J-0200000-06 Spill Control.pdf

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File: HR-SOP-SP-02_REV_C Page 1 of 3 Revision Date: 8/1/2016

DOCUMENT NO.:

HR-SOP-SP-02

TITLE:

Hampton Roads Naval Installation Tenant Spill Reporting and Documentation Standard Operating Procedure (SOP)

CONTENTS

1. PURPOSE:

2. REFERENCES:

3. APPLICABILITY:

4. ACTION:

Attachments: Table 1, Attachment 1 - Appendix C ( Message Formats)…………………………..…………………….3

DOCUMENT OWNER: NAVFAC

MIDLANT SPILL Program Manager

AUTHORIZED BY: Environmental Compliance Director

10/7/2016

X John Chamberlayne

REV.

NO.

EFFECTIVE

DATE

DESCRIPTION OF REVISION

A

B

C

10/08/2015

10/15/2015

10/07/2016

ORIGINAL ISSUE

REVISION

REVISION

Revised: October 8, 2015

This document is uncontrolled when printed.

HAMPTON ROADS NAVAL INSTALLATION TENANT SPILL REPORTING

AND DOCUMENTATION STANDARD OPERATING PROCEDURE

1) Purpose:

This Standard Operating Procedure (SOP) was created by Naval Facilities Engineering Command Mid- Atlantic (NAVFAC MIDLANT) Environmental and provides the actions that must be taken by the responsible party in response to a spill/release of oil, sewage, hazardous, or non-hazardous substance (solid or liquid) from a building, vessel, aircraft, etc. at any Hampton Roads Naval installation or annex.

In this SOP, the term “spill” also includes gaseous releases of hazardous substances to the air, but does not pertain to radiological or infectious waste incidents.

This SOP will be updated by NAVFAC MIDLANT Environmental. For updates contact the Hampton Roads Spill Program Manager at: 757-341-0390.

2) References:

(a) OPNAVINST F3100.6 Series, Special Incident Reporting (OPREP 3, Navy Blue and Unit

SITREP) Procedures; (NOTAL).

(b) OPNAVINST 5090.1 Series- Navy Environmental and Natural Resources Program Manual.

3) Procedures and Responsibilities:

The following section outlines the responsibilities of the Responsible Party (RP) and/or the party who discovers the spill. The RP is the activity/command that caused the spill or the command that discovers a spill of unknown origin.

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a) Party that discovers the spill/release shall:

i) Determine the source of the release and stop it if safe to do so. (If Untrained, or Unsure of Chemical, Avoid Area and Contact the Emergency Communications Center (ECC)

ii) If possible and safe to do so, prevent spills from entering storm drains or waterways. This can be accomplished by covering storm drains or pier drains or by diverting the spill using dikes or man-made berms.

iii) Immediately following (or during) initial spill response actions, report the spill to the ECC, using the contact numbers listed in Table 1, in the following instances:

(1) If the spill was a result of any operation conducted on base (including military personnel, contractors, tenants, civilians, etc.) outside or inside of a building and has reached utility drains or the environment (air, land, water, pavement) or provides a significant threat to reach utility drains or the environment, or is a threat to human health.

(2) Indoors- Any Hazardous Substance spill (Mercury, Methyl Ethyl Ketone (MEK), etc.), or ANY spill that has reached a floor drain, or exited the building.

Revised: October 8, 2015

b) Responsible Party shall:

i) Take actions outlined in section (a) above if a spill/release has occurred or has been discovered.

ii) Generate required Navy Spill Message within 24 hours if any the following occurs per Reference (b):

(1) The National Response Center (NRC) or any state or local authority was contacted. (These notifications are made by ECC or Environmental (EV) only.

(2) Any discharge of oil has reached the water, building floor drain, or storm drain.

(3) Any oil, hazardous material (HAZMAT), or hazardous substance spill that may endanger critical water areas, has the potential to generate public concern, become the focus of an enforcement action, or pose a threat to public health or welfare that warrants an OPREP-3 special incident report as per Reference (a) or (b).

(4) Sewage spills or other pollutants which endanger critical water areas, have the potential to generate public concern, become the focus of enforcement action, or pose a threat to public health or welfare shall be reported by OPREP-3 NAVY BLUE or OPREP-3 NAVY UNIT SITREP in accordance with Reference (a). Spills of oil and hazardous substances shall be reported in accordance with the requirements in Reference (b) Chapter 39, using formats in Appendix C.

(5) If original spill information differs as per Reference (b) or if spilled amount differs by more than 50% of original Message, then an updated Message must be generated.

(6) Use the following Navy message format:

(a) Attachment 1 (OPNAV 5090.1Series, Appendix C) for oil or hazardous material (HAZMAT), Hazardous Substance, Aqueous Film-Forming Foam (AFFF) spills. For sewage spills, refer to Reference (a).

iii) Fund the cost of the cleanup. Additional response assets, both Navy and private, are available for any situation exceeding the capabilities of the RP. Costs for the use of these additional assets will be borne by the responsible party.

Table 1

INSTALLATION Emergency Contact CDO Environmental

NWS Yorktown Cheatham Annex Yorktown Fuels

757-887-4911

(ECC) 757-268-6250

757-887-4086 or 757-887-4881 or 757-636-4494 or 757-887-4095

Naval Air Station Oceana Dam Neck Annex Naval Auxiliary Landing Field Fentress

(ECC) 757-433-2366

757-433-3435 or 757-433-3437 or 757-433-3439 757-433-2131

Dare County Bombing Range

(Local Emergency Services)

757-433-2366

757-421-8114 757-433-3435 or 757-433-3437 or 757-433-2131 after hours:

757-636-4256 or 757-943-0991

Defense Fuel Support Point Craney Island (see DFSP Craney Island’s ‘Red Plan’)

757-444-3333 ( NSN ECC ) 757-438-3860 757-341-0516 or

757-341-0523

Joint Expeditionary Base Little Creek

757-462-4444

(ECC)

757-462-7385 or 757-438-3930

757-462-5350 or 757-462-5361 or 757-462-5355 757-462-5356

Joint Expeditionary Base Fort Story

757-422-7141

(ECC)

757-462-7385or 757-438-3930

757-422-7344 ext 225 or 757-462-5353 or 757-462-5361

Naval Station Norfolk

757-444-3333

(ECC)

757-438-3860

757-341-0523 or 757-341-0516 After hours notification 757-635-5740

Naval Support Activity Hampton Roads

757-444-3333

(ECC) 757-438-3402

757-836-1862 Norfolk Naval Shipyard St. Juliens Creek Annex Scott Center Annex Southgate Annex

757-396-3333

(NNSY ECC) 757-396-3222 757-396-8270

St. Helena Annex

(Local Emergency Services)

757-396-3222 757-396-8270

Naval Support Activity Northwest

(Chesapeake Emergency Services)

757-438-3503

757-421-8114 or 757-650-7286 after hours:

757-636-4256 or 757-943-0991

ROTHR New Kent 757-887-4911

(ECC) 757-268-6250

757-887-4086 or 757-887-4881

Naval Medical Center Portsmouth 757-396-3333 757-396-3222 757-396-8270

OPNAV M-5090.1

10 Jan 2014

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APPENDIX C

MESSAGE FORMATS

Table of Contents

C-1 Notices of Violation ................................... C-1

C-2 Hazardous Substance Release Report ..................... C-6

C-3 Oil Spill Report ....................................... C-12

C-1 Notices of Violation

a. One written notice, regardless of the number of individual violations, findings, or citations, counts as one notice of violation (NOV), unless more than one environmental media is cited. Do not include items found to be out of compliance by a regulator but not set forth in writing.

b. If the NOV cites violations in more than one environmental media, it will be counted as multiple NOVs, one under each of the applicable media categories. Only one message is required; however, include specific information in the message separately for each environmental media. As outlined in section C-1.2, make steps 1 through 9 of this message the same for each of the different media violations that result from a multimedia inspection. Repeat steps 10 through 25 with detailed information for each different environmental media cited.

C-1.1. General Guidelines for Preparing the Following Messages

a. If the line item is a question, do not answer just "yes" or "no." Provide a response with the assumption that the reader does not have access to this document. For example, if Item 14 of the close-out message asks, "Was a fine assessed or requested?," the response in line 14 of the message would then read, "No, fine was assessed," instead of "No."

b. If the line item is a phrase, repeat or paraphrase the phrase followed by the response. For example, if Item 12 of the initial information message reads, "Date of inspection (mm/dd/yy)," the response in line 12 of the message would then read, "Date of inspection: 03/05/11," instead of "03/05/11."

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C-1.2. Required Initial Information on NOVs/Significant Non- Compliances

FROM: NAVY INSTALLATION//CODE//

TO: CNO WASHINGTON DC//N45//

CHAIN OF COMMAND

NAVY REGIONAL ENVIRONMENTAL

COORDINATOR//JJJ//

INFO: NAVFAC EXWC PORT HUENEME CA//424//

NAVFACENGCOM//ENV//

NAVFACENGCOM FEC//JJJ//

//UNCLAS //N05090//

SUBJ: RECEIPT OF NOTICE OF ENVIRONMENTAL VIOLATION

MSGID/GENADMIN/ORIGINATOR//CODE//

REF/A/DOC/OPNAV M-5090.1//

RMKS/

1. Installation name in violation.

2. Navy unit identification code (UIC) number.

3. State (use two letter state abbreviations).

4. Point of contact for additional information.

5. Point of contact telephone number.

6. Point of contact e-mail address.

7. Budget submitting office (BSO).

8. Environmental Protection Agency (EPA) region.

9. Name of issuing agency and violation number(s).

10. Identify the environmental media cited in the violation notice. This refers to the law under which the violation was issued. If a state or local violation is received, report under the applicable Federal statutes from which the state law or local regulation was derived.

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11. Date of notification (mm/dd/yy). The date the regulatory agency initiated the NOV (preferably the date on the letterhead).

12. Date of inspection (mm/dd/yy). The date of the inspection during which the violation was detected. If the inspection took place over several days use the date noted on the NOV or the date the inspection started.

13. Was the NOV a result of a self-inspection or reporting? Y or N

14. Description of NOV.

15. Classify the violation cited into one of the following categories. Note: For multiple violations cited under an NOV, use the category that applies to the highest threat.

Descriptions and examples are included in section C-1.4.

a. Class A: Release to the environment

b. Class B: Potential to cause release or damage to the environment

c. Class C: Administrative

16. Root Cause. Choose one of the root causes listed in table C-1 at the end of this appendix. Note: For multiple root causes, select the largest contributor and cite the remainder under Comments.

17. Was a fine assessed or requested? Y or N

18. Dollar amount of fines assessed. Total dollar amount of the fine assessed.

19. Dollar amount of fines paid to regulatory agency.

20. Nature of response required and date due (mm/dd/yy) to the regulatory authority (e.g., regulator requests answer to complaint by 09/25/11).

21. Provide date installation corrected all violations (mm/dd/yy).

22. Is the NOV resolved? Y or N

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23. Date of NOV resolution (mm/dd/yy).

24. Has the issuing agency closed the NOV? Y or N

25. Date of concurrence by the regulator (mm/dd/yy).

26. Date of last annual installation inspection and BSO inspection. Was the discrepancy noted during these inspections?

27. Comments (i.e., additional information, unusual circumstances or events leading to NOV).

Note: If the NOV is closed within 3 months of the NOV issue date, then no quarterly status message is required.

C-1.3. Required Follow-Up Information on NOVs/Significant Non- Compliances. A follow-up message is required on a quarterly basis for each open NOV/significant non-compliance for which an initial message was sent under section C-1.2.

FROM: NAVY INSTALLATION//CODE//

TO: CNO WASHINGTON DC//N45//

CHAIN OF COMMAND

NAVY REGIONAL ENVIRONMENTAL

COORDINATOR//JJJ//

INFO: NAVFAC EXWC PORT HUENEME CA//424//

NAVFACENGCOM//ENV//

NAVFACENGCOM FEC//JJJ//

//UNCLAS //N05090//

SUBJ: NOTICE OF ENVIRONMENTAL VIOLATION RESPONSE PLAN

MSGID/GENADMIN/ORIGINATOR//CODE//

REF/A/DOC/OPNAV M-5090.1//

RMKS/

1. Installation name in violation.

2. Navy UIC number.

3. State (use two letter state abbreviations).

4. Point of contact for additional information.

5. Point of contact telephone number.

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6. Point of contact e-mail address.

7. BSO.

8. EPA region.

9. Name of issuing agency and violation number(s).

10. Identify the environmental media cited in the violation notice. This refers to the law under which the violation was issued. If a state or local violation is received, report under the applicable federal statutes from which the state law or local regulation was derived.

11. Date of original notification (mm/dd/yy). The date the regulatory agency initiated the NOV (preferably the date on the letterhead).

12. Root Cause. If additional analysis results in a different root cause, choose one of the root causes listed in table C-1.

Note: For multiple root causes, select the largest contributor, and cite the remainder under Comments.

13. Reason for open NOV.

14. Was a fine assessed or requested?

15. Dollar amount of fines assessed. Total dollar amount of the fine assessed.

16. Dollar amount of fines paid to regulatory agency.

17. Provide date installation corrected all violations (mm/dd/yy).

18. Is the NOV resolved? Y or N. For final resolution, an NOV requires the satisfaction of the issuing agency. Note: All individual findings, violations, or citations within the NOV must be resolved for the NOV to be considered resolved.

19. Date of NOV resolution (mm/dd/yy).

20. Date of concurrence by the regulator (mm/dd/yy). The date on which the regulatory agency confirms that all findings are resolved. Notification may be in formal written form or a documented conversation.

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21. Estimated completion date for issues not yet corrected (mm/dd/yy).

22. Summary of reasons for not resolving the identified issues.

23. Is a compliance project required to achieve compliance with the NOV?

24. Has an environmental program requirement or military construction project been submitted and in what year?

25. Comments (i.e., additional information, unusual circumstances or events leading to the NOV).

26. Original Naval Message Number (Date and Time Group – day, zulu time, month, and year).

C-1.4. NOV Class Code Descriptions

a. Class A - Release to the Environment. The NOV resulted from spills, overflows, or other unauthorized discharges or releases. This category includes NOVs that resulted from wastewater or stormwater discharges that exceeded effluent limits, air emissions that exceeded emission standards, or potable water samples that exceeded primary drinking water standards.

b. Class B - Potential to Cause Release or Damage to the Environment. This category includes NOVs resulting from inspections that note conditions with potential for release or damage to the environment such as improper storage or handling of waste or regulated substances (e.g., oil, hazardous materials).

c. Class C - Administrative. The NOV resulted from administrative errors such as failure to submit or update, complete in a timely manner, or properly prepare required permit applications, monitoring or compliance reports, and plans. This category also includes improper or incomplete documentation of waste storage and disposal and notifications required in advance of taking action.

C-2 Hazardous Substance Release Report

C-2.1. Precedence (for messages only). Provided that prior voice reports have been made both to the U.S. Coast Guard (USCG)

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National Response Center (NRC) and the reporting command's chain of command, use "Routine" precedence for Hazardous Substance (HS) Release Report Messages not classified as an extremely hazardous substance (EHS). If either voice report has not been made, use "Priority" precedence. If EHS, always use "Priority" precedence.

C-2.2. Classification or Special Handling Marks. HS Release Report Messages are unclassified and do not warrant special handling marks unless classified or sensitive business information must be incorporated. Avoid inclusion of such information to the maximum extent possible to allow HS Release Report Messages to be handled on a solely unclassified basis.

C-2.3. Correcting HS Release Report Messages. HS Release Report Messages should be updated with a follow-up message as soon as the reporting activity becomes aware of new information concerning the origin, amount, nature of substance, type of operation at source or root cause, or lessons learned of release. Similarly, if the final estimate of the amount released differs substantially from the amount initially reported, the reporting activity must send an update message to all action and info addresses on the original message.

C-2.4. Action and Info Addressees

FROM: Navy activity/ship responsible for or discovering spill

TO: Navy On-Scene Coordinator Chain of Command

INFO: Area Environmental Coordinator

Host Activity

CNO WASHINGTON DC//N45//

CNIC WASHINGTON DC//N45//

CHINFO WASHINGTON DC//JJJ//

COMNAVSEASYSCOM WASHINGTON DC//00C//

NAVFAC EXWC PORT HUENEME CA//424//

NAVJAG WASHINGTON DC//11//

[Add NRC for releases into or upon the navigable waters of the United States, its contiguous zone (generally within 12 nautical miles (NM) of U.S. shores), and adjacent shorelines.]

COAST GUARD NATIONAL RESPONSE CENTER WASHINGTON DC//JJJ//

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C-2.5. Body of Report. Use the following format for the body of all HS Release Report Messages. It is important for data management purposes that the format be followed.

UNCLAS//N05090//

SUBJ: HAZARDOUS SUBSTANCE RELEASE REPORT (MIN: CONSIDERED)

MSGID/GENADMIN/ORIGINATOR//

RMKS/

1. LOCAL TIME AND DATE RELEASE [OCCURRED/DISCOVERED].

2. [FACILITY/VESSEL] ORIGINATING RELEASE:

a. For Navy ships, list ship name and hull number.

b. For Navy shore facilities, list facility name.

c. For release occurring during transportation, list name of activity responsible for shipment.

d. For non-Navy spills, list name of the responsible party, if known.

e. For organizations under contract to Navy, list firm name and contracting Navy activity.

f. If the source is unknown at time of this report, list only "Unknown" until such time as definitively established.

3. RELEASE LOCATION:

a. For release at sea, list latitude, longitude, and distance to nearest land.

b. For release in port, list port name, host naval command (NAVSTA, Shipyard), and specific location.

c. For release ashore, list city, state, facility name, and specific location (building designation).

d. For release during transportation, give exact location (highway mile marker or street number and city).

4. AMOUNT RELEASED:

a. Use convenient units of weight or volume (e.g., kg, lb, gal, liters).

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b. For continuous release, estimate rate of release and amount left in container.

c. Estimates should be made by examining loss at source (e.g., checking the sounding tank, calculating flow rate of spill).

d. Unreliable estimates of volume using visual observation of HS on water may not be reported here.

e. If amount unknown at time of this report, list only "Unknown" until such time as definitively established.

5. HAZARDOUS SUBSTANCE RELEASED:

a. If EHS, headline this paragraph "EXTREMELY HAZARDOUS SUBSTANCE RELEASED:" Refer to chapter 39 (Oil and Hazardous Substance Spill Preparedness and Response) section 39-3.6.a for additional notification requirements.

b. Consult container labels, user directions, reference books, and experts for advice.

c. Provide chemical and product names, formula, synonym, physical and chemical characteristics, and inherent hazards.

For example, "Container label identifies substance as acrylonitrile. Synonyms: cyansethylene, vintleyanide.

Characteristics and hazards: poisonous liquid and vapor, skin irritant, highly reactive or flammable."

d. Describe appearance, physical and chemical characteristics, and actual or potential hazards observed. For example, "Substance released is colorless to light yellow unidentified liquid; highly irritating to eyes and nose; smells like kernels of peach pits; vaporizing quickly, posing ignition problem."

6. TYPE OF OPERATION AT SOURCE: Plating shop, painting shop, hazardous waste (HW) facility, truck, ship, pipeline, ship rebuilding, entomology shop, etc.

7. CAUSE OF RELEASE:

a. Provide narrative description of specific cause of release.

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b. Account for personnel error, equipment failure, etc., directly contributing to release. For example: "Railing supporting 55-gal drums on a flatbed truck gave way because it was not securely fastened, causing seven drums to fall and rupture."

c. If cause unknown at time of this report, list only "Unknown" until such time as definitively established.

8. TYPE OF CONTAINER FROM WHICH SUBSTANCE ESCAPED:

a. 55-gal drums, 5-lb bags, tank truck, storage tank, can, etc.

b. Estimate number of containers damaged or dangerously exposed.

9. RELEASE ENVIRONMENT:

a. Describe scene of release.

b. Include information on physical characteristics, size and complexity of release, and weather conditions. For example:

"Solvent released formed shallow pool covering area about 30 ft by 45 ft of bare concrete. Solvent slowly running into storm drain. Pool emitting highly toxic, flammable vapors. Dark clouds threatening rain. Light wind drifting vapors northbound to residential area about 30 ft above ground."

10. AREAS DAMAGED OR THREATENED:

a. Describe actual and potential danger or damage to surrounding environment.

b. Identify body of water, area, or resources threatened or affected.

c. Describe nature and extent of damage to property, wildlife, or other natural resources (if any).

11. NOTIFICATIONS MADE AND ASSISTANCE REQUESTED:

a. List all organizations informed of release within and beyond Navy jurisdiction. Include Navy, Federal, State, and local authorities, response teams, fire departments, hospitals, etc.

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b. Specify type of assistance requested from these organizations.

c. If telephonic report to NRC made, list: Date, time, group of telephonic report; NRC report and case number; name of NRC official taking report; quantity of HS released; and Navy command making telephonic report.

12. FIELD TESTING: Indicate findings and conclusions as to concentration, pH, etc.

13. CONTROL AND CONTAINMENT ACTIONS [PLANNED/TAKEN]:

a. If none, explain why.

b. Specify method used to control and contain release. For example: "Gas barriers used to control and contain vapor emissions. Runoff contained by excavating ditch circumscribing affected area."

14. CLEAN-UP ACTIONS [PLANNED/TAKEN]:

a. If none, explain why.

b. Identify on-site or off-site treatment, method used, parties involved in clean-up and removal, and disposal area.

For example: "No clean-up action taken. Toxic vapors present, potential danger to clean-up crew. Contaminated soil will be excavated and shipped by NAS personnel to Class I HW disposal site in Portstown, CA when conditions allow."

15. AMOUNT OF SUBSTANCE RECOVERED [VOLUME/WEIGHT] (Pure product):

16. PARTIES PERFORMING [CONTAINMENT/CLEAN-UP] ACTIVITIES:

a. Identify lead organization in charge (e.g., Navy command, USCG, EPA).

b. Identify all other parties involved: Commercial firms, supporting Navy activities, and state or local agencies.

17. FEDERAL, STATE, OR LOCAL REGULATORY ACTIVITY DURING THIS

INCIDENT:

a. Identify by name and agency any regulatory official attending on-scene or making telephonic inquiry.

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b. Note whether officials boarded vessel and include date, time, and spaces inspected.

18. ASSISTANCE REQUIRED/ADDITIONAL COMMENTS.

19. LESSONS LEARNED: How could this release have been avoided?

20. ACTIVITY CONTACT FOR ADDITIONAL INFORMATION: List name, rank and rate, command, code, DSN, e-mail address, and or commercial telephone numbers.//

C-3 Oil Spill Report

C-3.1. Precedence (for messages only). Provided that prior voice reports have been made both to the USCG NRC and the reporting command's chain of command, use "Routine" precedence for Oil Spill Report Messages. If either voice report has not been made, use "Priority" precedence.

C-3.2. Classification or Special Handling Marks. Oil Spill Report Messages are unclassified and do not warrant special handling marks unless classified or sensitive business information must be incorporated. Avoid inclusion of such information to the maximum extent possible to allow Oil Spill Report Messages to be handled on a solely unclassified basis.

C-3.3. Spill Volume Classification. To better advise the Navy on-scene coordinator and Navy leadership of the magnitude of each oil spill, the subject line of an Oil Spill Report Message should bear a volume estimate of the spill, if known, in the following format:

a. OIL SPILL REPORT, X GALLONS, [ACTIVITY NAME] (MINIMIZE

CONSIDERED);

b. OIL SPILL REPORT, UNKNOWN VOLUME, [ACTIVITY NAME] (MINIMIZE CONSIDERED); or

c. OIL SPILL REPORT, SHEEN SIGHTING (MINIMIZE CONSIDERED).

C-3.4. Updating Oil Spill Report Messages. Oil Spill Report Messages shall be updated with a follow-up message as soon as the reporting activity becomes aware of new information concerning the origin, quantity, type, operation under way, root cause, or lessons learned of the spill. Similarly, if the final estimate of the amount spilled differs substantially from the

C-13 amount initially reported, the reporting activity must send an update message to all action and information addresses on the original spill message.

C-3.5. Action and Information Addressees

FROM: Navy activity/ship responsible for or discovering spill

TO: Navy On-Scene Coordinator Chain of Command

INFO: Area Environmental Coordinator

Host Activity

OPNAV WASHINGTON DC//N45//

CNIC WASHINGTON DC//N45//

CHINFO WASHINGTON DC//JJJ//

COMNAVSEASYSCOM WASHINGTON DC//00C//

NAVFAC EXWC PORT HUENEME CA//424//

NOLSC DC FT BELVOIR VA//JJJ//

NAVJAG WASHINGTON DC//11//

NAVSURFWARCENCARDIV PHILADELPHIA PA//923//

[Add NRC for spills into or upon the navigable waters of the United States, its contiguous zone (generally within 12 NM of U.S. shores) and adjacent shorelines.]

COAST GUARD NATIONAL RESPONSE CENTER WASHINGTON DC//JJJ//

C-3.6. Body of Report. Use the following format for the body of all Oil Spill Report Messages. It is important for data management purposes that this format be followed.

UNCLAS//NO5090//

SUBJ: OIL SPILL REPORT, X GALLONS, [ACTIVITY NAME] (MINIMIZE

CONSIDERED) or OIL SPILL REPORT, UNKNOWN VOLUME, [ACTIVITY NAME] (MINIMIZE CONSIDERED) or OIL SPILL SHEEN SIGHTING, (MINIMIZE

CONSIDERED)

MSGID/GENADMIN/ORIGINATOR//

RMKS/

1. LOCAL TIME AND DATE SPILL [OCCURRED/DISCOVERED]

2. [FACILITY/VESSEL] ORIGINATING SPILL:

a. For Navy ships, list ship name and hull number.

b. For Navy shore facilities, list facility name.

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c. For non-Navy spills, list name of responsible party, if known.

d. For organizations under contract to Navy, list firm name and contracting Navy activity.

e. If the facility or vessel of spill is unknown at time of this report, list only "Unknown" until such time as definitively established.

3. SPILL LOCATION:

a. For spills at sea, list latitude, longitude, and distance to nearest land.

b. For spills in port, list port name, host naval command (NAVSTA, Shipyard), and specific location (pier or mooring designation).

c. For spills ashore, list city, state, facility name, and specific location (building designation).

4. VOLUME SPILLED IN GALLONS:

a. Estimates must be made by examining loss at source (e.g., checking the sounding tank, calculating flow rate of spill).

b. If amount is unknown at time of this report, list only "Unknown" until such time as definitively established.

c. Estimating volume by visual observation of oil on water can be very unreliable.

d. If volume estimate can only be made by visual observation of oil on water, do not report estimate here.

e. If oil and water mixture, indicate percent oil.

5. TYPE OF OIL SPILLED:

a. List whether marine gas oil, naval distillate (F-76), jet fuel (JP-4 or 5), aviation or automotive gasoline, automotive diesel, heating fuels (e.g., grade 1 or 2, kerosene), residual burner fuel (e.g., grade 4, 5, or 6), lubricating oil;

hydraulic oil, oil/oil mixture (including slops and waste oil), or oil/water mixture (including bilge waste).

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b. If type unknown at time of this report, list only "Unknown" until such time as definitively established.

6. OPERATION UNDER WAY WHEN SPILL [OCCURRED/DISCOVERED]:

a. If fueling or defueling, list whether underway or in port by pipeline, truck, or barge.

b. Specify whether conducting internal fuel oil transfer operations (including movement from one storage tank to another), pumping bilges, conducting salvage operations, aircraft operations, or "Other" (specify).

c. Include any evolution or operation that had been conducted within 4 hours of spill discovery that may have resulted in oil discharge.

d. If operation unknown or if no evolution can be attributable at time of this report, list only "Operation Not Known" or "To Be Determined" until such time as definitively established.

7. SPILL CAUSE:

a. Classify the spill cause by citing one or more of the following categories and then provide a narrative description of the specific spill cause: Structural; electrical; hose; valve or fitting; tank level indicator; oil and water and separator and oil content monitor; other equipment (specify component that failed); collision, grounding, or sinking; valve misalignment;

monitoring error; procedural and communications error; chronic or recurring; or weather related. This information will be used by Commander, Naval Sea Systems Command for causal analysis and spill prevention.

b. If the spill resulted from a mechanical or equipment failure, identify failed equipment or suspected failed equipment by system, nomenclature, allowance part list, service, part number, and or location.

c. If cause unknown or undetermined at time of this report, list only "To Be Determined" or "Under Investigation" until such time as definitively established.

8. SLICK DESCRIPTION AND MOVEMENT:

C-16

a. Size: Length and width (yards or NM) and percentage of that area covered.

b. Color: Silver transparent, gray, rainbow, blue, dull brown, dark brown, black, brown-orange mousse.

c. Odor: Noxious, light, undetectable.

d. Slick movement: Set (degrees true toward) and drift (knots).

9. SPILL ENVIRONMENT:

a. Weather: Clear, overcast, partly-cloudy, rain, snow, etc.

b. Prevailing wind at scene: Direction (degrees true from), speed (knots), and fetch (yards or NM).

c. Air and water temperature: Indicate ice cover.

d. Sea state: Beaufort Force number.

e. Tide: High, low, ebb, flood, or slack or current: Set (degrees true toward) and drift (knots).

10. AREAS DAMAGED OR THREATENED:

a. Body of water, area, or resources threatened or affected.

b. Nature and extent of damage to property, wildlife, or other natural resources (if any).

11. TELEPHONIC REPORT TO NATIONAL RESPONSE CENTER [WAS/WAS NOT]

MADE:

a. If made, list:

(1) Time and date of telephonic report.

(2) NRC report and case number.

(3) Name of NRC official taking report and quantity of oil reported.

C-17

b. If not made, provide reason why: Beyond 12 NM from U.S.

shores, no threat to navigable water, etc.

c. Navy command making telephonic report.

12. SAMPLES [WERE/WERE NOT] TAKEN: If taken, identify location(s) from which taken (e.g., tanks, hoses, piping, slip, jetty, etc.) and collecting officer by name, rank, and agency.

13. CONTAINMENT METHOD [PLANNED/USED]:

a. If none, state reason.

b. Otherwise, indicate equipment utilized (e.g., boom, ship's hull, camel, water spray, chemical agent).

14. SPILL REMOVAL METHOD [PLANNED/USED]:

a. If none, state reason.

b. Equipment planned and used (e.g., Rapid Response Skimmer or Dip 3001 skimmer, portable skimmer, absorbent materials (oil absorbent pads, chips, etc.), dispersants, vacuum trucks or pumps, other (specify)).

15. VOLUME OF OIL RECOVERED IN GALLONS (Decanted pure product).

16. PARTIES PERFORMING SPILL REMOVAL:

a. Identify lead organization in charge (e.g., Navy command, USCG, EPA).

b. Identify all other parties involved (e.g., commercial firms, supporting Navy activities, state or local agencies).

17. FEDERAL, STATE, OR LOCAL REGULATORY ACTIVITY DURING THIS

INCIDENT:

a. Identify by name and agency any official attending on-scene or making telephonic inquiry.

b. Note whether officials boarded vessel and include date, time, and spaces inspected.

18. ASSISTANCE REQUIRED OR ADDITIONAL COMMENTS

19. LESSONS LEARNED: How could this spill have been avoided?

C-18

20. COST OF RECOVERY: Probably not known for initial report.

Include in follow up report to the extent known.

21. ACTIVITY CONTACT FOR ADDITIONAL INFORMATION: List name, rank and rate, command, code, e-mail address, and DSN and or commercial telephone numbers.//

Table C-1. Navy Root Cause Analysis Codes

Root Cause Code International Organization for Standardization 14001:2004(E)

PLAN

(Environmental Policy/Planning)

Leadership/Policy/Organizational Management

4.1 - 4.3

LPM01 Leadership lacks commitment and or sufficient organizational framework, stature, independence, and authority.

4.1/4.2

LPM02 Formal policies are not appropriate to the nature, scale and environmental impacts of the activities, products, and services.

4.2

LPM03 Environmental requirements and significant aspects are not adequately considered.

4.3.1

LPM04 Procedure is not in place for updating applicable legal requirements.

4.3.2

DO

(Implementation)

Resources/Roles/Responsibility and Authority

4.4.1

RRA01 Programmatic roles, responsibilities, and authorities are not clearly defined, assigned, documented, and or communicated.

4.4.1

RRA02 Specific management representatives (e.g., line management supervisors, practice owners) do not show commitment and or responsibility for the performance of the environmental management system (EMS).

4.4.1

RRA03 Funds for program-related activities are not sufficient.

4.4.1

RRA04 Staffing levels are not sufficient to 4.4.1

C-19

Root Cause Code International Organization for Standardization 14001:2004(E) manage all program-related activities or requirements.

RRA05 Resources for controlling or improving daily operations including the procurement of appropriate materials or equipment, technology, or services are absent or inadequate.

4.4.1

RRA06 Lack of proper or adequate materials, equipment, and or contract deliverables.

4.4.1

RRA07 Lack of adequate maintenance caused failure or discrepancy.

4.4.1

RRA08 Inadequate design of facility or selection of material or equipment caused failure or discrepancy.

4.4.1

Competence/Training and Awareness 4.4.2 CTA01 No training is conducted. 4.4.2 CTA02 Training is inadequate or ineffective.

4.4.2

CTA03 Personnel do not perform duties as trained.

Communication 4.4.3 COM01 Internal communication is missing or ineffective.

4.4.3

COM02 External communication is missing or ineffective.

4.4.3

Documentation/Control of Documents 4.4.4/4.4.5 DOC01 Necessary details within documents and records are absent or are inadequate.

4.4.4

DOC02 Procedure(s) to approve, review and update, and retain relevant versions of information is not established or is not adequately implemented.

4.4.5

Operational Control/Emergency Preparedness and Response

4.4.6/4.4.7

OCP01 Documented plans or procedures are inadequate.

4.4.6

OCP02 Documented plans or procedures not properly implemented to control activities.

4.4.6

OCP03 Appropriate contingency planning for 4.4.7

C-20

Root Cause Code International Organization for Standardization 14001:2004(E) emergency preparedness and response is missing or ineffective.

CHECK

(Checking and Corrective Action)

Monitoring and Measurement/Evaluation of Compliance

4.5.1/4.5.2

MMC01 Calibrated and verified monitoring or measurement equipment is not used or maintained.

4.5.1

MMC02 Internal compliance evaluation is not effective.

4.5.2

Nonconformity, Corrective Action and Preventive Action/Control of Records/Internal Audit

4.5.3/4.5.4/4.5.5

NCA01 The corrective action and preventive action process is not effective.

4.5.3

NCA02 Control and tracking procedure(s) for documents and records is absent or is inadequate.

4.5.4

NCA03 Internal audit program is not implemented or is ineffective.

4.5.5

IMPROVE

(Management Review)

Management Review 4.6 MRV01 Documented procedure describing the management review process is inadequate.

4.6

MRV02 Roles, responsibilities and authorities are not clearly defined, documented, and or communicated.

4.6

MRV03 Management review process or procedure is not implemented effectively.

4.6

MRV04 Management review process is insufficient to create change, provide leadership, or effectively improve the EMS.

4.6