TJ United States Environmental Protection Agency Region 7
February 2009
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Save Lives, Reduce Property Losses,
Protect the Environment
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Loc a, L
Emerge
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Plartning
Committee
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TABLE OF CONTENTS
I. INTRODUCTION 1
II. LEPC ENERGIZING TECHNIQUES 2
Continuing Education 3
Focus on Effective Leadership 4
Team Building 5
Empower to Complete Meaningful Tasks 6
Recognize Contributions 7
Stay Positive 8
Remove Hindrances 8
III. CONCLUSION 9
Acknowledgements:
The content of this document was written by Fatimatou Ndiaye, M.P.A., U.S. EPA,
Region 7, with contributions from J.J. Deckert, Grant County, Kan., LEPC; Addie
Homburg, Ellis County, Kan., LEPC; Swapa K. Saha, Ph.D., Kansas Division of
Emergency Management; and Patricia Reitz and Kim Olson, U.S. EPA, Region 7.
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Energizing Local Emergency Planning Committees
I INTRODUCTION
The Emergency Planning & Community Right-to-Know Act (EPCRA) of 1986,
also known as Title III of the Superfund Amendments and Reauthorization Act
(SARA), was enacted by Congress to help local communities prepare for and
respond to chemical emergencies. EPCRA requires facilities to report chemical
storage and release information and instructs communities to develop emergency
response plans. Each state governor must appoint a State Emergency Response
Commission (SERC). The SERCs are to design and appoint emergency planning
districts and Local Emergency Planning Committees (LEPCs), which have a vital
role in coordinating information on chemical storage, emergency planning, and
chemical spill response. In addition, the Clean Air Act of 1990 under Section
112(r), or the Risk Management Program, was created to prevent chemical
accidents at facilities using extremely hazardous substances.
While LEPCs play a critical role, they often have difficulty maintaining member
participation. Many communities are more reactive than proactive on emergency
matters. For example, immediately after the 9-11 terrorist attack in 2001, LEPC
members were very involved because of public
interest in emergency planning. However, the
momentum slowly declined two years after the
major event.
Hurricane Katrina, which devastated coastal
areas of Louisiana and Mississippi in 2005, is
another example of an event that generated
significant interest in emergency planning.
Better advance planning and preparedness could
have improved emergency response,
which likely would have minimized loss of life.
Greensburg, Kansas, devastated by
an EF5 tornado, May 4, 2007
Competent and energized LEPCs are
more likely to have a proactive approach
and respond effectively to their
community emergency needs. It takes
conscientious effort to maintain the
participation of LEPC members through
innovative ideas, practical exercises,
constant motivations and incentives.
The bottom line is that effective
planning saves human lives and reduces
property losses and environmental
impacts during emergencies.
Barton Solvents explosion in Des
Moines, Iowa, October 29, 2007
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Energizing Local Emergency Planning Committees
A group of Kansas emergency planners met at the 2007 Region 7 LEPC and Tribal
Emergency Planning Commission (TERC) Conference. They felt it was time to
build a focus group and address the issue of energizing LEPC member
participation. The practical tools collected at that event are included in this
document.
II LEPC ENERGIZING TECHNIQUES
The following recommendations were identified and chosen as essential factors in
energizing and maintaining effective participation at the local level:
-L- Continuing Education
4- Focus on Effective
Leadership
- Team Building
4- Empower to Complete
Meaningful Tasks
4- Recognize Contributions
4- Stay Positive
4- Remove Hindrances
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Energizing Local Emergency Planning Committees
Continuing Education
We live in a changing world, and LEPC members need to be proactive in
emergency response by being up-to-date with new legal requirements and
technological standards. There are readily available courses and informational
resources with no or low fees for the continuous educational growth of LEPCs.
New technical resources and guidance to
assist local emergency planners have been
developed in recent years. Governments at
all levels (local, state, tribal and federal)
schedule regular conferences, workshops and
seminars to develop professional competence
and credibility and share new information
with emergency planners and responders. In
Region 7, the biennial LEPC/TERC
conference is a forum for educational
renewal, common interest networking and
idea exchange.
Roles and Responsibilities
The fundamental step of building effective LEPC committees starts with
members understanding their roles and responsibilities. Expertise requirements
for membership are found in EPCRA and other regulations. Members who
understand their personal and legal responsibilities to the community are more
likely to regularly participate in LEPC training activities. The U.S.
Environmental Protection Agency (EPA) and state agencies can provide
compliance and outreach assistance, and they have a wealth of information on
various emergency subjects available to the public.
Bylaws
Both verbal and written instruction about their committees' bylaws (if any)
should be included in the members' education. For visual learners, having a
hard copy of the bylaws is a useful tool. Revising bylaws can be productive
when performed as a collective exercise.
Safety Training
Continuous training on the subject of safety is also crucial in maintaining
volunteers' interest. Regular safety classes can be taught in formal and informal
settings. Examples of formal classes are Occupational Safety and Health
Administration (OSHA) Hazardous Waste and Emergency Response
(HAZWOPER) and First Aid & CPR trainings, which have periodical renewal
requirements. Informal safety classes can be site visits at chemical plants or
facility tours where LEPC members gain practical experiences with different
protective equipment. Routine scheduled trainings allow LEPC members to stay
motivated by building their confidence and credentials.
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Energizing Local Emergency Planning Committees
LEPC Meetings
An educational component must be an integral part of the LEPC meeting
agendas. Examples include a slide presentation or video viewing of a recent
emergency response event. Discussing response events generates creative ideas
which renew the motivation in the LEPC as a team. Participants visualize their
roles in these events and simulate new assignments at the local level. State
emergency agencies routinely schedule exercises for LEPC members. At the
local level, tabletop drills are also practical ways to evaluate success and
challenge their committees.
Professional Development
LEPC members can increase their knowledge by joining interest groups such as
the National Association of SARA Title III Program Officials (NASTTPO),
trade associations and state emergency planning organizations, which provide
opportunities for LEPCs to work together to prepare for emergencies involving
hazardous materials.
Focus on Effective Leadership
Effective leadership and good management at the local level play a significant role
in sustaining interest. Leaders in LEPCs should be elected officials or be from
local government or industry. Emergency managers are often most familiar with
local resources, including people, equipment and funding. These leaders should
inspire positive teamwork in the committees.
An LEPC leader can be any member of the LEPC - the chairperson, emergency
manager, or simply any volunteer on the committee who has an effective influence
on the group or team. LEPC leaders foster an environment where members
become high performers and frequent participants. These leaders clarify their
purpose and goals, build commitment and self-confidence, broaden the team's
collective skills, remove externally imposed obstacles and create opportunities for
others. Team leaders believe in their purpose and their people and often exercise
the following six principles:
• Keep the purpose, goals, and approach relevant and meaningful.
• Build commitment and confidence.
• Diversify the mix and level of skills.
• Manage relationships with outsiders, including removing obstacles.
• Create opportunities for others.
• Do real work.
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Energizing Local Emergency Planning Committees
Team Building
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Instilling trust in a group of people
can be a rewarding goal. There are
many ways to achieve this goal. For
example, social activities are fun and
effective for engaging LEPCs and
their families. These occasions build
cooperation and provide networking
opportunities. Picnics and outreach
at community events are excellent
ways to create unified involvement.
Fundraising activities can be good
incentives to perk group interest.
Hazmat emergency exercises serve a
dual purpose of being educational
and providing a group bonding
experience.
Other ideas to build a successful team are:
• Clearly defined purpose, goals and roles
• Clear and effective communication
• Supportive member behaviors (balance of creativity and conformity)
• Well-defined decision procedures
• Balanced participation
• Established ground rules and norms
• Understanding of effective group process
• Effective problem solving methods
Besides the building of the group, the maintenance and management should be
based on solid pillars of high performance teams:
• Establishing urgency and direction
• Selecting members based on skills and skill potential, not personalities
• Paying particular attention to meetings agenda and action items
• Setting some clear rules of behaviors
• Setting and seizing upon immediate performance-oriented tasks and goals
• Challenging the group regularly with fresh facts and information
• Spending lots of time together
• Exploiting the power of positive feedback, recognition, and rewards
Following these suggestions will increase membership and motivation. Getting
and keeping members involved is crucial to your LEPC's success.
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Energizing Local Emergency Planning Committees
Empower to Complete Meaningful Tasks
A Chinese proverb says: "Tell me and I'll forget; show me and I may remember;
involve me and I'll understand." Empowering volunteers to complete meaningful
tasks, solicit new ideas and create new initiatives are ways to keep people
interested.
One example of a collaborative meaningful task is the Schools Chemical Cleanout
Campaign (SC3), a national program aimed at reducing risks of chemical
exposures in schools. LEPCs can provide technical assistance to their
communities about proper chemical management in K-12 schools. Another way
LEPCs can participate in their communities is by giving outreach and educational
materials about topics such as Shelter-In-Place to their local schools and nursing
facilities.
These activities can be performed in collaboration with community groups with
comparable interest in emergency preparedness, such as:
• Citizen Corps Councils work to ensure the security and safety of people.
• Community Emergency Response Teams (CERTs) train citizens to be first
responders in basic disaster medical operations, and light search-and-rescue
operations.
• Fire Corps advocate enhancement of fire resources.
• Medical Reserve Corps (MRC) assess the capacity of the practicing and retired
medical population, including physicians, nurses and supporting health
professionals.
• Neighborhood Watch Programs monitor community criminal activities and
are now joining forces with the CERTs.
• Volunteers in Police Services (VIPS) are emerging groups supporting local
police forces with law enforcement activities.
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Energizing Local Emergency Planning Committees
Recognize Contributions
Publicly recognizing specific individual contributions is also important. The
morale of a team and its members will grow when they feel valued and when their
efforts are noticed. A sense of belonging is important in any organization or team.
For example, when members are absent from a meeting, someone may volunteer to
call or e-mail the absent members to let them know they were missed. Keeping
members involved is a must in maintaining interest.
Recognition causes
people to strive for
greater
achievements.
Recognized
members usually
become more
productive or more
competitive. A
common way to
recognize people is
to give an award or
nominate them for an
award. There are
many different types
of awards for LEPCs
given by
communities, private entities, and state and federal governments. For example,
award nominations can be sent to EPA for the annual Chemical Emergency
Preparedness and Prevention (CEPP) and biennial regional LEPC conferences.
Also, please remember the importance of publicly recognizing volunteers who
have demonstrated good or outstanding performance.
Another outcome for giving awards is the visibility it gives to local facilities,
businesses and their leaders. Industries are most likely to allow time and give
support to their employees when these employees are publicly known to support
the common cause of community safety and wellness.
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Energizing Local Emergency Planning Committees
Stay Positive
"Attitude is everything!" Keeping a
positive attitude is a must when working
with LEPCs. In many organizations, most
of the significant work is done by a small
fraction of group. Research has
demonstrated that in any organization, 20
percent of members do 80 percent of the
work. Know and keep track of core
members. Look for exemplary examples to
share with the group and send positive and
uplifting messages frequently.
Remove Hindrances
LEPC leaders should pay attention to indicators that change the course in
membership participation. The indicators below are warning signs for emergency
leaders to address these issues. If not addressed in a timely and effective manner,
these symptoms can impair members' interest and performances. Indicators are
noticeable at both individual and collective levels.
At a personal level, the following indicators to watch for among LEPC committee
members are:
• Loss of energy or enthusiasm ("What a waste of time.")
• Sense of helplessness ("There's nothing
anyone can do.")
• Lack of purpose or identity ("We have no clue
as to what this is all about.")
• Disengagement, or unconstructive and one-
sided discussions without candor ("Nobody
wants to talk about what's really going on.")
• Meetings in which the agenda is more
important than the outcome ("It's all show-
and-tell for the boss.")
• Cynicism and mistrust ("I knew this teamwork
stuff was worthless.")
• Interpersonal attacks made behind others' backs, to outsiders ("Dave has never
pulled his own weight and never will.")
• Finger-pointing at top management and the rest of the organization ("If this
effort is so important, why don't they give us more resources?") *
* Jon R. Katzenbach and Douglas K. Smith. The Wisdom of Teams: Creating the High-Performance
Organization. Collins Business, 2003.
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Energizing Local Emergency Planning Committees
At a group level, an issue of concern is diversity in the composition of the LEPC.
The regulations recommend that "the LEPC membership must include, at a
minimum, local officials including police, fire, civil defense, public health,
transportation, and environmental professionals, as well as representatives of
facilities subject to the emergency planning requirements, community groups, and
the media." Another critical factor in the composition of the LEPC is the socio-
cultural representation of the community in which the committee is located.
There are additional concerns that can impact the mission of LEPC. Transparency
is the best tool when faced with these threats. Knowing and managing threats can
be accomplished by having an open discussion about:
• Lack of resources (funds, time, technology and competent people)
• Political climate (internal and external) - whether community social priorities
are aligned with the LEPC's goals
• Leadership - finding committed community leaders to champion the
committees' activities
• Bias - misinformation, inaccurate data, and false notions about a community can
create public resentment, lawsuits, or an unexpected and undesirable outcome
that can undermine the committee
III CONCLUSION
The ideas and tools presented in this document are intended to help develop and
maintain members' participation in LEPCs. Local emergency leaders, not just
emergency managers, are key personnel who can
prepare their communities for emergency events.
Preparing a community for emergencies requires
community involvement of well-trained and
enthusiastic volunteer residents.
Managing and leading volunteer participation is
seldom addressed in LEPC committee functions.
Like any critical resource, the human resource
element is sustained with strategic planning and
positive action. Maintaining an effective LEPC
requires constant a supply of energy through
activities, innovative ideas and education. LEPC members are much better
prepared to respond to emergencies when they are well connected in their
community and can rely on each other's competence.
Keeping LEPCs active and energized is essential for saving lives and minimizing
damage to property and the environment.
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Energizing Local Emergency Planning Committees
EPA Region 7
Chemical Risk Information Branch Contacts:
Branch Chief Iowa Coordinator
Patrick Bustos Patricia Reitz
(913)551-7969 (913)551-7674
bustos.patrick@epa.gov reitz.patricia@epa.gov
Risk Management Kansas Coordinator
George Hess Fatima Ndiaye
(913)551-7540 (913)551-7383
hess.george@epa.gov ndiaye.fatimatou@epa.gov
Toxic Release Inventory Missouri Coordinator
Steve Wurtz Christine Hoard
(913)551-7315 (913)551-7775
wurtz.stephen@epa.gov hoard.christine@epa.gov
Tribal Coordinator Nebraska Coordinator
Kim Olson Terri Blunk
(913)551-7458 (913)551-7013
olson.kim@epa.gov blunk.terri@epa.gov
Resources:
For more information about EPCRA, local emergency planning
requirements, SERCs and LEPCs, visit EPA's Internet site:
www.epa.gov/emergencies/content/epcra/epcra plan.htm#LEPC
or
www.epa.gov/emergencies/content/partners/nrsnrt.htm
Additional information can be found at the following sites:
The National Association of SARA Title III Program Officials
www.nasttpo.org
The U.S. National Response Team
www.nrt.org
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