Memorandum

City of Lawrence

City Manager’s Office

TO:	David L. Corliss, City Manager
FROM:	Cynthia Wagner, Assistant City Manager
CC:	Diane Stoddard, Assistant City Manager
DATE:	October 22, 2009
RE:	Energy Efficiency and Conservation Block Grant Status Update

Included in the American Recovery and Reinvestment Act (ARRA) is an appropriation of funding to the Department of Energy (DOE) for formula-based grants under the Energy Efficiency and Conservation Block Grant (EECBG) Program.  On September 29, staff was notified that the City has been awarded $858,600 in grant funds.  As previously discussed, the grant award includes the following funding: 

• up to $100,000 for a Sustainability Coordinator to be jointly funded with Douglas County;
• $550,000 for HVAC and lighting upgrades at the Lawrence Public Library; and,
• $208,600 for replacement of lights along Massachusetts Street to LED. 

This memo is intended to provide an update on efforts relating to the grant to date and an estimated timeline for project initiation.

Reporting

As part of the ARRA funding, reporting of progress is required by each grantee on a quarterly basis.  Because the City of Lawrence EECBG funding was awarded prior to the end of the fourth federal fiscal quarter, initial reporting on fourth quarter activities was required prior to October 10.  That reporting was submitted on-line per ARRA direction on October 8. 

Sustainability Coordinator

The City and County Commissions each approved a Cooperation Agreement relating to the Sustainability Coordinator position earlier this month.  Per the terms of the agreement, this position will be a County employee and shall be supervised by the County Manager and shall receive direction from the City Manager, or designee, for approximately 40% of the employee’s work time on projects and tasks related to sustainability and energy conservation on behalf of the City.  The City shall pay 100% of the costs of the Sustainability Coordinator, including County benefit expenses related to the employment, up to $100,000 (proceeds from the EECBG).  Recruitment of this position is being coordinated by Douglas County and it is anticipated that the position will be filled sometime after the first of the year.

HVAC and Lighting Upgrades at the Lawrence Public Library

City staff members from the City Manager’s Office and Public Works have met with Bruce Flanders to discuss timing of energy improvements at the library.  With library input, city staff will develop a request for proposals for HVAC improvements in the next 30 days.  The RFP will be developed in accordance with all requirements relating to the EECBG Grant (ie, Davis Bacon Act Requirements, etc.)  It is anticipated that recommendation of award of a contract relating to the proposal would be presented to the City Commission the first week of February.  Installation of the HVAC unit and controls would then proceed in early spring.

Plans for lighting upgrades will commence as a Sustainability Coordinator is hired and available to provide assistance and recommendations relating to lighting options and following award of the HVAC contract.  Waiting until after award of the HVAC contract also allows staff to determine the funding available for lighting upgrades.

LED Lights in Downtown

Once costs associated with library efficiency upgrades are determined, a final amount available for Downtown light retrofits will be determined and that project will be initiated.  It is anticipated this will occur in the late spring or summer.