Facilities Committee  — Charleston, WV
Date: 2021-08-16
Time: 17:00

CITY OF CHARLESTON
 West Virginia
 Council Member – AT LARGE

Jennifer Pharr Facilities Committee, Chair
3 Lambert Place Unit #3 Urban Renewal Committee
 Charleston, WV 25314
Telephone: 304‐615‐7574
jennifer.pharr@cityofcharleston.org




TO: Facilities Committee
FROM: Jennifer Pharr, Chair
RE: Committee Meeting

 THIS MEETING WILL TAKE PLACE AND CAN BE ATTENDED IN PERSON AND CAN BE VIEWED LIVE VIA ZOOM (audio only)
 AV Room #308, City Hall
 Charleston, WV

 There will be a Committee meeting of the Facilities Committee on August 16, 2021 – 5:00 PM

*Join via internet:
https://us02web.zoom.us/j/86550479251?pwd=ZHI4Q1RGclMwYk0vcm4zK3MxNnNOQT09
Passcode: 579078
*Join via Telephone: (312) 626‐6799 or (929) 436‐2866
Webinar ID: 865 5047 9251

The agenda will be as follows:

APPROVAL OF PREVIOUS MINUTES

 1. 4‐1‐2021

BILLS

 1. Bill No. 7916 Committee Substitute ‐ A BILL to amend the Municipal Code by adding a new
 Article relating to energy benchmarking; declaring purpose; defining terms; requiring
 benchmarking of covered municipal properties; detailing benchmarking reporting procedure;
 declaring certain benchmarking exemptions and time extensions; implementing audit of meters
 and streetlights; establishing energy savings program; requiring annual reports and analysis; and
 authorizing rulemaking.

DISCUSSION




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax
 1. Municipal Auditorium ‐ Patrick Leahy

ADJOURNMENT




JP/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

CITY OF CHARLESTON
 West Virginia
 Council Member – AT LARGE

Jennifer Pharr Facilities Committee, Chair
3 Lambert Place Unit #3 Urban Renewal Committee
 Charleston, WV 25314
Telephone: 304‐615‐7574
jennifer.pharr@cityofcharleston.org




TO: Facilities Committee
FROM: Jennifer Pharr, Chair
RE: Committee Meeting

 THIS MEETING WILL TAKE PLACE AND CAN BE ATTENDED IN PERSON AND CAN BE VIEWED LIVE VIA ZOOM (audio only)
 AV Room #308, City Hall
 Charleston, WV

 There will be a Committee meeting of the Facilities Committee on August 16, 2021 – 5:00 PM

*Join via internet:
https://us02web.zoom.us/j/86550479251?pwd=ZHI4Q1RGclMwYk0vcm4zK3MxNnNOQT09
Passcode: 579078
*Join via Telephone: (312) 626‐6799 or (929) 436‐2866
Webinar ID: 865 5047 9251

The agenda will be as follows:

APPROVAL OF PREVIOUS MINUTES

 1. 4‐1‐2021

BILLS

 1. Bill No. 7916 Committee Substitute ‐ A BILL to amend the Municipal Code by adding a new
 Article relating to energy benchmarking; declaring purpose; defining terms; requiring
 benchmarking of covered municipal properties; detailing benchmarking reporting procedure;
 declaring certain benchmarking exemptions and time extensions; implementing audit of meters
 and streetlights; establishing energy savings program; requiring annual reports and analysis; and
 authorizing rulemaking.

DISCUSSION




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

 Page | 1 of
 1. Municipal Auditorium ‐ Patrick Leahy

ADJOURNMENT




JP/ns




 City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330
 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax

 Page | 2 of
 MINUTES
 FACILITIES COMMITTEE MEETING

 5:30 P. M., APRIL 1, 2021

*IN RESPONSE TO THE COVID-19 PANDEMIC, THE MEETING OF THE ORDINANCE
AND RULES COMMITTEE WAS CONDUCTED ELECTRONICALLY. THE MEETING
WAS MADE AVAILABLE TO THE PUBLIC AS A LIVE STREAM VIA ZOOM (PER THE
AGENDA).

Jennifer Pharr, Chairperson, called the meeting of the Charleston City Council Committee
on Facilities to order at 5:30p.m., APRIL 1, 2021 over Zoom.

Committee Members Present:
Jennifer Pharr, Chair
Naomi Bays
Brady Campbell
Sam Minardi
Chad Robinson
Shannon Snodgrass

Committee Members Absent:
Courtney Persinger




 1. Approval of Previous Minutes – Councilmember Bays moved to approve the
minutes of the previous meeting on 2-23-2021. Councilmember Minardi seconded.
There was no objection and the minutes were approved.



April 1, 2021

 Page | 3 of
 2. Update on 601 Morris Street Building –
City Manager, Jonathan Storage, added that the Neighborhood Assistance Officer
Program recently moved from Roosevelt to 601 Morris Street, in part to keep an eye on
the building. Assistant to the City Manager, Miranda Dillon, has also been keeping in
touch with the General Services Department to ensure that issues are being addressed
in a timely manner. Storage added that he had a very productive conversation with
Jamie Dickenson, and she confirmed that many of her concerns have been addressed.
He also added that there is a new custodian in the building, Cindy Moss, who has
received glowing reviews. The Administration has also received interest in a company
who would potentially rent out the entire 4th floor.

Councilmember Campbell asked if the NAO Program would be located there
indefinitely. Storage replied that 601 Morris is meant to be their home for the
foreseeable future.

Randy Morgan added that several of the buildings’ tenant have paid him a visit and
were very appreciative of the changes that had been made. He added that he had not
seen anything out of the ordinary of the past week and a half.

Councilmember Snodgrass thanked Storage for quickly working to fix these issues, and
suggested someone from the Administration continue to check in with the owners
(particularly Jamie Dickenson). Storage agreed, adding that is the intention.
Additionally, the General Services Department is to conduct a full walkthrough of the
entire building every morning.

Councilmember Campbell thanked the Mayor and the Administration for their work on
the building.



 3. Update with the New Management Staff at the Convention Center -
Patrick Leahy, from the Coliseum and Convention Center, stated that they have been
working to slowly get the facilities back and opened. They have been hosting Covid
vaccination clinics. They recently hosted the motor-cross events, using the socially
distanced seating pods. Next is the basketball tournament, which is a large-scale event.
They are hoping to announce further large-scale events for Summer.

Councilmember Bays asked how socially dissenting will work with concerts that were
rescheduled from last year. Leahy replied that the nationally touring concerts will
continue to be rescheduled to a time frame that they believe will allow for 100%
capacity. For other events that apply, they are in the process of relocating seats into the
existing pod infrastructure.

Councilmember Campbell added that he heard of other countries doing a “vaccine
passports.” Leahy replied that they had not had any conversations about that, but the
Convention Center’s protocols do call for mandatory temperature testing, as well as



April 1, 2021

 Page | 4 of
thermal cameras in the future. Councilmember Campbell asked what the current
capacity was. Leahy replied that it was time dependent as it related to ordering tickets.
For example, the basketball event will have around 4,900-person capacity, which is at
39% capacity. The upcoming 304 basketball event will be at around 7,000 (48%).




Councilmember Bays motioned to adjourn the meeting. Councilmember Snodgrass
seconded. Meeting adjourned.




April 1, 2021

 Page | 5 of
 Bill No. 7916 Committee Substitute

 Introduced in Council: Adopted by Council:

 July 6, 2021

 Introduced by: Referred to:

 Jennifer Pharr and John Kennedy Bailey Facilities and Environment
 & Recycling Committees

 1 Bill No. 7916 Committee Substitute - A BILL to amend the Municipal Code of the City
 2 of Charleston, as amended, by adding thereto a new Article, designated Article IX within
 3 Chapter 2, consisting of Sections 2-751, 2-752, 2-753, 2-754, 2-755, 2-756, 2-757, 2-
 4 758, 2-759, and 2-760, relating to energy benchmarking; declaring purpose; defining
 5 terms; requiring benchmarking of covered municipal properties; detailing benchmarking
 6 reporting procedure; declaring certain benchmarking exemptions and time extensions;
 7 implementing audit of meters and streetlights; establishing energy savings program;
 8 requiring annual reports and analysis; and authorizing rulemaking.
 9
10 Now, therefore, be it ordained by the Council of the City of Charleston:
11
12 That the Municipal Code of the City of Charleston, as amended, be amended by adding
13 thereto a new Article, designated Article IX within Chapter 2, consisting of Sections 2-
14 751, 2-752, 2-753, 2-754, 2-755, 2-756, 2-757, 2-758, 2-759, and 2-760, all to read as
15 follows:
16
17 Chapter 2. – Administration.
18 ARTICLE IX. – ENERGY BENCHMARKING.
19
20 Sec. 2-751. – Purpose of Energy Benchmarking Ordinance.
21
22 The Purpose of this Article and energy benchmarking is to encourage efficient
23 use of municipal energy paid by taxpayers and to reduce municipal pollution. This
24 Article requires Covered Municipal Properties to annually measure and disclose energy
25 usage to the City Manager. Furthermore, this Ordinance will authorize the City Manager
26 to collect energy usage data to enable more effective energy and climate protection
27 planning by the City and others and to provide information to the real estate
28 marketplace to enable its members to make decisions that foster better energy
29 performance.
30
31 Sec. 2-752. – Definitions.
32
33 For the purposes of this section, the following definitions shall apply:
34
35 “Benchmark” means to input and submit the total energy and water consumed




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36 for a property for the previous calendar year and other descriptive information for such
37 property as required by the benchmarking tool. Total energy and water consumption
38 shall not include separately metered uses that are not integral to building operations, as
39 determined by the City Manager.
40
41 “Benchmarking date” means on or before October 31 of each year a date to be
42 determined by the City Manager with the cooperation of the Chair of the Facilities
43 Committee.
44
45 “Benchmarking submission” means a subset of:
46 (1) Information input into the benchmarking tool; and
47 (2) Benchmarking information generated by the benchmarking tool, as
48 determined by the City Manager.
49
50 “Benchmarking tool” means the U.S. Environmental Protection Agency’s
51 ENERGY STAR® Portfolio Manager, or any additional or alternative tool adopted by the
52 City Manager, used to track and assess the energy and water use of certain properties
53 relative to similar properties.
54
55 “Building operator” means the department or agency head that operates,
56 maintains, and/or pays energy utility bills.
57
58 “City Manager” means the City Manager of the City of Charleston or, at the City
59 Manager’s sole discretion, a designee for the specific purpose of carrying out the
60 requirements of this Article.
61
62 “Covered Municipal Property” means a property that is owned, leased, or
63 managed by the City such that the City regularly pays all or part of the annual energy
64 and/or water bills.
65
66 “Energy” means electricity, natural gas, steam, or other product sold by a utility to
67 a customer of a property, or renewable on-site electricity generation, for purposes of
68 providing heating, cooling, lighting, water heating, or for powering or fueling other end-
69 uses as recorded in the benchmarking tool.
70
71 “ENERGY STAR score” means the 1-100 numeric rating generated by the
72 ENERGY STAR Portfolio Manager tool as a measurement of a building’s energy
73 efficiency.
74
75 “ENERGY STAR Portfolio Manager” means the tool developed and maintained
76 by the U.S. Environmental Protection Agency to track and assess the relative energy
77 performance of buildings.
78
79 “Gross floor area” means the total property area, measured between the outside
80 surface of the exterior walls of the building(s). This includes all areas inside the
81 building(s) including but not limited to lobbies, tenant areas, common areas, meeting




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 82 rooms, break rooms, atriums (count the base level only), restrooms, elevator shafts,
 83 stairwells, mechanical equipment areas, basements, and storage rooms.
 84
 85 “Retrocommissioning practices” means processes that seek to improve how
 86 building equipment and systems function together. Such practices are designed also to
 87 resolve problems that occurred during design, construction, or that have developed
 88 throughout the building's life; improving a building's operations and maintenance
 89 procedures to enhance overall building performance.
 90
 91 “Shared benchmarking information” means information generated by the
 92 benchmarking tool and descriptive information about the physical property and its
 93 operational characteristics, which is shared with the public. The information, as defined
 94 by the ENERGY STAR Portfolio Manager glossary, shall include, but need not be
 95 limited to:
 96 (1) Descriptive information:
 97 (A) Property address;
 98 (B) Primary use;
 99 (C) Gross floor area;
100 (D) Number of floors;
101 (E) Number of years the property has been ENERGY STAR® Certified
102 and the last approval date, if applicable; and
103 (F) Individual or entity responsible for the benchmarking submission.
104 (2) Site and source energy use intensity:
105 (A) Weather normalized site and source energy use intensity;
106 (B) The ENERGY STAR score, where available;
107 (C) Total annual greenhouse gas emissions;
108 (D) Monthly energy use, by fuel type;
109 (E) Monthly peak electricity demand;
110 (F) Indoor water use and water use intensity (consumption per gross
111 square foot);
112 (G) Outdoor water use (where available);
113 (H) Total water use;
114 (I) The ENERGY STAR Water Score, where available;
115 (J) General comments section, if needed, to explain the building’s
116 ENERGY STAR scores; and
117 (K) Compliance or noncompliance status.
118
119 “Utility” means an entity that distributes and/or sells natural gas, electric, water,
120 or thermal energy services for buildings.
121
122 “Water audit” means that part of an audit that addresses the water systems.
123
124 Sec. 2-753. – Applicability.
125
126 This Article is applicable to all Covered Municipal Properties. All owners of other
127 properties within the City of Charleston are encouraged, but not required, to follow the




 Page | 8 of
128 benchmarking portions of this Article.
129
130 Sec. 2-754. – Benchmarking Requirement for Covered Municipal Properties.
131
132 No later than October 31, 2021, a date to be determined by the City Manager
133 with the cooperation of the Chair of the Facilities Committee and by October 31 a date
134 to be determined by the City Manager with the cooperation of the Chair of the Facilities
135 Committee every year thereafter, the total energy and water consumed by each
136 Covered Municipal Property, along with all other descriptive information required by the
137 Benchmarking Tool, shall be entered into the Benchmarking Tool for the previous fiscal
138 year.
139
140 Sec. 2-755. – Benchmarking Reporting Procedure.
141
142 (a) For every Covered Municipal Property subject to this Article, the building
143 operator shall annually submit to the City Manager an energy and water benchmarking
144 report in an electronic format as established by the City Manager, by the benchmarking
145 date.
146
147 (b) The information included in the annual energy and water benchmarking
148 report shall include, at a minimum, the Shared Benchmarking Information for the
149 previous calendar year.
150
151 (c) The building operator of each Covered Municipal Property shall provide to the
152 City Manager all data necessary for the City Manager to:
153 (1) Enter it into the benchmarking tool and
154 (2) Create an energy and water benchmarking report based on an
155 assessment of the aggregated total energy and water consumed by the whole property
156 for the entire calendar year being reported.
157
158 (d) Before submitting a benchmarking report the building operator shall run all
159 automated data quality checker functions available within the benchmarking tool and
160 shall verify that all data has been accurately entered into the tool. In order for the
161 benchmarking report to be considered in compliance with this Article, the building
162 operator shall correct all missing or incorrect information as identified by the data quality
163 checker prior to submitting the benchmarking report to the City Manager.
164
165 (e) In order to plan for potential solar panel installation, the building operator
166 shall include information regarding whether any of the building operator’s Covered
167 Municipal Properties are, or will soon be, in need of replacing or repairing its roof. The
168 building operator shall also describe any evaluation regarding the suitability for solar
169 panels on the building that has been conducted on any Covered Municipal Properties.
170
171 (f) Where the current building operator learns that any information reported as
172 part of the benchmarking submission is inaccurate or incomplete, the building operator
173 shall amend the information reported within the benchmarking tool and shall provide the




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174 City Manager with an updated benchmarking submission within 30 days of learning of
175 the inaccuracy.
176
177 Sec. 2-756. – Benchmarking Exemptions; Time Extensions.
178
179 (a) Benchmarking is not required for a Covered Municipal Property for the
180 current reporting year if the building operator submits documentation to the City
181 Manager, in such form and with such certifications as required by the City Manager,
182 establishing that the property met one or more of the following conditions for the
183 calendar year to be benchmarked:
184 (1) A demolition permit for the entire building was issued during that year,
185 provided that demolition work commenced and legal occupancy was no longer possible
186 prior to end of that year;
187 (2) The property did not receive energy or water utility services during that
188 year; or
189 (3) Due to special circumstances unique to the property, strict compliance
190 with provisions of this Article would not be in the public interest.
191
192 (b) Any building operator requesting an exemption from benchmarking shall, by
193 June 1 in the year for which the exemption is being requested, submit to the City
194 Manager any documentation reasonably necessary to substantiate the request or
195 otherwise assist the City Manager in the exemption determination. Any exemption
196 granted will be limited to the benchmarking submission for which the request was made
197 and does not extend to past or future submittals. Any requested exemptions, whether
198 approved or denied, shall be included in the annual report described in Section 7-759 of
199 this Article, as well as the reasons for the exemption being approved or denied.
200
201 (c) Any building operator may apply for a time extension to complete and submit
202 a benchmarking report if, despite such building operator’s good faith efforts, they are
203 unable to complete the required actions prior to the scheduled due date due to the
204 failure of either a utility provider or a tenant (or both) to provide the building operator
205 with information needed to complete this report. The building operator requesting an
206 extension shall submit to the City Manager any documentation reasonably necessary to
207 substantiate the request or otherwise assist the City Manager in the determination. For
208 each property, the City Manager may grant no more than two such extensions per year
209 of no more than thirty days each.
210
211 Sec. 2-757. – Audit of Meters and Streetlights.
212
213 In addition to the other requirements of this Article, the City Manager shall
214 develop and administer a program for auditing the streetlights and energy metering
215 devices for both electricity and natural gas currently installed at all city buildings or
216 otherwise paid by the city, for purposes of determining whether such devices are active
217 or inactive. Such a program shall be designed to audit all energy metering devices by
218 July 1, 2022 and all streetlights by July 1, 2023. In the event the City Manager
219 determines during such an audit that an energy metering device is no longer active, the




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220 City Manager shall notify the energy service provider to request removal of such device
221 and adjustment of utility bills to remove any inappropriate charges associated with such
222 meter.
223
224 Sec. 2-758. – Energy Savings Program.
225
226 (a) By July 1, 2022, the City Manager shall establish an energy savings program
227 designed to reduce energy usage for electricity, natural gas, fuel oil, and steam in all
228 Covered Municipal Properties by 25% below FY2019 levels by FY2031, as well as
229 otherwise reducing energy costs.
230
231 (b) Any program established pursuant to this section shall include:
232 (1) At least one interim savings goal for a percentage savings to be
233 achieved by the fiscal year 2025-2026;
234 (2) A plan for prioritizing which Covered Municipal Properties should be
235 first audited and identified for efficiency improvements;
236 (3) A plan for implementing retrocommissioning practices, ensuring that
237 buildings are operated in a manner that maximizes the energy saving potential of any
238 efficiency improvements made; and
239 (4) A framework for evaluating when a Covered Municipal Property is
240 suitable for installing solar panels in order to reduce energy costs.
241
242 Sec. 2-759. – Annual Report and Analysis.
243
244 (a) Beginning no later than December 1, 2022 and every year thereafter, the City
245 Manager shall make available on a publicly accessible website an annual report
246 covering the previous fiscal year, including:
247 (1) The measured energy use of all Covered Municipal Properties;
248 (2) A summary of energy and water consumption statistics;
249 (3) An assessment of compliance rates, accuracy and issues affecting
250 accuracy, changes across the portfolio over time;
251 (4) Any energy savings measures taken pursuant to the program
252 established in Section I of this Article;
253 (5) An evaluation of solar for all Covered Municipal Properties, including
254 any buildings that have been identified as needing roof repairs in the next five years;
255 and
256 (6) Trends observed.
257
258 (b) If the circumstances of the solar viability of any Covered Municipal Properties
259 has not changed since a previous evaluation, the City Manager does not need to make
260 a new evaluation.
261
262 (c) By August 1, 2026, the City Manager shall review the progress toward the
263 FY2026 interim goal established pursuant to Section 2-758 of this Article. If the FY2026
264 goal has not been met, the City Manager shall make recommendations to the City
265 Council as to whether amendments to this section or other measures are necessary to




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266 meet the goal of 25% reduction by FY2031.
267
268 (d) Nothing in this ordinance shall prevent the City Manager from including all
269 such information in a combined annual energy and water efficiency report covering the
270 progress of all of the City’s energy efficiency ordinances and programs.
271
272 Sec. 2-760. – Rulemaking.
273
274 In addition to all of the authority granted in this Article, the City Manager has
275 plenary power and authority to promulgate any such rules necessary to carry out the
276 provisions of this Article.




 Page | 12 of

MINUTES
 FACILITIES COMMITTEE MEETING

 5:00 P. M., AUGUST 16, 2021

THE MEETING OF THE FACILITIES COMMITTEE WAS HELD IN ROOM #308 IN CITY
HALL, AND WAS ALSO MADE AVALIABLE TO THE PUBLIC AS A LIVE STREAM VIA
ZOOM (PER THE AGENDA).

Jennifer Pharr, Chair, called the meeting of the Charleston City Council Committee on
Facilities to order at 5:00p.m., AUGUST 16, 2021.

Committee Members Present:
Jennifer Pharr, Chair
Naomi Bays (via Zoom; left shortly after the approval of the minutes with technical issues)
Brady Campbell
Sam Minardi
Courtney Persinger (via Zoom)
Chad Robinson
Shannon Snodgrass

Committee Members Absent:
None




 1. Approval of Previous Minutes – Councilmember Campbell requested that
clerical error incorrectly listing the name of the Committee on the minutes be corrected.
Three were no objections. Councilmember Minardi moved to approve the
minutes of the previous meeting on 4-1-2021. There was no objection, and the minutes
were approved.


August 4, 2021
 2. Update from Patrick Leahy Concerning the Municipal Auditorium –

Leahy stated that the Municipal Auditorium was functioning, but needed a lot of updates
and upgrades. The recent Blippee and Juneteenth events were very successful.
Needed repairs include: controller and drivers for the chillers, debris removal and
concrete and plaster repair.


 3. Bill No. 7916 Committee Substitute - A BILL to amend the Municipal Code by
 adding a new Article relating to energy benchmarking; declaring purpose;
 defining terms; requiring benchmarking of covered municipal properties; detailing
 benchmarking reporting procedure; declaring certain benchmarking exemptions
 and time extensions; implementing audit of meters and streetlights; establishing
 energy savings program; requiring annual reports and analysis; and authorizing
 rulemaking.

Emmett Pepper, Chair of the Charleston Green Team, explained and gave details of the
bill to the Committee.

Councilmember Campbell motioned to approve Bill No. 7916 Committee Substitute.
With the members being present having voted in the unanimously as affirmative, the
Chair declared Bill No. 7916 Committee Substitute as approved.




Councilmember Campbell motioned to adjourn the meeting. Meeting adjourned.



August 4, 2021