2010 Long-Term Surveillance and Maintenance Conference U.S. Department of Energy Office of Legacy Management Legacy Management’s EMS and Sustainability Plans Presented by Tracy Ribeiro U.S. Department of Energy Office of Legacy Management Environmental Program Manager

2010 Long-Term Surveillance and Maintenance Conference 2 LM Aligned with Sustainability Established on December 15, 2003, to provide a long-term, sustainable solution to the legacy of the Cold War Mission: Manage DOE’s post-closure responsibilities and ensure the future protection of human health and the environment … Proposed Strategic Plan: As an objective of our goal to Sustain Management Excellence, LM will operate in a sustainable manner and reduce LM’s carbon footprint... but our organizational structure makes it challenging!

2010 Long-Term Surveillance and Maintenance Conference 3 Organizational Challenges to an EMS Resulting from LM Mission/Structure Small workforce on DOE and contractor side Two operations groups: Site Operations and Business Operations Mental hurdle: “Environmental” is a Site Operations concern Some EMS groups don’t fit well in either group (e.g., Fleet) Multiple office locations Multiple legacy site locations Travel is a necessary part of activities Deal with multiple regulatory groups Large stakeholder group

2010 Long-Term Surveillance and Maintenance Conference 4 Small Work Force In February 2007, LM was designated as the second high performing organization (HPO) in the federal government Applied the HPO principles, which resulted in an authorized staffing ceiling of 58 full-time employees LM oversees a primary contractor to perform the work LM to contractor ratio is approximately 1:6 LM and contractor staff wear multiple hats

2010 Long-Term Surveillance and Maintenance Conference 5 Office of Business Operations Focus is on office-related work Approximately 7,000 stakeholders (communications) Increasing scope (additional Records and IT use) Multiple offices across the U.S.

2010 Long-Term Surveillance and Maintenance Conference 6 LM Offices

2010 Long-Term Surveillance and Maintenance Conference 7 Office of Site Operations Focus is on field-related work Increasing scope (additional sites) Multiple regulatory jurisdictions and stakeholders to address Multiple sites across U.S. and Puerto Rico Falls City, Texas Piqua, Ohio Lakeview, Oregon

2010 Long-Term Surveillance and Maintenance Conference 8 87 LM Sites in 28 States and Puerto Rico (Through September 30, 2010)

2010 Long-Term Surveillance and Maintenance Conference 9 ChallengesAdaptations Small workforce on DOE and contractor side Joint EMS – LM and contractors equally responsible EMS network comprises many teams consisting of members from DOE and contractor All members of EMS network wear multiple hats Management support Two operations groups: Site Operations and Business Operations Matrix structure – EMS teams – consist of members from multiple functional areas (e.g., facilities, field/site managers, procurement, records) All members of EMS network wear multiple hats Good communication – regular telephone and videoconferences Continued encouragement/improvement Multiple office locations Matrix structure – EMS teams consist of members from multiple locations Good communication – regular telephone and videoconferences Multiple legacy site locations Good communication – regular telephone and videoconferences Continued encouragement/improvement Matrix structure – EMS teams consist of members from multiple locations Organizational Challenges

2010 Long-Term Surveillance and Maintenance Conference 10 Fitting an EMS to LM … akin to fitting a square peg into a round hole?

2010 Long-Term Surveillance and Maintenance Conference 11 The Norm (Round Hole) LM (Square Peg) Adapting (How We Are Whittling the Corners Away) ISO Requirements (only some requirement areas listed) Environmental Management System and Aspects (what is definition of a system?) Multi-functional work areas Multiple office locations Multiple field locations See our adaptations under “Organizational Challenges” table Scope Joint system Multi-functional work areas Multiple locations with variable “ownership” Scope defined as envelope on which we do our work related to LM Legal and Other Requirements Multiple/variable regulatory agencies at any given site Identified as a weakness during Internal Assessment and Audit, working to correct and apply preventive actions Resources, Roles, Responsibility, and Authority Multiple functional areas Differing roles of contractors (work) and federal employees (oversight) EMS applies within their realm of influence Program/functional training Constant reinforcement

2010 Long-Term Surveillance and Maintenance Conference 12 ISO Requirements (only some requirement areas listed) (continued) Competence, Training, Awareness Multiple functional areas Differing roles of contractors (work) and federal employees (oversight) Small workforce Sustainability awareness training given to entire workforce Specialized training is being targeted, as appropriate, to functional groups Communications – Internal Mixed workforce (LM and contractor, Business Operations and Site Operations) Joint EMS coordinators that communicate daily Regular telephone and videoconferences of teams Management support Joint webpage Communications – External Multiple sites and regulators (more than 7,000 stakeholders) Identified as a weakness during Internal Assessment and Audit; working to document a procedure and track Concentrating on definition of “relevant” communications The Norm (Round Hole) LM (Square Peg) Adapting (How We Are Whittling the Corners Away)

2010 Long-Term Surveillance and Maintenance Conference 13 The Norm (Round Hole) LM (Square Peg) Adapting (How We Are Whittling the Corners Away) Reporting/Trending Difficulties Reporting – By “site” Against baselines –different goal areas have different baseline years Trending –square feet is denominator, but no adjustability for changes –no adjustability for expanding scope Multi-sites (offices and legacy sites) Sites differ in resource needs Huge reductions in square feet from demolition. Increasing scope (sites) will change square feet and usage. Uniqueness of LM is understood by LM and contractors but difficult to explain Mission is to continue accepting sites for long-term care Provide a roll-up report that aggregates all information as “LM sites” Provide separate spreadsheet to explain variations in program areas/resource needs Will provide updates to spreadsheet with new reports for continued understanding Adjusting as best we can

2010 Long-Term Surveillance and Maintenance Conference 14 LM’s Sustainability Actions/Plans Goals LM Status Through FY 2010 Planned Actions Greenhouse Gas (GHG) – Scopes 1 and 2 28 percent Scopes 1 and 2 GHG reduction by FY 2020 from an FY 2008 baseline (related goals indented below) In process of compiling information New projects are planned, but additional funding will be needed to meet this goal. Energy Efficiency 30 percent energy intensity reduction by FY 2015 from an FY 2003 baseline 25 percent reduction to-date 30 percent reduction planned by Renewable Energy 7.5 percent of a site’s annual electricity consumption from renewable sources by FY 2010 (2x credit if the energy is produced on site) ~2.5 percent from on-site renewable energy and purchases of RECs New RE projects are planned, but additional funding will be needed to meet this goal. Continue green energy purchases at multiple sites. Every site to have at least one on-site renewable energy-generating system by FY 2010 MetLM reports as one program site with all sites aggregated. Additional RE projects will be pursued at individual sites if the opportunity arises.

2010 Long-Term Surveillance and Maintenance Conference 15 LM’s Sustainability Actions/Plans (continued) Goals LM Status Through FY 2010 Planned Actions Greenhouse Gas (GHG) – Scopes 1 and 2 (continued) Fuel Use and Fleet 10 percent annual increase in fleet alternative fuel consumption by FY 2015 relative to an FY 2005 baseline MetContinue acquiring alternative fuel and hybrid vehicles and fueling with E85 and B10. 2 percent annual reduction in fleet petroleum consumption by FY 2015 relative to an FY 2005 baseline Did not meetMajor challenge with attaining goal since LM’s mission scope will continue to grow. 75 percent of light-duty vehicle purchases must consist of alternative fuel vehicles (AFV) by FY 2015 Scheduled to meet LM goal is to acquire AFVs for 100 percent of vehicles as they are replaced. Greenhouse Gas (GHG) – Scope 3 13 percent Scope 3 GHG reduction by FY 2020 from an FY 2008 baseline N/AAn increased carpooling, use of public transportation, and telecommuting.

2010 Long-Term Surveillance and Maintenance Conference 16 LM’s Sustainability Actions/Plans (continued) Goals LM Status Through FY 2010 LM Planned Actions Greenhouse Gas (GHG) – Scope 3 (continued) Sustainable Buildings All new construction and major renovations greater than $5 million to be LEED Gold certified. Meet high performance and sustainable building (HPSB) guiding principles if less than or equal to $5 million. 1 new building met or exceeded requirement of LEED Gold All new buildings to meet or exceed. 15 percent of existing buildings larger than 5,000 gross square feet to be compliant with the five guiding principles of HPSB by FY percent of existing buildings comply with principles Additional assessments planned in FY 2011 for several leased facilities. Additional funding will be needed to achieve this goal. Water Conservation 16 percent potable water intensity reduction by FY 2015 from an FY 2007 baseline, 26 percent by FY percent reduction in FY2010 Additional projects planned for water reductions. 20 percent water consumption reduction of industrial, landscaping, and agricultural water by FY 2020 from an FY 2010 baseline FY 2010 is baseline year Plan projects to reduce industrial and landscaping water usage. LM has no agricultural water usage.

2010 Long-Term Surveillance and Maintenance Conference 17 LM’s Sustainability Actions/Plans Awards 2010 DOE Management Award for System Operation and Analysis at Remote Sites (SOARS) 2009 DOE Management Award for the Fernald Preserve Visitors Center project 2009 Federal Energy and Water Management Award for the Fernald Preserve Visitors Center project 2008 USGBC LEED Platinum Certification for Fernald Preserve Visitors Center SOARS unit at Green River, Utah

2010 Long-Term Surveillance and Maintenance Conference 18 LM’s Sustainability Actions/Plans Future Currently working on annual reporting and site sustainability plan Due December 31 Funding for future projects still being identified Identifying objectives/targets to assist DOE in achieving Department goals identified in DOE Strategic Sustainability Performance Plan (SSPP) Updating training and manuals to reflect new information Will include environmental metrics in the LM Strategic Plan and the HPO modification

2010 Long-Term Surveillance and Maintenance Conference 19 Ambrosia Lake, New Mexico Canonsburg, Pennsylvania Pinellas, Florida Contact Tracy Ribeiro Environmental Program Manager U.S. Department of Energy Office of Legacy Management 2597 B ¾ Road Grand Junction, CO (970)