FY 2020 Section 105 Air Planning Agreement Reporting Requirements EPA Region 4 .U.S Draft 05/20/2019 ------- TABLE OF CONTENTS TABLES PAGE Table 1: FY 2020 Reporting Requirements with Specific Submittal Dates 3 Table 2: FY 2020 Reporting Requirements Submitted as Needed 6 GLOSSARY 9 APPENDIX SIP Revision Submittal Format 11 Inspection and Maintenance (I/M) Report 12 Quality Assurance Document Inventory 17 ------- Table 1: FY 2020 Reporting Requirements with Specific Submittal Dates * * On all reports (electronic and paper) submitted to Region 4, please note ID#s corresponding to items covered by report.** ID# Due Date(s) Required Submittal FY 2020 APA Reference* Origin 20-01 08/01/19 Agencies with Section 105 grants that are in their fifth year of their grant project/budget period, must submit a new grant application package by August 1, 2019. Agencies are encouraged to include in their grant application a two-year project/budget period from 10/01/2019 to 09/30/2021. The state agencies whose Section 105 program is part of a performance partnership grant (PPG), may submit a new or a supplemental/extension application depending on their grant project period** and/or preference with the length of the grant project/budget period. All grant applications must be submitted electronically through grants.gov. **Note that PPGs are also subject to the 5-year limitation on the grant project period. CCI-P Regulatory 40 CFR 35.105 20-02 08/01/19 Submit a draft FY 2020 Section 105 Air Planning Agreement (work plan) by responding to EPA commitments in the internet-based work clan at httDs://www3.era.eov/cei- bin/state.cei. CCI-P Regulatory 40 CFR 35.105 20-03 11/15,02/15, 05/15, 08/15 Enter all quality assured Air Toxics data, including UATMP and other special toxics monitoring projects and associated QA/QC data, into the AQS database. AT Non-Regulatory 20-04 11/15, 5/15 Asbestos data report - manually report number of notifications received; number of inspections; non-notifier activity if applicable; number of non-penalty enforcement actions; number of enforcement actions with an assessed penalty; and total penalty assessment. ME Non-Regulatory 20-05 11/15,2/15, 5/15, 8/15 List of PSD/NSR applicability determinations resulting in major source non-applicability. If the agency issues a public notice and includes in the public notice a reason for why PSD/NSR does not apply, then the agency it is not required to submit this information to EPA. NAAQS-NSR Non-Regulatory 20-06 11/15,2/15, 5/15, 8/15 Report summarizing sample recovery and any issues regarding equipment, funding, etc. for all ambient air toxics monitoring performed under the Urban Air Toxics Monitoring Program and the NonMethane Organic Compound Program. Non-Regulatory ------- ID# Due Date(s) Required Submittal FY 2020 APA Reference* Origin 20-07 12/31/19 A Federal Financial Report (FFR) is required annually and should be emailed (or mailed) to the EPA Las Vegas Finance Center (LVFC) with a copy to the EPA Administrative Project Officer (APO). Regulatory 2 CFR 200.327 20-08 11/15 Submit annual reports on progress of sections 111(d) and 129 plans. AT Regulatory 40 CFR 60.25(e,f) 20-09 05/01 A certification of the previous calendar year's monitoring data. This must include: 1) A letter from the senior air pollution monitoring person or his or her designee to the EPA APTMD Director that certifies the agency's data; 2) AMP600 data certification report for criteria pollutants; and 3) AMP450NC Quick Look summary report (if necessary) for non-criteria pollutants. All data from SLAMS sites must be certified including: • Federal reference method (FRM) or federal equivalent method (FEM) monitors for CO, N02, S02, (hourly and 5-min. avg. data), 03, Pb, PM10, PM10-2.5, and PM2.5. • Other required continuous PM2.5 monitors. • Filter-based PM2.5 speciation monitors - total mass and speciated components. • Additional NCore NO/NOx/N02 precursor gas monitors. • PAMS data (ozone, NO/NOx/N02, VOC, carbonyl, NH3, and HN03 if collected). SPM data must also be certified if it is from a FRM, FEM, or ARM monitor and meets the QA requirements of 40 CFR 58 Appendix A. Unless the Regional Administrator has approved alternative QA requirements, an SPM using an FRM or FEM method is required to meet the requirements of Appendix A and data from it should be certified. Data from CASTNET monitors are not required or expected to be certified by agencies unless those monitors are being operated to meet CFR requirements. In most cases, CASTNET data will be certified by the responsible Federal agency (e.g., NPS or EPA OAP) and reviewed by OAQPS. NAAQS-AAM Regulatory 40 CFR 58.15 20-10 11/15 112(r) end-of-year report and a work plan discussing the implementing agency's accomplishments, projected priorities and goals, initiatives, risk management plan audits, and facility inspections for the coming year. ME Non-Regulatory ------- ID# Due Date(s) Required Submittal FY 2020 APA Reference* Origin 20-11 07/01 Within the state's annual network plan, evaluate ambient air monitors and auxiliary support equipment, and categorize the condition of this equipment as "Good," "Fair," or "Poor." Please indicate which equipment pieces are not in everyday use (e.g., spare/back-up equipment sored in a lab or warehouse.) Auxiliary equipment includes items such as calibrators, data loggers, meteorological equipment, modems, etc. The agency is requested to replace equipment categorized as "Poor." NAAQS-AAM Non-Regulatory 20-12 07/01 Inspection and Maintenance (I/M) report (see forms in the Appendix). This applies to: GA; NC; TN; and Nashville- Davidson Co.) Regulatory 40 CFR 51.366 20-13 07/01 Annual network plan (states provide this report for the entire state; locals provide necessary support). Local agencies will work with their respective states to fulfill this requirement. NAAQS-AAM Regulatory 40 CFR 58.10(a)(3) 20-14 08/01 Submit the annual Certification of Quality Assurance (QA) Competency to the EPA Administrative Project Officer (APO). As part of the Competency package, the agencies shall submit in a tabular format a listing of the various QMP, QAPP, and SOP documents that each agency has in-effect as part of the environmental sampling program, and the dates that each of the documents were approved, or the dates they were submitted to EPA. A sample reporting table format that may be used for this purpose is provided in the appendix. Agency Policy Directive Number FEM-2012-02 20-15 12/31 Submit annual Section 105 Grant Summary Report to the EPA APO that includes information on the following: 1) a statement that all grant commitments and outputs/outcomes under EPA Strategic Plan Goal(s) and Objective(s) have been met or all have been met except X, Y and Z; 2) reasons why X, Y, and Z commitments and outputs/outcomes were not achieved (if appropriate); and 3) other pertinent information including, when appropriate, analysis and explanation of unliquidated obligations (e.g., unspent EPA funds), cost overruns or high unit costs. CCI-P Regulatory 2 CFR 200.328 * See Glossary for reference codes ------- Table 2: FY 2020 Reporting Requirements Submitted as Needed ** On all reports (electronic and paper) submitted to Region 4, please note ID#s corresponding to items being reported on. ID# Due Date(s) Required Submittal FY 2020 APA Reference* Origin 20- 16 Within 6 months of equipment installation SOPs for new monitoring and ancillary equipment used in the SLAMS network in hard copy and/or electronic format. NAAQS-AAM Non-Regulatory 20- 17 Immediately, as problems are identified 1. Notify EPA immediately if a problem arises that will result in the agency not meeting a data completeness requirement for any pollutant. 2. Notify EPA of monitors/samplers not collecting 75% or more quality data (85% for air toxics). Notification should include the reason(s) why the completeness requirement was not met, a schedule for correcting the identified problem(s), and the corrective action(s) taken to avert the problem from occurring again. NAAQS-AAM AT Non-Regulatory 20- 18 As applicable 1. PSD Notice: Notify EPA of receipt of a completed application for a major new source or major modification by sending a complete copy of the application to EPA. 2. For all PSD and major nonattainment NSR construction permits, submit to EPA: A.) a complete public notice package before the notice period begins, including: the notice language, the application if not already submitted, the proposed permit, the preliminary determination, the technical analysis for BACT or LAER, air quality impacts, offsets, and any other requirements. B.) a copy of the final preconstruction permit and final determination, including responses to public comments. 3. RACT/BACT/LAER Clearinghouse: Submit all PSD and major nonattainment NSR control technology determinations to the clearinghouse. NAAQS-NSR Regulatory Clean Air Act, Section 165(d)(1) 40CFR 51.166(q)(2)(iv) 20- 19 180 days before current QMP expires. Quality management plan (QMP) update NAAQS-AAM Regulatory 40 CFR 58, Appendix A 20- 20 As needed or at least every five years. Submit 180 days before current QAPP expires Quality assurance project plans (QAPPs) or revisions to existing QAPPs for air monitoring activities, including applicable SOPs. NAAQS-AAM Regulatory 40 CFR 58, Appendix A ------- ID# Due Date(s) Required Submittal FY 2020 APA Reference* Origin 20- 21 6 months prior to collection of data QAPPs for all new pollutants to be monitored and methods to be used as well as applicable SOPs. NAAQS-AAM Regulatory 40 CFR 58 Appendix A 20- 22 Immediately, as problems are identified Notify EPA if the agency will miss the upcoming AQS data submittal deadline for any criteria and/or air toxics monitoring data. Non-Regulatory 20- 23 Within 30 days of event determination Notify Region 4 of exceedances or violations of NAAQS based on ambient monitoring instrument readings at SLAMS, and SPMs; for 8-hour ozone NAAQS, report all 4th maximum concentrations that are at or above the level of the standard. Agencies meet the requirement for those monitors whose data are reported to AirNow. NAAQS-AAM Non-Regulatory 20- 24 Adhere to the schedule in Table 2 of40CFR §50.14 For exceptional events demonstrations requesting EPA concurrence, submit to EPA, following the schedule and procedures found in 40 CFR §50.14(c), a final demonstration that meets the requirements of §50.14(c)(3). NAAQS-AAM Regulatory 40 CFR 50.14 20- 25 Within 60 days of adoption Submit Clean Air Act sections 112, 111, and 129 rule adoption documentation. AT Regulatory 40 CFR 51, 60, 61, 63 & 68 20- 26 For criteria pollutants: Within 90 days of the end of quarter in which the data were collected. For non-criteria pollutants (PAMS): Within 6 months of the end of quarter in which the data were collected. Enter all quality assured SLAMS/PAMS/SPM ambient monitoring data and associated QA/QC data into AQS. NAAQS-AAM Regulatory 40 CFR 58.16 20- 27 As required Prepare and submit CAA sections 111(d) and 129 state plans and letters of certification in accordance with regulatory time frames. AT Regulatory 40 CFR 60, Subpart B 20- 28 Upon Issuance Provide a copy of all approved alternatives to monitoring, testing, recordkeeping, and reporting requirements made for sources subject to MACT standards. AT Regulatory 40 CFR 63.9 l(g)(l)(ii) ------- ID# Due Date(s) Required Submittal FY 2020 APA Reference* Origin 20- 29 07/01 For any area where modeling of actual SO2 emissions serve as the basis for designating such area as attainment for the 2010 S02NAAQS, the air agency shall submit an annual report to the EPA Regional Administrator by July 1 of each year, either as a stand-alone document made available for public inspection, or as an appendix to its Annual Monitoring Network Plan (also due on July 1 each year under 40 CFR 58.10), that documents the annual SO2 emissions of each applicable source in each such area and provides an assessment of the cause of any emissions increase from the previous year. NAAQS Regulatory 40 CFR 51.1205(b). * See Glossary for reference codes ------- GLOSSARY The previous tables contain columns entitled Air Planning Agreement Reference. This column is used to help identify the reporting requirement's corresponding commitment within the Air Planning Agreement. For example, the first reporting requirement on Table 1 has an Air Planning Agreement Reference of CCI. This reference is to the Cross Cutting Issues section of the Air Planning Agreement. It is important to note that not all reporting requirements have an Air Planning Agreement Reference. Below is a glossary of possible reference codes. Reference Code Air Planning Agreement Section NAAQS -HAZ -ONQ -NCC -SIP -MSP -NSR -AAM -PM -OZ -PB Protecting and Improving Air Quality -Implement the PM2.5 NAAQS -Implement the 8-hour Ozone NAAQS -Implement the Lead NAAQS -Implement the Regional Haze Program Attain and Maintain the Other NAAQS -NAAQS Cross Cutting -State Implementation Plan (SIP) -Implement Mobile Source Programs -Implement NSR Programs -Ambient Air Monitoring AT ME CCI -EI -P Reduce Air Toxics Monitoring and Enforcement Cross Cutting Issues -Emission Inventory -Planning ------- Reporting Requirements Appendix ------- SIP Revision Submittal Format States must submit all final revisions to the State/Local Implementation Plan (including request for parallel processing) to the Regional Administrator identifying the purpose of the change, the intent of the change, and include a statement that the revision is being submitted under section 110 of the Clean Air Act. The submittal should say that it is in response to some requirement of title I of the Clean Air Act or if it is an action that the State/Local is taking in an effort to attain and/or maintain the National Ambient Air Quality Standards. The following is an example of the format in which draft, prehearing and final adopted revisions must be submitted. This format provides a method of indicating what additions are being made to a regulation (underline) and which portion of the regulation is being removed (strikeout). The State makes an official plan submission to EPA only when the submission conforms to the requirements of appendix V of 40 CFR part 51 and the State delivers the submission to EPA through one of the three following methods: An electronic submission through EPA's eSJP SPeCs submission system (finals and request for parallel processing submissions only); one paper submission to the appropriate Regional Office with an exact duplicate electronic version, preferably in a word searchable format; or three paper submissions. A. Standards for Approving an Application for a Permit to Construct and a Permit to Operate a New Facility. 1. A new facility shall be designed and constructed so as to operate without causing violation of any applicable Rules and Regulations. 2. A new facility shall be designed and constructed so as to operate without interfering with the attainment and maintenance of State and National Ambient Air Quality Standards. 3. The construction of a new facility shall be performed in such a manner so as to reduce both point source and fugitive dust emissions from construction activities to a minimum. 4. Upon certification of construction in accordance with Section VI. hereof, the permit to operate issued hereunder shall be effective. (a) The permit to operate may, at the discretion of the Permit Board, contain requirements that the permittee establish by emissions data, test results, or reports that the facility can achieve and maintain the emission standards set forth in the Permit to Construct and, through the operation of said facility, will not interfere with the attainment and maintenance of State and National Ambient Air Quality Standards then in effect. (b) Failure to establish that the facility can achieve and maintain the emission standards set forth in the Permit to Construct subjects the permittee to potential. ------- The data report required for each agency having an I/M program is detailed below and is to be submitted by July 1st for the previous calendar year. Inspection and Maintenance (I/M) Report (Added 8/24/07) 40 CFR Part 51 - Subpart S Inspection/Maintenance Program Requirements 51.366 - Data Analysis and Reporting Requirements Reporting Requirement Reviewer Comments / Has the State Met the Location in State Report Requirement? (a) Test Data Report The program shall submit to EPA by July of each year a report providing basic statistics on the testing program for January through December of the previous year, including: (1) The number of vehicles tested by model year and vehicle type; (2) By model year and vehicle type, the number and percentage of vehicles: (i) Failing initially, per test type; (ii) Failing the first retest per test type; (iii) Passing the first retest per test type; (iv) Initially failed vehicles passing the second or subsequent retest per test type; (v) Initially failed vehicles receiving a waiver; and (vi) Vehicles with no known final outcome (regardless of reason). (vii)-(x) [Reserved] (xi) Passing the on-board diagnostic check; (xii) Failing the on-board diagnostic check; (xiii) Failing the on-board diagnostic check and passing the tailpipe test (if applicable); (xiv) Failing the on-board diagnostic check and failing the tailpipe test (if applicable); (xv) Passing the on-board diagnostic check and failing the I/M gas cap evaporative system test (if applicable); (xvi) Failing the on-board diagnostic check and passing the I/M gas cap evaporative system test (if applicable); (xvii) Passing both the on-board diagnostic check and I/M gas ------- Reporting Requirement Reviewer Comments / Location in State Report Has the State Met the Requirement? cap evaporative system test (if applicable); (xviii) Failing both the on-board diagnostic check and I/M gas cap evaporative system test (if applicable); (xix) MIL is commanded on and no codes are stored; (xx) MIL is not commanded on and codes are stored; (xxi) MIL is commanded on and codes are stored; (xxii) MIL is not commanded on and codes are not stored; (xxiii) Readiness status indicates that the evaluation is not complete for any module supported by on-board diagnostic systems; (3) The initial test volume by model year and test station; (4) The initial test failure rate by model year and test station; and (5) The average increase or decrease in tailpipe emission levels for HC, CO, and NOx (if applicable) after repairs by model year and vehicle type for vehicles receiving a mass emissions test. (b) Ouality Assurance Report The program shall submit to EPA by July of each year a report providing basic statistics on the quality assurance program for January through December of the previous year, including: (1) The number of inspection stations and lanes: (i) Operating throughout the year; and (2) The number of inspection stations and lanes operating throughout the year: (i) Receiving overt performance audits in the year; (ii) Not receiving overt performance audits in the year; (iii) Receiving covert performance audits in the year; (iv) Not receiving covert performance audits in the year; and (v) That have been shut down as a result of overt performance audits; (3) The number of covert audits: (i) Conducted with the vehicle set to fail per test type; (ii) Conducted with the vehicle set to fail any combination of two or more test types; (iii) Resulting in a false pass per test type; ------- Reporting Requirement Reviewer Comments / Location in State Report Has the State Met the Requirement? (iv) Resulting in a false pass for any combination of two or more test types; (4) The number of inspectors and stations: (i) That were suspended, fired, or otherwise prohibited from testing as a result of covert audits; (ii) That were suspended, fired, or otherwise prohibited from testing for other causes; and (iii) That received fines; (5) The number of inspectors licensed or certified to conduct testing; (6) The number of hearings: (i) Held to consider adverse actions against inspectors and stations; and (ii) Resulting in adverse actions against inspectors and stations; (7) The total amount collected in fines from inspectors and stations by type of violation; (8) The total number of covert vehicles available for undercover audits over the year; and (9) The number of covert auditors available for undercover audits. (c) Oualitv Control Report The program shall submit to EPA by July of each year a report providing basic statistics on the quality control program for January through December of the previous year, including: (1) The number of emission testing sites and lanes in use in the program; (2) The number of equipment audits by station and lane; (3) The number and percentage of stations that have failed equipment audits; and (4) Number and percentage of stations and lanes shut down as a result of equipment audits. (d) Enforcement Report (1) All varieties of enforcement programs shall, at a minimum, submit to EPA by July of each year a report providing basic ------- Reporting Requirement Reviewer Comments / Location in State Report Has the State Met the Requirement? statistics on the enforcement program for January through December of the previous year, including: (i) An estimate of the number of vehicles subject to the inspection program, including the results of an analysis of the registration data base; (ii) The percentage of motorist compliance based upon a comparison of the number of valid final tests with the number of subject vehicles; (iii) The total number of compliance documents issued to inspection stations; (iv) The number of missing compliance documents; (v) The number of time extensions and other exemptions granted to motorists; and (vi) The number of compliance surveys conducted, number of vehicles surveyed in each, and the compliance rates found. (2) Registration denial based enforcement programs shall provide the following additional information: (i) A report of the program's efforts and actions to prevent motorists from falsely registering vehicles out of the program area or falsely changing fuel type or weight class on the vehicle registration, and the results of special studies to investigate the frequency of such activity; and (ii) The number of registration file audits, number of registrations reviewed, and compliance rates found in such audits. (3) Computer-matching based enforcement programs shall provide the following additional information: (i) The number and percentage of subject vehicles that were tested by the initial deadline, and by other milestones in the cycle; (ii) A report on the program's efforts to detect and enforce against motorists falsely changing vehicle classifications to circumvent program requirements, and the frequency of this type of activity; and (iii) The number of enforcement system audits, and the error rate found during those audits. ------- Reporting Requirement Reviewer Comments / Location in State Report Has the State Met the Requirement? (4) Sticker-based enforcement systems shall provide the following additional information: (i) A report on the program's efforts to prevent, detect, and enforce against sticker theft and counterfeiting, and the frequency of this type of activity; (ii) A report on the program's efforts to detect and enforce against motorists falsely changing vehicle classifications to circumvent program requirements, and the frequency of this type of activity; and (iii) The number of parking lot sticker audits conducted, the number of vehicles surveyed in each, and the noncompliance rate found during those audits. (e) Additional Reporting Reauirements In addition to the annual reports in paragraphs (a) through (d) of this section, programs shall submit to EPA by July of every other year, biennial reports addressing: (1) Any changes made in program design, funding, personnel levels, procedures, regulations, and legal authority, with detailed discussion and evaluation of the impact on the program of all such changes; and (2) Any weaknesses or problems identified in the program within the two-year reporting period, what steps have already been taken to correct those problems, the results of those steps, and any future efforts planned. ------- Quality Assurance Document Inventory QUALITY MANAGEMENT PLAN Document Title Approval/Submittal to EPA Date QUALITY ASSURANCE PROJECT PLAN(S) Document Title Approval/Submittal to EPA Date STANDARD OPERATING PROCEDURES Document Title Approval/Submittal to EPA Date ------- |