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14th Annual LEPC CONFERENCE 2006

14th Annual LEPC CONFERENCE 2006. LEPC Compliance & Funding Requirements HMEP Grant Application Process. Ian Ewusi IERC/LEPC Field Coordinator. 2006 Requirements & Due Dates The Big 7. Legal Notices  January 31 Roster  February 15 Fiscal Report February 15

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14th Annual LEPC CONFERENCE 2006

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  1. 14th Annual LEPC CONFERENCE 2006 LEPC Compliance & Funding Requirements HMEP Grant Application Process Ian Ewusi IERC/LEPC Field Coordinator

  2. 2006 Requirements & Due DatesThe Big 7 • Legal NoticesJanuary 31 • RosterFebruary 15 • Fiscal ReportFebruary 15 • LEPC Plan ReviewOctober 18 • BylawsDecember 30 • Exercise ReportDecember 30 • Meeting MinutesDecember 30

  3. Legal NoticesDue 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

  4. Sample Legal Notice Affidavit

  5. Membership RosterDue 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

  6. Sample Roster

  7. Fiscal ReportDue 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

  8. 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

  9. SampleFiscal Report

  10. LEPC Plan UpdatesDue 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

  11. Annual Updates to LEPC Plan 1aList 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. 3aList 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.

  12. Annual Updates continued 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.

  13. Sample Plan Evaluation Checklist

  14. BylawsDue 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

  15. Exercise ReportDue 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

  16. Sample Exercise Proposal Report

  17. Sample Exercise Credit Report

  18. Meeting MinutesDue 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

  19. HMEP GRANT PROGRAM H Hazardous M Materials E Emergency P Preparedness

  20. HMEP 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

  21. Planning Grant Category Congress has identified these activities to help improve planning that are eligible for 80% reimbursement: • 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

  22. Training Grant CategoryEligible 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

  23. Training Grant CategoryApproved Training Courses(See LEPC Resource List at www.in.gov.gov/ierc) 80 hours—Technician Course 80 hours—Chemistry of Hazardous Materials 80 hours—Operating Site Practices 16 hours—Incident Command 16 hours—Hazardous Materials Decontamination 16 hours—CAMEO 16 hours—CAMEO Train the Trainer 16 hours—Basic Chemistry for Responders 16 hours—Hazardous Materials Awareness 16 hours—Hazardous Materials Medical Technician 16 hours—Hazardous Materials Operations 16 hours—Hazardous Materials Technician Refresher 16 hours—Chemistry of Hazardous Materials Refresher 8 hours—Hazardous Materials Contingency Plan Ex. Course 8 hours—Hazardous Materials Operations Refresher

  24. HMEP Grant―Hard/Soft MatchEligible for20% 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 exercise b. professional volunteers to be a trainer or to train trainers c. 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

  25. 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

  26. 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)

  27. 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.

  28. Cover Sheet forLEPC Submissions

  29. IERC Expectations continued • Make copies of all documents sent and all receipts from the IERC • Provide any change of address, personnel, or other contact information promptly • Ask why, if LEPC funding has not been received by August 1 • Ask why, if HMEP grant application has not been received • Ask why, if HMEP grant money has not been received

  30. 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.

  31. 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!

  32. 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. 208 Indianapolis, 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 To be announced 2 To be announced 3 November 16, 2006 10:00 a.m. November 30, 2006 9:00 a.m. November 27, 2006 11:00 a.m. 6 November 08, 2006 7:00 p.m. November 01, 2006 9:00 a.m. January 2007 9:00 a.m. 9 To be announced October 31, 2006 10:00 a.m. Contact Information

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