United States
                          Environmental Protection
                          Agency
                         Office of
                         Solid Waste and
                         Emergency Response
   Publication 9345.4-02FS

   September 1993
       SERA
Guide To  Community
Involvement for Site
Assessment  Managers
 Office of Emergency and Remedial Response
 Hazardous Site Evaluation Division 5204G
                                              Quick Reference Fact Sheet
Communicating

Superfund Activities to

the Public
   As an EPA employee or a contrac-
tor who supports site assessment
activities, you have the opportunity to
help EPA foster open communication
and build trust within the communities
it serves.  Because you are the first—
anil sometimes, the only—EPA repre-
sentative most of the public encounters
at a hazardous waste site, your actions
have an enormous  impact on commu-
nity awareness ot and attitudes toward
the Superfund program. HPA cannot
afford to wait to share information with
the community until a site is eligible  for
the National Priorities List (NPI.)or
needs a removal action. The program's
staff and contractors need to set the
stage for two-way communication with
the public from the start.
   Although interaction with the
community is primarily an EPA function,
site assessment contractors also need to
be prepared to assist by answering
technical questions  from the public while
on site and relaying any public concerns
to HPA. Contractors also need to know
to refer the public to EPA staff members
for further information.
   This fact sheet will help you to
ensure that the first experience the
community has with EPA at a hazard-
ous waste site is a positive one. In
addition to providing information on
what community involvement initia-
tives you can take during the technical
phases of the site assessment, it
       provides instructions on how to take
       these actions. Inside, you will find
       ideas, examples, guidance tips, and
       detailed references to help you face this
       challenge.
          Community involvement during
       the site assessment is not required by
       the Superfund law or the National
       Contingency Plan. However, it would
       he shortsighted not to take advantage
       of this opportunity to educate and
       inform the public about the Superfund
       program and the site assessment work
       you are performing. Reaching out to
       people early on can help build trust in
       EPA and its work, and alleviate
       community fears.
          Certain types of sites may require
       early community involvement because
       they are likely to be the focus of strong
       public interest:
       •  Sites that are likely to be added to the
         NPL or where removal actions are
         expected to he initiated;
       •  Sites located near other NPI. or
         removal sites in which the public is
         interested;
       •  Sites located in densely populated
         areas;
       •  Sites for which public inquiries have
         been received (letters and phone
         calls) at the State and local levels;
         and
       •  Sites at which a person or commu-
         nity group requested the preliminary
         assessment (PA) report.
          Focus your community outreach
       efforts on the sites that you think will
       have high levels of public interest.
      INSIDE:

 A GUIDE FOR EPA
 EMPLOYEES AND
SITE ASSESSMENT
  CONTRACTORS
     Site Discovery
      Preliminary
      Assessment
    Site Inspection
        Hazard
    Ranking System
        National
     Priorities List

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Site Assessment Fact Sheet
• For copies of generic fact sheets on the various
site assessment phases, contact the Site
Assessment Branch in the OERRIHSED at EPA
Headquarters, 703-603-8860.
• HSED also has developed a companion fact
sheet to this document, Site Assessment:
Evaluating Risks at Superfund Sites (OSWER
Directive 9345.4-O3FS).
• For sample press releases, guidelines on
establishing an information repository, and
guidelines for ho ding public meetings and
availability sessions, see Appendix A of
Community Relations in Superfund: A
Handbook (EPA/540/R-92/009, January 1992).
4 %
During the Preliminary Assessment
• Assess likelihood of risk.
• Share and exchange information with your community
relations (CR) staff on the site background.
• If needed, prepare written materials, such as the generic “PA
Superfund Site Update” fact sheet (see “For Further
Information” on this page), tailored to the specific site
conditions. Send copies of the fact sheet to interested
parties.
• Make copies of the final PA report available to the public upon
request.
• For further information call the Site Assessment Branch in the
Office of Emergency and Remedial Response (OERR),
Hazardous Site Evaluation Division (HSED), EPA
Headquarters, 703-603-8860.
U,
Guide to
Community Involvement
for
Site Assessment Managers
If necessary, prepare a fact sheet about the site. You can
prepare a handout or modify the generic fact sheet (see “For
Further Information” on this page).
— Define the site and provide a map;
— Scope out the Superfund process and the general timetrame
for remediation;
— Provide the name of the assigned CR staff member and the
remedial project manager (RPM); and
— Distribute copies of the fact sheet to high-visibility spots and
the information repository.
Inclusion on Final NPL
For Further Information
.‘-,
S

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Site Assessment Fact Sheet
- In the Event of a Site Evaluation
Accomplished Finding
In the Event of a
Removal
EN FORCEM ENT
ii, at any point during the site assessment,
EPA determines that no further action is
necessary at the site, communicate this F
status.
Prepare a press release on your findings
and send it to the local media and to
people who requested specific information.
Obtain addresses and phone numbers of
the local media from the regional office of
public affairs or the town’s local phone
book. Follow up the mailing with a brief
phone call. Sample press releases can be
found in the CR Handbook.
During the Site Inspection (SI )
• If you assess a high level of community interest,
notify a member of the CR staff that an SI is in
progress and discuss a communication strategy.
Keep the community “in the loop”:
— Hold an informal public meeting on the project
status/schedule;
— Make copies of the SI report available to the
public upon request;
— Call city, county, and State officials. Their
numbers are in the local phone book;
— Tailor the generic fact sheet (see “For Further
Information” on page 2) to preliminary findings
and next steps at your site;
— Send the fact sheet to the mayor, local
businesses, and schools; and
— Establish an information repository at a local
library.
These outreach activities have been successful at
many sites.
Community interest is likely to heighten here. Interested parties
should be made aware of the public comment period for
proposed sites.
— If warranted, compile a mailing list and send notice to
interested parties.
— If interest heightens, send a press release to the local media
on the NPL proposal date with directions on how to comment
on/review the HAS package. Remember, the community will
be less antagonistic if you are forthcoming with information.
— Consider holding an informal “availability session” to receive
questions and discuss public concerns and issues at
high-interest sites.
• Brief the onscene
coordinator (OSC)
and designated CR
coordinator on your
assessment of
community interest.
• Refer any further
inquiries about the
site to the CR staff
Share technical and
community insights with
enforcement staff to
ensure that the search
for potentially
responsible parties is
initiated early.
H
II
-
.. .r
National Priorities List (NPL) Proposal
3

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Site Assessment Fact Sheet
Common Questions
From the Public:
A Primer for EPA Staff
EPA staff members and their support
contractors often need to answer tough
questions from the public Some oh these
questions are difficult because they are not directly related to either the site
or the Superfund process (see examples on this page). Others are difficult
because they require you to translate the Superfund process into plain
English (see pages 5 through 7). Please remember as you answer these
questions that public perception is very important.
The Authority Question
Q: I’ve been in the construction business for years. Why can’t you just
clean it alJ up now?
A: You’re asking about EPA’s decision-making processes lir using its
resources. To ensure that EPA fully addresses all sites that present a
risk to human health or the environment, we set priorities. We will
first investigate whether this site poses a problem. This process
allows EPA to use its limited resources most effectively.
Tips: Restate the question, explaining the purpose of the site assessment
phase. Focus on the facts.
E?i The Personal Risk Question
Q: is niy baby going to be exposed to contaminated water?
A: If we find that there’s an immediate threat to human health, we will
initiate a removal action to reduce the risk. We will keep you
informed about whether we find such an action to be necessary.
Tips: Remember that you must respond to community concerns with facts.
If its a community concern, it’s a real issue that you need to address.
All public concerns deserve your attention.
Multiple Questions
Q: I want to know why my water isn’t being tested and why you wear
all that protective equipment and what you’re going to do to clean it
all up.
A: Let me answer your questions one at a time. First, I’ll explain the
purpose of our study.
Tips: Split the questions into manageable pieces. Provide contact’s name
for further information (see page 8 of this fact sheet). When fin-
ished, move to the next question from the public.
The Speculative Question
Q: What will you do if the contamina
tion spreads to our private wells?
A: Right now, we need to see if there
i,c any contanlinat ion. It we do find
a proble iii, the first step will he to
define where contamination is and
where it might spread.
I Tips: Identify speculative nature. Clarify
that the site assessment phase is for
information gathering. Clarify
plausibility of “if.’’ Note that EPA
will take the iieedcd steps to
control any immediate threats right
away.
The Nonquestion
Q: I’ve lived here 32 years, and I don’t
think much of EPA, and those well
locations are near iiiy property.
A: You’ve mentioned your long
history here, hut I’m not sure I
understand your question. I)o you
have a specific question about site
conditions?
Tips: Repeat subject to acknowledge
your interest. Respond if the
question is clear. If not clear, then
request that the person provide
further details.
The Concerned Public Servant
Question
I’m running for mayor. As the
people’s representative, I’d like to
know what your plans are for
dealing with this disaster.
A: I’m sure all of this town’s residents
are concerned. Let nie emphasize
that, right now, we’re determining
whether there is a problem.
Tips: Focus on facts. Treat all parties
with equal respect and concern.
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Site Assessment Fact Sheet
HOW DO I RESPOND TO COMMUNITY CONCERNS
ABOUT SITES IN THE ASSESSMENT PHASE?
Superfund Process Questions
____ What is Superfund?
A Explain that Congress established the
_____ Superfund program to ensure that threats
to human health and the environment from
uncontrolled and abandoned hazardous
waste sites are properly investigated and,
when necessary, addressed. Explain that
Superfund staff have the authority to
address such sites so that nationally con-
sistent evaluation criteria are applied and
remediated sites meet EPA’s standards.
Q What happens if a site is not included
____ on the NPL for remediation?
TA Explain that such sites may be referred to
States or deferred to other authorities (for
example, the RCRA program and the
Nuclear Regulatory Commission).
What is the State’s role in all of these
investigations?
Tell the community that the State environ-
mental agency may perform investigations
and remedial actions. Note that the State
also provides EPA with background informa-
tion on immediate threats to the population
or environment and on any possible respon-
sible parties. Explain that the State shares
the cost of any long-term fund-lead actions.
Finally, describe how the State comments
on the proposal of sites to the NPL and
concurs on the selected remedies and on
the deletion of sites from the NPL.
What stage of the process are you in
____ now? How long will it take you to find
out whether a threat exists? When will
we know for certain whether we are in
____ danger?
Note that a PA must be completed within 1
____ year of site discovery. Give the person a
realistic timeframe for completing the SI
and, if necessary, the scoring and listing
processes. Be sure to note the status of
efforts to identify the polluters. Acknowl-
edge any other factors that you think could
delay EPA’s decision about whether the
site needs further action.
Why can’t you take all of the
contaminated material away right now,
just to be safe?
Point out that the purpose of the site
assessment phase is to gather sufficient
information and determine if there is any
contamination that needs to be addressed.
If contamination is found, EPA will take the
needed steps to ensure that any immediate
threats are controlled right away.
How can I get more information on my
health-related concerns?
Tell interested parties that they can get
more information from the EPA regional
Supertund office as well as the Agency for
Toxic Substances and Disease Registry
(ATSDR). The ATSDR provides informa-
tion on the health effects of hazardous
substances to the public. Interested par-
ties can get the phone number of the
ATSDR office in their region from the
regional EPA Superfund office.
If the site is added to the NPL, how will
we know when it’s been fully
addressed?
Explain that EPA notifies the community
and requests public comments on the
actions proposed to be taken at the site. In
addition, EPA notifies the community when
site activities are completed and when the
site is expected to be deleted from the NPL.
Note that the community can become in-
volved throughout the Superfund process,
such as commenting on possible listing.
rQ
rAl
Q1
A ]
Site-Specific Questions
5

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Site Assessment Fact Sheet
Who might be responsible for the con-
tamination? What will happen to the
responsible parties?
Explain that the region initiates efforts to
determine exactly who is responsible for
any problems found. EPA may require the
parties to perform the site activities by (1)
negotiating an agreement or (2) issuing
legal orders to them. EPA oversees each
step of any action they conduct, from
planning to design and implementation to
long-term maintenance. If, for whatever
reason, the parties refuse to comply with
EPA’s orders, they can be held liable for up
to three times the cost of the site activities.
This strategy allows EPA to make the best
use of its limited resources by ensuring
that those responsible perform the
remediation, whenever possible, and that
all remediated sites meet EPA’s standards.
Q What contaminants have you found at
____ the site? What health effects are asso-
ciated with exposure to them?
A l Name (in plain English) the contaminants
] that have been found to date and explain
the possible health effects and the likeli-
hood of risk or exposure (e.g .,“The likeli-
hood of exposure that this level translates
into is similar to one penny in a million
dollars.”). Emphasize that full-scale sam-
pling has not yet been performed to verify
whether these substances actually pose a
threat to human health and the environ-
ment. Refer those with further interest to
Understanding Risk Assessment (EPA
Publication 9285.7-06). Mention the
ATSDR as a resource on health-related
concerns.
Q What are EPA’s plans for the XYZ site,
____ which is also in our area?
TA If you know of any EPA or State action at
the referenced site, provide this informa-
tion. If you don’t, investigate further. Also,
tell residents that they can request EPA to
perform a PA at any site. Provide the
resident with a point of contact in your
region for PA petitions.
There’s a high rate of cancer in this
neighborhood. Is it related to the site?
Restate that it’s too early to make any such
conclusion at this time. Inform residents
that they can request the ATSDR to per-
form a health assessment. Provide infor-
mation on contacting the ATSDR (EPA
Publication 9285.4-O5FS), which distrib-
utes fact sheets on its activities.
Is it safe for my kids to play outdoors
and drink our well water?
Explain that if a threat exists, EPA will take
appropriate actions to protect those at risk.
Describe what these actions might include,
such as providing an alternate water sup-
ply, taking steps to secure the site (for
example, building a fence or posting warn-
ing signs), or, as a last resort, temporarily
or permanently relocating those at risk.
Note that EPA would take these protective
measures in addition to actually addressing
contamination.
What exactly is “the site”? How do you
know where it ends? What it the site is
larger than originally thought?
Provide residents with the site map from
the PA. Explain that EPA designates the
area in which contamination exists as “the
site.” Tell how samples are taken near the
area of concern and in the direction of
likely migration until clean samples are
found. Note that the area of contamination
can be expanded at any time during the
investigations if further contamination is
discovered.
What do these sampling results from
my well mean?
Offer to hold workshops or take calls on
the sampling results.
ro
A ]
6

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Site Assessment Fact Sheet
I live next door to the site and see EPA
and contractor personnel wearing
“moon suits.” Am I safe?
Explain that if a dangerous situation arises,
EPA will notify the community and will take
protective actions. EPA and contractor
personnel wear protective gear in case
they come in contact with hazardous
materials. Also, note how personnel on
site regularly handle hazardous materials
and are not always sure if the materials
they are handling are, in fact, hazardous.
Questions about Public Involvement
How can we get further information?
How can we get a list of the sites EPA
has investigated?
Give the public the EPA community rela-
tions contact person’s name and phone
number. See page 8 for other useful
phone numbers you may need.
j
How can we verify your findings? What
if we disagree with your conclusions?
Explain that they can get copies of the
results of the investigations from the
information repository and that they can
always contact the regional office (see
page 8) for further information. Remind
them that they have the opportunity to
comment on the proposal of any site to the
NPL, the long-term actions proposed for any
NPL site, and any proposed NPL deletions
when remediation is complete. Describe
how community groups can apply for funds
from EPA to hire technical advisors (via a
technical assistance grant) if the site is
proposed to the NPL.
[ Questions about Paying for Cleanup
[ ]
Does the cost of site activities factor
into your decision to add a site to the
NPL?
A No. Explain that risk is the primary factor
_____ used in making a decision to list a site on
the NPL. Cost is only a factor in weighing
equally protective remedies.
What happens if you address the site
and later find more problems?
Explain the operation and maintenance
component of all remedial actions. Note
that if the site were found to have any
further problems, it can always be re-
examined and, if necessary, addressed
again. Describe EPA’s 5-year review
process for ensuring the effectiveness of
completed remedial actions when hazard-
ous materials remain on the site.
Who will perform any needed work?
Will our taxes go up to pay for the activi-
ties? Will it create local jobs?
Explain that EPA attempts to get the re-
sponsible parties to pay for and perform
site activities, with EPA supervision, by
negotiating an agreement with them or
issuing legal orders to them. Note that if
the responsible parties are not cooperative
or cannot pay for the action, the Supertund
pays for the remediation and EPA tries to
recover the cost later. Explain that site
assessment investigations are financed
from the Superfund. Point out that the
sources of the Superfund are the oil and
chemical industries; only a small fraction of
this fund is generated by income tax dol-
lars. Whether EPA or private parties pay
for the remediation, contractors actually
perform the work. This allows EPA to
address more sites and draw on contrac-
tors’ specialized expertise. Private parties
who perform the remediation usually take
bids from local contractors, and EPA
reviews the qualifications of the selected
firm. Site cleanup activities usually gener-
ate 10 jobs directly related to cleanup and
15 that are indirect jobs.
7

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Site Assessment Fact Sheet
Important
Phone
Numbers
Contact the appropriate office
listed below if you have any
questions. You can also refer
people directly to the regional
offices for further assisstance.
U.S. EPA Headquarters
Hazardous Site Evaluation
Division
Site Assessment Branch
703-603-8860
Federal Superfund Program
Information
EPA Superfund Hotline
800-424-9346
Hazardous Waste Emergencies
National Response Center
800-424-8802
ATSDR Emergency Response
Assistance
Emergency Response Line
404-639-0615
EPA Region 1: Connecticut,
Maine, Massachusetts, New
Ham pshire, Rhode Island, Vermont
Superfund Commtmity
Relations Section
617-565-2713
EPA Region 2: New Jersey, New
York, Puerto Rico, Virgin Islands
Superfund Community
Relations Branch
212-264-1407
EPA Region 3: Delaware, District
of Columbia, Maryland,
Pennsylvania, Virginia, West
Virginia
‘ Superfund Community
Relations Branch
800-438-2474
EPA Region 4: Alabama, Florida,
Georgia, Kentucky, Mississippi,
North Carolina, South Carolina,
Tennessee
Superfund Site Assessment
Section
404-347-5065
EPA Region 5: Illinois, Indiana,
Michigan, Minnesota, Ohio,
Wisconsin
e Office of Superfund
312-353-9773
EPA Region 6: Arkansas,
Louisiana, New Mexico, Oklahoma
Texas
Superfund Management
Branch, Information
Management Section
214-655-6718
EPA Region 7: Iowa, Kansas,
Missouri, Nebraska
Public Affairs Office
913-551-7003
EPA Region 8: Colorado,
Montana, North Dakota, South
Dakota, Utah, Wyoming
Superfund Community
Involvement Branch
303-294-1124
EPA Region 9: Arizona,
California, Hawaii, Nevada,
American Samoa, Guam
Superfund Office of
Community Relations
800-231-3075
EPA Region 10: Alaska, Idaho,
Oregon, Washington
Superfund Community
Relations
206-553-2711

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