14th Annual 14th Annual LEPC CONFERENCE LEPC CONFERENCE

20062006

LEPC Compliance & Funding LEPC Compliance & Funding RequirementsRequirements

HMEP Grant Application ProcessHMEP Grant Application Process

Ian Ewusi

IERC/LEPC Field Coordinator

2006 Requirements & Due Dates2006 Requirements & Due DatesThe Big 7The Big 7

Legal NoticesJanuary 31

RosterFebruary 15

Fiscal ReportFebruary 15

LEPC Plan ReviewOctober 18

BylawsDecember 30

Exercise ReportDecember 30

Meeting MinutesDecember 30

Legal NoticesLegal NoticesDue January 31Due January 31

Dos... Provide a copy of the publisher’s affidavit Submit newspaper clipping of the notice

Don’ts… Submit a letter sent to media stating

meeting dates, times and location

Sample

Sample

Legal Legal

Notice

Notice

Affidavit

Affidavit

Membership RosterMembership RosterDue February 15Due February 15

Fill in all categories Minimum: 13 members

Maximum: 9 members per category

Sign and date forms

Update roster anytime during the year

Provide membership removals/additions

Sample

Sample

Roster

Roster

Fiscal ReportFiscal ReportDue February 15Due February 15

Previous year’s expenditures County treasurer’s report Form signed and dated

All expenditures must meet the following conditions: Approved at a legal meeting Approved at meeting with quorum of members Approved by an LEPC majority vote

7 LEPC Expense Categories

$ Establishing LEPC plan

$ Dealing with public information requests

$ Training for emergency and HAZMAT response

$ Equipping a HAZMAT response team

$ Purchasing communication gear

$ Paying member stipends $20 per member per LEGAL meeting

$ Paying for special projects Must be PRE-APPROVED by IERC

SampleSampleFiscal Fiscal Report Report

2005 FISCAL REPORT FOR ________COUNTY LEPC

Complete the information and return this completed report to the IERC by February 15, 2006.

Completion of this report fulfills your reporting requirement under IC 6-6-10-8 (Annual report of the Local Emergency Planning Committee) which states: "Each year, a local emergency planning committee shall submit to the emergency response commission a report that describes the expenditures of the local emergency planning committee in the preceding year that were paid for with money distributed under section 7 of this chapter."

Please break down the disbursements from the Emergency Planning and Community Right-To-Know Fund as to how the money was distributed in each of the allowable expense categories.

Account balance as of 1/1/05

Total Receipts in 2005

Subtotal

Disbursements for 2005:

1. Emergency Planning

2. Data Management

3. Training

4. Hazardous Material Response Equipment

5. Administrative Communication Equipment

6. Meeting Stipend

7. Special Projects Approved at a SERC Meeting

Total Disbursements for 2005

Account Balance as of 12/31/05

Report completed by: (Type or print name) (Signature)

(Title) (Date)

Please attach a copy of your county LEPC printout (also known as County Council budget report).

LEPC Plan UpdatesLEPC Plan UpdatesDue October 18Due October 18

Dos... Use the 9 planning elements in the plan evaluation checklist Submit only updates to the plan (paper or electronic format)

rather than the entire plan Provide actual text/maps as they would appear in the plan Submit all items requiring annual updates (denoted by *)

Don’ts...

Send a letter stating “no changes to the plan” Send a letter stating changes without hardcopies Submit plans not addressing hazardous materials and/or

the 9 planning elements Submit the plan review with your changes/comments on it

Annual Updates to LEPC PlanAnnual Updates to LEPC Plan1a List the facilities subject to SARA Title III, including addresses.

Designate EHS or HS for each facility. List the EHS chemicals at each facility.

1b Include map(s) showing locations of these facilities, designating differences between EHS and HS facilities.

1e List other facilities, such as schools, hospitals, nursing homes, or areas of large group gathering, contributing to or at greater risk due to proximity to the SARA Title III facilities.

1f Include map(s) showing locations of the facilities named in 1e.

3a List the Community Emergency Coordinator (CEC) and the contact information. (This may be a specific person or a position within an agency, such as a 24-hour emergency dispatcher.)

3b List the Facility Emergency Coordinator (FEC) and a back-up person for each EHS facility, as well as the contact information for each.

Annual Updates Annual Updates continuedcontinued

4f List media contact persons and how to reach them.

8b Include a calendar of LEPC-sponsored training activities for the upcoming year.

8c Include a calendar of response organizations’ current-year HAZMAT training activities. (Include course description, course content, level/type of training—i.e., Awareness, Operations, Technical, Refresher, etc.)

9a Include an exercise schedule for the LEPC plan.

Sample Plan

Evaluation Checklist

BylawsBylawsDue December 30Due December 30

Dos... Provide copies to all members Review bylaws at a committee meeting Address quorum and proxy issues Address absenteeism Evaluate membership stipend payments

Don’ts… Adopt the IERC template or another

LEPC’s bylaws without review

Exercise ReportExercise ReportDue December 30Due December 30

Dos… Submit proposal report 30 days before exercise (on

the exercise proposal form) Conduct tabletop, functional, full-scale or actual event Use EHS/HS in the prescribed reportable quantities in

the exercise Partner with other county response agencies for the

exercise Submit credit report within 30 days after exercise

completion (on the exercise credit form)

Don’ts… Submit EMA/CEM exercise reports in lieu of LEPC

exercise reports

Sample Sample Exercise Exercise Proposal Proposal ReportReport

Sample Sample Exercise Exercise Credit Credit ReportReport

Meeting MinutesMeeting MinutesDue December 30Due December 30

Dos... Publish/post meeting announcement, agenda and

minutes in accordance with “open door law” Have a quorum present Hold 2 meetings every 6 months Submit minutes with date/time and attendee sign-up

sheets

Don’ts… Submit county executive/council meeting minutes Submit EMA/LEPC joint meeting minutes

HMEP GRANT PROGRAMHMEP GRANT PROGRAM

H Hazardous

M Materials

E Emergency

P Preparedness

HMEP GRANTHMEP GRANT Source

Fees collected from Hazardous Material Haulers

U.S. Department of Transportation (DOT)

Project Funding Period

September 30th prior year to September 30th current year

Application Deadline: November 10, 2006

Funding Distribution Deadline

December, current year

Grant Categories: Planning and Training

80% reimbursement vs. 20% county match

Planning Grant CategoryPlanning Grant Category

► Enhance hazardous materials emergency plans

► Implement commodity flow studies

► Conduct hazard analysis

► Assess local response capabilities

► Conduct emergency response drills and exercises

► Secure technical support for planning activities

Congress has identified these activities to help improve Congress has identified these activities to help improve planning that are eligible for planning that are eligible for 80%80% reimbursement: reimbursement:

Training Grant CategoryTraining Grant Category Eligible for 80% reimbursement

► Delivery of comprehensive preparedness and

response

► Training of persons, and activities such as

examinations, critiques and instructor evaluations

► Conducting emergency response drills and

exercises associated with training

Training Grant CategoryTraining Grant Category Approved Training CoursesApproved Training Courses

(See LEPC Resource List at www.in.gov.gov/ierc)(See LEPC Resource List at www.in.gov.gov/ierc)

80 hours—Technician Course80 hours—Chemistry of Hazardous Materials80 hours—Operating Site Practices16 hours—Incident Command16 hours—Hazardous Materials Decontamination16 hours—CAMEO16 hours—CAMEO Train the Trainer16 hours—Basic Chemistry for Responders16 hours—Hazardous Materials Awareness16 hours—Hazardous Materials Medical Technician16 hours—Hazardous Materials Operations16 hours—Hazardous Materials Technician Refresher16 hours—Chemistry of Hazardous Materials Refresher8 hours—Hazardous Materials Contingency Plan Ex. Course8 hours—Hazardous Materials Operations Refresher

HMEP GrantHMEP Grant――Hard/Soft MatchHard/Soft MatchEligible for 20% in-kind county match

• Salaries, fringe benefits, per diem, housing or travel expenses incurred while attending training classes or involved with the program

• Private contributions and/or corporate donations/services• Voluntary contributions, such as firefighter support, emergency

personnel support, and manpower provided by a LEPC member• Equipment or facilities used for exercises• Voluntary expenditures, such as

a. professional donates time during an exerciseb. professional volunteers to be a trainer or to train trainersc. Citizens volunteer to set up or participate in exercises

• Facility space, such as a surplus school building donated to accommodate courses or conduct exercises

• Time volunteered by university students to participate in exercises, aid in data collection, or assist in exercise report generation

HMEP GRANTIneligible for Reimbursement

☻ LEPC/EMA office supplies & equipment service contacts

☻ LEPC and EMA wages, salaries and stipends

☻ LEPC legal notices, announcements and mailings

☻ Website development and services

☻ Hazmat response equipment and service contacts

☻ Telephone and mobile phone purchases and services

☻ Magazine and newspaper subscriptions and renewals

☻ Ceremonial and/or organized luncheons

☻ Legal counsel services

☻ Vehicle titles and registration expenses

☻ Car rental

☻ Valet parking

HMEP Grant Process HMEP Grant Process

Submit application– Use cover sheet

– Indicate type of grant requested

– Provide paid invoices and receipts

– Include documentation for 20% hard/soft county match

Submit grant agreement– Provide W-9 (tax identification)

– Include electronic funds transfer (EFT) account information

– Supply required resolution agreement (bylaws, meeting minutes)

IERC Expectations IERC Expectations

Send the required documents in on time.Submit the appropriate documents and on the appropriate form if required.Use the correct mailing address.Mail, email, or fax documents directly to my attention.Provide cover sheet stating the county, date, contact information, and documents being sent (please use new cover sheet provided).Follow up with phone calls or emails on what has been sent.

Cover Sheet Cover Sheet forfor

LEPC LEPC SubmissionsSubmissions

IERC Expectations IERC Expectations continuedcontinued

Make copies of all documents sent and all receipts from the IERCProvide any change of address, personnel, or other contact information promptlyAsk why, if LEPC funding has not been received by August 1Ask why, if HMEP grant application has not been receivedAsk why, if HMEP grant money has not been received

Remember Remember

The IERC has no desire to withhold funding, but it MUST operate under its state policy and statutory requirements.

If you want GRANT MONEY, you must chase it and do what it takes to get it.

LEPC Funding Status LEPC Funding Status

Annual LEPC Funding 2005 (64 counties)

2006 (67 counties)

HMEP Grant 2003–2004 (closed, 28 recipients) 2004–2005 (closed, 30 recipients) 2005–2006 (open for application until Nov. 10,

activities completed Sept. 30) 2006–2007 ► YOUR CHANCE TO APPLY!YOUR CHANCE TO APPLY!

Contact InformationContact Information Ian Ewusi

IERC/LEPC Field Representative

Indiana Emergency Response Commission

c/o Dept. of Homeland Security Indiana Government Center

South

302 W. Washington St., Rm. 208Indianapolis, IN 46204

317 232-3837 (office) 317 695-2119 (mobile)

317 233-5006 (fax)

Email: iewilson@dhs.in.gov

Web page: www.in.gov/dhs

District Meeting Dates 1 To be announced2 To be announced3 November 16, 2006

10:00 a.m.4 November 30, 2006

9:00 a.m.5 November 27, 2006

11:00 a.m.6 November 08, 2006

7:00 p.m.7 November 01, 2006

9:00 a.m.8 January 2007

9:00 a.m.9 To be announced 10 October 31, 2006

10:00 a.m.