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ACRES Bulletin
February 2014

Showing Success in ACRES!

LILLARD BROWNFIELD PROJECT IS A RECYCLED MATERIAL SUPERSTAR

ACRES has been tracking some impressive cleanup activities at the Absentee Shawnee Tribe of Oklahoma's Brownfield Project, also known as the Lillard Brownfield Project. The site, located in Tecumseh, Oklahoma, was formally occupied by an oil field pipe and supply company from the 1960s until the mid-1990s. The company provided oil field serving operations, storage, and threading of oil field piping. The site contained two large metal shop buildings and many storage buildings containing 55 gallon drums of unknown chemicals, pipe fittings, pipe cuttings and miscellaneous oil field equipment parts. The area was scatted with tons of old oil field pipe, fittings, tires, metal shavings, petroleum fuel tanks and large oil field storage tanks. The Lillard Brownfield property is located adjacent to a major highway and is visible to the public, city visitors and state tourists passing through the community.

With help from the EPA's Region 6 Brownfield Grant Program and the State of Oklahoma Department of Environmental Quality Brownfield Program, the site has undergone a huge transformation; cleanup of this site is complete and the property is ready for redevelopment. Benefits of the cleanup include eliminating blight in the area, removing potential pollution sources, increasing property values, and preparing the site for economic redevelopment opportunities for the Tribe.
Lillard Project before Cleanup
Lillard Project before Cleanup
The project was able to recycle approximately 90 percent of the materials from the site, including metal buildings, concrete slabs, metal piping, debris, fencing, and soil. Here is a summary of recycling outcomes:
  • The large oil field storage tanks, scattered throughout the site, were recycled through re-use. The Tribe worked with a local vocational school, Eastern Oklahoma County Technology Center (EOC), and donated 10 of the large oil field tanks and one pumper jack for use at the school's Fire Academy Training Center. The academy is using the large oil field tanks to train future first responders on large oil tank fires. The academy's cadets obtain training from Firefighter I & II, to HazMat, NIMS (ICS-100), Flashover, EMT Basic and more. In exchange for the oil field tanks and pumper jack, the Absentee Shawnee Tribe received the equivalent value of $10,000 of adult education and business/industry training. This training is being made available to both the Absentee Shawnee Tribal Members and its Tribal Employees to enhance the future of the Tribe.


Lillard Project workers

Lillard Project tires

Lillard Project trucks
  • 156 truck and car tires were taken to Holcim Cement Plant in Ada, Oklahoma for use in the heating process of the plant operations.
  • The two large metal shop buildings and the many storage buildings were dismantled, concrete foundations removed and recycled, along with tons of metal oil field piping, fittings, scrap and oil field pipe fencing. The amount of recycled material includes:
    • 58 tons of steel taken to a local steel recycler
    • 378 cubic yards of concrete removed and recycled. The concrete was crushed and washed at a local concrete facility, and used for rip rap, soil stabilization and for use on gravel drives and roads
    • 668 tons of contaminated soil removed from the site and taken to a landfill to be used as cover
    • 250 cubic yards of mulch created from the trees and shrubs removed from the site during cleanup
ACRES results reported to date: $175,740 in cleanup funding spent, 7 acres cleaned up.

News

ACRES 2013 Grants are Ready to Update!

The 2013 grants have been added to the ACRES database. They are ready for you to associate with your properties and begin entering assessment, cleanup and redevelopment information. In case you are new to ACRES or haven't logged in for a while, Frank's Tips provides a great overview on working with your grants and associated properties.

In 2013, there were 174 new grants awarded worth $69M (per the Grant Fact Sheets).

BIT Integration

Team ACRES has been working to provide computer-to-computer interaction with the Brownfield Inventory Tool (BIT). Benefits this will provide include the automated transfer of grant and property information from the BIT system directly into ACRES, saving time on manual data entry processes and reducing the chance of data entry errors.
The knowledge gained during this development effort will be used as a basis for integration with other systems in the future.

Redevelopment Outcomes

Here are the FY 2014 program goals as of 1/1/2014. Last year we exceeded all of our GPRA goals early. It looks like we are off to a great start for the new year.

GPRA GoalAnnual TargetFY14 Value
(as of 1/1/14)

Properties w/Assessments Completed1,200543 
Properties w/Cleanups Completed12031 
Dollars Leveraged$1.2B$194M 
Jobs Leveraged5,0003,686 
Acres Ready for Reuse3,0001,118 

Features in ACRES

Team ACRES is continually improving the system in ways both small and large. Some are transparent to our users and others provide improved reporting (often as a result of a user's suggestion). Here are a few of the recent improvements:

Latitude Longitude - All Corrections Complete

The final ACRES properties in need of lat/long correction have been updated. When the correction effort began in 2012, there were over 4,000 properties that needed fixing. Some were simply missing a negative sign (on the map they appeared to be located somewhere in Asia) and could be easily fixed. Others needed research before finalizing. We are all done folks!

Property Home Page

The number of Cleanup Jobs Leveraged now displays on the Property Home Page. It can be viewed in the Cleanup Activities section of the page, directly under the Total ACRES Cleaned Up field.

Regional Status Tab

For management, this page now features an 'Export to Excel' function. Project Officers can create a spreadsheet and then use Excel tools to sort, extract and print regional data in any format they choose. This feature has been added to ACRES at the request of several users (Region 7) who said it would be helpful to see all outstanding work packages in the region on one spreadsheet.

Regional Performance Report on Cooperative Agreements

This report allows ACRES management to monitor the flow of work packages through ACRES. The report has been enhanced to include a Project Officer (PO) filter so that it is easy to quickly view grant information associated with specific POs (the default is for 'all' POs). Also new: a column to display total funding award because not all awards fall under the category of petroleum or hazardous (for example Job Training grants).

Change Owners Utility

An improvement has been added to the Change Owners function so that the ownership of a work package can be changed from one CAR to another without the loss of any data including regional reviewer comments. Previously, when the ownership changed and a package was in "Requires Clarification - Regional Review" status, the reviewer comments were lost. This change was made in response to help desk emails from Region 7 staff.

 

If you have any suggestions for ways ACRES can make your job more effective, please let us know by contacting the ACRES Help Desk at ACRES_Help@epa.gov or (703) 284-8212.


Events & Training

Training Offered:

Getting Started (Beginners):
  For Assessment, RLF, Cleanup, and Section 128(a) Recipients just starting to use ACRES, this training will provide instruction on the process for submitting your property data and demonstrate how to use the tools and functions in ACRES. Approximately 90 minutes.

The Next Level (Advanced):
  For Assessment, RLF, Cleanup, and Section 128(a) Recipients that are familiar with using ACRES, this training will provide instruction on how to make ACRES work for you and your property scenarios, and the answers to some commonly asked questions. Approximately 90 minutes.

Online:
2014 ACRES Training Dates (2 pm EST) details
 
Getting Started (Beginners) — March 11
The Next Level (Advanced) — February 11
April 8

Correcting 4,000 latitude/longitudes - daunting.
Cooperation of regional and intern help - wonderful.
Having correct data - priceless.

~ Team ACRES ~

 

Frank's Tips

Frank Gardner is the Region 1 Brownfields Coordinator. In this role, he works with recipients to help them report their activities and successes in ACRES. Frank Gardner

New User's Guide to ACRES

This is the time of year when many folks find themselves using ACRES for the first time. If you just were just awarded your first Brownfields grant this past fall, your first reporting period just ended on December 31st and your first quarterly report was due on January 30th. You may also be a returning grantee who is a little rusty when it comes to ACRES. One of the first things Cooperative Agreement Recipients (CARs) tend to notice when they log in to their accounts is the information displayed under their  My Projects  tab. If you are new, there will be nothing there yet, so this article will focus on how you get your project set up in ACRES.

ACRES is a multi-relational database, which for our purposes means that the system contains Cooperative Agreement (CA) records for every EPA Brownfields grant awarded as well as separate property records for every property which has ever benefitted from EPA Brownfields funding. The connections that can be made between CA records and property records are unlimited. That means that a CA can be associated to and report expenditures on any number of properties. Conversely, any given property record can be associated to any number of CAs, thus showing how various Brownfields grants over time can contribute to the overall assessment, cleanup, and redevelopment of that property.

As a new ACRES user, there are three steps you need to take to get your projects started so they will show up under the "My Projects" tab:

Step 1 - Associate Your CA to Your User Account

Click the  My Cooperative Agreements  tab. Scroll down to the bottom of the page and click the Add a Cooperative Agreement to My List button. You will be prompted to enter your CA number and the 2 letter abbreviation for the state in which you are located. For the CA number, just type in the 8 numbers, leaving out the two letters at the beginning and any hyphen and trailing numbers you may see at the end. Click the  Next  button and then click confirm to complete the process. Now whenever you click on the "My Cooperative Agreements" tab, you will see this CA appear on your list. If you are fortunate enough to have more than one grant to add to your account, simply repeat these steps for any additional CAs.

Step 2 - Associate a Property Record to Your CA

From the  My Cooperative Agreements  tab, click on your new FY2013 grant to navigate to that CA's Home page. If there is a property at which you are certain you will spend some funds from this grant, then you may now associate that property record to this grant. For example, if you have a community-wide assessment grant, the time to do this is when you have selected a site to assess, you have access to the site to do the work, and you have tasked your environmental professional/contractor to proceed with the work. If you have an RLF grant, the time to do this would be when you have a signed loan or subgrant agreement in place. For a cleanup grant or site-specific assessment grant you can associate the property record immediately because your grant was awarded only for that site specifically. The most important thing to remember here is that many properties already have property records in ACRES from work under other grants. Before attempting to create a new property record from scratch, you will first check for an existing record for your property which you can just associate to your CA. This will save you lots of work and help ensure the quality of our data by preventing the creation of duplicate records for the same property. (The Frank's Tips in the January 2012 Bulletin discusses how to use search filters to locate properties already in ACRES so you don't create duplicates.) If you have more than one property to associate to your CA, simply repeat these steps for the additional properties.

Step 3 - Update your Property Records

Now that you have associated your new CA to your user account and associated a property record to your CA, you can now enter and/or update data for that property as it relates to your grant. For example, if you have issued a notice to proceed to your environmental contractor to perform a Phase 1 assessment at a property, we would want you to enter this assessment activity including the start date and the amount of grant funding committed for that Phase 1. From your Home page, you would locate that property in your list of Open Work Packages and click the  Enter Data  link for the property. This will bring you to the data entry or "property profile form" screen for that property. For instructions on how to enter data, the reader is referred to our ACRES training webinars and tutorial videos, which are available at www.ACRES Information.

From this point forward, the fact that you have entered an activity at this specific property under this specific CA, means that this site/CA combination will show up as one of your projects at the  My Projects  tab. When you have additional information to add (such as the completion date of the Phase 1 in the above example) you can just click on this project under the "My Projects" tab to jump right to it for even easier reporting.

Thanks for getting an early start with your ACRES reporting, and remember that help is only a phone call away.

Happy reporting in 2014!

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