91-430 S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN July 26, 2012 LOCAL EMERGENCY PLANNING COMMITTEE APPROVE SPONSORSHIP PROGRAM PROJECT BE IT RESOLVED that the Allegan County Board of Commissioners hereby approves the request from the Local Emergency Planning Committee (LEPC) to approve the sponsorship program as outlined in the attached proposal; and BE IT FURTHER RESOLVED that all expenditures and revenues related to this program will be accounted for, received, and expended in accordance with Michigan State laws and the most current versions of all applicable County policies; and BE IT FINALLY RESOLVED that the Board Chairman and/or the County Administrator are authorized to sign the necessary documents on behalf of the County and that the Budget and Finance Director is authorized to make the necessary budget adjustments to complete this action. ATTACHMENT
ALLEGAN COUNTY REQUEST FOR ACTION FORM RFA#: Date: 91-430 2012 Request Type Department Requesting Submitted By Contact Information Description Committees Emergency Mgmt (EOC) Pete Hetzel 269-673-0572 Alternate Contact - Scott Corbin 269-673-0571 What action is being requested (be specific and detailed) Background: Allegan County LEPC is mandated to establish an inventory and catalog of Hazardous Substances and Extremely Hazardous Substances the businesses, known as 302 Facilities, have on their premises. This data is submitted by a vehicle known as the SARA Title III Tier II is for the use in planning emergency safety response plans, conditions, and actions conducted by and effecting Fire persons, law enforcement, ambulance, and other First Responders to an emergency. The Allegan County LEPC and all State of Michigan LEPCs have mandated requirements for training, planning, and exercising for accidental releases. Those requirements are being expanded in response to the Federal awareness of chemicals and substances which may be used in unlawful acts. Michigan is one of the few States that do not require a filing fee for LEPCs. The sponsorship program is being implemented to provide continued training, exercising, and planning activities Allegan County LEPC has engaged in for the previous 25 years. Funding from the State of Michigan has not been maintained in sufficient amount to allow for the increased expenses and costs associated with these activities of the Allegan County LEPC. Financial sponsorship is being offered to those facilities that benefit from the County-wide coordination of training and compliance for all first responders. The sponsorship participation by the Allegan County Facility is voluntary. Please have Allegan County Finance establish an account for the Allegan County LEPC Facility Sponsorship funds. These funds are to be devoted to the operations of the Allegan County LEPC. The funds may be used for all Allegan County LEPC Operations of planning, exercising, and planning. I addition we are seeking support of Allegan County Information Services for enhancement of our web page which would include our sponsorship levels of support. Please see attached cover letter and sponsorship forms. If you have questions, please ask for a meeting with the Allegan LEPC Executive Committee and we will schedule a meeting date and time with you. The purpose would be to answer questions you may have. This project has been approved by the Allegan County LEPC. PAGE 1 of 1
ALLEGAN COUTY PROJECT PROPOSAL Strategy Focus: Financial Stability Project Name: Create - Allegan County LEPC Facility Sponsorship Fund Project ID: Insert ID Summary: Establish an account for the Allegan County LEPC Facility Sponsorship funds. Authorize the LEPC to request funding for projects that support SARA Title III Tier II industrial facilities. These funds are to be designated to support ongoing operations of the Allegan County LEPC. The funds will be used by the Allegan County LEPC to provide training, exercising, and planning activities. These funds will provide an avenue for SARA Title III Tier II site facilities to directly enhance community planning, training and operations that serve to protect their industrial operations during chemical emergencies. Project Sponsor: Local Emergency Planning Committee (LEPC) Date Created: May 15, 2012 Date Last Modified: N/A CONTENTS: Proposal 1.0 Background 2.0 Purpose 3.0 Outcomes 4.0 Stakeholders & Roles 5.0 Project Costs 6.0 Budget Considerations 7.0 Schedule Considerations 8.0 Personnel Considerations 9.0 Other Considerations 10.0 Strategy Map Alignment 11.0 Frequently Asked Questions Attachments Local Emergency Planning Committee Member List LEPC Strategic Plan Sample solicitation letter LEPC Facility Sponsorship Fund 1
1.0 BACKGROUND: Allegan County LEPC, under the guidance of its Executive Committee, has conducted several strategic planning sessions outlining our goals for the next 3-5 years (see attached). This committee also provides oversight of an LEPC Information Coordinator, finances and sub-committees. Currently the LEPC is funded under the General Fund. The LEPC does receive grants of approximately $3,500.00 to off-set some planning cost. The current operating budget does not allow for us to expand on public outreach, training, exercises, commodity, studies or maintaining equipment for our first responders. With regards to the sponsorship letter the LEPC has consulted some of the TIER II reporting facilities and they have expressed an interest in financially helping out the LEPC to achieve their goals. Many of these facilities need the LEPC to request such funds through a letter to justify the contribution. The sponsorship funds will be used only to enhance the current operational budget and is considered a donation. Allegan County LEPC is mandated to establish an inventory and catalog of Hazardous Substances and Extremely Hazardous Substances the businesses, known as 302 Facilities, have on their premises. This data is submitted by a vehicle known as the SARA Title III Tier II is for the use in planning emergency safety response plans, conditions, and actions conducted by and effecting Fire persons, law enforcement, ambulance, and other First Responders to an emergency. The Allegan County LEPC and all State of Michigan LEPCs have mandated requirements for training, planning, and exercising for accidental releases. Those requirements are being expanded in response to the Federal awareness of chemicals and substances which may be used in unlawful acts. Michigan is one of the few States that do not require a filing fee for LEPCs. The sponsorship program is being implemented to provide continued training, exercising, and planning activities Allegan County LEPC has engaged in for the previous 25 years. Funding from the State of Michigan has not been maintained in sufficient amount to allow for the increased expenses and costs associated with these activities of the Allegan County LEPC. Financial sponsorship is being offered to those facilities that benefit from the County-wide coordination of training and compliance for all first responders. The sponsorship participation by the Allegan County Facility is voluntary. Please have Allegan County Finance establish an account for the Allegan County LEPC Facility Sponsorship funds. These funds are to be devoted to the operations of the Allegan County LEPC. The funds may be used for all Allegan County LEPC Operations of planning, exercising, and planning. In addition we are seeking support of Allegan County Information Services for enhancement of our web page which would include our sponsorship levels of support. Please see attached cover letter and sponsorship forms. This project has been approved by the Allegan County LEPC. 2.0 PURPOSE: Establish an account for the Allegan County LEPC Facility Sponsorship funds. Authorize the LEPC to request funding for projects that support SARA Title III Tier II industrial facilities. These funds are to be designated to support ongoing operations of the Allegan County LEPC. The funds will be used by Allegan County LEPC to provide continued training, exercising, and planning activities. This fund will provide an avenue for SARA Title III Tier II site facilities to directly enhance planning, training and operations that serve their industrial operations. 3.0 OUTCOMES: 1) Conference / Training: Funds will be used to provide more opportunities for LEPC Board members, Facilities, and First Responders to attend hazardous materials training sessions. This would include the NO Spills Conference, Hazardous Materials Awareness and Operations Level Training. We are also tasked LEPC Facility Sponsorship Fund 2
with educating facilities on how to report or remain compliant in reporting their threshold levels of extremely hazardous substances. Estimated cost: $7,000-$10,000.00 each year. 2) Public Outreach Materials: It s very important for the community to know what chemicals are stored, used and transported throughout the county. In addition it s very important they know what to do in the event an incident takes place near them. This project will be to purchase flyers, commercial advertisement, and to hold the Public Safety EXPO. Estimated annual cost: $5,000-$7,000.00. 3) Exercises: Federal Grants today require us to use a progressive model to conduct exercises. This model includes tabletop, functional and full-scale exercises. With over 71 reportable facility locations, funds will allow us to become more active in testing our response and recovery capabilities. Estimated cost: $3,000- $5,000.00. 4) Commodity Flow Study: While Allegan County has many TIER II reporting facilities, there also must be a way to deliver these chemicals either by highway, rail, water or aircraft. This presents another risk to the public and first responders. A commodity flow study would identify the types of chemicals being transported throughout the county and provide a critical tool for analyzing our vulnerabilities. Estimated cost: $20,000.00-$25,000.00 every 5-7 years. 5) Equipment: Currently we are in need of replacing and maintaining our respirator fit testing machine, air monitoring devices and personal protective equipment. Replacement cost would be approximately around $20,000.00-$30,000.00 and annually maintenance will cost around $1,500.00-$2,000.00. 4.0 STAKEHOLDERS & ROLES: Stakeholder Role Involvement Local Emergency Planning Responsible to provide continued training, Major Committee exercising, and planning activities Allegan EOC Department managing budget and planning Major SARA Title III Tier II site Potential Sponsor Direct recipient of services Major facilities General Public Safely live and play in the Community Minor Allegan County First responders Emergency response and recovery Major 5.0 PROJECT COSTS: Expenditure Item Estimated Expenditure Funding Source None Revenue Item Estimated Revenue Funding Source None Labor Resource Estimated Hours Estimated Cost Funding Source None 6.0 BUDGETARY CONSIDERATIONS: To authorize Finance Director to set up revenue and expense accounts. LEPC Facility Sponsorship Fund 3
7.0 SCHEDULING CONSIDERATIONS: Objective Major Task(s) Timeframe Review Strategic plan Review project goals based on fund availability Annually Identify funding Request sponsorships from industrial partners Annually 8.0 PERSONNEL CONSIDERATIONS: None 9.0 OTHER CONSIDERATIONS: Sponsorship Recognition: As we receive these donations, we must meet our commitment to provide recognition to the facilities for their financial support. Various ways to accomplish this are listed on the sponsorship letter. Multi-year Project Funding: Include the ability to use multi-year funds for the larger projects. 10.0 STRATEGY MAP ALIGNMENT: CUSTOMERS Deliver affordable and accessible services Engage and educate our citizenry Collaborate locally and regionally FINANCIAL STABILITY Develop and maintain a balanced operational budget Provide funding for necessary mandated LEPC projects. Maintain reserve funds Execute long-term financial planning To allow for multi-year funding of large scale projects. PROCESSES Be efficient and cost effective Measure and learn from outcomes Seek and implement innovative solutions ENGAGED WORKFORCE Foster a positive, team-based work environment Employ and retain high performing, quality employees Promote safety and wellness OTHER CONSIDERATIONS Other value proposition 11.0 FREQUENTLY ASKED QUESTIONS: Who will receive this request for sponsorship? SARA Title III Tier II industrial facilities (chemical storage, use, distribution or production facilities) Can the funds accumulate for multiple years to fund larger projects? Yes, it will be necessary in some cases. Are the funds limited to only LEPC SARA Title III Tier II projects? Yes LEPC Facility Sponsorship Fund 4
Allegan County Emergency Management 9-1-1/EOC Complex 3271 122 nd Avenue Allegan, MI 49010 Fax: 269.673.0566 Mission: Informing the community and preparing Allegan County First Responders for chemical emergencies. Vision: Allegan County: safe and prepared for chemical emergencies. XXXXX 2012. Greetings, The Allegan County Local Emergency Planning Committee (LEPC) is comprised of the following: an Owner/Operator facility representative; Community Groups; Broadcast and/or Print Media; Transportation Personnel; Hospital; Local Environmental Advocates; First Aid & Health/EMS; Fire Services; Civil Defense; Law Enforcement; and Elected State and Local Officials. Our purpose is to serve the community and First Responders of Allegan County related to chemical emergencies in the areas of: facility planning and response; community outreach; and training and exercises for First Responders. Our meetings are held every other month, with our sub committees (Executive Board, Planning & Out Reach, and Training & Exercise) meeting on the off months working to meet the needs of our county. Striving to meet the needs of those we serve, we seeking Corporate Sponsorship opportunities from facilities. The funds will be tagged for LEPC training, exercising, and planning that supports our Mission and Vision, as stated above. Attached you will find the Corporate Sponsorship Opportunities form which gives details of how your organization benefits through sponsorship. Please feel free to contact me with questions. Our board meets every other month January through November, on the first Wednesday of the month from 3:00 to 4:30 p.m. at Allegan General Hospital in the Michigan Room (located in the basement level). Your attendance is welcomed and encouraged. Thank you for your consideration and support of the Corporate Sponsorship. Respectfully, Margaret Brown LEPC Chairperson Emergency Management Scott Corbin Director Phone: 269-673-0571 scorbin@allegancounty.org Local Emergency Planning Committee Peter Hetzel Information Coodinator Phone: 269.673.0572 PHetzel@ALLEGANCOUNTY.ORG
Allegan County Local Emergency Planning Committee Mission: Informing the community and preparing Allegan County First Responders for chemical emergencies Vision: Allegan County: safe and prepared for chemical emergencies. TAX DEDUCTABLE CORPORATE SPONSOR OPPORTUNITIES Yes, we will serve as a Corporate Sponsor this year. Please count on us as follows: GOLD SPONSOR - $15,000 (Includes: Recognition during the facilities forum, throughout the public safety expo {includes access to sponsorship room, 3x6 banner posted, free access to training, free booth and demonstration opportunities}, and at all training and exercises that take place throughout the year; recognition in our newsletter for appreciation advertisements in all six issues throughout the year, fair booth advertisement; Your logo with a hyperlink on our web site, recognition in our events program by contribution level at the Annual Volunteer Awards Ceremony, and recognition in one of our newsletters for appreciation advertisements; verbal recognition during awards ceremony) SILVER SPONSOR- $10,000 (Includes: Recognition throughout the public safety expo, and at all training and exercises that take place throughout the year; recognition in our newsletter for appreciation advertisements in all six issues throughout the year, fair booth advertisement; Your logo with a hyperlink on our web site, recognition in our events program by contribution level at the Annual Volunteer Awards Ceremony, and recognition in one of our newsletters for appreciation advertisements; verbal recognition during awards ceremony) BRONZE SPONSOR- $5000 (Includes: Recognition at all training and exercises that take place throughout the year; recognition in our newsletter for appreciation advertisements in all six issues throughout the year, fair booth advertisement; Your logo with a hyperlink on our web site, recognition in our events program by contribution level at the Annual Volunteer Awards Ceremony, and recognition in one of our newsletters for appreciation advertisements; verbal recognition during awards ceremony) SIGNATURE SPONSOR- $500 (Includes: Your logo with a hyperlink on our web site; recognition in our events program by contribution level at the Annual Volunteer Awards Ceremony, and recognition in one of our newsletters for appreciation advertisements) CONTRIBUTOR SPONSOR- Private Treaty Sponsor Organization Amount Enclosed Contact Person Phone Number Address Email Please make checks payable to Allegan County LEPC. Send checks and forms to Allegan County LEPC, 3271 122 nd Ave., Allegan, Michigan, 49010. Or fax form(s) to (269) 673-0566, and mail your check(s) under separate cover. Thank you so much for your support of this worthwhile effort on behalf of the First Responders and citizens of Allegan County that we have the privilege of serving. LEPC Information Coordinator LEPC Chairperson LEPC Vice Chair Peter S. Hetzel Heather Miller Bruce LaBrie