201401353 Dist Process Checklist 03282014 �N S 2o�u oc35
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AFTER SEPA DETERMINATION — Distribution Process
✓Scan signed SEPA determination into electronic project file. "(M
JScan marked up Environmental Checklist into electronic project file. 1/�
�/ Make sure other documents used in making the determination are scanned into
the project file. (i.e., Site Plan, Environmental Checklist, TIA, and any I/�/'
other documents needed (i.e. Critical Areas studies, etc.).)
�/ Create the document for emailing. Using the signed SEPA determination, site
3��t� plan, marked up checklist, and any other documents brought into
� consideration for the determination, combine them into one large .pdf
document and save it on the W (YelmWeb) Drive in the EnvRev folder.
Name it by the case name: AAA-11-1111.pdf. FTP the document to the
website. 2,c���-{ bt35 DNS w►—�e�-�-u:�,tn►�.�"
Creating the .pdf document:
Open the Determination in .pdf. Go to "Document" "Pages" "Insert."
Choose the name of the documents you want to insert next, and so
on. Finally, save the whole thing on the W Drive.
Distribute as follows:
�,� Email a copy of the signed determination to Nisqually valley News for "�j�/�
�`�" publication — DEADLINE is 12:00 noon Tuesday for publication Friday.
�� Place a copy of this email in the grey folder of the project file. �-
� ,� . . .
� 2. Post copies at the front counter, our locked bulletin board, and send one
� to the lib� via our mail courier.
3. U.S. Mail a copy of the SEPA determination only (no supporting
�r documentation), to the 300' radius property owners (note: no 300'
pi TM property owners for individual ENV cases).
• Photocopy the list of 300' radius property owners from the grey folder
in the hard project file. Also photocopy this list on to mailing labels for
mailing.
• Staple the copy of the list to a copy of the SEPA determination. Write
a note on the front saying "Mailed to attached list date ." Place this
list in the grey folder of the hard project file.
• Mail using the mailing labels.
�� Send email to SEPA mailing list (which includes the SPR committee) —
�' found on the H Drive/CDD Data/MailListLabels, Project Mail Lists.mdb —
� choose Reports and select SEPA List Labels.
Print out SEPA List Labels. 4 of the labels have to do with
,a(�Q7 applicant/owner/engineer, etc. Print labels to those individuals on the
���� Dymo LabelWriter and stick on the SEPA List Labels page. (If you do
not have email addresses for these people, print out 2 labels — one for
the SEPA List Labels page, and one to actually mail the SEPA
�� determination to them.)
� Create an email to Environmental Review distribution list (bcc, not To:)
�� and to the applicant/owner etc. if you have their email addresses. You
do not actually email documents/attachments to this list, but email a
link to the review documents (the huge .pdf document you saved on
the W Drive). Subject is SEPA Determination — Case #. Body is:
"Below please find the link to the SEPA review documents for the City
of Yelm, for Case Number AAA-11-1111-YL, name of project." Insert
Hyperlink. (While in the body of the message, go to "Insert"
"Hyperlink") "Type" = http, "URL" _
http://www.ci.yelm.wa.us/EnvRev/documentname.pdf. You may want
to send a `test' version of this email to yourself first to make sure the
link works before you actually send it to the whole Environmental
3� Review email list.
Create an additional email to the SEPA Unit at DOE. You MUST
� email the actual document as an attachment to them at
sepaunit(c�ecy.wa.qov. Subject is SEPA Determination ECY — Case
#. Body is "Attached please find the SEPA review documents for the
City of Yelm, for Case Number AAA-11-1111-YL, name of proiect. (On
the W Drive) If the attachment is too large, then you must US mail the
documents to them.
• Staple together a copy of the SEPA Mail List labels and a copy of each
of the 2 emails and write on the front of this packet "Emailed list of
documents contained in huqe .pdf document to the attached list,
date ."
a� If you did not have email addresses for the owner/applicant/engineer,
�t� etc., then US mail them a copy of the SEPA determination only.
N�� If the attachment was too large to attach to an email to DOE, than US
mail them a copy of the determination, site plan, marked up
environmental checklist, and any other documents used in considering
the determination. Send them an email indicating that the document
was too large to send as an attachment and that you are sending them
a hard copy in the US mail. Save an electronic copy of the email in the
electronic project folder. Print out a copy of this email and put in the
grey folder of the hard project file.
File the original marked up checklist and a copy of the SEPA determination in the
green folder of the project file.
File the original signed SEPA determination in the yellow folder of the project file.