Resolution No. 2011-075RESOLUTION NO. 2011-75
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
AN APPLICATION FOR THE CALIFORNIA ENVIRONMENTAL
REPORTING SYSTEM GRANT
WHEREAS, the California Environmental Protection Agency has
established the Unified Program to consolidate, coordinate, and make
consistent the administrative requirements, permits, inspections, and
emergency response programs of local governments throughout the State;
and
WHEREAS, the City of Vernon Health & Environmental Control
Department serves as the Certified Unified Program Agency ("CUPA") for
the City of Vernon under the Unified Program and is authorized and
responsible for administering all Program elements; and
WHEREAS, the City of Vernon Health.& Environmental Control
Department is a member of the CUPA Forum, a statewide collection of
CUPAs and other participating agencies that implements and regularly
updates the Unified Program; and
WHEREAS, Assembly Bill 2286 ("AB 2286") requires all CUPAs
and their corresponding regulated businesses in the State of
California to file Unified Program forms electronically instead of by
paper beginning January 13, 2013; and
WHEREAS, the CUPA Forum Board has established the California
Environmental Reporting System Grant (the "CERS Grant") to assist
local CUPAs in enforcing the Unified Program; and
WHEREAS, by a memorandum dated April 6, 2011, the Director
of Health & Environmental Control has recommended that the City of
Vernon apply for Grant funds to procure computer equipment, software,
and training and has requested authorization to submit such
application ("Grant Application").
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and authorizes the submittal to the CUPA Forum Board of a
Grant Application, a copy of which is attached hereto as Exhibit A.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Director of Health & Environmental Control, or his
designee, to execute the Grant Application and all other documents,
including but not limited to, applications, agreements, amendments and
requests for payment, necessary for the purposes of securing Grant
funds and to implement and carry out the purposes specified in the
Grant Application for, and on behalf of, the City of Vernon.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the Director of Health & Environmental Control, or his
designee, to submit the executed Grant Application, together with a
copy of this Resolution, to the CUPA Forum Board by June 1, 2011.
2
SECTION 5: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of
Resolutions of the Council of this City.
APPROVED AND ADOPTED this 3rd day of May, 2011.
AT
7T:
// r
illard G. Ydm�yhi,(,q&ty Clerk
Hi ario Gonzales
Name:
Title: Mayor / ±Latror Pro -Temp
3
STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do
hereby certify that the foregoing Resolution, being Resolution
No. 2011-75, was duly passed, approved and adopted by the City Council
of the City of Vernon at regular meeting of the City Council duly held
on Tuesday, May 3, 2011, and thereafter was duly signed by the Mayor or
Mayor Pro-Tem of the City of Vernon.
Executed this IV day of Mav, 2011, at Vernon, California.
(SEAL)
4
EXHIBIT A
E: GRANT APPLICATION FORM
1. Entity Information:
Unified Program Agency Name: City of Vernon Health & Envir. Control Dept.
GRANTEE
GRANT CONTACT
if different from Project Director
Name of Project Director, Title: Lewis Pozzebon,
Director
Name:
Street Address: 4305 Santa Fe Ave.
Street Address:
City, Zip: Vernon, 90058
City, Zip:
Phone: (323) 583-8811 ext.229
Phone:
Fax: (323) 588-4320
Fax:
e-mail: 1pozzebon@ci.vernon.ca.us
e-mail:
2. Grant Amount: $ 45,572.00
a. Advanced payment Requested: $11,393.00
(Up to 25% of the grant is authorized to be paid in advance on approval of the grant.)
3. Scope of Work
In order to become compliant with AB 2286 which requires the Unified Program related information
exchange between the UPA and Cal/EPA, the City of Vernon Health & Environmental Control
Department CUPA (COV CUPA) will need to migrate to EnvisionConnect (a Decade Software product) to
file electronically to the State. In order for the regulated businesses to file electronically, the COV CUPA
will need to provide outreach and training to regulated businesses on the statewide system, called the
California Environmental Reporting System (CERS). Awarded Grant funds will be used to upgrade the
system, receive training from Decade Software, and to train regulated businesses on CERS.
4. Work Plan
Period of Performance: January 1, 2010 through December 31, 2012
New Hardware
a. Assess hardware needs for upgraded software
b. Determine staff needs for new hardware
c. Prepare hardware installation work plan
d. Prepare budget for City Council Approval
e. Purchase hardware
Page 1 of 3
2. Upgrade Software
a. Assess cost of upgrading to EnvisionConnect software
b. Prepare budget for City Council Approval
c. Determine software license needs
d. Purchase software
e. Upgrade each computer
3. Business Outreach
a. Notify businesses of AB 2286
b. Send mailers for training opportunities
4. Training
a. UPA Staff on Software Upgrade
i. Determine staff training needs
ii. Arrange training for staff by Decade Software
iii. Prepare training CERS training manual for COV HD personnel
b. Regulated Businesses on CERS
i. Determine class sizes, space needs
ii. Prepare or utilize state curriculum
iii. Print training information
iv. Provide training session
5. Projected Budget:
Program Costs
Fiscal Year
09/10
Fiscal Year
10/11
Fiscal Year
11 /12
Fiscal Year
12/13
Personnel Services*
$
$
$10,000.00
$3,000.00
Operating Expenses
$
$
$
$
Travel Expenses
$
$
$
$
Supplies/Materials
$
$
$
$
Equipment/Software
$
$
$21;000.00
$
Professional/Consultant Services
$
$
$38,750.00
$
FISCAL YEAR TOTAL
$
$
$69,750.00
$3,000.00
TOTAL
$72,750.00
*Indirect costs may not exceed 35% of grant allotment
Page 2of3
CERTIFICATION
I certify under penalty of perjury that the information I have entered on this application is true and complete to the
best of my knowledge and that I am an employee of the applicant authorized to submit the application of behalf
of the application. I further understand that any false, incomplete, or incorrect statements may result in the
disqualification of this application. By signing=this application, I waive any and all rights to privacy and
confidentiality of the proposal on behalf of the -applicant, to the extent provided in this program.
Applicant Signature
Lewis Pozzebon
Printed Name of Applicant
Date
Page 3 of 3
CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: May 5, 2011
TO: Lewis Pozzebon, Director of Health & Environmental Control
FROM: Willard Yamaguchi, City Clerk/Interim City Attorney
RE: Resolution No. 2011-75 — A Resolution of the City Council of the City of Vernon
Approving and Authorizing the Execution of an Application for the California
Environmental Reporting System Grant
Transmitted herewith for your submittal with the executed grant application is a copy of
Resolution No. 2011-75, referenced above, which was approved by City Council on May 3,
2011.
Thank you.
WY:dj
Attachment
c: Rory Burnett
Resolution No. 2011-75
RECEIVED
APR 0 7 2011
CITY ADMINISTRATION
CITY CLERK'S OFFICE STAFF REPORT
HEALTH & ENVIRONMENTAL CONTROL DEPARTMENT
TO: onorable Mayor and City Council
FROM: Lewis Pozzebon, Director / Health Officer
RE: Request . for Authorization to Apply for a California Environmental Reporting
System Grant
BACKGROUND:
Assembly Bill (AB) 2286, which went into effect on January 1, 2009, requires all Certified Unified
Program Agencies (CUPAs) and their corresponding regulated businesses in the State of California to
electronically file Unified Program forms instead of by paper starting January 1, 2013. These Unified
Program forms contain information about hazardous materials, hazardous waste, underground
storage tanks, aboveground storage tanks and enforcement activities. The new statewide system is
called the California Environmental Reporting System (CERS).
To offset the costs for local agencies to implement this program, AB 2286 allows the California
Environmental Protection Agency (CaIEPA) to increase the surcharge already being charged to
regulated businesses by $25 for three years. At least 75% of these funds must be allocated to the
CUPAs through grant funds to assist local agencies in meeting the new requirements.
In order for the Health & Environmental Control Department, as the City of Vernon CUPA, to comply
with AB 2286 we will need to expend funds for computer equipment, software, and training. By
obtaining the CERS grant funds we are planning to avoid, as much as possible, the need to expend
City funds. To obtain grant funds to implement the CERS program, CaIEPA requires that an
application and a transition plan be submitted by June 1, 2011 (see attached). Please note that we
have over -estimated costs to implement the CERS program in the transition plan. We feel confident
that we will be able to keep costs within the amount of grant funds provided by CaIEPA.
am requesting your authorization as the Director of the Health & Environmental Control Department
to apply for the CERS grant and to execute and amend our grant agreement. I have requested that
the City Attorney prepare a resolution for your consideration.
FISCAL IMPACT:
The grant funds will offset significant costs for equipment (computers), software, and training that are
mandated by AB 2286 to implement the CERS program.
RECOMMENDATION:
I am recommending that the City Council approve the resolution to apply for the CERS grant.
Attachments
RECEIVED
DATE: April 6, 2011
TO: Mark Whitworth, City Administrator
FROM: Lewis Pozzebon, Director/Health Officer
RE: California Environmental Reporting System Grant
Assembly Bill (AB) 2286, which went into effect on January 1, 2009, requires all Certified Unified
Program Agencies (CUPAs) and their corresponding regulated businesses in the State of California to
electronically file Unified Program forms instead of by paper starting January 1, 2013. These Unified
Program forms contain information about hazardous materials, hazardous waste, underground storage
tanks, aboveground storage tanks and enforcement activities. The new statewide system is called the
California Environmental Reporting System (CERS).
To offset the costs for local agencies to implement this program, AB 2286 allows the California
Environmental Protection Agency (CaIEPA) to increase the surcharge already being charged to
regulated businesses by $25 for three years. At least 75% of these funds must be allocated to the
CUPAs through grant funds to assist local agencies in meeting the new requirements.
In order for the Health & Environmental Control Department, as the City of Vernon CUPA, to comply with
AB 2286 we will need to expend funds for computer equipment, software, and training. By obtaining the
CERS grant funds we are planning to avoid, as much as possible, the need to expend City funds. To
obtain grant funds to implement the CERS program, CaIEPA requires that an application and a transition
plan be submitted by June 1, 2011 (see attached). Please note that we have over -estimated costs to
implement the CERS program in the transition plan. We feel confident that we will be able to keep costs
within the amount of grant funds provided by CaIEPA.
I have attached a draft resolution for the City Council to authorize the submission of an application for the
CERS grant. I am requesting the draft resolution be reviewed and revised as needed by the City
Attorney. The resolution language has already been reviewed by a representative of CaIEPA for
acceptability. I am also recommending that the City Council consider approving the resolution. A staff
report for submission to the City Council is attached. I request that the resolution be considered_ at the
City Council meeting on May 3, 2011.
xc: Willard Yamaguchi, Interim City Attorney / City Clerk
Attachments
ELECTRONIC REPORTING TRANSITION PLAN
FOR DECADE CLIENTS
City of Vernon Health & Envir. Control Dept., hereto referred to as Certified Unified Program Agency
TRANSITION PLAN REPRESENTATIVE
Name of Project Director, Title: Lewis Pozzebon, Director/Health Officer
Street Address: 4305 Santa Fe Ave.
City, Zip: Vernon, 90058
Phone: (323) 583-8811 ext.229
Fax: (323) 588-4320
E-mail: Pozzebon@ci.vernon.ca.us
Total Number of Regulated Businesses : 458
(CUPA).
1. General Description of Transition Plan
Certified Unified Program Agency (CUPA) will transition from Envision to EnvisionConnect in order to
meet the electronic reporting requirements mandated by Assembly Bill 2286.
Currently, CUPA collects forms for the following programs:
COLLECTION
COLLECTED
CUPA PROGRAM
METHOD
BY
Paper
CUPA
Hazardous Materials Business Plan
Hazardous Waste Generator and Hazardous
Paper
CUPA
Waste Onsite Treatment Programs
California Accidental Release Prevention
Paper
CUPA
(CaIARP) Program
Paper
CUPA
Underground Storage Tanks
Paper
CUPA
Aboveground Storage Tanks
Uniform Fire Code Hazardous Material
Paper
CUPA
Management Plans and Inventories
Regulated businesses submit their paper based UPCFs by mail, or directly to CUPA staff. Non -
responders are mailed courtesy reminders that are followed -up with phone calls and on site visits by
CUPA staff. Partial UPCF data is entered into Envision by CUPA staff.
Version 2.0
Electronic Reporting Transition Plan
CUPA will upload current EnvisionConnect UPCF data to CERS. Only data which is required to be
electronically collected and submitted will be uploaded. EnvisionConnect will capture the assigned
CERS ID for future data exchanges. After initial upload, CUPA will participate in a frequent two-way
data exchange between EnvisionConnect and CERS in order to synchronize the two systems.
Transferred electronic data will be validatedl initially by inspection staff; however, businesses will be
required to review their data online within 2_months after the transfer and update it if there are
changes. CUPA will notify businesses by a mailed courtesy letter of the completed transition, transfer
of their data and the requirement to review their data online within 2 months.
CUPA staff will review ongoing electronic submissions to determine approval status. After data
transition is completed for most businesses, paper UPCFs will be accepted, approved, and entered
by CUPA for 3 months afterwards. After 3 months, businesses will need to enter their data online
directly; however, CUPA staff will be available to help businesses still needing assistance.
CUPA inspection staff will assist businesses with general CERS operation onsite where applicable.
Online submittals will undergo an initial completeness review by CUPA clerical staff that will set
submittal status as either "received" or "in process". CUPA inspection staff will perform more
comprehensive reviews and make final approval decisions.
Mailers will be sent to businesses to notify them about the transition process and about what
business owners need to do to comply. General information about CERS, CUPA contact information
and Cal/EPA resource web links will be included in the mailers so that businesses have access to
more information about electronic reporting requirements.
Businesses will have the opportunity to attend CERS trainings as outlined in Section 7.
2. Needs Assessment
CUPA recognizes that converting their business-to-CUPA reporting system from paper/hardcopy to
electronic will require an assessment of the resources needed to implement the new system. There
are some critical needs that must be addressed in order to efficiently and effectively convert to and
manage electronically reported data through CERS. The needs and the plan to address them are
listed below:
• Apply for Cal/EPA electronic reporting grant funds to fully implement electronic reporting.
• Review and consider fee adjustments to cover long-term operational costs.
• Extend existing contract with Decade to cover EnvisionConnect upgrade.
• Upgrade current data management system to EnvisionConnect to be able to download UPCF
information from CERS and to store and transfer Inspection and Enforcement information.
• Assess existing data for completeness, accuracy, and compliance with Title 27 Data Dictionary.
oService 1: Data Assessment (Gap Analysis) — Decade Software staff evaluate the
CUPA's existing data for completeness, accuracy, and compliance with Title 27 Data
Dictionary. The result is a Data Gap Analysis report.
oService 2: Data Remediation (Data Remediation Plan) — Decade Software staff work with
CUPA to author a Data Remediation Plan based on findings in the Data Gap Analysis
report.
oService 3: Data Remediation (Scripting Services) — Decade Software staff design, test,
and implement SQL scripts necessary to satisfy Data Remediation Plan.
Version 2.0 Page 2 of 6
Electronic Reporting Transition Plan
• Transfer CUPA hardcopy UPCF data and documents to EnvisionConnect and CERS where the
CUPA utilizes internal staff to enter the data into EnvisionConnect.
• Implement and configure EnvisionConnect's machine -to' -machine data exchange with CERS.
• Review and update procedures for managing CUPA program based on CERS transition.
• Conduct CERS training for CUPA staff.
*Conduct CERS training for businesses.
• Accommodate businesses that do not regularly use a computer.
• Obtain EnvisionConnect technical support from Decade Software.
• Businesses and CUPA email CERS help desk for CERS-specific questions or problems.
3. Collecting, Submitting, and Storing Unified Program Related Information
CUPA will exchange data with CERS through EnvisionConnect.
Regulated businesses will submit their information online using CERS. By exception, CUPA may
collect paper / hardcopy data from the regulated businesses and enter data into EnvisionConnect.
EnvisionConnect will synchronize with CERS.
Any documents such as site plans, facility maps, and emergency contingency plans will be
transferred with submission data.
4. Management of Data Changes/Updates
Businesses will submit UPCF changes/updates using CERS.
CUPA staff will review submissions, compare with previously submitted information using
EnvisionConnect, and will make a determination on the approval status.
If a business submission is not approved, CUPA staff will enter a notation in EnvisionConnect
specifying what is needed to complete the approval process.
Businesses that receive an incomplete approval status from CUPA will receive an email notice of their
status. By exception, CUPA will notify businesses in writing of incomplete approval status.
Businesses will make the required corrections and resubmit.
Approved submissions will be transferred to EnvisionConnect from CERS.
5. Inspection/Enforcement
CUPA will use EnvisionConnect to collect and manage Inspection and Enforcement information in -the
field. Inspectors will schedule inspections in EnvisionConnect. CUPA will use EnvisionConnect to
push inspection and enforcement information to CERS at a yet to be defined frequency acceptable to
Cal/EPA.
6. Billing/Invoicing
Version 2.0 Page 3 of 6
Electronic -Reporting Transition Plan
CUPA will use EnvisionConnect to generate invoices for regulated facilities. EnvisionConnect will
utilize localized UPCF information to assess fees and generate permits. CERS does not provide for
invoicing of businesses.
7. Training
Staff Training
The first step for staff training will be to determine staff training needs. Next, arrangements will be
made for Decade Software staff to provide training. As part of the CUPA upgrade to
EnvisionConnect, Decade Software will provide two days of comprehensive onsite training for
management, inspection, and administrative staff. After CUPA personnel have been trained, a CERS
training manual will be prepared. New staff will be scheduled for the initial EnvisionConnect training
within 30 days after hire. CUPA management will administer data management system training for all
new hires.
CUPA will take advantage of ongoing online training provided by Decade Software.
CUPA will provide CERS training to inspection staff based on the anticipated Cal/EPA curriculum.
The purpose of this training is to guide inspectors through the general operation of CERS. Inspectors
will be expected to transfer this knowledge to businesses as they meet with operators in the field.
Business Training
a) CUPA will conduct regular outreach and provide ongoing training to the regulated community
for submitting data to CERS.
b) CUPA will begin CERS training starting January, 2012 and provide periodic training for new
businesses and new employees as needed.
c) CUPA will accommodate businesses that do not regularly use a computer by providing
access to a computer during normal business hours (Monday -Thursday 7am-5:30pm). A
schedule will be developed to allow these businesses to sign-up for computer use in two hour
increments on a first come, first serve basis.
8. Help System
CUPA will provide assistance/basic training to the regulated community for electronically submitting
data on Mondays and Wednesdays from 8-10am starting nine (9) months before the electronic
reporting requirement starts. Businesses will be directed to contact the CERS administrator at
cers(a)calepa.ca.gov for issues which cannot be answered by CUPA. In addition, new information
about CERS provided by the State will be forwarded to businesses.
9. Service Contract and Grant (fiscal)
CUPA will apply for electronic reporting grants using the application provided by Cal/EPA. The funds
will be used to cover the initial costs of implementing electronic reporting. The fund distribution
request is as follows:
Version 2.0 Page 4 of 6
Electronic Reporting Transition Plan
Activity
Applied to
Grant Category
Total Cost
CUPA
Hardware (new computers, backup server)
[Equipment]
$21,000.00
Vernon IT
Hardware (installation, configuration)
[Personnel]
$5,000.00
CUPA
Business Outreach
[Personnel]
$5,000.00
Training (regulated businesses, UPA staff)
[Personnel]
$3,000.00
EnvisionConnect Upgrade Contract (includes
[Professional
Decade Software
Training, Vendor Operating Expenses for Travel,
/Consultant
$4,000.00
Per Diem, and Accommodations associated with
Services]
onsite training
[Professional
Optional Data Assessment - Gap Analysis
/Consultant
$14,700.00
Services]
Optional Data Remediation — Data Remediation
[Professional
Plan
/Consultant
$7,350.00
Services]
[Professional
Optional Data Remediation — Scripting Services
/Consultant
$12,700.00
Services]
Total E-Reporting Transition Cost
$72,750.00
Less Total Grant Funds Available
$45,572.00
Net Cost to CUPA
$27,178.00
10. Ongoing Support and Maintenance
CUPA's annual EnvisionConnect costs increased with the implementation of the
EnvisionConnect Remote (Field Inspection). CUPA will support ongoing additional costs by
adjusting (increasing) the annual health permit fees.
11. Electronic Reporting Transition Plan Tracking
****CUPA will submit a quarterly status report and invoice to Cal/EPA to update the progress of the
CUPA transition plan. The following tables denote the list of milestones that will be tracked and
reported to Cal/EPA.****
Milestones Reported to Cal/EPA
Date
1
Estimated/actual start date of the CUPA Electronic Reporting Transition Plan
01/2010
2
Date CUPA select preferred data exchange methodology
06/2010
3
Date Electronic Reporting Transition Plan & Grant Application submitted
04/2011
4
Date Cal/EPA awards grant
06/2011
5
Date transfer of existing data from UPA system to CERS complete
11/2011
6
Date authorized business electronic, submission
02/2012
7
Date CERS data exchange operational: business data
04/2012
8
Date CERS data exchange operational: inspection & enforcement data
10/2012
9
Date CUPA electronic reporting transition process complete(including PAs
12/2012
Version 2.0 Page 5 of 6
Electronic Reporting Transition Plan
Milestones Tracked by CUPA
Date
1
Upgrade to current version of EnvisionConnect
04/2011
2
Data remediation complete
11/2011
3
Business outreach and training complete
09/2012
12. SB 2286 Grant Application Process
CUPA will submit its Electronic Reporting Transition Plan along with its grant application to the
Cal/EPA. Status reports on the use of grant funds will be submitted to Cal/EPA periodically before
release of grant funds to the CUPA.
Version 2.0 Page 6 of 6
Page 1 of 1
Juarez, Debbie
From: Pozzebon, Lewis
Sent: Thursday, May 05, 2011 5:09 PM
To: Juarez, Debbie; Smith, Linda; Burnett, Rory; Leon, Joaquin; Higa, Masami; Kung, Alex
Cc: Grossberg, Leonard; LeDuff, Dave
Subject: RE: RESOLUTION NO. 2011-75 - CALIFORNIA ENVIRONMENTAL REPORTING SYSTEM GRANT
From our sources in Sacramento, it looks like we will get approval of the $45,000 grant. However, the
funding will be split with a $12,000 advance.... probably in the first quarter of FY 11-12. After that amount
is expended we will be invoicing for computer purchases, software, and training that are authorized by the
grant. I anticipate we will use up to 3/4 of the grant funds in FY 11-12 and the balance in 12-13.
I.,ewis Pozzebon, Director / Health Officer
City o:f Vernon Health & Environmental Control Dept
4305 Santa Pe Avenue
Vemon, CA 90058 (323) 583-881.1. Ext 229
Lpozeebon@ci.vernon.ca.us www.cityofvernon.ory
"Environmental Health -The art and science of protecting against environmental factors that may adversely impact
human health or the ecological balances essential to long-term hur_nan health and environmental quality, whether in
the natural or human -made environment.
From: Juarez, Debbie
Sent: Thursday, May 05, 2011 4:59 PM
To: Pozzebon, Lewis; Smith, Linda; Burnett, Rory; Leon, Joaquin; Higa, Masami; Kung, Alex
Cc: Yamaguchi, Willard
Subject: RESOLUTION NO. 2011-75 - CALIFORNIA ENVIRONMENTAL REPORTING SYSTEM GRANT
5/5/2011