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Energy Management Guidelines for Politeknik Kota Kinabalu, SABAH

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Published by adibadz03, 2024-04-29 04:25:34

Sustainable Energy Management Guidelines

Energy Management Guidelines for Politeknik Kota Kinabalu, SABAH

Keywords: Energy Management Guidelines

Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 85 of 223 No. Criteria Requirements Evidence Needed (2) Energy Records The organization shall maintain and update the records of energy consumption and related information e.g.,production data. Based on the updated energy records and information, the organization shall define the measures and indicators and utilize them for monitoring and improvement of energy management performance. i. Record of energy consumption and related energy factor information ii. Energy saving targetand plan iii. Actual energy savingrecord and analysis. 4.2 Communication (1) Staff Communication a. The organization shall establish theprocedures for communication andcoordination of the staff under the energy management structure. b. The organization shall implement and maintain the procedures for communication and coordination of the staff under the energy management structure. i. Procedure for communication and coordination within the energy management structure ii. Record of meetings on energy management activities among the staff under the set management structure.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 86 of 223 No. Criteria Requirements Evidence Needed (2) Report Structure The organization shall establish, implement, and maintain the energy management reporting structure. i. Format of reporting. ii. Records of energy management reports showing review/ approval structure. 5. Financial Aspect 5.1 Budget Management a. The organization shall plan the financialbudget for energy costs, project investment, and related expenditures to meet the energy target and plan. b. The organization shall approve and spend the budget according to the set budget plan. i. Energy budget plan ii. Energy saving measures budget plan iii. Records of management approval on ECM activities iv. Records of expenditures and investments 5.2 Investment The organization shall establish the decision for investment in energy i. ECM project proposal documents with investment analysis.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 87 of 223 No. Criteria Requirements Evidence Needed 6. Corporate Responsibility Aspect 6.1 Regulation Compliance The organization shall identify the requirements stated in the relevant i. List of relevant legislation and regulations needed to be complied. 7. Achievement Aspect 7.1 Performance Review (1) Energy Efficiency Monitoring The organization shall monitor measureand record the energy consumption andenergy efficiency performance. i. Monitoring plan and the records of energy performance against settarget for minimum of 12 months (2) Energy Management System Audit a. The organization shall establish the procedures for the periodical audit of the energy management system to ensure thatthe system: • Effectively implemented and maintained. • Archives the energy policy, energy objectives and targets. Audit procedureshall cover the audit scope, frequency, and i. Procedure for energy management system audit and records of audit ii. Procedure for corrective and preventive actions


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 88 of 223 No. Criteria Requirements Evidence Needed requirements for conducting audits and reporting results. b. Energy management system audits shall be conducted at least every 6 months, and results shall be recorded andbrought to the appropriate personnel. Any deficiencies shall be processed through the corrective action system. (3) Management Review a. The organization shall establish the procedure for reviewing the performance ofthe energy management system on annual basis to ensure its continuing suitability, adequacy, and effectiveness. b. The management review shall lead tothe continual improvement of the energy management system including the energy policy and target and plan. • Records of management review shall be documented and maintained. i. Procedure for Management review onannual basis. ii. Record of Management review (report, minute of meeting) with proof of continual improvement action.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 89 of 223 No. Criteria Requirements Evidence Needed (4) Overall Organization Performance Improvement a. Show achievement of energy savingtarget and plan over 2 years of: • Minimum overall EEI improvement by5% from baseline • Minimum overall energy reduction of5% b. Show each Energy Conservation Measures (ECM) proposed during the energyaudit was implemented, monitored, and maintained i. All Energy Reports forthe head of EACs and Energy Management Committee ii. Management reviewminute of meeting iii. Overall EEI improvement & energyreduction report iv. Records of ECM projects and its management, installed equipment.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 90 of 223 D-3 AEMAS EMGS 3 Stars Requirements No. Criteria Requirements Evidence Needed 1. Management Aspect 1.1 Corporation Leadership (1) Energy Policy Executive management shall establish a written energy policy that is appropriateto the nature and scale of energy use of the organization. The energy policy shall: f. State a commitment to comply with relevant legislation and relevant regulations with respect to energy, andwith other requirements to which the organization subscribes. g. Include a commitment to continualimprovement of energy efficiency. h. Include a commitment to allocate sufficient resources to support energymanagement activities. i. Be documented, implemented, and promoted throughout the organization. j. Be regularly reviewed for continuingsuitability. ii. Energy policy which contains the elements a. to e. signed by the Hospital Director


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 91 of 223 No. Criteria Requirements Evidence Needed (2) Executive Management Review of Energy Management Performance Executive management shall be at least annually reported on the review of the energy management performance. The agenda shall contain the information of Base line EEI, targets and plan establishment, opportunities to improveenergy performance i. Management review document (report, minute ofmeeting) ii. Attendance of executive management in the management review 1.2 Planning (1) Energy Target &Plan The organization shall set annual measurable target and plan whilst consistent with the energy policy and 3- years plan for energy efficiency improvement by Certified M&V Professional and the allocation of resourcesand budgets i. Documented annual measurable energy target and plan ii. 3-years energy saving target and plan verified by Certified M&V Professional


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 92 of 223 No. Criteria Requirements Evidence Needed (2) Planning and Allocation of Resources The organization shall, in the businessplan, allocate human resources and financial budget for: a. Implementing projects under the energy target and plan. b. Designation of responsible persons c. Maintaining the energy managementsystem. d. Implementing the energy managementactivities i. Energy budget plan ii. Human resource plan iii. Energy management project document iv. Record of investment and expenditures on energy management activities and projects 2. Organization Aspect 2.1 Human Resources (1) Appointment OfTheEnergy Manager Executive management shall appoint an energy manager who obtains at minimum Professional Energy Manager (PEM) license under AEMAS and also appointment of Certified M&V Professional. i. Letter of appointment, CV, certificates, job description.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 93 of 223 No. Criteria Requirements Evidence Needed (2) Energy Management Structure and Responsibilities The organization shall establish energy management committee structure and responsibilities for energy management.The energy management structure all comprises of representatives from energy related functional areas including purchasing, accounting, engineering, production, maintenance, facilities management and environmental management. i. Energy Management Committee Organization chart. ii. Documented roles and responsibilities of energy management committee. v. Records of minutes of meetings energy management activities.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 94 of 223 No. Criteria Requirements Evidence Needed (3) Staff Competency The organization shall systematically develop its staff competency to fulfill theresponsibilities under the energy management system. The organization shall plan and implement activities to: a. Identify training needs for staff. b. Provide training or take other actions to satisfy these needs c. Evaluate the effectiveness of thetraining or actions taken. d. Maintain appropriate records of training, skills, and experience i. Record of Training need assessment ii. Training plan iii. Record and evaluation of training effectiveness iv. Record of staff training 2.2 Motivation (1) Organization Awareness and Accountability The organization shall systematically planand implement activities to develop staff awareness for contribution and accountability in energy management shall be continuously assessed for their effectiveness. Documented activity plan for development of staff awareness and accountability and the implementations review.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 95 of 223 No. Criteria Requirements Evidence Needed (2) Recognition of Energy Management The organization shall recognize the importance of energy management activities as a priority to improve its business performance. Record of staff reward in terms of the official announcement, career promotion or salary remuneration for the achievement in energy management, etc 3. Process Aspect 3.1 Process and Equipment (1) Analysis and Energy Use As the basis for energy efficiency improvement, the organization shall conduct an energy audit (internal or external) to show: a. Types of energy consumed. b. Amount of energy consumption. c. Energy use profile. d. Energy use breakdown according tosections / EACs / SEUs e. Inventory of processes and equipmenthaving significant energy consumption. f. Opportunities for energy efficiencyimprovement. i. Energy audit report notmore than 2 years old ii. Records on the updateof energy consumption, energy use analysis, inventory of energy consuming process and equipment, and etc.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 96 of 223 No. Criteria Requirements Evidence Needed • The energy baseline shall be establishedusing the information in the initial energyprofile considering a minimum of 12 months of data. • The organization shall utilities the energy audit result for set up energy target and implementing activities forenergy efficiency improvement. iii. Energy saving target iv. Energy conservation measures (ECM) plan with M&V plan to achieve the energy target (2) Purchasing and Procurement The organization shall establish energyefficiency purchasing policy, the implementation procedure, and its records. i Energy efficiency purchasing policy and its procedure ii Purchasing and procurement records, investment analysis (e.g.: ROI) and list of suppliers and contractors


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 97 of 223 No. Criteria Requirements Evidence Needed 3.2 Operation Management (1) OperationControl The organization shall implement work procedures to control the energy use in the operation of at least two most energy consuming processes in the organization. Work procedures shall indicate: a. The instruction on how to operate the process and equipment according to the operational criteria. b. The instruction on how to operate and adjust the control parameters to optimize the energy use by the process and equipment. i Work procedures for operation of process and equipment ii Record of process and equipment operational data (2) Maintenance a. The organization shall establish the plan for implementing the maintenance program to maintain and improve energy efficiency of process and equipment. b. The organization shall establish a plan to regularly calibrate measuring equipment (if necessary) against the specified standards and in accordance i. Work procedures and record for maintenance of process and equipment to maintain and improve its energy efficiency. ii. Calibration plan


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 98 of 223 No. Criteria Requirements Evidence Needed with the manufacturers' specifications for all measuring equipment’s (if necessary) and record (3) Corrective and Preventive Actions The organization shall establish and implement the procedures for handling non-conformance and initiating preventive and corrective actions to minimize the energy waste. i Procedure and record for preventive and corrective actions ii Records of preventive and corrective actions 4. Information Aspect 4.1 Information Management (1) Document Control The organization shall establish the equipment the procedures for controllingrecords and documents required by this energy management certification to ensure that: a. They can be located. b. They are periodically reviewed andrevised as necessary. c. The update versions are available at allrelevant locations. i. Procedures for document control ii. Record of document review and revision


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 99 of 223 No. Criteria Requirements Evidence Needed d. Obsolete documents are removed. e. Obsolete documents retained for legaland/or knowledge preservation purposesare suitably identified. f. All documents are approved prior touse and their distribution is controlledEnergy management records and documentation shall be systematicallycontrolled periodically reviewed and revised for continuing suitability. (2) Energy Records The organization shall maintain and update the records of energy consumption and related information. Based on the updated energy records and information, the organization shall define the measures and indicators and utilize them for monitoring and improvement of energy management performance. The organization shall utilize an information management system for repository, monitoring and communication. i. Systematic information management system in-place ii. Record of energy consumption and related energy factor information iii. Energy saving target and plan. iv. Actual energy saving record and analysis.


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 100 of 223 No. Criteria Requirements Evidence Needed 4.2 Communication (1) Staff Communication The organization shall establish the procedures for communication and coordination of the staff under the energy management structure. i. Procedure for communication and coordination within the energy management structure ii. Records of meeting (2) Report Structure The organization shall establish, implement, and maintain the energy management reporting structure. i. Format of reporting. ii. Records of energy management reports showing review/ approval structure. 5. Financial Aspect 5.1 Budget Management a. The organization shall plan the financialbudgetfor energy costs, project investment and related expenditures to meet the energy target and plan. b. The organization shall approve up to investment grade ECM and spend the budget according to the set budget plan. i. Energy budget plan ii. Energy saving measures budget plan iii. Records of management approval on energy


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date Page 101 of 223 No. Criteria Requirements Evidence Needed management activities and project for some investment grade ECM. vi. Energy management project documents and records of approved activities documents


Guidelines on Energy Management Note: ALL the Appendix table is for reference only. It is asheet used by the sustainable energy management commAppendix E: Operation and Monitoring Control E-1 Daily Energy Log Sheet for EAC Note: The above table is for reference only. It is also allowafacilitymaintenan


No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 102 of 223 lso allowable to use any existing and available log mittee/facilitymaintenance unit. ble to use any existing and available log sheet used by the nce department


Guidelines on Energy Management E-2 Log Sheet Summary for EAC Item Equipment Inspections Items Control Value IF


No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 103 of 223 Inspection Frequency Recommendation Inspector Remark


Guidelines on Energy Management E-3 Energy Data for Energy Accounting Centre (EAC) for No. Asset No (MSB) EAC No. Energy Meter Serving Area / Department /Major System Gross Floor Area (GFA) in m2, unoccupied and occupied area Net Floor Area (NFA) in m2, wall to wall for occupied area only Voltage (V) R-Y R-B Y-B AverNote: The above log sheet is only applicable to areas where s


No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 104 of 223 rMain Switch Board Current (A) Power Factor Power (kW) No. of Days for the month Monthly Operating Hours Monthly Power Consumption (kWh) Building Energy Index (BEI) rage R Y B Average sub-metering is installed


Guidelines on Energy Management E-4 ECM’s Project Status Year : Month : Name of ECM Implementation Plan ECM cost (RM) Target Saving(RM) T


No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 105 of 223 Target ROI Actual Saving (RM) Actual ROI Status (Proposed/In Progress/ Completed/ Delay)


Guidelines on Energy Management E-5 ECM’s Payment Status Name of ECM PurchaRequest No. O


No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 106 of 223 asing Status Payment Status Order No. PO Amount (Pending/Done)


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 107 of 223 E-6 ECM’s Improvement Actions Improvement Item Details of Action Responsible Person


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 108 of 223 Appendix F: Energy Management Report F-1 Preliminary Report Format and contents of the report shall comply with AEMAS requirements. Logo PRELIMINARY ENERGY REPORT FOR POLITEKNIK KOTA KINABALU Company Name and Logo Prepared by: Name: ………………………………………………… Registered Electrical Energy Manager Certificate No:(PTE ) or Certified Energy Manager Certificate no: (CEM )


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 109 of 223 F-2 CEM Report Format and contents of the report shall comply with AEMAS requirements. Logo POLITEKNIK KOTA KINABALU QUARTER YEAR ENERGY MANAGEMENT REPORT For Month of MMM YYYY Prepared by : Verified by : Name : Designation : Name : Designation :


Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 110 of 223 F-3 REEM Report Format and contents of the report shall comply with Suruhanjaya Tenaga requirements. Logo POLITEKNIK KOTA KINABALU BI ANNUAL ENERGY MANAGEMENT REPORT Period of MMM YY to MMM YY Prepared by : Verified by : Name : Designation : Name : Designation :


1 THE FLOWCHART OF MEETING CONDUCTED AT A DIFFERENT LEVEL AND HOW AN ACTION SHOULD BE TAKEN 113 2 SUSTAINABLE ENERGY MANAGEMENT COMMITTEE – TERMS OF REFERENCE 114 3 ORGANIZATIONAL CHART – SUSTAINABLE ENERGY MANAGEMENT COMMITTEE 120 CONTENTS


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 113 of 223 THE FLOWCHART OF PKK SUSTAINABLE ENERGY MANAGEMENT MEETING CONDUCTED AND FEEDBACK MANAGEMENT SYSTEM START PKK ENERGY MANAGEMENT COMMITTEE, SUSTAINABLE ENERGY MANAGEMENT MEETING Any issues at this level will be directed to PKK/EED CoSEM. Any Issues? Yes No PKK/ EED CENTER OF SUSTAINABLE ENERGY MANAGEMENT MEETING Any issues at this level will be discussed to determine strategy to determine cause of issue/ problems. Sustainable Improvement Team will be formed based on issue/case study. Yes No SUSTAINABLE IMPROVEMENT TEAM (SIT) MEETING Strategy will be implemented based on case or issue. A group of researchers (UPS/lecturers and students) will participate to solve the issues/ problems. END Problem Solved? Problem Solved? Yes No Notes: i. PKK – Politeknik Kota Kinabalu ii. EED – Electrical Engineering Department iii. SEM – Sustainable Energy Management iv. EMC – Energy management Committee v. CoSEM – Center of Sustainable Energy Management Committee vi. SIT – Sustainable improvement Team *Reviewing of document refers to MS ISO 9001:2015 Control of Document procedure PKK-PK-PPP-01.


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 114 of 223 SUSTAINABLE ENERGY MANAGEMENT COMMITTEE - TERMS OF REFERENCE 1.0 Purpose The purpose of the Sustainable Energy Management (SEM) Committee is to ensure all matters concerning the sustainable energy management (electricity) matters being tackled and organized wisely. 2.0 Authority 2.1 Sustainable Energy Management Committee (SEM) is a committee at Politeknik Kota Kinabalu (PKK) which consists of the Energy Management Committee (EMC) and Center of Sustainable Energy Management Committee (CoSEM) that perform tasks related to energy management. 2.2 EMC and CoSEM may exercise all the rights provided and agreed by the PKK Director. 2.3 The SEM Committee shall remain accountable to the PKK Director and to the Committee itself and may at its own discretion or at the request of the Committee, promptly give or make available to the Committee such information, reports and other documents to enable the Committee to carry out its duties.


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 115 of 223 3.0 Constitution 3.1 Chairperson 3.1.1 The Chair of the EMC, SEM is the PKK Director/ PKK Deputy Director. 3.1.2 The Chair of the CoSEM Committee is the PKK Energy Manager/ Head of Electrical Engineering Department. 3.2 Membership 3.2.1 The Committee comprises: (as shown in page 12) a) PKK Energy Management Committee, Sustainable Energy Management i. Director ii. Deputy Director Academic iii. Deputy Director Academic Support iv. Energy Manager v. Head of Development and Maintenance Unit - UPS vi. Energy Officer vii. Head of Accounting Center – Head of Department/Unit viii. Head of Smart Green PolyKK ix. Head of Ekosistem Kondusif Sektor Awam PKK b) PKK/ EED Center of Sustainable Energy Management i. Energy Manager ii. Energy Officer iii. EED Center of Sustainable Energy Management Committee


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 116 of 223 3.3 Duration of Appointments 3.3.1 The duration of appointments will be for 3 years term of time. 3.4 Secretary 3.4.1 The Officer appointed by the Chair shall act as Secretary to the Committee and attend all meetings. 3.4.2 The Secretary shall record the proceedings and decisions of the Committee meetings and the minutes shall be circulated to all members and attendees, as appropriate, considering any conflicts of interest that may exist. 4.0 Proceedings of Meetings 4.1 Frequency of Meetings 4.1.1 The Energy Management Committee, shall meet ONCE a year and otherwise as required. 4.1.2 Meetings of the Committee may be called by the Chair of the Committee at any time to consider any matters falling within these Terms of Reference. 4.1.3 The PKK/EED Center of Sustainable Energy Management Committee shall meet THREE times a year and otherwise as required. 4.1.4 Meetings of the Committee may be called by the Chair of the Committee at any time to consider any matters falling within these Terms of Reference.


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 117 of 223 4.2 Quorum 4.2.1 The quorum for any meeting of the Energy Management Committee, COSEM Committee shall be two-thirds of its members. 4.2.2 A duly convened meeting of the Committee at which a quorum is present shall be competent to exercise all or any of the authorities, powers and discretions exercisable by the Committee. 4.3 Attendees 4.3.1 The members of the Committee must attend each Committee meetings. 4.3.2 If they are unable to attend the meetings because of other circumstances, they must be represented by another energy officer. 4.3.3 The representatives must be able to make a decision on behalf of the person they represented. 4.3.4 Any officer or other potential attendees may attend the invitation of the Chairperson Committee and they may collectively or individually be requested to withdraw from meetings of the Committee if required to do so by the Chairperson Committee. 4.4 Resolutions 4.4.1 The Committee shall reach decisions by a simple majority of those voting on the issue in question. If the number of votes for and against a certain proposal are equal, the Chair has a casting vote.


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 118 of 223 4.5 Meeting Agenda 4.5.1 The meeting call memo must be issued by the Chairman. However, the Energy Manager can issue the memo after obtaining approval from the Chairman. The agenda to be discussed in the meeting should include (but not be limited to) the following: a) Energy Performance i. Percentage savings in terms of - Building Energy Index, BEI - Kilowatt, kW - Ringgit Malaysia, RM b) Energy Management i. The status of activities that have been planned to achieve the savings percentage target. ii. New planning for the whole year. 5.0 Committee Responsibilities 5.1 PKK Energy Management Committee a) Establish and manage the activities within the system according to the energy management procedures agreed upon by the entire working organization such as: i. Monitor energy consumption ii. Assessing energy management performance iii. Analyzing organizational strengths and weaknesses iv. Provide energy policy


Sustainable Energy Management Terms of Refence No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 119 of 223 v. Determine & set up Energy Accounting Center (EAC) vi. Providing Energy Management – Working Procedure vii. Approving relevant work and manual procedures viii. Approving the Energy Efficiency Index ix. Approve the preparation of energy targets & plans x. Get the commitment from PKK community 5.2 PKK/ EED Center of Sustainable Energy Management Committee a) Energy Management Team i. To drive energy management towards continuous improvement & sustainability in an organization. ii. Auditing energy at Energy Accounting Center iii. Formulate energy management policy iv. Get the commitment of the PKK community v. Planning & organizing, objectives & target setting vi. Action plan towards the achievement of energy sustainability vii. Control and monitoring 6.0 Governance and Resources The Committee shall have access to sufficient resources in order to carry out its duties. In consultation with the industries / companies / agencies, it shall have the power to engage independent counsel and other professional advisers. 7.0 Terms of Reference The Committee shall annually review its Terms of Reference and may recommend for any amendments to its Terms of Reference. Reviewing of document refers to MS ISO 9001:2015 Control of Document procedure PKK-PK-PPP-01.


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