WILTSHIRE POLICE FORCE PROCEDURE

Transcription

1 Form 535 Template v4 WILTSHIRE POLICE FORCE PROCEDURE CRC Energy Efficiency Scheme (Former Carbon Reduction Commitment) Effective from: April 2011 Last Review Date: July 2015 Version: 5.0 Next Review Date: August 2016

2 TABLE OF CONTENTS PROCEDURE OVERVIEW... 3 GLOSSARY OF TERMS... 3 RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS... 3 AUTHORISED PROFESSIONAL PRACTICE AREAS ASSOCIATED WITH THIS PROCEDURE... 3 DATA PROTECTION... 3 FREEDOM OF INFORMATION ACT MONITORING and REVIEW... 3 WHO TO CONTACT ABOUT THIS PROCEDURE... 3 CRC ENERGY EFFICIENCY SCHEME PROCEDURE... 4 INTRODUCTION... 4 CRC REGISTRATION... 5 CRC FEES... 5 COLLATION of ENERGY CONSUMPTION DATA... 5 COLLATION of DATA for EVIDENCE PACK... 6 FOOTPRINT and ANNUAL REPORT... 6 CO2 ALLOWANCE PURCHASE and SURRENDER... 6 CRC LEAGUE TABLE and PARTICIPANT TABLES... 6 AUDITING and REGULATION... 7 PHASE IMPLICATIONS of CRC on WILTSHIRE POLICE to DATE... 7 ENERGY EFFICIENCY IMPROVEMENT to DATE... 8 EMMISION TARGETS... 8 ONGOING TARGETS REDUCTION EFFORTS... 8 CRC ROLES and RESPONBILITIES... 9 Version: Next Review Date: August 2016 Page 2 of 10

3 PROCEDURE OVERVIEW PROCEDURE The CRC Energy Efficiency Scheme is mandatory UK legislation which commenced April 2010 and places obligations on an Organisation to monitor, manage and reduce energy consumption in support of meeting Government European Environmental Strategies. GLOSSARY OF TERMS Term Meaning CRC Carbon Reduction Commitment CO2 Carbon Dioxide MWh Measurement of electricity equals one million watts hours or 1000 KWh HHMs Half Hourly Meters AMR Automatic Meter Reading EA Environment Agency Source Tool Spreadsheet launched by EA for collation of Energy Data CRC Administrator EA Organisation CRC Force Estates Manager Manager Organisation Wiltshire Police, including Swindon PFI Service Provider Energy Consumption CRC Credit Consumption of Electricity, Gas and Oil CO2 Emission Footprint Value RELATED POLICIES, PROCEDURES and OTHER DOCUMENTS CRC Energy Efficiency Scheme Policy. AUTHORISED PROFESSIONAL PRACTICE AREAS ASSOCIATED WITH THIS PROCEDURE None. DATA PROTECTION Any information relating to an identified or identifiable living individual recorded as a consequence of this procedure will be processed in accordance with the Data Protection Act 2018, General Data Protection Regulations and the Force Data Protection Policy. FREEDOM OF INFORMATION ACT 2000 This document has been assessed as suitable for public release. MONITORING and REVIEW This procedure shall be subject to annual review by the Estates Manager immediately following submission of the Annual Report during July to the Environment Agency or upon any significant change. WHO TO CONTACT ABOUT THIS PROCEDURE The Estates Manager shall be responsible for this Procedure and should be contacted in the case of any query regarding the Procedure content. Kim.glenister@wiltshire.pnn.police.uk, Version: Next Review Date: August 2016 Page 3 of 10

4 CRC Energy Efficiency Scheme Procedure Introduction The CRC Energy Efficiency Scheme became mandatory UK legislation from 01/04/10. The Administrators for the CRC are the Environment Agency (EA) in England and Wales. The EA also acts as the central UK Administrator and will provide a monitoring an audit function. The mandatory requirements of CRC divided requirements into set time periods known as phases, the first being the Introductory Phase. Wiltshire Police is required to take part in CRC as a participant because as an Organisation, we consumed in excess of the criteria minimum 6,000 MWh of electricity through HHMs at Devizes HQ, Swindon Gablecross, Melksham and Salisbury Stations during the qualification period of 01/01/08 31/12/08. The Introduction Phase of CRC commenced on 01/04/10 and provided for a reporting period in line with our financial years for , , and The Introduction Phase required Wiltshire Police as an Organisation to: Undertake Registration of annual registration and administration fees; Gathering of actual use energy consumption data; Collation of Evidence Pack data; Submission of a Footprint Report for year and Annual Reports for each subsequent year thereafter. Order, pay for and then surrender carbon offset credits in line with tonnes of carbon used. The cost of carbon offset for the Introduction Period was 12 per carbon tonne. Organisations not compliant with mandatory requirements under CRC would be subjected to fines on an increasing scale until obligations are met. The original intention was to place Participants on a published League Table. The ranking was intended to be based on the success in reducing energy usage. The League Table was scrapped during the Simplification Rules which made changes to the original intentions. Other changes during the Simplification Rules was to exclude Heating Oil consumption, gas supplies providing non heating (ie commercial catering facility) installations, and meters with a certain profile (meters classified as Profiles). Phase 2 of CRC commenced on 01/04/14 and provides for a reporting period in line with our financial years for , , and Phase 2 obligations are similar to the Introduction Phase above with the exception of an increase to the carbon offset credit cost. Undertake Registration of annual registration and administration fees; Gathering of actual use energy consumption data; Collation of Evidence Pack data; Submission of Annual Reports for each reporting year; Order, pay for and then surrender carbon offset credits in line with tonnes of carbon used. The cost of carbon offset for the first year of Phase 2 is per carbon tonne. Organisations not compliant with mandatory requirements under CRC will be subjected to fines on an increasing scale until obligations are met. The Rules of Phase 2 advise of the intention to Publish consumptions reported by Participants. Version: Next Review Date: August 2016 Page 4 of 10

5 CRC Registration The Estate Manager collated qualification data for Wiltshire Police Estate and undertook On-line registration as a Participant of the CRC Scheme as follows: Introductory Phase - prior to compliance date of 30/09/10. Phase 2 prior to compliance date of 30/09/13 with the following Participant details: Confirmation of organisation name - Wiltshire Police Authority (Introductory Phase) and Police and Crime Commissioner for Wiltshire and Swindon (Phase 2). Name of Senior Officer Contact Head of Finance and Logistics; Name a Primary and Secondary Contact who will have day to day administration responsibility Head of Finance and Logistics as Primary and Force Estates Manager as Secondary Contact; Account Representative Force Estates Manager; Information on all HHMs qualification data for Wiltshire Police and PFI Estate. Supporting data to be kept in Evidence Pack, providing for: Energy information whether settled on the Half Hourly Market; The Meter Point Administration Number; Information on electricity consumed during (Introductory Phase) and (Phase 2); Identification of any energy that can be excluded from the CRC calculations Fees Associated with CRC: EA Registration fee EA Account set- up fee EA Annual Administration fee Annual Software Licence for Carbon Counter now known as SustainabilitySure by Landmark Introductory Phase Annual Digital Certificate Cost (for purchase of CRC Allowances) Purchase of CRC Carbon Offset Allowances originally 12 per tonne and for Collation of Energy Consumption Data The Estates Manager has purchased the licence rights to utilise a web based software solution for collating energy data and material compliant as an Evidence Pack. The populated software will form the basis of information reported to the EA. This information must be kept for 7 years. The Estates Manager will set up and maintain software with organisation, energy supplier details, the setting up of individual records for each meter supplying electricity and gas for Wiltshire Police and PFI Estate. Gather regular and accurate meter reading and billing information and record energy consumption data for Wiltshire Police Estate including the Swindon PFI sites and those sites where Wiltshire Police has supply responsibility (ie Ambulance Site at Warminster and ASU). This shall include obtaining Annual CRC Reports from each supplier at the end of each reporting year. Seek the assistance of the Swindon PFI FM team to provide accurate information on energy consumption. This will include meter readings, copy invoices and annual statements. Version: Next Review Date: August 2016 Page 5 of 10

6 Wiltshire Police now have AMRs (also known at Smartmeters) on the majority of electricity meetings and some gas meters. Collation of Data for Evidence Pack The Estates Manager will, via the Landmark software, compile Evidence Packs. The Evidence Pack will be required for audit purposes by the EA. The Evidence Pack will contain uploaded original documentation of the following: Wiltshire Police Organisational structural records; Procedure for collection/collation of data; Copies of energy invoices, meter readings or annual statements provided by the energy suppliers; Data records showing energy consumption; Special event records (e.g. meter breakdown); Data for early action and growth metrics including procurement and installation of AMRs; Records to support exemptions and energy credits applicable; Energy Reduction Target Programme for anticipated reduction of emissions; Audit data. Footprint and Annual Reports The Estates Manger will oversee the accurate recording of registration and consumption data. This data will be used to assess the Wiltshire Police and Swindon PFI Estate CO2 emissions and calculate the value of carbon offset allowances which will require purchasing for reporting years of 2011/12 and onwards. It is imperative that an accurate carbon offset allowances are purchased to avoid having to purchase at a later stage at higher values. The Estates Manager will liaise with the Finance Technician to obtain funding from which to purchase the carbon offset allowances to be purchased for Wiltshire Police and PFI sites. The Finance Technician will be responsible for ensuring payment is made and considering whether a contribution from other organisations or site sharers is appropriate. At the end of each reporting year, the Estate Manager will submit to the EA a Footprint Report (for Year One) and Annual Report (for Years Two and onwards) showing CO2 emissions for Wiltshire Police and PFI Estate. Failure to submit a footprint report will result in a fixed fine of 5000 plus 0.05/working day over the deadline for each tonne of CO2 in participants CRC emissions. CO2 Emission Allowance Purchase and Surrender CRC requires Wiltshire Police to purchase carbon emission allowances, for CO2 emissions for the each reporting year. The cost of CO2 emission footprint was 12 a tonne during the Introduction Period. The Chancellor of the Exchequer has announced that the allowance price for the reporting year shall be 16.40; this will be further tiered in the future, the objective being to increase the cost of CRC to organisations that do little or nothing to reduce carbon emission. The window for purchasing CO2 emissions is June to September annually. The window for surrendering CO2 allowances shall be September annually. CRC League Table and Participant Tables The original intention was to instigate a League Table where after all reports have been received by all participants of CRC that being all organisations that consumed more than 6,000 MKw via HHMs during 2008, anticipated to be 20,000+ organisations, the EA will publish a CRC league table Version: Next Review Date: August 2016 Page 6 of 10

7 to display each participant s performance. The league table will be published on a public registry after the end of each compliance year. Performance will be based on 3 metrics: Absolute Metric compares % emission reduction year on year; Early Action Metric accounts for energy saving measures put in place before the start of CRC; Growth metric designed to give credit to emission reductions that are negated by an organisation s growth; The league table will be used to apportion revenue from the purchase of CO2 emissions according to an organisation s position within it. For the first year, the league table will be based solely on the early action metric due to a lack of historical data. This intention was scrapped during the reporting year in line with the Simplification Rules. Phase 2 shall provide for the publication of a table wish identifies all Participants and the contents of Annual Reports. The intention is to rank usages. There is no indication that this table will invoke any benefits to the Participant in terms of cost reductions at this time. Auditing & Regulation Each year a proportion of organisation s participating in CRC will be audited by the EA to ensure the integrity of the scheme. The selection of participants for auditing will be determined using an assessment of an organisation s risk of non-compliance. Incorrect reporting will result in a penalty of 50 for each tonne of CO2 incorrectly reported. Phase 2 of CRC Phase 2 of CRC started in April 2013 directly after the Introductory Phase. Similar to the Introductory Phase with a qualification period, and footprint reporting years. Major differences to introductory phase are: The early action metric will be removed from the league table. Allowance capping introduced to ensure the total amount of CO2 emitted is reduced over time. Introduction of a cap on the total number of allowances; The annual sale of allowances will be by auction; The Implications of CRC on Wiltshire Police to Date Introduction Phase Year One (Covering Period 10/11) Wiltshire Police submitted EA Footprint Report declaring emissions of 5,328 tonnes of CO2. The purchase of CO2 allowances was deferred for this Reporting Year. Introduction Phase Year Two (Covering Period 11/12) Wiltshire Police submitted EA Annual Report declaring emissions of 4,831 tonnes of CO2. This is a 10.29% reduction compared with the previous year. Allowances were purchased and surrendered at per tonne. Introduction Phase Year Two (Covering Period 12/13) Wiltshire Police submitted EA Annual Report declaring emissions of 5255 tonnes of CO2. This was an increase compared with the Version: Next Review Date: August 2016 Page 7 of 10

8 previous year, however the previous year provided for a shorter heating season due to mild weather conditions. Allowances were purchased and surrendered at per tonne. Introduction Phase Final Year (Covering Period 13/14) Wiltshire Police submitted EA Annual Report declaring emissions of 5002 tonnes of CO2. This is a 4.81% reduction compared with the previous year. Allowances were purchased and surrendered at per tonne. Phase Two Year One (Covering Period 14/15) Wiltshire Police submitted EA Annual Report declaring emissions of 4,579 tonnes of CO2. This is a 8.46% reduction compared with the previous year. As at 27/07/15 Allowances have been ordered per tonne. Energy Efficiency Improvement Completed by Wiltshire Police since Introduction of these Regulations: Replacement A Rated Heating Boiler at Marlborough; Replacement A Rated Heating Boiler at Highworth; Replacement A Rated Heating Boiler at Wootton Basset; Modernisation of Radiators with Thermostatic Control to Specialist Operations Building at HQ; Provision of zoned movement sensor lighting to Specialist Operations Building at HQ; Replacement Force Standard Energy Efficient Lighting to Video Room, HQ; Replacement Force Standard Energy Efficient Lighting to 1s Floor T Section Corridor HQ; Replacement Force Standard Energy Efficient Lighting to ARG Office, HQ; Replacement Force Standard Energy Efficient Lighting at Wootton Bassett; Replacement Force Standard Energy Efficient Lighting to Sports Hall Lobby HQ; Replacement A Rated Air Conditioning Unit to BT Room HQ; Movement sensored controls to Air Conditioning in Gym and MIR at Salisbury; Movement sensors to areas of lighting at Salisbury; Upgrade to Building Management System (BMS) Control Software for greater boiler plant control at Salisbury, HQ, Devizes Borough, Trowbridge, and Melksham; Additional BMS zoning for greater control of heating plant at Salisbury and HQ: Additional BMS zoning for greater control of heating plant at Marlborough. Rationalisation of heating and hot water services at Malmesbury Police Station. Rationalisation of heating and hot water services at Tidworth Police Station. Replacement and Improvement to controls and plant in the CCC building. Replace PIR lighting in areas at HQ for energy efficiency. Installation of AMR meters for gas, electricity and water to ASU. New A rated boiler at Malmesbury together with rationalisation of services for energy efficiency. LED lighting to HQ CCC Operations Floor and MIR Suite New A rated AC plant to CCC serving Operatons Floor and Server Room New A rated AC plant to CCC UPS room New A rated AC plant to HQ BT Room New A rated AC to HQ People Services Centre Refurbishment Solar Power Panels generating electricity to offset use in the CCC building Wiltshire Police Emission Reduction Targets Target Reduction 5% annually. Ongoing Efforts for Future Energy Reduction Targets The Wiltshire Police estate portfolio is annually conditioned surveyed by the Force s Estate Management Consultation. The new maintenance requirements are added to the existing 5 year Planned Maintenance database. The database is used to prioritise identified maintenance and formulate an annual programme of planned maintenance works which can be undertaken within budget availability. All current and future surveys will focus on the identification of energy efficiency Version: Next Review Date: August 2016 Page 8 of 10

9 improvement opportunities for reducing energy consumed by estate related equipment (including lighting), plant, and systems. Changes to Part L of Building Regulations require the compliance of stringent energy efficiency compliance. Where possible, estate management will follow the requirements of Part L regardless of whether Building Regulation approval is required to undertake works or not. The Estate Department Caretakers are Energy Champions and endeavour to visit all police premises regularly. Energy Champions provides for checking plant settings to support energy efficiency, raising staff awareness of any practices which would improve on site energy efficiency and to be mindful on all occasions of the implications of activity on energy efficiency. CRC Roles and Responsibilities Force Estates Manager Estates Manager is responsible for management and regular review of this Procedure. This includes responsibility for: Management of the Procedure; Regular review of the procedure and mechanisms supporting the Procedure; Seeking of financial support for compliance with Legislation; Procurement of advice or services via the Estate Management Framework Contracts to ensure compliance with Legislation; Reporting of recommended changes to Primary Contact Head of Finance and Logistics; Implementation of approved changes required by Primary Contact in support of compliance with Legislation; Liaise with the Force Accountant to obtain funding for purchasing CO2 Allowances for emissions for Wiltshire Police and PFI sites. The Force Accountant will be responsible for considering whether a contribution from other organisations or site sharers is appropriate; Proactively identifying opportunities for energy efficiency improvements and seeking funding application where appropriate; Incorporating opportunities for energy efficiency in general Estate Management and promoting awareness to energy efficiency at any opportunity. Senior and Service Provision Managers, Including Head of IT Services Incorporating opportunities for energy efficiency in general management and decision making; Incorporating opportunities for energy efficiency through procurement of energy efficient equipment and systems; Reducing energy consumption, through promoting energy efficient building user behaviours; Promoting awareness to energy efficiency at any opportunity. Version: Next Review Date: August 2016 Page 9 of 10

10 Caretakers Undertake the Role of Energy Champion ; Undertaking of regular and timely provision of meter reading as requested by the Estates Department; Inspection of heating controls and thermostat level setting during Station site visits, undertaking appropriate adjustments, including setting clocks to coincide with building occupancy, heating seasons and adjusting temperatures as appropriate; Promoting awareness to energy efficiency at any opportunity. Proactively making recommendation in support of energy efficiency; PFI Service Provider Undertaking of regular and timely provision of data as identified and requested by the Estates Department; Incorporating opportunities for energy efficiency in general management and maintenance regimes; Incorporating opportunities for energy efficiency through procurement of energy efficient equipment and plant; Promoting awareness to energy efficiency at any opportunity. Proactively making recommendation in support of energy efficiency; Wiltshire Police PFI Contract Administrator Management of services required by PFI Service Provider in compliance with these Regulations. Consideration of any appropriate change or variation to contract to ensure PFI Service Provider manages all aspects of service with CRC in mind, including a vested financial interest in actively reducing energy consumption, through promoting energy efficient building user behaviours, through pro-active energy consumption improvements and reactive through energy efficient plant replacement. All police staff and police officers All staff are responsible for considering building user behaviours which may impact on energy efficiency, including closing windows and doors and switching off lights which are not utilised or upon vacation of an area; Making suggestions for energy efficient improvements to local working areas; Promoting awareness to energy efficiency at any opportunity. Version: Next Review Date: August 2016 Page 10 of 10