agenda south dakota state emergency response...

AGENDA

South Dakota State Emergency Response Commission

Monday, December 19, 2016 10:00 a.m. Central

1. Introductions 2. Call to Order and Roll Call 3. Approval of September 13, 2016, SERC Meeting Minutes 4. Federal Updates 5. LEPC Grant Awards - DENR 6. EPA LEPC Workshops – DENR 7. Western States SERC Meeting – DENR/OEM 8. HMEP Grants, Training, and Planning Report – OEM 9. Regional Haz Mat Team Update – HLS 10. Other Business 11. Adjourn

Held via the Digital Dakota Network at the Following Locations: Brookings, South Dakota Department of Transportation 2131 34th Avenue

Pierre, South Dakota State Capitol Building Basement– Studio A – Room B12

Mitchell, South Dakota Mitchell Technical Institute Room TC 155 1800 E Spruce St

Rapid City, South Dakota Rapid City/Pennington County Emergency Management 130 Kansas City St. Suite 130

The audio recording for this meeting is available on the South Dakota Boards and Commissions Portal at http://boardsandcommissions.sd.gov/Meetings.aspx?BoardID=108.

Minutes of the

South Dakota Emergency Response Commission Meeting

Aberdeen Ramkota 1400 8th Avenue NW

Aberdeen, SD

September 13, 2016 5:00 p.m. CDT

INTRODUCTIONS: The commission members and others in attendance introduced themselves. CALL TO ORDER AND ROLL CALL: Chairman Robert McGrath called the meeting to order. A quorum was present. COMMISSION MEMBERS PRESENT: Robert McGrath, Patrick Snyder, Paul Merriman, Tina Titze, Mike Carter, Dustin Willett, and Beck Pitz. COMMISSION MEMBERS ABSENT: Andrew Canham and John Forman. OTHERS PRESENT: See attached attendance sheet. APPROVAL OF JUNE 27, 2016, MEETING MINUTES: Motion by Carter, seconded by Snyder, to approve the minutes from the June 27, 2016, State Emergency Response Commission meeting. Motion carried unanimously. FEDERAL UPDATE – US EPA: Lori Reed, EPA Region 8, discussed pending federal legislation and pending changes to federal rules, and she updated the SERC on EPA activities pertaining to recent events. Ms. Reed noted that there will be an RRT meeting on October 12-13, 2016, in Denver, CO. LEPC GRANT APPLICATION PACKAGE: Ms. Kindt provided an updated regarding LEPC grants and changes to the grant application package. She provided the SERC with a copy of the draft grant application package, which will be mailed to the LEPCs and emergency managers. The deadline for submittal of applications is November 30, 2016. Applications not postmarked, received, or hand-delivered by the deadline will not be accepted. Ms. Kindt reported that $42,291 is available for LEPC grants this year. Only active LEPCs are eligible to apply for grant funds. Individual grant amounts will be determined by a distribution formula. The first $16,500 will be divided evenly among LEPCs that qualify for and have

DRAFT

http://boardsandcommissions.sd.gov/Meetings.aspx?BoardID=108

State Emergency Response Commission September 13, 2016, Meeting Minutes

2

applied for a grant. The remaining amount will be divided among the qualifying LEPCs based on the number of facilities that paid Tier II fees for the reporting year from which the grant is funded. Increasing facility compliance can result in an increase in grant funds for future years. Ms. Kindt requested approval of the grant application package. Motion by Willett, seconded by Merriman, to approve the grant application package and to authorize Ms. Kindt to distribute the grant application package. Motion carried unanimously. EPA COMPLIANCE WORKSHOPS: Ms. Kindt discussed the Chemical Safety Workshops for industry held in July 2016. Due to high interest, additional industry workshops are planned for summer 2017. Ms. Kindt noted that LEPC workshops are being planned for spring 2017. She discussed several topics that will be covered by EPA during the workshops. HMEP GRANTS, TRAINING, AND PLANNING REPORT: Amber Stout, Office of Emergency Management, provided the quarterly review of training and planning grant activities. Ms. Stout reported that the 2015 grant period of performance ends September 30, 2016. Work on all projects must be complete by this time. Ms. Stout applied for a period of performance extension request of six months due to the state receiving feedback from sub-recipients who are going to have trouble making the September 30 deadline. This will also allow for any other last minute project extension requests we may receive from other sub-recipients. Ms. Stout noted that she has not yet received notification as to whether this extension request will be granted. The HMEP grant has changed from having a one year period of performance to three years. The FY 2016 grant’s period of performance runs from September 30, 2016 to September 30, 2019. There will also no longer be separate planning and training grants. No extensions will be granted for FY 2016 projects. The state has been provided a preliminary amount of $141,317.00 (federal share) for each year of the three-year grant cycle. It will only change due to sequestration or if grantees do not meet basic levels of progress. The FY 2016 grants will be issued in September 2016. Ms. Stout stated that several applications were submitted by local emergency management and fire departments for grant funding for county hazmat trainings, commodity flow studies, a hazmat exercise, hazmat plan revisions/updates, numerous trainings/conferences requested from the Task Force 1 teams (Aberdeen, Sioux Falls, Rapid City, and Watertown fire departments). For this year, approximately $4,000 remains unallocated between the two grants. Ms. Stout answered questions from the SERC members.

DRAFT


3

RALLY REPORT: Tina Titze, Office of Emergency Management, provided an overview of activities performed at the 2016 Rally Operations Center. Mike Carter noted that there approximately 400,000 people attended the rally. REGIONAL HAZMAT TEAM UPDATE: Jon Groen, Office of Homeland Security provided a regional response team update and discussed training activities. OTHER BUSINESS: Dakota Provisions is a turkey processing plant that manufactures and produces poultry and protein products. Tom Moeding, Beadle County emergency manager, stated that approximately 50,000 pounds of ammonia is stored at the site. Mr. Moeding reported that Beadle County has approximately $2,400 in LEPC funds earmarked specifically for training this year. Every other year, Beadle County holds a household hazardous waste disposal to dispose of residents’ waste. Beadle County has been talking to Dakota Provisions about holding a full scale exercise on October 6, 2016. Dakota Provisions would like to form a team of their own at the plant, and Mr. Moeding is wondering if LEPC training funds can be used to fund training for Dakota Provisions, along with those firefighters who choose to attend. Mr. Moeding stated that a few years ago, Beadle County acquired some Level A suits, but found they cannot use them unless the people are technician-trained. The full scale exercise would bring those people up to technician level. Dakota Provisions requested that Beadle County loan the Level A suits to them. Mr. Moeding has determined that the suits can be loaned to Dakota Provisions as long as they show they are certified to use them and that Dakota Provisions shows proof of continuous training. Mr. Moeding said there will be an estimated $20,000 to $30,000 expense for Dakota Provisions also because they do not have the self-contained breathing apparatus to wear underneath the suits. Mr. Moeding asked if the SERC believes LEPC funds can be used for this exercise. Chairman McGrath said he would agree to use the LEPC funds for this exercise since it would be training for hazardous materials. Mr. Willett stated asked if the rules allow for Beadle County to grant the LEPC funds to private industry to be used for this type of training. Chairman McGrath answered that there are no restrictions on what LEPC funds can be used for. He stated that as long as the training is open to volunteer firemen, it is not strictly going to private industry. Mr. Willett asked if the volunteer firemen will be part of this industrial hazmat brigade. Mr. Moeding stated that they will be trained together. If there is an incident, they can respond together with their team. Those folks out at the site will be able to respond to a release quicker than the volunteer fire department. Mr. Moeding said the fire chief has indicated that if any of the firefighters want to be trained for hazmat, he will allow them to do it. However, there are not enough volunteers to make up a full-blown hazmat team.

DRAFT


4

Mr. Willett said for a technician level team, the equipment and the training and the ongoing training is a huge commitment in people and money. Mr. Moeding stated that there will be some very specific conditions stated in the agreement that will address this concern. He noted that the LEPC will only provide the initial training. Discussion took place with Mr. Moeding answering questions from the SERC. Chairman McGrath reiterated that the LEPCs are allowed to decide how to spend the LEPC grant funds they receive. The next SERC meeting will be held December 19, 2016, from 10:00 a.m. to noon Central Time via the Digital Dakota Network at sites in Pierre, Brookings, Mitchell, and Rapid City. Mr. Kindt stated that she had a request from private firm asking to give a presentation to the SERC regarding a software product the firm sells. The SERC members all agreed that this sort of presentation would be inappropriate because it might look like an endorsement of the product on behalf of the SERC. Lori Reed stated that the Western SERC meeting will be held in Denver January 31, 2017 through February 1, 2017. Quarterly webinars will also be held. Discussion took place regarding reimbursement for SERC members who would like to attend these types of meetings. Chairman McGrath asked that this topic be placed on the agenda for the December meeting. ADJOURN: Motion by Titze seconded by Snyder, that the meeting be adjourned. Motion carried unanimously. ______________________________ __________________________________ Chairman Date Witness Date DRAFT

SD Office of Emergency Management

Memorandum

To: South Dakota State Emergency Response Commission (SERC) From: Autumn Stout, HMEP Grant Administrator Date: December 19, 2016 Re: Quarterly FFY2015/FFY2016 HMEP Grant Report

FFY 2015 Grant Award Amounts: Training Grant

Fed Share: $110,416.00

Non-Federal Share (Match): $27,604.00

Total: $138,020.00 Planning Grant

Fed Share: $61,196.00


Total: $76,495.00

FFY 2015 Federal Share Allocated/Unallocated To-Date: Training Grant

Allocated: $120,433.64

Unallocated: -$10,017.64 (extra from Planning can be moved over to cover Training expenses) Planning Grant

Allocated: $48,800.00

Unallocated: $12,396.00

Total Unallocated Remaining: $2,378.36 -------------------------------------------------------------------------------------------------------------------------------------

FFY 2016 Grant Award Amounts: Fed Share: $144,617.00


Total: $180,771.00

FFY 2016 Federal Share Allocated/Spent/Remaining To-Date: Allocated: $144,617.00

Spent: $1,500.00 (projects) + $3,832.76 (personnel, operating, supply, and indirect costs) = $5,332.76

Remaining: $139,284.24

2

HMEP Grant Year 2015

Planning:

Agreements for a total of two hazmat exercises (Butte and Hughes/Stanley Counties), eight hazmat plan updates/revisions (Harding, Marshall, Hughes/Stanley, Hanson, Codington, Tripp, Fall River, and Yankton Counties), and one commodity flow study (Todd County) have been signed.

All planning projects have been completed and reimbursement requests have been submitted. Three of the reimbursements are pending and awaiting final payment from the Department of Public Safety finance office. Training:

Agreements have been signed for a total of 23 hazmat courses/conferences (sub-recipients include Sioux Falls Fire and Rescue, Watertown Fire and Rescue, Aberdeen Fire and Rescue, Rapid City Fire and Rescue, Minnehaha County Emergency Management, Codington County Emergency Management, and Todd County Emergency Management).

Twenty-one training projects have been completed and payment is in process or completed. A total of 217 people were trained through these projects.

One training class scheduled to be held during the State Fire School in June 2016 was cancelled.

One training class is scheduled for March 2017 and will have attendees from the Task Force 1 fire departments.

One training conference is pending per the SERC’s approval. The initial GY 2015 grant period of performance ended September 30th, but South Dakota was granted a

period of performance extension of six months, making the new end date for the period of performance as March 31st, 2017. Work on all projects must be complete by this time. The extension was requested due to the State receiving feedback from 3 sub-recipients who were unable to make the original September 30th deadline. This extension also allowed us to use some remaining funding on two projects – the Task Force 1 training and the Western States SERC Conference.

3

HMEP Grant Year 2016

The HMEP grant has changed from having a one year period of performance to three years. Thus, the FY 2016 grant’s period of performance runs from September 30th, 2016 to September 30th, 2019. There will also no longer be separate planning and training grants. No extensions will be granted for FY 2016 projects.

In Years 2 and 3 of the grant, a continuing application will be submitted via grants.gov (these should be much shorter than the Year 1 application).

The State has been granted an amount of $141,617.00 (federal share) for each year of the 3-year grant cycle. It will only change due to sequestration or if we do not meet basic levels of progress. This award agreement has been issued and signed by both the State and U.S. DOT/PHMSA.

Numerous applications were submitted by local emergency management and fire departments for grant funding, including:

o Five county hazmat trainings o Three commodity flow studies o One hazmat exercise o Four hazmat plan revisions/updates o Numerous trainings/conferences requested from the Task Force 1 teams (Aberdeen, Sioux Falls,

Rapid City, and Watertown fire departments)

One project has already been completed (a hazmat awareness course in Codington County). This project trained 13 students.

100% of the funding for this grant year has been allocated. Personnel, fringe benefit, supply, equipment, and indirect costs for administering the grant will now be charged to the grant as well.

Aurora 10 ? Y Y - Approved 3/28/16

09/15/2016 09/15/2016 11/5/15, 1/16/16, 6/16/16, 9/15/16

Sept 2016 - but no changes

needed

Aug-16 update the hazmat plan in 2017 &

GIS mapping

costs

Y Y Y

Beadle 45 ? Y Y - Approved 3/28/16

1/24/06 & amended 6/10/09

Jan-16 10/6/15 - 1/19/16 - 5/5/16 - 8/9/16

Apr-16 Oct-16 training & office

supplies

Y Y Y

Bennett 2 ? Y Y - Approved 3/28/16

04/25/2015 07/24/2014 10/29/15, 1/28/16, 4/28/16, 7/28/16

Oct-16 06/16/2016 general LEPC

expenses &

hazardosu materials response training/equipment for local

responders

Y Y Y

Bon Homme 18 ? Pending Y - Approved 3/28/16

06/15/2001 02/10/2016 2/10/16, 5/18/16, 8/31/16, 11/9/16

07/01/2016 06/13/2016 response/command

trailer upgrade, training, exercise

expenses, office

supplies

Y Y Y

Brookings 46 ? Y Y - Approved 3/28/16

10/10/98 amended 8/14/03

02/18/2016 11/19/15, 2/18/16, 5/19/16, 8/18/16

02/18/2016 09/27/2016 promote LEPC,

conduct meetings,

Y n/a Y

Undr County?

Date Officers El t d

4 Meeting Dates Date of Annual Plan Update

Date of Last Exercise

Plans for Funds

Expend-iture

Sh t

Attestation Form?

2016 Roster Date Bylaws

Ad t d

LEPC#

facilitiesRecommend Carry-

over h t

Brown 55 ? Y Y - Approved 3/28/16

9/1/98 revised

sept 2004

11/15/2016 1/19/16, 3/15/16, 5/17/16, 7/19/16

11/15/2016 06/14/2014 Hazmat kits for

rural fire departments, and meetign

expenses

Y Y Y

Brule/Buffalo

21 ? Y Y - Approved 3/28/16

07/15/2009 10/05/2016 10/21/15, 1/21/16, 5/19/16, 9/29/16

09/29/2016 09/30/2016 office supplies, upkeep

for command

trailer, training

Y n/a Y

Butte 23 ? Y Y - Approved 3/28/16

10/19/2016 10/19/2016 1/13/16, 4/13/16, 7/13/16, 10/19/16

10/19/2016 Mid-August

meeting expenses

and training

Y n/a Y

Charles Mix 16 ? Y Y - Approved 3/28/16

Jul-09 10/20/2015 10/20/15, 1/19/16, 4/19/16, 8/16/16

01/19/2016 07/28/2008 hazmat equipment, training

Y Y Y

Clark 15 ? Y Y - Approved 3/28/16

03/02/2016 03/02/2016 12/11/15, 3/2/16, 6/17/16, 9/21/16

10/14/2016 06/12/2015 purchase equipment

for Fire Dept &

response vehicles

Y Y Y

Clay 10 ? Y Y - Approved 3/28/16

02/24/1992 01/14/2016 1/14/16, 4/14/16, 7/14/16, 10/13/16

01/29/2016 04/27/2016 meals, supplies,

and equipment

Y n/a Y

Codington 40 ? Y Y - Approved 3/28/16

10/1996 revised 3/2015

11/15/2016 11/24/15, 3/8/16, 6/7/16, 9/6/16

Sep-16 Apr-16 lunch for LEPC

meetings, publishing

costs, supplies, training,

equipment

Y n/a NOT

Custer 13 ? Y Y - Approved 3/28/16

08/25/1985 01/27/2016 12/9/15, 1/27/16, 7/8/16, 9/1/16

01/15/2016 05/15/2016 response to info

requests, haz mat

response & haz

material planning

Y n/a Y

Davison 25 ? Y Y - Approved 3/28/16

Jan-92 01/13/2016 1/13/16, 4/13/16, 8/10/16, 10/12/16

11/09/2016 04/16/2016 Verizon Air Cards

n/a Y

Edmunds 19 ? Y Y - Approved 6/27/16

07/06/2000 04/07/2016 10/8/15, 1/7/16, 4/7/16, 7/7/16

09/30/2016 09/10/2016 office supplies, postage, meeting

expenses, training,

equipment

Y n/a NOT

Fall River 17 ? Y Y - Approved 3/28/16

04/05/2006 10/07/2015 10/7/15, 1/6/16, 4/6/16, 7/6/16

10/05/2016 05/11/2016 Fuel to fly pipeline,

handouts, training supplies

Y Y Y

Grant 21 ? Y Y - Approved 3/28/16

1996 03/30/2015 2/10/16 - 4/13/16 - 7/13/16 - 10/11/16

09/12/2016 09/08/2016 exercise, training,

gas monitor,

misc office

supplies.

Y Y Y

Hand 11 ? Y Y - Approved 3/28/16

06/13/2006 02/09/2016 2/9/16, 4/12/16, 6/14/16. 8/9/16,

10/11/6

redrafted 2016 & seeking adoption

spring 2017

12/08/2015 publishing,

commodity flow study,

projector

Y Y Y

Hanson 10 ? Y Y - Approved 3/28/16

01/16/2007 01/20/2016 10/21/15, 1/20/16, 4/19/16, 7/20/16

1/21/16 AND Fall 2016

(Autumn Stout is currently reviewing)

06/13/2015 LEPC Secretary

salary, plan

update expenses,

office supplies,

equipment

Y n/a Y

Hyde 13 ? Y Y - Approved 3/28/16

03/30/1998 28-Dec-15 12/28/15, 3/30/16, 6/22/16, 9/28/16

July-November

2016

09/28/2016 office expenses, exercises,

plan revision/u

pdate, meetings, training courses

Y n/a Y

Kingsbury 23 ? Y Y - Approved 6/27/16

09/30/1992 03/30/2016 11/18/15, 3/30/16, 4/20/16, 8/30/16

03/30/2016 09/08/2016 Office, meetings, Training,

and Hazmat supplies

Y Y Y

Lake 27 ? Y Y - Approved 3/28/16

07/15/2009 01/20/2016 10/21/15, 1/20/16, 4/20/16, 9/21/16

Apr-16 10/19/2016 confined space

training for haz

mat environment/exercis

e & develop digital

layouts of major

facilities in the

county

Y Y Y

Lawrence 20 ? Y Y - Approved 3/28/16

01/27/2012 01/27/2016 1/20/16, 4/27/16, 7/27/16, 10/26/16

08/25/2016 05/11/2016 meeting expenses, advertising, and Haz

Mat equipment

Y n/a NOT

Marshall 12 ? Y Y - Approved 3/28/16

03/07/1995 Oct-16 10/21/15, 1/20/16, 4/20/16, 7/20/16

Oct-16 Sep-16 LEPC meeting

and training

Y n/a Y

McPherson Deny Y Y - Approved 3/28/16

03/09/1998 Mar-16 03/22/2016 last update unknown -

written 2004

09/20/2013 Haz Mat Plan

Rewrite & confined

space entry

equipment

Y Y Y

Mellette 1 ? Y Y - Approved 3/28/16

Lost so are being rewritten & will be

on agenda for LEPC to adopt Jan 2017

12/03/2015 10/08/2015, 1/7/16, 4/7/16, 7/7/16

10/04/2016 2013 general expenses

and training

Y Y Y

Minnehaha 138 ? Y Y - Approved 3/28/16

Jul-79 02/17/2016 10/21/15, 12/16/15, 2/178/16, 4/20/16, 6/15/16, 8/17/16

Aug-16 Aug-16 hazardous materials training & equipment purchase

Y Y Y

Moody 12 ? Y Y - Approved 3/28/16

2008 revised

Jan 2014

10/24/2016 10/26/15, 1/25/16, 4/25/16, 7/25/16

Jan-16 07/26/2016 spill kit purchase,

Y n/a Y

Pennington 109 ? Y Y - Approved 3/28/16

2/18/15 amended 11/9/16

11/18/15 2 yr term

2/17/16, 5/18/16, 8/17/16, 11/9/16

02/17/2016 9/30/15 full scale & 5/11/16 tabletop

Equipmnt &

software, support of

haz mat cleanup, support haz mat training,

LEPC meeting &

public awareness, Lunch

for quarterly meetings

Y Y Y

Perkins 14 ? Y Y - Approved 3/28/16

04/22/1997 03/09/2016 11/23/15, 3/9/16, 6/29/16, 9/30/16

currently being

reviewed/updated

02/27/2014 cost of maintanin

g and improving

LEPC operation

s & organizati

on

Y Y Y

Potter 9 ? Y Y - Approved 3/28/16

02/28/1996 03/02/2016 12/9/15, 3/2/16, 6/8/16, 8/3/16

Mar-16 08/22/2016 Media/advertising costs, office

supplies, meetign

room expenses,

training

Y Y Y

Roberts 22 ? Y Y - Approved 3/28/16

Sep-04 12/17/2015 12/17/15, 3/24/16, 6/16/16, 9/15/16

Oct-16 Aug-16 Training, office

expenses, exercise

expenses

Y Y Y

Spink 21 ? Y Y - Approved 3/28/16

02/11/2000 09/09/2015 9/9/15 - 11/19/15 - 3/28/16 - 5/31/16 -

9/8/16

09/20/2016 09/08/2016 match for plan

update

Y Y Y

Todd 4 ? Y Y - Approved 3/28/16

12/03/2014 04/20/2016 10/21/15, 1/20/16, 4/20/16, 7/20/16

07/20/2016 05/05/2016 binoculars and

refreshments for hazmat

exercises, training,

and meetings

Y Y Y

Tripp 11 ? Y Y - Approved 3/28/16

Apr-97 Mar-15 2/2/16, 4/22/16, 7/20/16, 9/27/16

02/02/2016 Sept, 2013 meeting expenses, equipment

Y Y Y

War Hawk 38 ? Y Y - Approved 3/28/16

04/25/2013 01/14/2016 10/29/15, 1/14/16, 4/26/16, 7/26/16

10/29/15 and update

underway.

3/10/16 tabletop

office supplies & Equipmen

t, travel expenses for LEPC meetings, Exercise

& Training

Y Y Y

Yankton 27 ? Y Y - Approved 3/28/16

Dec-13 Jan-16 1/20/16, 4/20/16, 7/21/16, 09/21/16

04/01/2016 09/17/2016 keep plan current, office

supplies, IT

equipment for EOC,

LEPC meeting meals,

exercise planning materials

& exercise equipment

Y Y Y

37

1

36

$42,291.49

$16,500.00

36

$458.33

$25,791.49

918

$28.10

Grant Applications Submitted

Recommend denial

Recommend approval

: Base amount to be distribited equally among qualifying LEPC's

: Available $ amount

: Amount to be awarded per Tier II facility

: Number of fee paying Tier II facilities

: Amount remaining for distribution per Tier II facility

: Amount of the $16,500 base awarded per LEPC

: Number of qualifying LEPC's

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