IV.G. Energy Conservation Fund (ECF)

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The ECF is a fund that the BSC holds specifically for financing projects that will decrease the energy or water use of a Co-op, thereby creating long term savings for the BSC. Houses should refer to their individual energy audit reports for guidance in prioritizing energy saving projects.

I. Uses of the Fund
The ECF provides funding for sustainability oriented energy saving projects that:
1. Would not otherwise be covered under by the BSC's existing sustainable purchasing practices (Section V.J).
2. Would not otherwise be prioritized in the BAPs process.
3. Are too expensive or complex for HAPS.
II. Sources of Money for the Fund
1. CARE discounts (Section IV.E.I)
2. PG&E administered rebates on purchases (Section IV.E.II)
3. Money budgeted into the ECF by Board or FiCom during the regular budgeting process.
III. Criteria for Projects
All projects that receive money from the ECF must meet the following conditions:
1. Projects must be primarily aimed at reducing the long term utilities consumption of a BSC Co-op.
2. Projects must be supported by reasonable projections indicating their payback period.
3. Projects must be permanent additions to the house, not portable or easily removable items.
4. 0.25% of the uncommitted balance may be used for educational products that show promise to reduce utility bills, as proposed by the Sustainability Coordinator and approved by the Capital Affairs Committee. Educational projects that produce long-term energy and water saving or waste reduction benefits are preferable.
IV. Proposal and Approval of Projects
Projects for the ECF can come from the five-year Energy Conservation Plan, the BAPS process, or from independent unit-level proposals.
A. Energy Conservation Projects identified in the Five Year Plan
i. The Capital Affairs Committee, based on recommendations of the Sustainability Coordinator, will propose a Five-Year :::Energy Conservation Investment Plan (”Plan”) which will identify specific projects for funding priority over each semester in the five year plan.
ii. Projects identified on the Plan will have priority for ECF funding in any year over other projects requesting ECF funding that may be approved through BAPS or other avenues.
iii. The BSC plans to allocate the majority of funding to five-year Energy Conservation Plan projects.
B. Energy Conservation Projects through the BAPS process
i. Proposal
1. Maintenance Managers meet with their Waste Reduction Manager to determine energy saving projects to be placed on their BAPs request list
2. These projects are informed by the house energy audit, the Sustainability Coordinator, and/or another source of reliable data indicating which projects will be effective and affordable.
3. Projects are listed on the house's regular BAPs request list, but clearly indicated as intended for ECF funding.
4. BAPS projects not exclusively aimed at reducing energy consumption but that contain energy saving provisions can request partial ECF funding.
5. All energy conservation projects must be approved by house council along with the rest of the BAPS proposals.
ii. Approval
Review and approval of projects proposed for ECF funding through the BAPS process shall take place as described in the BAPs policy (Section V.C).
C. Independent Proposal
i. Proposal
At any time, a BSC Co-op member or staff member may submit a request for funding from the ECF to cover part or all of the cost of a project which meets the above criteria (IV.F.II). Requests will follow these guidelines:
1. Requests will include a detailed outline of the project, including estimated total project costs, how much money is being requested from the ECF, and the estimated payback period of the project through projected energy savings.
2. If the proposal is coming from a Co-op member or manager, the proposal must be approved by house council before being submitted.
3. Projects approved outside the BAPS process should be smaller, lower budget projects. Maintcom may refer major renovations or expensive projects to the next BAPs process.
4. Proposals are be submitted to the VPCA and the Sustainability Coordinator.
ii. Approval
1. Proposals are reviewed by MaintCom in conjunction with the sustainability coordinator, to ensure that the project plans are financially sound, and that the projected energy savings are feasible.
2. When reviewing these proposals, the sustainability coordinator will be considered a voting member of MaintCom.
3. MaintCom, along with the sustainability coordinator, can decide to award a smaller sum of money to the project than initially requested.
4. Approved proposals shall be placed on the consent agenda for the next board meeting.
5. Projects that are more than $10,000 must be approved by CapCom before going on the consent agenda for the next board meeting.
6. Upon the completion of the project, a report shall be made to the sustainability coordinator by the proposer, documenting how the money was used. Before the end of each academic year, sustainability coordinator will compile all such documents to give a full report to the board.
7. If there is not enough time for MaintCom to review a request, CapCom has the authority to make a decision about the request.

Revisions Approved By Board 02/16/12