IGAP Management

1. IGAP Management Planning For Successful Tribal Programs Desirae Roehl – ANTHC Healthy Village Env. Program 907-729-3496 droehl@anthc.org August 7, 2013 This presentation is made possible with funding from the US EPA IGAP and Alaska Peer Assistance Network grants which allow ANTHC to provide training and technical assistance to Tribes throughout Alaska.

2. GAP Guidance • This Guidance provides a consistent national framework for building tribal environmental • program capacity under GAP. • It is designed to strengthen GAP and enhance tribal environmental protection programs. http://www.epa.gov/tribal/

3. New IGAP Requirements • Development of an EPA – • Tribal Environmental Plan. • (Outlined starting on pg15 of GAP Guidance) • Capturing at least one • success story during the • grant period. SUCCESS STORY http://www.anthc.org/chs/ces/hve/upload/GAP-Success-Story-Presentation-FINAL-9-24-12.pdf

4. EPA - Tribal environmental plansWhat are they & how do I write them into my IGAP Work-plan?

5. Baseline Need Assessments • Evaluate environmental conditions. • (Appendix 1: Pg8 of GAP Guidance) • - Gather existing data • - Gather new data • - Analyze data • - Identify priorities • Environmental assessment will be a one-time • mandatory activity for new IGAP grantees to • determine priorities.

6. The Environmental Plan • Incorporates a variety of • issues in your community. • Reflects short & long term goals. • Identifies available resources • and those needed. • Future IGAP work-plans will • need to be tied back to the ETEP. • The EPA – Tribal Environmental Plan is NOT your • IGAP work-plan or solid waste management plan.

7. 7 Generations Approach to Environmental Planning

8. Writing into your Gap work plan EXAMPLE - GAP work-plan commitment and deliverable: Your GAP Component (project) Your GAP commitments (tasks)

9. EXAMPLE - GAP work-plan commitment and deliverable: Your GAP Component (project) Your GAP commitments (tasks)

10. Capturing your successes

11. Success - The accomplishment of an aim or purpose “Completing your GAP work-plan Component to the best of your ability”

12. Why is Your Story Important? You know all about the good work you’ve done, but does everyone else? • It’s REQUIRED • Future staff • Your employer • Local/regional/state/federal/ • international partners • Neighboring communities • Recognized health improvements • Current & future funders Photo Courtesy: Santina Gay

13. Now put it all together into a 1 page summary. Tell your story by combining all of the above elements. Paint the picture of the “real” rural Alaska. Why did you want to do your project in the first place? Did it improve the environment & health? Reduce risk? Etc. Benefit Result Elements of a success story… Did you hire workers to complete your project? Were there partners, volunteers, youth, or elders? Who What problem were you trying to address and what steps were taken to allow your project to happen? Keeping a timeline of events is helpful. What Look at everything you’ve developed for the project. Pictures, video, brochures, data, etc. Outputs

14. All Projects Don’t Turn Out as Planned BUT THERE ARE LESSONS LEARNED… “A lesson learned documents the experience gained during a project. These lessons come from working with or solving real-world problems. Collecting and disseminating lessons learned helps to eliminate the occurrence of the same problems in future projects.” (Nick Milton) Native Village of Tununak Landfill Fence Project

15. Common things that might go wrong That might be out of your control… • Weather – in Alaska it happens! • Staff Turn-over • Shipping Schedules • Banning Plastic Bags • Passing an Ordinance • Local Participation • Technology • Community Acceptance • and Buy-in Persistence and Perseverance 147 = The # of attempts the Wright Brothers made to get their plane to fly. 805 = The # of times that Thomas Edison tried to get the light bulb to work. Stop using “We tried that before” as an excuse to give up. Trust your ideas and be willing to try again in a slightly different way.

16. Tools – Capturing your project from beginning to end The above are examples of tools that have been used to capture success stories. EPA and ANTHC does not endorse any particular brand or model.

17. Before & After Photos King Cove Used Oil Project Port Graham Old Dumpsite Clean-up

18. Creating & Sharing Videos

19. Other Useful Tools • Brochures • Fliers • Free websites • Presentations • Radio • Newspapers • Facebook • Flickr Native Village of Eyak Recycling Radio Ads Recording #1 Recording #2

20. Data Collection • Recycling weights and dates • Number of people served • Number of jobs created • Number of presentations made • Sampling numbers • Survey Results Courtesy: Doug Huntman

21. Example:

22. Writing into your Gap work plan A sample GAP work-plan commitment and deliverable: Your GAP Component (project) Your GAP success story commitment

23. The One Page Write-up… • Must be included as an IGAP work plan commitment. • One page summary focused on a particular task, project or a highlight of work performed during the multi-year GAP grant. • Includes before & after pictures. • If appropriate, include data. • Provide a description of how the GAP funding affected behavior or led to a positive change in the environment. • Assessment Results

24. EPA Success Stories Template

25. Example Tribal Environmental Success Story:

26. Managing your IGAP Grant…

27. Does your office look like this? • Less stress • Higher likelihood of • success • Better management • Increased stress • Difficulty with reports • Good work less likely • to be recognized

28. Start with Your Work Spaces • Designate specific locations for supplies, • grants, educational materials, etc. • and organize with labels. • Use shelves or cabinets to get the • most out of small spaces. • Consider placing valuables in locking • cabinets. (Cameras, data collection • equipment, hard drives, etc.) Air Quality Info Solid Waste Info Newsletters

29. Organize Your Grant Files • Avoid letting documents stack up unfiled. • Consider using 6 part file folders. • Things to Include in 6 part folder: • - Slot #1 - IGAP Application w/revisions (top) • Significant communication with • EPA project officer (below). • - Slot #2 - Assistance Agreement(s) • - Slot #3 – Approved work-plan and • subsequent revised versions. • - Slot #4 – Budget(s), Payment Requests and • Invoices/receipts. • - Slot #5 – Deliverables (job descriptions, • newsletters, brochures, etc) • - Slot #6 – Reports (Quarterly, Annual, DBE, etc) • Use a new folder for each new grant • Label…label…label

30. Tracking Your Purchases • Keep copies of all receipts • Tracking electronically helps and • doesn’t have be hard. • Review at least monthly FY13 Receipts

31. Be Prepared for Reporting Requirements

32. GAP Online- Required Reporting System for IGAP Recipients https://ofmext.epa.gov/GAP_Online/index.jsp • EPA Technical Assistance Providers: • - Sherry Kimmons, 907-271-6322 / Kimmons.Sherry@epa.gov • - Wes Foster, 206-503-1604 / Foster.Westly@epa.gov

33. Important GAP online due dates New IGAP Work-plans for FY14 (October 1, 2013 through September 30, 2014) must be entered into GAP Online by August 30, 2013. Quarterly reports are to be entered into GAP Online no later than 30 days following the end of each quarter. Quarter End Dates: Q1: December 31 ~ Q2: March 31 ~ Q3: June 30 ~ Q4: Sept 30

34. look familiar? Don’t get overwhelmed… There are resources available.

35. Alaska EPA Tribal Project Officers

36. Alaska Peer Assistance Providers 907-543-7362 Benjamin Balivet

37. Google: ANTHC IGAP

38. QUESTIONS? Desirae Roehl 907-729-3496 droehl@anthc.org