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Home My WebLink About20162246.tiffRESOLUTION RE: APPROVE GRANT APPLICATION FOR HAZAROUS MATERIALS EMERGENCY PLANNING (HMEP) AND AUTHORIZE CHAIR TO SIGN WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Grant Application for the Hazardous Materials Emergency Planning (HMEP) from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Office of Emergency Management, to the Colorado Division of Homeland Security and Emergency Management, Department of Public Safety, commencing January 1, 2017, and ending December 30, 2017, with further terms and conditions being as stated in said grant application, and WHEREAS, after review, the Board deems it advisable to approve said grant application, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Grant Application for the Hazardous Materials Emergency Planning (HMEP) from the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Weld County Office of Emergency Management, to the Colorado Division of Homeland Security and Emergency Management, Department of Public Safety, be and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said grant application. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 18th day of July, A.D., 2016. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: dadiev Weld County Clerk to the Board BY Deputy Clerk to the Boa APPVED oun y Attorney Date of signature Mike Freeman, Chair %Sean P. Conway, Pro -Tern • A. Cozad cc!Cann c aR) 4- c4 ((6, 2016-2246 EM0017 Commissioners, TO: Board of County Commissioners FROM: Roy Rudisill, OEM DATE: June 2151, 2016 et°-)fa-se-r,t- IZ �� L,- c4-- se s co 7-1'--1/o Apo 1..d SUBJECT: Hazardous Materials Planning Grant Application is DUE June 30th' As part of the budget process I would like to apply for the 2016-2017 HMEP Grant to support a part time contract position to support OEM with the planning for Hazardous Chemical Facilities and Chemical Transportation. Typicall this application is not due until September but the State has changed their process and the application is due June 30`x'. Currently Weld County has 9,084 Tier II reporting facilities and 93 pipeline operators. Each of the Tier II reporting companies and Pipeline operators are required to coordinate with local First Responders and conduct exercises and training on response and safety. The driving focus of these requirements is for first responders to understand the needed capability for possible incidents that could take place at each of these facilities or along the pipelines throughout our County. The HMEP Planning Grant has a focus on transportation, I believe we can meet this requirement due to the number of pipelines we have in the County and the amount of other Chemical Transportation that takes place on County roads and Highways. The focus of the position will be to work with our pipeline operators, Tier II facilities and transportation companies to develop an understanding of the required response to possible hazmat incidents. Develop and hazmat response plan and help with coordination of the Local Emergency Planning Committee that meets the requirement of the Emergency Planning and Right to know Act (EPCRA) Section 301-303, coordination of Tier II reporting with the State under EPCRA section 312-3 13. Develop and coordinate training and exercises related to hazardous materials, assist with Local Emergency Planning Committee development in the Northeast Region and be a resource to Weld County communities and agencies on hazmat and chemical storage issues. This will require a special expertise and background of chemical hazards and EPCRA. The grant application is due June 30`'', which is a very short turn around. The grant is based on what Jefferson County has done over the past few years, the grant is for $75,000.00 and there is a 20% match. Weld Counties match will be $15,000.00. I have attached a draft copy of the application that describes the scope of work for the position. This will be a contract position and is only supported by us receiving the grant and there is no expectation to continue the grant funded position if the funding is not awarded to Weld County. Freeman Kirkmeyer Conway Cozad Moreno Agree with Staff T Work Session Recommendation Requested Comments 2016-2246 COLORADO Division of Homeland Security & Emergency Management Department of Public Safety 2016/2017 HMEP PLANNING GRANT LEPC/AGENCY APPLICATION Please complete the following information (print or type). LEPC/AGENCY: Weld County LEPC / Weld County Office of Emergency Management Contact: Roy Rudisill Address: 1150 O Street, PO Box 758 City, State, Zip: Greeley Co 80632 Telephone Number: 970-304-6540 Date of Submission: MAIL TO: COLORADO DIVISION OF HOMELAND SECURITY AND EMERGENCY MANAGEMENT 9195 EAST MINERAL AVENUE, SUITE 200 CENTENNIAL, COLORADO 80112-3549 Attention: Larisa Cannon HMEP — Grants Analyst Please contact Larisa Cannon at larisa.cannon@state.co.us or 720.852.6710 if you have any questions. APPLICATION ATTACHMENT 1. Name, address, day phone, agency and position of project manager responsible for the management of the grant project and related records. Project Manager Name: Address: Roy Rudisill 1150 O Street, Greeley co 80631/ PO BOX 758 80632 Daytime Phone: 970-304-6540 Agency: Weld County Office of Emergency Management 2. Attach a description of applicant's project. (Details please). Weld County is seeking a planning position to support the Office of Emergency Management and the Weld County LEPC on community preparedness for risks associated with hazardous materials in transportation, support LEPC's in the NE Region of Colorado and support the collection and routing of commodity flow information in the NE Region. 3. The specific hazardous materials activities to be addressed by the project (please provide details.) Indicate the Core Capabilities you are addressing. Weld County has 93 Pipeline Operators and an unknown number of transportation companies that utilize Weld County roadways and State and Interstate Highways. Weld County has an active LEPC but we want to be more proactive in the area of planning and to support the NE Region LEPC's as needed. LEPC struggle with the basics, so the core capabilities include everything from basic understanding of hazmat transportation programs and EPCRA all the way to the fundamental preparedness planning on a whole -of —community basis. Our efforts will help to reveal capability strengths and weaknesses, train participants on their roles and responsibilities in both planning and preparedness; improve coordination, identify resource need and how they can be filled through regional planning and cooperation, and enhancing cooperation among government agencies and private sector. Specifically: a. Improve transportation risk assessment and community capabilities analysis, LEPC organization, planning and training, improved reporting and planning compliance using information from hazardous materials commodity flow analysis, EPRCA and CAA 112 r programs, support regional planning development, increase awareness of local emergency planning roles in developing improved community preparedness. b. Support the State Emergency Planning Committee efforts to communicate with LEPC's in the NE Region on activities and expectations related to hazardous material transportation, fixed facilities and the use of CAMEO as a planning tool c. Coordinate with the Colorado 811 program, Damage Prevention Council, DJ Basin Safety Council and the Front Range Emergency Resource working group. Utilizing these opportunities to present to First Responders and Private Sector regarding accident prevention programs in the loading and unloading of hazardous materials from rail cars, truck transporters to facilities. Accident analysis shows that a large number of accidents occur at the point that hazardous materials are being moved to or from facilities to transportation vehicles or rail cars. 4. Attach an outline of work plan with personnel, time schedule, and deliverables. (Attach extra pages as needed for this item) a. The specific outcome for this project subpart will be to increase the membership of our LEPC to include more transportation companies, coordinate and make contact with fixed facilities and pipeline operators to include the energy sector in planning and routine meetings. Demonstrate they have coordinated with the first responders who are responsible for their facility, identify facilities presenting a hazardous materials risk in communities and identification of hazardous material risk in transportation. The Office of Emergency Management and LEPC will accomplish this by contracting with a contractor. performance metrics for the contractor will be as follows; - a minimum of four contacts per month with Fire Districts, fixed facilities and pipeline operators during the grant performance period, working with them on specific local efforts to address the objectives outlined above. hold outreach meetings with rural fire districts, EMS, and industry representatives related to pre -plans for facilities that have the greatest risk to communities. Report on progress to the Weld County LEPC and State Emergency Planning Committee - Attend State Emergency Planning Committee meetings b. The specific outcome for this project subpart will be: dissemination of LEPC meeting minutes and preparedness products related to hazardous materials to LEPC members and communities. Monthly broad based communication with agencies, communities and private sector on preparedness related to hazardous materials transportation. Weld County will will retain a contractor to accomplish these objectives. c. Our project is to use the services of a subject matter expert in the field of hazardous materials to interact and coordinate LEPC activities that relate to hazardous materials transportation and preparedness activities. Coordinate with the Weld County Damage Prevention Council, Colorado 811, Weld County LEPC, Front Range Emergency Resource Working Group, DJ Basin Safety Council and other LEPC's in the NE Region of Colorado, UP Rail Road, Burlington Rail Road, Great Western Rail Road and other committees, organizations and working groups related to safety programs for handling and transporting hazardous materials. 5. Project Dates: Start Date: Jan 1, 2017 —End Date: Dec 30 2017 . Funding Requested: Federal share (maximum 80%): LEPC/Non-Federal share (minimum 20%): Total Project (100%): $ 60,000.00 $15,000.00 I $75,000.00 (The Federal share is 80% of the Total Project while the LEPC share is 20% of the Total Project, not 20% of the Federal share) APPLICATION ATTACHMENT 7. Budget information by object class (use the "tab key" to move through the table): Category Federal Share Not to exceed 80% of ToBudget Non -Federal Contribution - at least 20 of Total /° Budget Total Budget (Sum of Fed and non-federal shares) 7.1 Salaries $ $ $ 7.2 Fringe Benefits $ $ S 7.3 Travel $ $ 10,000.00 $ 7.4 Equipment (Prior approval required) $ $ 7.5 Supplies $ $ 5,000.00 7.6 Contractual $ $ 60,000.00 $ 7.7 Other (explain) $ ! $ 7.8 Totals $ $ 75,000.00 $ 8. Budget Narrative — Describe/detail the costs for each category used in the budget table above. How are those costs determined and what will be purchased, who's salaries are included and at what rates, etc. The 10,000.00 travel budget pays for attendance at NASTTPO functions, State LEPC conference and various LEPC, State Emergency Planning Committee meetings across the Region or State. LEPC members also also travel in support of the contractors activities. These funds are Weld County General Funds. The 5,000.00 supplies budget pays for materials distributed to the LEPC. These materials include things like technical reference materials on planning, commodity flow studies and legal reference materials. On occation we will pay for meals if this is a business lunch or training needs to go over the lunch hour. The federal funds will go directly to the contractor. Matching dollars will be hard and potentially soft. Soft match will be LEPC member's time participating in the Hazardous materials transportation planning activity at $100.00 per hour. The hard match will be from County general funds for travel and supplies. Travel will include in- state training programs, Out -of -State travel will include NASTTPO conferences. Any out-of-state travel will be limited to PHMSA sponsored or recommended events. Anticipated supplies are providing printed materials for training, various documents to support planning and exercises, and expendable supplies for training sessions. APPLICATION ATTACHMENT 9. Description of process for documenting 20% soft/in-kind match, if in -kind match is to be used. If both in -kind and hard match are to be used, what is the amount of the hard cash match? The match is intended to be exclusively hard. If we have any difficulty expending these sums any deficit will be addressed through soft match which will be LEPC member's time participating in the hazardous materials transportation planning activities. The Hard match will be budgeted general funds in the OEM budget and LEPC member's self -funded travel to support these activities through both travel and purchase of expendable supplies to support planning and training activities. Receipts and time sheets will be used to document these costs. 10. Statement that LEPC is complying with Sections 301 and 303 of SARA Title III (EPCRA). Weld County LEPC is in compliance with Section 301-303 of EPCRA. We are processing EPRCA Tier II data utilizing CAMEO and communication with our reporting facilities on questions related to their reports. We are also working with local agencies on commodity flow studies and starting to utilize the Zone Study App. c) Name, address, phone number and signature of LEPC Grant Fiscal Agent: 11. a) Name, address, phone number and signature of LEPC Chairperson authorizing grant application, or appropriate agency director: Name: Roy Rudisill Address: 1150 O Street/ PO Box 758 Greeley, CO 80632 Telephone: 970-304-6540 Fax: Email: rudisill@weldgov.com b) Name, address, phone number and signature of LEPC Grant Program Manager: Address: Telephone: Fax: Email: Name: Commissioner Mike Freeman Address: 1150 O Street, Greeley Co 80631 Telephone: 970-356-4000 Fax: Email: 12. Attach copy of LEPC Membership List or approval of LEPC for non-LEPC Agency. (If previously approved by CEPC in annual process, no list needs to be provided). 13. Agency designated by Chief Executive Officer to receive and manage grant funds and EIN (Employee Identification Number): Agency: EIN: Weld County APPLICATION ATTACHMENT 14. Additional comments/justification: (As needed) N/A Chair, Board of Weld County Commissioners Authorized Person/Title (may be typed — contract will be physically signed) Mike Freeman, Chair =.11JL 1 8 2016 Hello