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 Eileen Horn, Sustainability Coordinator
DATE:	February 17, 2011
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, 2009 staff was notified that the City was awarded $858,600 in grant funds.  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. 

Obligation of funds is required by March 28, 2011, with 100% of expenditure required by September 28, 2012.

This memo is intended to provide an update on efforts relating to the grant and obligation of remaining funds.

Sustainability Coordinator

The sustainability coordinator began work with Lawrence and Douglas County in late April 2010.  Per the terms of the Cooperation Agreement approved by both the City and County Commissions, this position is a County employee supervised by the County Administrator with 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.  It is estimated that this funding will be exhausted with the August 2011 quarterly payment to the County.

HVAC and Lighting Upgrades at the Lawrence Public Library

As has previously been reported, the City has spent $436,420 for improvements to the existing library HVAC system.  These improvements are nearing completion and the library renovation/expansion will be conducted in a manner to complement these new HVAC improvements.  Additionally, the City Commission allocated $150,000 for lighting improvements in the existing library. The City plans to work to use these federal funds in the library renovation/expansion project as well.  The Gould Evans design work will also include this work.

LED Lights in Downtown

The original funding plan included $208,600 in funds for downtown streetlight replacement.  If costs for library upgrades exceeded the original amount, this amount would change.  With costs for the sustainability coordinator, HVAC and allocation for library lighting, a final amount available for Downtown streetlight replacement has been determined at $172,180. It is estimated this would assist in replacement of 100 fixtures.  Staff is working to determine the most appropriate method for purchase of the lights. Purchase will be a City Commission approval item on a March agenda.  Installation will be completed in-house and is anticipated to begin in May following delivery of lights.  It is estimated that installation of the fixtures will be complete by mid-November.

Obligation of Funds

As noted earlier, obligation of EECBG funds is required by March 28, 2011, with 100% of expenditure required by September 28, 2012.  The attached Resolution recognizes the obligation of the remaining unspent funds for library lighting and downtown streetlighting, with expenditure to occur prior to the September 28, 2012 deadline.