Hazardous Materials Emergency Preparedness Grant Webinar

1. Hazardous Materials Emergency Preparedness Grant Webinar for 2011 Hazmat Grant Applicants March 8th, 2011

2. Opening Remarks • Charlie Rogoff retired after 18 years with the program CONGRATULATIONS, CHARLIE!! • Grant team and assignments • Webinar Highlights • PHMSA Mission • Grant program priorities • Application and Guidance • Grant administration

3. Grant Personnel Kyra Stewart, Team Lead, Sr. HMEP Grant Program Analyst Windy Hamilton, Grant Specialist Crystal Catlett, Grant Specialist Suezett Edwards, Grant Specialist Lisa Reichenbacher, Grant Specialist Andre White, Grant Specialist Suzette Murrell, Administrative Assistant - 3 -

4. Grant Specialist Assignments

5. PHMSA Mission To protect people and the environment from the risks inherent in transportation of hazardous materials - by pipeline and other modes of transportation. • Preparedness and Response: To reduce the consequences (harm to people, environment, and economy) after a pipeline or hazmat failure has occurred.

6. Hazmat Grant Program Purpose To increase State, Territorial, Tribal, and local effectiveness in safely and efficiently handling hazardous materials accidents and incidents and to encourage a comprehensive approach to emergency training and planningby incorporating the unique challenges of responses to transportation situations.

7. Grant Program “Big Picture”

8. Grant Program Priorities • Aligning Grant funded activities to PHMSA Priorities and Grant Program intent • Enhanced Outreach and Guidance • Webinars • Sharing of Best Practices • Site Visits • Increased oversight of grantee • Financial Requests (application and SF-270s) • Reporting

9. Hazmat Grant Application • Applications open April 1st 2011 • Current and recent grantees will be notified by email with proposed award amount • Grantees apply through Grants.gov • Questions: • Program: Grant Specialist or HMEP.Grants@dot.gov • Grants.gov: Carrie Brown Winslow, Carrie.Winslow@dot.gov / 617-494-3318

10. Hazmat Grant Application • Forms • Application for Federal Assistance (SF-424) • Budget for Non-Construction Programs (SF-424A) • Assurances for Non-Construction Programs (SF-424B) • Combined Assurances (ED-80-0013) • Narrative • Agency Identification • Transportation Fees • Contact Information • Report of Progress • Report of Changes in Program Goals and Objectives • Statement of Work for upcoming budget period • SERC/TERC Involvement • Supplies and Equipment Statement of Work

11. Hazmat Grant Application PreparationRequirements & Expectations • Map details on proposed spending in a budget narrative to each object class category on the SF 424A • Include details on components of matching in the budget narrative • Do not cut/paste non-related DHS, EPA or other federal grant information into the application

12. Hazmat Grant Application • Training Plan Narrative • To ensure that proposed training activities are part of a broader and • coordinated training effort for a State or Territory, include a project narrative • statement describing the State's or Territory's overall training plan, including a needs • assessment short and long-term goals, and a description of how the training grant will • help meet these goals • Planning Project Narrative • The project narrative required sets out the goals and objectives of your HMEP program. Include \the following elements for each major activity proposed: • Increasing Program Capability • Regional Hazardous Materials Teams • Transportation-Related Work • Impact on the Program • Time Line • Monitoring Efforts

13. HMEP Grant ApplicationStatement of Work • HMEP grant application should include a task-based statement of work, which ties to the budget • Tasks should directly relate to improving hazmat transportation safety • Proposed outcomes may include results of performance measurements such as: • Increase (year-to-year) of LEPCs with an effective emergency plan in place • Percentage of plans that have been tested during the grant cycle • Percentage of plans that have been updated during the grant cycle

14. Eligible Activities Ineligible • Multi-Agency Hazmat Drills-includes Hazardous Materials Spill Drills and Hazmat Tabletop Exercises • Hazmat Technician Training • Hazmat drills and exercises to test State and County emergency response capabilities and to identify gaps in training and planning needs • Commodity Flow Studies • Incident Command •General Hazmat Public Awareness • Hazmat decontamination in a hospital setting • WMD Training • Request for multi-year funding •Operational Equipment • All-Hazards training courses • LEPC Operations Cost - 14 -

15. HMEP Sub-Grant ManagementExpectations & Requirements • Institute a structured review and evaluation process for subgrants • Ensure subgrants include PHMSA grant requirements, including documentation of allowable costs, matching, and payment requests

16. Hazmat Grant Awards • Awards may be offered with conditions that must be met to access funding • Awarded mid-September via Email • Awards must be accepted, signed and returned within 90 days of offer to be valid

17. HMEP Grant Program * Grant award must be signed and returned before funds are available for disbursement. Timeline by Month (HMEP, HMIT, and SPSTG) s n Application Schedule f s i o g n e e o n s i B r t U u a s t r c s e i o e l R f p c r o n p o s r e A f P d p r r e O n o a n f o s w i Sept. 30th - HMEP Grants Awarded* i l t e t d A n a n a i a c d l e i r l d e D G p a n p l - e g l i A D t A S s - - - 1 t t t 3 s s s . 1 1 1 c l e . e i t r D n c p u O A J April May June July August September October November December January February March J S A u e p n J p D r e a t i e l . n c 1 . 1 . 3 s s 0 t 1 3 t t s - 1 h t - s 3 t - - 2 r - n d 1 4 d t s C Q t h l Q t o Q r Q t s t r t e S r r - S F S O - S F F 4 - F u - 4 - 2 t 4 4 2 5 R 2 2 5 e 5 D 5 p D u D o D u e u r u e e e s t D u GrantActivitySchedule e Grant Schedule ** Close-Out Reports include a Final SF-425, Narrative Report, and Accountability Questionnaire. Oct. 1st - HMIT and SPSTG Grants Awarded HMEP-Hazardous Materials Emergency Preparedness Grants HMIT-Hazardous Materials Instructor Training Grants SPSTG-Supplemental Public Sector Training Grants

18. Program Requirements • Forms • SF-270s (Reimbursements) • Quarterly SF-425s (Federal Financial Reports) • Final Report (Narrative, SF-425 & Questionnaire) www.whitehouse.gov/omb/grants_forms

19. Data Entry Tool - Home Page https://hazmatgrants.phmsa.dot.gov

20. Data Entry Tool – Submission Form

21. HMEP GRANT MANAGEMENTRequirements & Expectations • Record keeping should document and support use of federal funds and matching • Federal funds for subgrants must be used for actual expenses versus generic operational expenses • Matching amounts should be based on documented volunteer hours and/or expenses

22. Desk Reviews & Site VisitsPurpose: To communicate program requirements and expectations and to share best practices

23. Grantee Resources & Outreach • Web Site www.phmsa.dot.gov/hazmat/grants • Webinars • NASTTPO Conferences • Other training and workshops

24. Questions HMEP.Grants@dot.gov www.phmsa.dot.gov/hazmat/grants (202)366-1109