SEAPRO Technical Manual

Spill Reporting Procedures

General. Spill reporting and notification is the responsibility of each individual member company and is specific to the operations for which a plan has been written. While each company’s spill reporting procedures are expected to be unique, it is generally accepted that they follow the notifications outlined in the ADEC’s Oil Discharge Prevention and Contingency Plan Application and Review Guidelines. These guidelines include notification to the National Response Center, federal, state, and local governments.

SEAPRO Reporting and Notification Procedures. In the event of a discharge of oil from a vessel or facility, the person in charge at the scene of the spill should first complete “Immediate Actions” and “Company Contacts” (see Checklist- Spill Response Management). Next, the person in charge is required to notify the appropriate federal, state and local and government agencies Emergency Contact/Notification List (Fed./State). SEAPRO does not accept the responsibility for reporting the spill to federal, state, or local authorities. This policy does not preclude SEAPRO from assisting its member companies by seeking advice from these and other agencies or organizations.

Upon the completion of steps 1 and 2, outlined in the Emergency Action Checklist, if the responsible party determines the spill situation is beyond what they can handle in-house, they may or will contact SEAPRO for further assistance. SEAPRO, at the request of the responsible party, would then assume a role in the responsible party’s Incident Command System. SEAPRO’s Reporting and Notification Procedures are summarized in the five steps below and begin with the notification of a spill by a member company. Notification of SEAPRO would occur after the responsible party’s organizational and regulatory notifications have been made. In other words, the list of initial contacts/notifications below does not include activities for which a member company is responsible before they contact SEAPRO.

1. Notification -- member company (responsible party) notifies SEAPRO of an oil discharge.
2. Initial Spill Report -- SEAPRO completes its Spill Report Form (see sample to follow) to assess the situation and verifies the completion of appropriate initial notifications by the responsible party.
3. Request for Resources -- Responsible Party (member company) makes a request to SEAPRO for specific equipment, personnel or other assistance.
4. SEAPRO Mobilization -- SEAPRO mobilizes the requested equipment and personnel and, if requested to do so by the member company, functions as part of the Incident Command System to provide operations, planning, logistics, and/or other support.

With regard to equipment and personnel, SEAPRO provides the following under the terms described:

1. SEAPRO Owned Equipment is made available to the Responsible Party (SEAPRO member company) upon request through a Response Action Contract (RAC) between SEAPRO and that member company;
2. Member Owned Equipment is committed to SEAPRO through a Blanket Purchase Agreement (BPA). That equipment is then made available [to the Responsible Party] through contracts between the Responsible Party and the SEAPRO member company that has committed the equipment. (See Mobilization/Deployment Section for available equipment;
3. Response Personnel are drawn from SEAPRO’s responder pool. The pool consists of teams of 5 people. Each team is composed of 4 members and a leader. One or more teams are located in each of the nine SEAPRO zones in Southeast Alaska. (see Zone Map in the Unified Plan “Introduction”). The team members are drawn from member company committed personnel and non-member personnel. All response team personnel become SEAPRO employees at the time of callout. During their employment, the responders are covered by SEAPRO insurance. At any time, the responders may be told by SEAPRO to standdown or responsibility (insurance, etc.) for them may be assumed (in writing) by the responsible party.
   Click on Graph Button to display a graph of active responders by zone.

Spill Notification List

List of Initial Contacts/Notifications. Each member company must list in its contingency plan the titles and telephone numbers of those people in its organization who are to be immediately notified of a spill. Also listed must be the titles and telephone numbers of the initial notifications to be made to ADEC, the National Response Center/USCG, EPA, and ADF&G, if appropriate (see SEAPRO Emergency Contact List). SEAPRO will verify that initial notifications were made but is not responsible for such notifications. SEAPRO will, if requested, make additional notifications, request permits, etc., on behalf of a member company.

Spill Report Forms

Alaska state law requires all oil and hazardous substance releases to be reported to the Department of Environmental Conservation (ADEC). For federal reporting requirements see the National Response Center website.

The following generic forms may be used to collect information for spill reporting the appropriate agencies and organizations.

Spill Report Form - Facility

Spill Report Form - FACILITY (18 AAC 75.425)
Person Reporting Spill:	Date:	Phone:
Reponsible Party:
Date Spill Reported:	Time Spill Occurred:	Knowledge of Spill (time):
Location of Spill:
Product Type:	Quantity Spilled:	Area of Spill:
Weather at Site - General Description:
Wind Speed:	Air Temperature:	Sea Condition:
Wind Direction:	Visibility:	Tides/Currents:
Immediate Actions Taken:
Habitats and Wildlife Threatened:
Personal Injuries:
Damages:
Notifications
ADEC	Date/Time:
US F&WS	Date/Time:
USCG	Date/Time:
ADF&G	Date/Time:
EPA	Date/Time:
ADNR	Date/Time:
SEAPRO	Date/Time:
Other	Date/Time:
Other Pertinent Information and/or Comments:

Spill Report Form - Vessel

Spill Report Form - Vessel National Response Center (800) 424-8802 (33 CFR 153.203)
Person Reporting Spill:	Date:	Phone:
Vessel Name:
Date Spill Reported:	Time Spill Occurred:	Knowledge of Spill (time):
Location (lat/long):
Product Type:	Quantity Spilled:	Area of Spill:
Weather at Site - General Description:
Wind Speed:	Air Temperature:	Sea Condition:
Wind Direction:	Visibility:	Tides/Currents:
Safety of Personnel or Injuries (is situation life threatening?):
Description of Vessel Casualty:
Immediate Actions Taken:
Damages:
Notifications
ADEC	Date/Time:
US F&WS	Date/Time:
USCG	Date/Time:
ADF&G	Date/Time:
EPA	Date/Time:
ADNR	Date/Time:
SEAPRO	Date/Time:
Other	Date/Time:
Other Pertinent Information and/or Comments:

Additional Contacts/Information - Permits

Permits. Response to spills may require a variety of permits from various regulatory agencies. Below is a tool provided by the Alaska Department of Environmental Conservation (ADEC) which identifies potential permits needed and the contact information for the controlling agency.

The forms can be accessed by clicking here.

Regulatory Citations

State Regulations

State of Alaska regulations regarding contents of oil discharge and contingency plans under 18 AAC 75.425M specify that the following information be included within the Reporting and Notification section of a plan:

Alaska Department of Environmental Conservation (ADEC) Guidelines

ADEC Oil Discharge Prevention and Contingency Plan Application and Review Guidelines provide, in part, the following information regarding required contents of this section: