U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazardous Materials Emergency Preparedness Grant Webinar for 2011 Hazmat Grant Applicants March 8 th, 2011

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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 - 2 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Specialist Assignments Crystal CatlettSuezett EdwardsWindy HamiltonAndre WhiteLisa Reichenbacher AlaskaArkansasAlabamaEly ShoshoneConnecticut CaliforniaNew YorkArizonaFallon Paiute-ShoshoneGeorgia DelawareFloridaColoradoInter TribalLouisiana KansasIllinoisHawaiiCouncil of Arizona Michigan MaineIndianaIdahoNez Perce TribeMaryland MissouriIowaKentuckyPueblo of LagunaMississippi NevadaMassachusettsMinnesotaReno SparksNebraska North CarolinaOregonMontanaSaint Regis MohawkNew Jersey OklahomaTexasOhioSan ManuelNorth Dakota TennesseeNew HampshirePennsylvaniaSeminole TribeSouth Carolina West VirginiaNew MexicoRhode IslandVermont UtahSouth Dakota Virginia WisconsinWashingtonInt. Association of Fire Fighters Wyoming District of ColumbiaGuamInt. Association of Machinists Virgin Islands American SamoaPuerto RicoInt. Brotherhood of Teamsters Northern Mariana Is.Int. Chemical Workers Union National Labor College

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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 planning by incorporating the unique challenges of responses to transportation situations

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Program “Big Picture” - 7 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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 - 8 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application Applications open April 1 st 2011 Current and recent grantees will be notified by with proposed award amount Grantees apply through Grants.gov Questions: Program: Grant Specialist or Grants.gov: Carrie Brown Winslow, /

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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 ) Narrative 1.Agency Identification 2.Transportation Fees 3.Contact Information 4.Report of Progress 5.Report of Changes in Program Goals and Objectives 6.Statement of Work for upcoming budget period 7.SERC/TERC Involvement 8.Supplies and Equipment Statement of Work

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application Preparation Requirements & 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration HMEP Grant Application Statement 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Eligible Activities Ineligible 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 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration HMEP Sub-Grant Management Expectations & 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Awards Awards may be offered with conditions that must be met to access funding Awarded mid-September via Awards must be accepted, signed and returned within 90 days of offer to be valid

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Schedule AprilMayJuneJulyAugustSeptemberOctoberNovemberDecemberJanuaryFebruaryMarch HMEP Grant Program Timeline by Month A p r i l 1 s t - 2 n d Q t r S F D u e J u n e 1 s t - 3 r d Q t r S F D u e A p r i l 1 s t - A p p l i c a t i o n P r o c e s s B e g i n s J u n e 1 s t - D e a d l i n e f o r A p p l i c a t i o n s Sept. 30 th - HMEP Grants Awarded* Application Schedule Grant Activity Schedule S e p t. 3 0 t h - 4 t h Q t r S F D u e D e c. 3 1 s t - D e a d l i n e f o r R e t u r n o f S i g n e d A w a r d s D e c. 3 1 s t - C l o s e - O u t R e p o r t s D u e J a n. 1 s t - 1 s t Q t r S F D u e * Grant award must be signed and returned before funds are available for disbursement. O c t. 1 s t - A l l G r a n t s O p e n f o r U s e (HMEP, HMIT, and SPSTG) ** Close-Out Reports include a Final SF-425, Narrative Report, and Accountability Questionnaire. Oct. 1 st - HMIT and SPSTG Grants Awarded HMIT-Hazardous Materials Instructor Training Grants HMEP-Hazardous Materials Emergency Preparedness Grants SPSTG-Supplemental Public Sector Training Grants

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Program Requirements Forms –SF-270s (Reimbursements) –Quarterly SF-425s (Federal Financial Reports) –Final Report (Narrative, SF-425 & Questionnaire)

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Data Entry Tool - Home Page

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Data Entry Tool – Submission Form

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration HMEP GRANT MANAGEMENT Requirements & 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

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Desk Reviews & Site Visits Purpose: To communicate program requirements and expectations and to share best practices 1 PHMSA HMEP Grant Overview & Performance Measures State Grant Organization Review State HMEP Grant Roles & Responsibilities 2 HMEP Grant Application, Budget & Reporting Process Sub-grantee Application Process Award and Post Award Management 3 Reimbursement Request Process & Record-keeping Grant Monitoring

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grantee Resources & Outreach Web Site Webinars NASTTPO Conferences Other training and workshops

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Questions (202)