The City of Edinburgh Council. Carbon Management Programme. Strategy and Implementation Plan. Date: 15 March2008. Version number:9

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1 The City of Edinburgh Council Carbon Management Programme Strategy and Implementation Plan Date: 15 March2008 Version number:9 Owner: Janice Pauwels Approval: Page 1

2 Foreword from the Carbon Trust Cutting carbon emissions as part of the fight against climate change should be a key priority for local authorities - it's all about getting your own house in order and leading by example. The UK government has identified the local authority sector as key to delivering carbon reduction across the UK inline with its Kyoto commitments and the Local Authority Carbon Management programme is designed in response to this. It assists councils in saving money on energy and putting it to good use in other areas, whilst making a positive contribution to the environment by lowering their carbon emissions. The City of Edinburgh Council was selected in 2007, amidst strong competition, to take part in this ambitious programme. The City of Edinburgh Council partnered with the Carbon Trust on this programme in order to realise vast carbon and cost savings. This Carbon Strategy and Reduction Plan commits the Council to a target of reducing CO2 by 25% by 2013 and underpins potential financial savings to the council of around 6.5 million. There are those that can and those that do. Local authorities can contribute significantly to reducing CO 2 emissions. The Carbon Trust is very proud to support the City of Edinburgh Council in their ongoing implementation of carbon management. Richard Rugg Head of Public Sector, Carbon Trust Page 2

3 Foreword Council Leader Chief Executive (added in at launch of Plan) Page 3

4 Contents Management summary 5 1 Introduction 6 2 Carbon Management strategy Context and drivers Vision Objectives and targets Strategy 8 3 Emissions baseline and projections Scope Baseline Projections Past actions and achievements 13 4 Carbon Management Implementation Plan Shortlisted actions and emission reduction opportunities Implementation plan summary 15 5 Implementation Plan financing 17 6 Stakeholder management and communications Stakeholder management Communications Plan 19 7 SIP governance, ownership and management Main roles and responsibilities Risks and issues management Benefits management Reporting and evaluation 22 Appendix A: Individual actions 23 Approvals Sign-off, approvals, and document status, in accordance with the Local Authority s normal operating procedure. Page 4

5 Management Summary This document sets out a five year plan for the reduction of carbon emissions within the City of Edinburgh Council s own activities. The Council has set itself the target of reducing its carbon emissions by 25% by 2013 with annual targets of 5% reduction. We anticipate an investment of just over 900k over the five years of the plan that is expected to save 33,675 tonnes of carbon dioxide and over 6.3 million. This document sets out 12 projects for the next five years, although there will be annual reviews of the plan during that timescale. This programme of work will be led by David Jack, Head of Performance, Strategy and Policy and Councillor Robert Aldridge supported by Janice Pauwels, Sustainable Development Manager on a day to day basis. At the time of writing we have secured the majority of the funding required. However a new Carbon Management Officer post will be required to oversee the plan this is included within the funding requirements. This Carbon Management Plan will be included in future service plans, Single Outcome Agreements and in the Council s Corporate Plan. Progress towards our stated objectives will be reviewed quarterly by the Cross Party Working Group on Climate Change and by the new Carbon Management Team set up across departments. We believe that this programme of activities will not only deliver carbon reductions in line with our Climate Change objectives as well as significant costs savings for the Council but will also position ourselves for any impending new regulatory requirements such as the Carbon Reduction Commitment and the EC Directive on Energy Performance in Buildings. Page 5

6 1 Introduction The City of Edinburgh Council approved a climate change framework in June 2006 detailing a range of tasks and actions to address the issue of climate change and carbon emissions. These actions cover a range of departmental activity including waste, procurement, energy, biodiversity, planning and construction amongst others. In addition a number of climate change targets were subsequently approved in October 2006 aimed at reducing carbon emissions from the Council s own activities and also approving the development of a climate proofing system to ensure that climate change issues are addressed in all future Council strategies, programmes and policies. The Council recognised the need however of focusing on its own carbon emissions and in particular being able to benchmark these. In May 2007, the Council was selected to participate in Phase 5 of the Local Authority Carbon Management Programme (LACMP). This has enabled the Council to build on work already started, use the expertise and knowledge of the Consultants assigned to Edinburgh and to learn from Councils who have participated in previous programmes. The key output from the LACMP is the production of a Strategy and Implementation Plan (SIP) which focuses on reducing carbon emissions from the Council s own activities or other areas over which it has direct control. The SIP has been the product of 10 months of activity carried out by a core project team in Corporate Services with contributions and participation from a wide range of service areas across all departments. The Core team has been supported by Consultants appointed by the Carbon Trust who have provided overall support. This Strategy and Implementation Plan (SIP) sets out the approach and methodology for reducing carbon emissions within the Council s own activities, identifying key actions and activities and will form a key element of the Council climate change framework. The base year for emissions is 2005/06. The SIP will cover a five year period up to 2013 and will be reviewed annually. Housing is excluded from the SIP on the grounds that initiatives to tackle energy efficiency in housing are carried out through the Council s Warmburgh Plan. The Plan will be reviewed to ensure that carbon reduction targets are incorporated. Similarly municipal waste is excluded on the basis that there are already a number of initiatives identified through the Strategic Waste Fund. Consequently the SIP focuses only on the Council s own waste. The SIP will be approved by the Council Management Team and submitted to the Policy and Strategy Committee for final approval. Page 6

7 2 Carbon Management strategy 2.1 Context and drivers Currently the issue of climate change has never been higher on the agenda. At UK level both the national government and devolved administrations have launched Climate Change Strategies with targets for carbon reduction. Discussions on the level of reduction are ongoing and the Intergovernmental Panel on Climate Change continue to launch new reports outlining a deterioration in climatic temperatures. During 2008, the Scottish Government will consult on and implement a new Climate Change Bill which aims to set ambitious Scottish targets of an 80% reduction in carbon emissions by One policy initiative already in force is the Energy Performance in Buildings Directive that lays down minimum standards for the energy performance of new buildings and for large buildings undergoing renovation. It requires the regular inspection of boilers, consideration of renewable energy and CHP and the provision of energy performance certificates when buildings are constructed, sold or rented. Certificates will need to be displayed publically in buildings over 1000 m². This Directive will apply to Council buildings. There is also the financial driver of ever increasing energy costs, waste costs through landfill tax charges and fuel costs. This is an important driver for local authorities and an important context for the carbon management programme. At a Council level, a number of targets were approved in October These required the Council: to climate proof all new Council strategies, programmes, plans and projects; to reduce all the Council s own climate change emissions and in particular carbon dioxide emissions by 20% by 2015; to reduce all the Council s climate change emissions and in particular carbon dioxide emissions by 30% by 2025; and to achieve a zero carbon Edinburgh by In March 2007, a comprehensive Climate Change Framework was approved by the City of Edinburgh Council which detailed a number of actions to adapt to and mitigate climate change impacts. This framework provides the strategic Council approach to climate change issues and the Carbon Management Programme is seen as a key component of that. In January 2007, the City of Edinburgh Council signed the Scottish Climate Change Declaration which all local authorities in Scotland have signed up to. The Declaration has been developed by a number of organisations and endorsed by the Scottish Government and requires the publication of an action plan as part of a number of commitments by local authorities. At the local level, climate change is part of the Community Planning process with a new task group set up to develop actions to tackle Climate Change. One of the key drivers in the future will be the Carbon Reduction Commitment (CRC) which is a mandatory emissions trading scheme being introduced by the Government to cover large business and public sector organisations. The CRC scheme is scheduled to begin in January 2010, with a three-year introductory phase. The CRC will cover large business and public Page 7

8 sector organisations whose annual half-hourly metered electricity use, is above 6,000 Mega Watt hours (MWh) and who spend more than 500,000 a year in the UK on electricity. On an annual basis organisations will be required to report all their UK-based CO 2 emissions from all their fixed point energy sources. Although mandatory, the Carbon Reduction Commitment will involve self-certification of emissions, backed up by auditing, rather than third-party verification. The Scheme will be an important future driver in the reduction of carbon within Councils. 2.2 Vision The vision of the Carbon Management Programme is to: reduce the carbon emissions from our own activities and services and contribute to the City of Edinburgh Council becoming a leader in Carbon Management. This complements the wider Council vision of the most sustainable city region in northern Europe by Objectives and targets The overall target is to reduce carbon emissions by 25% over the five year period of the plan against the Business as Usual case and the baseline of 2005/06 with an interim target of 10% by Strategy The Carbon Management Programme will incorporate a number of strategic objectives: To reduce carbon emissions across the Council s operations by 25% by 2013; To aim for 5% reduction annually across the five years of the plan; To embed sustainable development and carbon reduction into the Council s policies and practices; To establish financial support for carbon reduction practices across the Council; To communicate the SIP and carbon reduction actions and practices to all staff in the Council with the intention of ensuring their participation and input to initiatives and projects; To collaborate with other organisations in the City to raise awareness of carbon management and share experience; To ensure that carbon management is integrated into other related activities in the Council such as ecological footprinting and community planning. 3 Emissions baseline and projections This section provides details of the baseline exercise carried out using the software tools provided by the Carbon Trust and support provided by the Consultants. Fundamentally there are two scenarios used in the projections element of the exercise: Page 8

9 Business as Usual (BAU). This scenario assumes no additional actions are taken to reduce carbon emissions and shows the amount of carbon emitted by the Council over the next 5 years. Reduced Emissions Scenario (RES). This scenario assumes that the actions outlined in this SIP are carried out to reduce carbon. 3.1 Scope In setting out the scope for the emissions baseline exercise, an initial workshop was held with relevant departments in the Council and concluded that the following areas would be included: Energy consumption in o Council Buildings all Council office premises, libraries, community centres, museums, residential centres, o Edinburgh Leisure Properties swimming pools, leisure centres, sport centres, gyms etc., o Schools (including PPP), o Council housing, Transport including fleet fuel consumption and business mileage, Lighting including street lighting and stair lighting, Waste: municipal waste only. 3.2 Baseline The year chosen for the baseline exercise was 2005/06. Most of the data was available in complete sets for this year thus providing a good baseline for future exercises. Data was provided from a number of sources: Energy data for buildings and schools : Property Care, City Development; Waste : Waste Division, Services for Communities; Fleet Vehicles : Corporate Transport Unit, Corporate Services; Business Travel: Payroll, Finance; Street Lighting: Network Services, Services for Communities; Stair Lighting and Council Housing data: Housing and Regeneration Division, Services for Communities. The baseline year emissions from the above sources were calculated as 210,164 tonnes of CO 2. The software programme also allows projected increases in carbon emissions over a number of years. Projecting from the baseline year: CEC current annual emissions in 2008 from buildings, waste (including municipal waste) and transport is projected to be 214,963 tonnes of CO 2 Page 9

10 Figure 1 below shows the total CO 2 emissions breakdown for the Council activities. All figures relate to the baseline year of 2005/06. Summary CO 2 Emissions Breakdown Buildings 31% Waste Collected 56% Transp. 5% Streetlights 8% Fig 1 Summary of CEC Emissions Waste Waste is currently dealt with under the strategic Area Waste Plans for local authorities whereby there are a number of targets for local authorities in terms of reducing waste and increasing recycling rates. Consequently a range of initiatives and activities are already underway within Edinburgh to tackle waste issues. These are reported on separately. Subsequently it is intended to focus primarily on the waste produced by the Council s own activities within this SIP. The Council's current public recycling initiatives are expected to divert in the region of tonnes of waste in 2007/08, giving a recycling rate of 27%. The Council is currently planning the measures which will be required to deliver a recycling rate of approximately 40% by 2011/12. The Council's residual waste is currently sent to landfill, although this is reducing year on year with the ongoing introduction and expansion of recycling collections. The Council has been an active member of the Lothians and Borders Area Waste Partnership which has sought to jointly procure residual waste treatment facilities. However the Scottish Government has recently announced a change to national policy which may restrict the use of residual waste technology. The Councils are currently reviewing the options available and the best balance of source segregation of waste, and residual waste treatment, in order to minimise the use of landfill and contribute to a Zero Waste Scotland. The Council continues to develop partnerships with relevant organisations to promote the avoidance of waste at source, as well as the reuse of items which would otherwise become waste." Municipal waste makes up 56% of the total CO 2 emission with 116,886 tonnes. Page 10

11 Buildings Energy consumption data is available for Council buildings although the availability in Council operational buildings may depend on the year selected. The Council has a number of energy contracts whereby it has negotiated energy from renewable sources. Currently the Council has 100% green energy for its main 100KW contract (larger buildings) and 75% for the sub 100KW contract (smaller buildings). There is also a 20% green energy for streetlighting. The CO 2 emission savings from these contracts is not included within the baseline for the SIP. Buildings are the next biggest contributor contributing 33% to the total or 65,487 tonnes of CO 2. Emissions from Buildings make up 31% of the total CO 2 emission with 65,487 tonnes. Figure 2 summarise the building emissions by type. The schools collectively are the biggest contributor with 44% (21% from secondary schools and 23% from primary schools. However the biggest single contributor is civic buildings which consist of the main Council offices as well as libraries, museums, theatres and neighbourhood offices. Edinburgh Leisure buildings contribute 14%. Buildings CO 2 Emissions Breakdown SECONDARY SCHOOLS 21% CIVIC BUILDINGS 29% PRIMARY SCHOOLS 23% SOCIAL SERVICES 6% MISC 7% LEISURE 14% Fig 2 CEC Emissions by Building Type Lighting (Street and Stair) Lighting Page 11

12 There are records detailing the total kwh and costs for street lighting electricity consumption for each individual year from 1999/00 to the present date. Stair lighting data forms part of a common 'pool' of unmetered electrical supply systems however the Council has a full inventory of all stair lighting luminaires connected & their consumption. Streetlighting contributes 8% of total emissions equivalent to 17,321 tonnes of CO 2. Lighting emissions make up 8% of the total CO 2 emission with 17,321 tonnes Transport In terms of transport the Council has fuel data back to 2000, for the part of the fleet for which we provide fuel. This includes long term hire vehicles, but excludes road services vehicles as they have their own system (short term hires, and the outdoor centre vehicles make their own arrangements). The Council s payroll system contains details for all mileage claimed by employees Transport contributes 5% of total emissions or 10,469 tonnes. Transport emissions make up 5% of the total CO 2 emission with 10,469 tonnes. This can be broken down further into 8,404 tonnes from fleet vehicles and 2,066 tonnes from business travel. Housing There is a range of robust data for the Council s own housing stock over the last 20 years. Much of this derived from capital works carried out to reduce energy consumption. However more work needs to be done to calculate the carbon footprint for this sector for the 2005/06 base year. Therefore for the first year of the CMP, housing data will not be included until further work is carried out. Initiatives to tackle energy efficiency in Council housing are carried out through the Council s Warmburgh Plan and reported on separately. This Plan will be reviewed to assess how carbon reduction targets are incorporated and links will be made with the CMP. Further work will be carried out to develop more up to date energy figures for housing. 3.3 Projections Projected CO 2 emissions for the Business as Usual (BAU) scenario have been calculated using the spreadsheet and software provided by the Carbon Trust. The BAU scenario assumes that the Council does nothing to reduce the increasing trends in energy use within the Council and incorporates only existing measures already underway i.e. no additional actions carried out. Conversely the Reduced Emissions Scenario assumes that the actions identified in this Carbon Management Plan are carried out - i.e. additional actions put into place. The Value at Stake (VAS) is the difference between the two scenarios. Page 12

13 Carbon Value At Stake 120,000 Tonnes CO2 100,000 80,000 60,000 40,000 Value At Stake Total BAU 20,000 Total RES / / / / / / / / / /15 Fig 3 Total Carbon Emissions At Stake from Building Energy, Transport and Street Lighting Figure 3 above shows the total carbon emissions at stake in the BAU scenario. Emissions of carbon from the above sources are predicted in the BAU scenario to rise from 93,278 tonnes over the five years of the plan to 98,814 tonnes. Implementing the actions in this Carbon Management Plan through the RES over the same five years will reduce the emissions of carbon from 93,278 tonnes to 65,140 tonnes. The accumulated carbon savings of the plan are shown in Table 1 below (waste figures excluded). By implementing the Carbon Management Plan the Council will save over 140,000 tonnes of CO 2 over the five years of the programme. CO 2 In Tonnes BASE YEAR 2005/ / /08 YEAR /09 CMP ( ) YEAR 2 YEAR 3 YEAR / / /12 YEAR /13 BAU 93,278 94,046 94,822 95,605 96,396 97,194 98,000 98,814 RES 93,278 88,614 84,183 79,974 75,976 72,177 68,568 65,140 VAS per year 0 5,432 10,638 15,631 20,420 25,017 29,432 33,675 VAS aggregated savings 0 5,432 16,070 31,701 52,121 77, , ,245 Table 1 Tonnes CO 2 Savings from the BAU and RES scenarios over the five years of the plan (Excluding waste figures) Page 13

14 In addition to the carbon savings, there are also associated financial savings. Figure 4 shows the two scenarios the BAU and the RES in terms of the financial costs to the Council and is discussed in more detail in Chapter 5. Value At Stake 25,000 20,000 '000 15,000 10,000 Value At Stake Total BAU Total RES 5, / / / / / / / / / /15 Figure 4 Financial Value at Stake of BAU and RES Scenarios (excludes landfill tax charges) 3.4 Past actions and achievements The Council has already implemented a number of measures in energy, transport and waste. Some examples are illustrated below. Energy Efficiency projects such as installing TRV s, BMS controls, replacement of boilers. Installation of pool covers in schools. Renewables projects such as installation of solar thermal panels and wind turbines. Launch of Energy Handbook for Schools (2006). Energy training for staff (2006) Transport The City Car Club in Edinburgh operated with the support of the City of Edinburgh Council, has the largest membership of any car club. Support and promotion of Tripshare Edinburgh the regional car sharing scheme Green Fleet Policy which has reduced emissions of CO 2 by 3% for Council vehicle groups. Staff Travel Policy including travel plans for schools A range of transport initiatives across the city aimed at reducing the use of the private car (e.g. Park and Ride facilities) Safer Routes to Schools programmes Page 14

15 Waste A range of initiatives to address waste primarily through the Strategic Waste Fund including kerbside recycling to 100,000 households and mixed waste recycling (glass/cans/cardboard/paper) to 120,000 households. Home Composter scheme, Real Nappy Initiatives, Edinburgh Furniture Initiative The recycling rate has already risen to approximately 25% for household waste, and above 20% overall. The Council is on target to exceed 25% and expects this to continue Waste Aware Edinburgh education and promotional campaigns Procurement Electricity supplies are being sourced from green or renewable sources. The current contract for the over 100Kw/hr (105 sites) is currently 100% green from the present supplier. For the smaller sites, these are currently supplied with 75% green electricity. Unmetered electricity, including street lighting, is now 20% green. Page 15

16 4 Carbon Management Implementation Plan A number of actions have been identified for the SIP aiming to reduce carbon emissions in Council activities. The actions have been selected from an initial list and prioritised on the basis of their potential carbon savings, the timescale to implement and whether financial savings are also available. 4.1 Shortlisted actions and emission reduction opportunities These actions are summarised in the table below. More detail on each action is provided in Appendix A 4.2 Implementation plan summary CARBON REDUCTION ACTIONS Action CO 2 Savings (tonnes) Buildings Date Funding Comment B1 Extend current Building Management System /09 50K Spend to Save Fund System to control and monitor heating and ventilation systems to all main CEC buildings/schools. B2 Light Bulb replacement throughout Council estate. Non schools 2500 for first year Increase for subsequent years 2008/ /10 100K Spend to Save Fund Removal of non-energy efficient light bulbs, lamps and fittings from Oracle. Identification of opportunities to install intelligent lighting systems across the CEC estate. B3 Lighting Efficiency in schools 1418 for first year Increase for subsequent years 2008/ /10 410K - partly Spend to Save/ partly CEEF Phased programme to install energy efficient lighting in schools B4 Programme of boiler inspection and replacement /09 and ongoing 200K Spend to Save Fund This is an ongoing programme. The SIP project will contribute the over cost of installing more energy efficient boilers (high efficiency condensing boilers) ICT1 Power shut off /09 20K capital contained within existing funds Introduce remote switch-off of office PCs at end of working day/week. Page 16

17 Procurement Review procurement Difficult to estimate Ongoing over the 5 years Transport Within existing funds Assess current criteria & implementation of environmental (sustainable) criteria within central tendering process for all goods and services T1 Council Driver Training / drivers And then ongoing 20K Spend to Save Fund Training, and re-training drivers to drive in a more economical way. Driver CPC s (certificate of professional competence) are to be introduced and this would form one of the key elements of this program. T2 Review Green Fleet 80 09/ vehicles And then ongoing 10K ( 25 for a speed limiter for a van Spend to Save Fund Ensure that new vehicles procured consider CO2 per mile. To keep the average age of the fleet as young as possible. Introduce speed limiters on vehicles. T3 Review fleet routes and travel patterns /10 50K Spend to Save Fund Fit a GPS telemetry device to all Council vehicles. Major ICT project T4 Staff travel plan /09 and ongoing Waste 20K Spend to Save Fund New staff travel plan actions to ensure that staff travel and green fleet policies consider carbon reduction measures. New showers and cycle racks to be installed W1 Record, benchmark and monitor waste management across the Council Difficult to estimate 2008/09 and ongoing 25K Spend to Save Fund Benchmark the waste production and recycling performance in buildings in the CEC estate and compare their performance to national yardsticks. No comprehensive data as yet on internal waste. Awareness raising A1 Programme to raise staff awareness /09 and ongoing 30K for staff resource 25K for materials Comprehensive 5-year rolling programme of themed awareness raising Page 17

18 TOTAL 15,453 tonnes for campaign Spend to Save Fund initiatives(seminars, in-house events, posters, leaflets, e- communication, competitions) to raise staff awareness of the carbon management. Page 18

19 5 Implementation Plan financing This section details the costs and benefits associated with implementing the SIP identifying sources of funding subject to approval of the plan. The software and spreadsheet tools provided by the Carbon Trust allow a number of calculations to be made taking into account predicted energy consumption. They also incorporate assumptions on fiscal measures such as energy costs, fuel costs, impact of the Climate Change levy and inflation costs. Energy costs have risen considerably over the last few years as have landfill tax charges and they show no sign of decreasing. Increases in fossil fuel prices also have major implications on transport costs. Table 2 details the energy costs to the Council for buildings, fuel and business travel (excluding landfill tax charges). The Council s budget for energy in buildings and fuel was nearly 13 million in the base year of 2005/06. In the next financial year these are predicted to rise to just under 15 million. The SIP aims to reduce carbon emissions by 25% over the five year period. This equates to savings of over 6.3 million for the Council. Table 2 also demonstrates that the aggregated savings to the Council of year on year savings is in the region of over 24.5 million over the five years of the plan. Clearly the financial benefits to the Council from implementing the SIP are hugely significant and could be more so if energy costs continue to increase. Capital Expenditure 960,000 Figures in Millions (Base) 2005/ / / / / / / /14 Total BAU 12,977 13,580 14,211 14,872 15,565 16,291 17,051 17,848 Total RES 12,977 12,757 12,541 12,329 12,120 11,916 11,714 11,516 VAS per year ,670 2,543 3,445 4,376 5,337 6,332 VAS aggregated savings 0 0 2,492 5,036 8,480 12,856 18,193 24,525 Table 2: Financial costs to the Council of the BAU and RES Scenarios A number of the measures identified in the SIP have quite short payback periods. For example, replacing light bulbs and installing intelligent lighting, or installing software to switch off PCs are good examples of savings which can be realised within a 12 month period. Other initiatives such as replacing boilers have longer pay back periods but should pay back within the 5 year lifetime of the plan. In other cases there might be a development period for six months or a year for example in developing and installing telemetry devices in vehicles or where there is a need to gather and collate data such as the internal waste minimisation project. In some cases, savings are slightly more difficult to determine as in the case of Page 19

20 raising awareness or good housekeeping but good rules of thumb exist to enable good estimates of savings. These measures usually have short paybacks. There are a number of sources of funding that can be considered for funding the SIP including: The CEEF fund: This is the Central Energy Efficiency Fund provided by the Scottish Government and allocated to Scottish Councils. The City of Edinburgh Council received funding of 1.4 million for a range of energy efficiency projects in Council buildings. Capital Funding: The Council has a capital fund for major asset development. Spend to Save: The Council has over several years, ring fenced monies under a Spend to Save approach for projects which can deliver savings. The funding for the SIP programme has been secured through the Spend to Save monies. A report to Council (CEC/175/06-07) approved a budget of 1.2 million for Spend to Save projects which impact favourable on climate change. The funding will cover two tranches 08/09 and 09/10. The main emphasis therefore of the SIP plan will be to cover as many of the projects in the first two years. However as detailed in section 7, the SIP will be subject to annual assessment with projects continually reviewed for further funding if necessary. A number of other projects in the SIP can also be funded from other sources e.g. intelligent lighting will qualify for CEEF Funding and the ICT project is already contained in existing budgets. The boiler replacement project is already an ongoing programme with costs programmed in so that the SIP funding will be the difference in replacing standard boilers with high energy condensing boilers. Table 3 below provides a summary of the predicted carbon reductions and the financial savings. Total Estimated Capital Expenditure : 940,000 Total Annual Cost Savings 05/06 savings 08/09 savings 09/10 savings 10/11 savings 11/12 savings 12/13 savings Annual savings ( ) 0 2,543,000 3,445,000 4,376,000 5,337,000 6,332,000 Total Annual Carbon Reductions 05/06 savings 08/09 savings 09/10 savings 10/11 savings 11/12 savings 12/13 savings Carbon Reduction (tonnes) 0 15,631 20,420 25,017 29,432 33,675 Table 3: Summary of predicted costs and savings Page 20

21 6 Stakeholder management and communications Effective communication with key stakeholders will be crucial to the success of the SIP both in terms of its delivery and the better management of carbon in the Council. Ensuring that carbon management becomes part of day to day activities will require engagement with stakeholders on an ongoing basis as well as regular reporting and monitoring. This section details the range of tools and methods to be employed in communicating the SIP to a range of stakeholders. 6.1 Stakeholder management A list of stakeholders was identified in the initial Project Plan. A core team of staff was also identified covering a range of Council activities. The following table lists the key stakeholder groups involved in the management of the SIP. Page 21

22 It will be crucial that in the early stages of the SIP implementation that a number of formal briefings are carried out to ensure that elected members and senior managers are aware of the SIP, its intended actions and its monitoring and reporting. It is intended to report formally to the Policy and Strategy Committee and to the Council Management Team in May There will also be a meeting of the Cross Party Working Group in June 2008 where the SIP will be subject to an initial review of progress. 6.2 Communications Plan The overall objective of the communication plan is to explain the programme and its aims and objectives, gain support for the range of measures proposed and ultimately to report on progress. It will be important to use a range of communication tools and measures including use of the Stakeholder Group Interest Means of Communication Frequency Councillors Wide interest in climate change and carbon management Cllr Briefings Briefing for Cllr Leader and Portfolio Holders Initial briefing after launch. Formal report to TIE Committee then quarterly Annual Progress Reports Cross Party Working Group on Climate Change Specific interest. Likely to have an overseeing role of the SIP Reports and briefings to the Group Quarterly Meetings already scheduled June Sep, Dec 08 Council Chief Executive and Directors Wide interest in climate change and carbon management. Strong interest in financial savings Briefings and reports to Council Management Team Formal Report to CMT in May then quarterly Heads Of Service How carbon management relates to their service areas Financial savings Briefing reports through the Orb (Council intranet) Launch service related climate change briefings Quarterly Sep 2008 Attending meetings of SMT in each department/division Monthly Carbon Management Team Individual projects within SIP Reports at 6 weekly meetings Use of the Orb to provide info Meetings as required Every six weeks All Staff Interest in wider climate change issues. Use of the Orb Use of Council Outlook (newsletter) Regularly throughout the year Awareness Campaign Have Carbon Days /Carbon Clubs Community Planning Partners Interest in wider climate change issues. Use of Community Planning Newsletter Meetings Quarterly Page 22

23 Council s new Intranet site the Orb. A specific web site page on carbon management will be set up for staff with information updated on an ongoing basis. Specific briefings on carbon management will be provided for Councillors and senior managers on a regular basis. Carbon clubs will also be established throughout departments using the Trade Union networks. It will also be important to communicate the SIP to a wider audience including the Community Planning partnership the Edinburgh Partnership. Information on the Council s plan will be distributed through the Community Planning newsletter. 7 SIP governance, ownership and management Clear ownership of the SIP is crucial to its success. 7.1 Main roles and responsibilities The governance of the SIP plan has already been identified in the original project plan and this remains the same. Consequently the key players in the implementation of the SIP and its delivery is as follows: Role in Programme Name Position Project Sponsor Jim Inch Director Corporate Services Depute Project Sponsor David Jack Head of Performance Strategy and Policy PSP Councillor Sponsor Robert Aldridge Vice Convenor of TIE Project Board David Jack Hugh Dunn Bill Ness Head of PSP Chief Accountant Head of Corporate Property Project Leader Janice Pauwels Sustainable Development Manager Carbon Management Team Jenny Fausset Policy Officer Sustainable Dev James Garry Bill Henderson Michael Wilson Rob Fraser Richard Cebula Angus Murdoch Mike Wagner Chris Wilson Policy Officer Sustainable Dev Energy and Water Manager Energy Officer Performance Officer CTU Senior Energy Officer Recycling Officer Head of Building Services Communications The overall governance of the SIP is seen in the diagram below. It is intended to report annually to Council on progress with six monthly progress reports to Council Management team. Page 23

24 Councillor Sponsor Robert Aldridge Project Board David Jack/Hugh Dunn/Bill Ness Project Sponsor Jim Inch/David Jack Project Leader Janice Pauwels Project Team Departments Communications Carbon Management Implementation Plan: Responsibility Table. Activity Executive / Member representati on Carbon Management Implementation Plan - Set objectives - Manage implementation plan - Monitor and review progress - Manage risks and issues - Manage stakeholders and communication - Report Financing of Carbon Management Activities Carbon Management in Buildings David Jack Hugh Dunn Responsible person Carbon Manager Janice Pauwels Bill Henderson Norland Richard LA CM core group Carbon Management Team Others James Garry Jenny Fausset Carbon Mgt Officer Jenny Fausset Page 24

25 Cebula Carbon Management in Fleet Rob Fraser James Garry Carbon Management in internal waste Carbon Management in staff travel Purchasing Communications Alexis Woolley James Garry Douglas Craig Chris Wilson James Garry Janice Pauwels Janice Pauwels Janice Pauwels Carbon Mgt Officer 7.2 Risks and issues management The Project Leader will develop a log for recording risks that will be updated on a monthly basis. The Project Leader will have responsibility for co-ordinating information on risks. It is anticipated that most risks will be resolved by the Carbon Management Team in the first instance. In cases where this may be more difficult, issues will be escalated to the Project Board and Sponsor for resolution. The major risks currently are: Staff resources Data management Ongoing funding It is intended that as part of the SIP, a new post will be created to co-ordinate activity on the SIP projects and take a lead role in raising awareness of carbon management across the Council. The new post - a Carbon Management Officer- will be expected to achieve considerable savings through staff campaigns and liaise with the Project Leader. Other members of the Sustainable Development Unit will take on roles associated with project management and data collection and be additional resources to assist the Carbon Management Officer. This approach will ensure that resources are identified to take the SIP forward. The new post would be the first expenditure under the SIP plan. 7.3 Benefits management All benefits will be measured and reported on as part of the 6 monthly reports to the Council Management Team. 7.4 Reporting and evaluation The Project Leader will have overall responsibility for reporting on progress of the SIP. This will be carried out by 3 monthly reports to the Project Board and 6 monthly reports to the Council Management Team. Page 25

26 The Carbon Management Team will meet on a 6 weekly basis. This will be to review progress with individual actions and initiatives and also to ensure that the Council is on target to meet its 25% reduction in carbon. An annual review of the SIP will also be carried out by the Carbon Management Team ensuring updating of the plan and targets. Information from these meetings will be fed to the Project Board who will retain a strategic overview of the SIP, resolve any issues relating to funding or resourcing. The SIP will be reviewed annually with the baseline exercise repeated and updated to ensure that any changes in data are reflected in the baseline. This will also provide a more accurate update for future plans. Achievements from the SIP will be communicated to all staff and Councillors. It is intended to select a number of quick win projects in the first year such as the replacement of light bulbs and awareness raising. The Intranet site will be used to provide regular updates of progress and the global system used to communicate major achievements. An annual report will be submitted to the Policy and Strategy Committee or the Transport/Infrastructure and Environment Committee as appropriate. The information generated from the SIP will be used in the Resource Efficiency Action Programme which the Council has signed up to. REAP provides a means on modelling scenarios across a range of issues including carbon footprinting. Data from the SIP will be used to model new scenarios for carbon reduction and this information will be fed into the annual review of the SIP. In addition the Council has included the SIP carbon targets of 25% reduction in carbon as one of the indicators for the Single Outcome Agreements being negotiated with all Scottish local authorities and the Scottish Government. This will ensure that carbon reduction remains a key indicator for this Council and ensure reporting on an annual basis on progress. The SIP will form the basis also of the Council s commitment to the Scottish Climate Change Declaration. Page 26

27 Appendix A: Individual actions Opportunity Area: Buildings Project Title: B1. Centralised management of BMS Description: Project description To develop existing and new BMS to maximise the energy and carbon saving potential by effective centralised management. Actions Council wide strategic agreement of installation and centralised management of BMS. This would also determine the rationale for where & when to consider BMS Standardisation of BMS installation and commissioning to include for centralisation. Issue and implementation of management procedures to be adopted to ensure effectiveness Reduction of carbon emissions by Fine tuning of time/temperature settings Matching heat production to heat requirement Monitoring and minimising manual operation of heating plant Ensuring heating off during holiday periods Carbon Saving Benefits: CO 2 Savings: Simple CO 2 Payback: 2-3% on existing centralised sites up to 10% otherwise (fossil fuels predominantly with some minor savings on electrically driven plant) Immediate carbon savings Costs: Capital Investment: Generally included in capital project costs for new installations (strategic need would ensure centralisation not cut as cost saving) Estimate of 50K capital investment Operational Costs: Already covered by recharge costs for BMS management and maintenance though some review of this may be required depending on workload variation Financial Payback: Immediate Resources: No additional funding required Increase in staff resource/time though this can be contained if appropriate training provided for existing staff Ownership and Accountability: City Development Property Care Services along with Sustainable Development Unit on policy issues Ensuring Success: Known or anticipated key success factors Number of installed Page 27

28 BMS against number on centralised system (aim for 100%) Principal risks: Restraints on service delivery due to Council cutbacks Main means of risk mitigation- strategic policy Performance / success measure How will you measure your performance and the success of your project and individual actions? BMS performance monitoring from data available via BMS and/or energy performance of buildings where BMS installed. Timing: Project can commence now and is ongoing Additional notes: (If any) Page 28

29 Opportunity Area: Buildings Project Title: B2 Efficient Lighting Initiative (Non-schools) Description: Project description: A programme of energy efficient lightbulb and light fitting replacement in Council offices and properties. Actions : in recognition of the significant contribution that the installation of low energy bulbs and fitting can make to carbon and energy savings the Council will initiate the following actions across its offices and outdoor estate to: ensure that lights that are not needed are switched off make maximum use of daylight reduce decorative lighting where possible ensure that someone has responsibility for switching off office and external lights after hours (with exceptions) ensure that only lights are switched on where required fit labels on switches so people know which switches operate particular lights make appropriate use of local desk lights as an alternative to general office lighting ensure that faulty lighting can be promptly reported and addressed (a flickering tube uses more electricity and is a contributing factor to sick building syndrome ) remove non-energy efficient light bulbs, lamps and fittings from Oracle (Procurement) identify opportunities to rationalise and reduce external security and landscape lighting requirements Reduction of carbon emissions by: Reducing Council electricity consumption Carbon Saving Benefits: CO 2 Savings: Lighting is typically 15% of an office (with air conditioning) electricity bill; 30% in offices without air conditioning. Typically it is possible to save 30% of office lighting costs with a payback of 3 years. Simple CO 2 Payback: Immediate carbon saving Annual savings of approximately 2500 tonnes of carbon can be anticipated Costs: Capital Investment: Additional cost likely but unavoidable due to forthcoming EU Directive capital investment will be part of normal lighting replacement Estimates of 100k for half of Council estate Page 29

30 Operational Costs: None Financial Payback: Typically 3 years Annual savings of approximately 300,000 on electricity costs can be anticipated. Resources: Some additional funding may be required but energy efficient light products have a significantly longer lifespan than nonefficient alternatives and so sustained capital cost reductions will be achieved. Ownership and Accountability: Corporate property (City Development) along with Sustainable Development Unit on policy issues Ensuring Success: Known or anticipated key success factors Measurable electricity -related cost savings Principal risks: Restraints on service delivery due to Council cutbacks ;lack of staff buy-in during procurement and refitting Main means of risk mitigation- strategic policy Performance / success measure How will you measure your performance and the success of your project and individual actions? Measurable savings through before and after monitoring or by calculation. Timing: Project can commence now and is ongoing Additional notes: (If any) Wherever lighting is required, the effects of correct application, light pollution and energy efficiency are of paramount importance. Effective lighting in the office can help increase productivity, comfort and provide an agreeable working environment, whilst significantly reducing energy costs. Low voltage lightbulbs are perfectly suited to office requirements, and provide a much greater lifespan when compared to higher voltage, less efficient options. Exterior lighting presents a whole different set of requirements and applications. Installations such as security lighting, pathway lighting and the external illumination of Council premises all demand a specific lighting role. Nevertheless, opportunities for energy efficiency will exist. In all cases the most energy efficient option must be selected if lighting is to become as environmentally friendly as possible. The EU is expected to bring forward new proposals for energy efficient lighting measures under the Framework Directive for the Eco-design of Energy Using Products (the EUP Directive). Implementing measures will set specific and potentially compulsory standards for several of the least efficient street, office/industry and domestic lighting products destined for the European market in order that they meet energy efficiency, as well as other, requirements. Proposals for street and office lighting are due to be agreed by the end of Work on the domestic lighting begun at the beginning of June. The Commission is expected to table a proposal by the end of Page 30

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32 Opportunity Area: Buildings Project Title: B3 Installation of intelligent lighting ( Schools Estate) Description: Project Description Installation of intelligent lighting within all schools to minimise the energy consumption and costs of providing electric lighting. Action Install control equipment to ensure that electric lighting is switched on in a room only when people have been detected as being present. The existing fluorescent tubes will be removed and low energy fluorescent tubes will be installed, this will reduce the energy consumption and costs during the periods when electric lighting is necessary. Reduction of Carbon emissions Analysis of historical annual energy consumption data within the schools and known performance of the installed products allows an estimated reduction of around 4.6% of existing total annual Carbon emissions. Carbon Saving Benefits: CO 2 Savings: Simple CO 2 Payback: 1,418 tonnes of CO 2 per annum Immediate Carbon savings as a result of immediate energy savings Costs: Capital Investment: 410,000 (10% of schools) Operational Costs: After the initial warranty period the installed control equipment will become the responsibility of the School s maintenance budget Financial Payback: 270,000 per annum Resources: Initial capital investment Maintenance revenue Ownership and Accountability: Proposed and implemented by Council Energy Manager Ensuring Success: Quality of design specification and selection of product to be installed Performance / success measure Performance assessment Energy consumption in future years will be monitored and compared with historical data with a view to identifying reduction Timing: Lead time for delivery of product and labour is 6 weeks Page 32