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Progress PQLREPs: These indicate any change
since the previous POLREP. They describe the
status of ongoing removal activities; explain the
actions taken since the last POLREP; describe the
next steps to be taken; briefly discuss key issues
and problem areas; and detail current cost
information (project ceiling and expenditures).
Progress POLREPs should include other pertinent
(but non-sensitive) information, such as the status
of efforts to locate and obtain cleanup by PRPs
and community relations concerns.
Special POLREPs: These are written when the
situation at the site justifies particular attention.
Situations requiring special POLREPs include
fires, explosions, floods, heightened community
or media attention, and accidents, even if no
damage or injury is sustained. Special POLREPs
should describe the incident or change in
circumstances which warranted special attention;
outline the actions taken in response to the
incident; specify any change in scope of work the
incident caused; list any key issues associated with
the incident (such as media attention or
demobilization of the contractor); and provide
current cost information (including expenditures
associated with the incident).
Final POLREPs: A final POLREP is prepared
and submitted when a removal has been
completed; in other words, when all objectives
outlined in the Action Memorandum and any
addenda, including removal and transport of
wastes off site, waste disposal, and demobilization
have been accomplished. The final POLREP must
be precise and detailed, and should be submitted
on the action completion date. It should describe
the current situation; explain the action taken since
the last POLREP; outline the next action(s), if
any, to be conducted after the completion of the
present response (e.g., remedial activity or post-
removal site control); present the results achieved
by the removal activity; and detail final costs
associated with the removal activity.
WHO PREPARES POLREPS?
The lead agency at a site is responsible for the
timely preparation and distribution of POLREPs.
The OSC prepares and submits POLREPs during
Fund-lead removals. Although the NCP does not
require POLREPs for PRP-lead sites, OSCs are
encouraged to prepare POLREPs when overseeing
or monitoring PRP-lead removals, and to keep
Regional management, Headquarters, the National
Response Team (NRT), and the Regional
Response Team (RRT) informed of activities on
site, especially any unusual or significant
incidents.
USERS AND USES OF POLREPS
The principal purpose of POLREPs is to inform
Regional management, EPA Headquarters, the
RRT, the NRT, and the trustees of affected
natural resources regarding:
The source and circumstance of the release
The identity of PRPs
The removal activities performed
The costs incurred for the removal activities
The impact and potential impact of the release
on public health and welfare, and on the
environment
The primary users of POLREPs are Regional
program managers and EPA Headquarters staff.
Costs reported in POLREPs assist Regional
section chiefs and Regional coordinators in
anticipating the need to amend Action Memoranda
and to request ceiling increases. Headquarters
and Regional program managers use POLREPs
for research purposes to assist in defining policy
and developing guidance, and to learn about
innovative approaches to hazardous substance
containment, treatment, and disposal. POLREPs
may be used to report under the Superfund
Comprehensive Accomplishments Plan and the
Strategic Planning and Management System.
Final POLREPs are important to cost recovery
personnel in the Regions, the Office of
Enforcement Compliance Assurance (formerly the
Office of Waste Programs Enforcement), and the
Department of Justice for cost recovery and
Statute of Limitations determinations.
DISTRIBUTION OF POLREPS
POLREPs are sent to the Director of EPA's
Emergency Response Division at:
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E-Mail EPA 5511, or
Fax No. (703) 603-9116 or (703) 603-9107
If neither one of these methods is available,
POLREPs may be mailed to:
Director, Emergency Response Division (5202G)
U.S. Environmental Protection Agency
401 M Street, SW
Washington, DC 20460
POLREPs should be distributed to Regional
branch/section chiefs and all agencies or parties
participating in the removal activity, as
appropriate, including, but not limited to:
• U.S. Coast Guard, Fax No. (202) 267-2165
• RRT representatives
• State representatives
• Local/county representatives
• U.S. Fish and Wildlife Service
• National Oceanic and Atmospheric
Administration
INFORMATION REQUIREMENTS FOR
POLREPS
POLREPs should contain only factual information
concerning a site. To make POLREPs more
useful, precise measures (or best estimates) of
area, volume, or weight should be used. The
exact site location (city, county, state), coordinates
(latitude/longitude), acreage, and boundaries
should be included in an initial POLREP.
Uncommon abbreviations, step-by-step notations,
and chronological descriptions of work performed
should not be used in POLREPs. Confidential
and PRP-sensitive information should be avoided.
Regional practices may differ on the frequency of
progress POLREPs. If there is little to report and
the activities do not change substantially from
week to week, routine progress POLREPs should
be submitted once a month. Where the situation
warrants, progress POLREPs should be submitted
on a more frequent basis.
Table 1: POLREP Outline
I. Heading
Date POLREP is written
Site Name
From
To
POLREP No.
II. Background
Site No.
Delivery Order No.
Response Authority
ERNS No.
CERCLIS No.
NPL Status
State Notification
Action Memorandum Status
Start Date
Demobilization Date
Completion Date
III. Site Information
A. Incident Category
B. Site Description
1. Site location
2. Description of threat
C. Preliminary Assessment/Site Inspection
Results
IV. Response Information
A. Situation
1. Current situation
2. Removal activities to date
3. Enforcement
B. Planned Removal Activities
C. Next Steps
D. Key Issues
V. Cost Information
VI. Disposition of Wastes
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POLREP FORMAT
The four types of POLREPs follow the same
general format, with a few differences. To
maintain consistent information, revise and
summarize previously completed initial or
progress POLREPs. Table 1 on page 3 provides
a general POLREP outline. Call Gil Laskowski
of ERD-RSCB at (703) 603-8719 for information
about a WordPerfect macro package for preparing
POLREPs.
FURTHER INFORMATION
For a copy of "Removal Response Reporting:
POLREPs and OSC Reports" or any other volume
of the SRP manual, contact:
National Technical Information Service
5285 Port Royal Road
Springfield, VA 22161
Phone: (703) 487-4650
EPA employees can order a copy by calling the
Superfund Document Center at (703) 603-8917.
Notice: The policies set out in this fact sheet
are not final Agency action, but are intended
solely as guidance. They are not intended, nor
can be they be relied upon, to create any rights
enforceable by any party in h'tigation with the
United States. EPA officials may decide to
follow the guidance provided in this fact sheet,
or to act at variance with the guidance, based
on an analysis of site-specific circumstances.
The Agency also reserves the right to change
this guidance at any time without public notice.
EPA
United States
Environmental Protection
Agency (5202G)
Washington, DC 20460
Official Business
Penalty for Private Use
$300
First-Class Mail
Postage and Fees Paid
EPA
Permit No.G-35
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