. Energy conservation data tracking and reporting.
  d. Develop alternate fuel considerations/energy conservation            projects.
  e. Develop facility energy conservation plans.
  f. Maintain a current file on ICP regulations.

C. FACILITIES AND INDEPENDENT UNITS

1. Each facility Superintendent or Director shall review energy conservation activities for their facility to the extent necessary to assure themselves that provisions of this policy are being carried out.

2. Each facility Superintendent or Director should consider energy conservation a prime responsibility, and is to develop and implement an annual energy conservation plan for the facility. This plan shall be submitted to the Department's Energy Officer by June lst of each year (see exhibit #2).

3. Each facility Superintendent or Director shall appoint a local Energy Conservation Representative. This Representative shall be someone who has the authority to implement this policy and make decisions on behalf of the facility. The local Energy Conservation Representative shall be responsible to the Superintendent or Director for the development of a local energy plan, and shall be authorized to schedule necessary energy conservation, maintenance and other energy related activities as well as to schedule the participation of employees in training or educational activities related to local or statewide conservation programs.

4. The local Energy Conservation Representative is encouraged to seek the appointment by his Superintendent or Director of a local Energy Conservation Committee to assist the Representative in the development and management of local energy conservation activities. Membership of such a committee would appropriately include the facility Maintenance Supervisor or designee, and representatives from different program areas.

5. Each facility Superintendent or Director in conjunction with the Departmental Energy Officer, shall establish a quarterly meeting schedule (see section III, item I.).

6. The facility Directors/Superintendents shall set their goals and priorities for each fiscal year. This shall include analyzing plans for all buildings based on building description, HVAC equipment inventory and the latest fuel consumption statistics. Although in-house energy audits by facility personnel may be used as a basis for such an analysis, energy audits and technical reports by independent consultants should be encouraged.

7. The facilities shall apply for the federally funded Energy Conservation Grants through the Department's Engineering and Maintenance Division. These grants are obtained under State's ICP in cooperation with the MEA. The Departmental Energy Conservation Officer shall act as a central figure in obtaining, managing and administering these grants.

D. LOCAL ENERGY CONSERVATION PLANS

Items to be addressed in the annual energy conservation plan are the following:

1. Specify achievable monthly and yearly goals for energy consumption and energy costs.

2. Agree to furnish utilization reports to the Departmental Energy Conservation Officer no later than the 10th of each month.

3. List of all actions to be taken by facility management or committee to achieve energy savings with little or no cost investment.

4. Identify training needs of the facility's staff to implement these activities - those which can be carried out locally, and those for which Staff Development and Training Division (DHMH) or MEA's assistance is required.

5. Identify procedures, methods, and frequencies for local inspections to determine the performance of building conservation activities.

6. Develop a list of incentives to encourage employee participation in energy conservation and suggestions concerning local energy conservation methods.

7. List those construction or maintenance projects costing less than $10,000 (or more for a separate category) which will result in tangible cost benefits within 1-3 years pay-back periods. Cost and anticipated savings should be specifically identified.

A model plan outline is attached for facility guidance.

E. HEATING PLANT EFFICIENCY AND UTILIZATION

The facility management shall develop a standardized method of determining fuel plant utilization and efficiency. Periodic visits by the Division of Engineering and Maintenance staff, shall be made to assist in such evaluations which are to be used by the Committee and Department Conservation Officer for making decisions and implementing the program.

F. ALTERNATE FUELS

The Division of Engineering and Maintenance, in cooperation with the facility management is assigned the responsibility for evaluating the possible use of other fuels as a substitute for present fuels. All plans that are formulated for the modification of heating systems within DHMH facilities, prior to being implemented, shall be reviewed and approved by the Maryland Energy Administration.

G. REPORTING AND ANALYSIS

1. The basic reporting system shall be developed by the Division of Engineering and Maintenance.

2. Monthly energy consumption reports shall be submitted by local representatives to the Departmental Energy Conservation Officer no later than the 10th of each month. Facilities shall submit other reports as requested by the Departmental Energy Officer.

3. By law, MEA has been assigned the responsibility for analyzing facility energy bills as well as developing analytical models to determine comparative utilization patterns for DHMH facilities. This information will be made available to the Departmental Energy Conservation Officer and Director, General Services Administration (DHMH) for review, comments and approval.

H. TRAINING ASSISTANCE

The Staff Development and Training Division of the Department is assigned the responsibility to develop training programs in energy conservation, and to provide training for facilities as requested, and to participate fully in direct training activities as necessary to assure proper training of employees. Assistance for energy conservation training can also be sought through MEA's training programs. Courses and training programs are constantly being reviewed and developed by MEA. The facility committee members and technical personnel should be encouraged to attend these training programs as they become available.

I. SITE VISITS AND INSPECTIONS

The facility in conjunction with the Departmental Energy Conservation Officer is to establish a quarterly committee meeting schedule. The Departmental Energy Conservation Officer or the Officer's representative shall attend these facility committee meetings on a regular basis in order to implement the Department's energy conservation program and to promote program incentives at the facility level.

IV. REFERENCES

APPROVED:  Martin P. Wasserman, M.D., J.D.

Secretary

Signature on File     Effective Date: