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Home My WebLink About20 - 2013 Emergency Management Performance GrantCTY OF F NEWPORT BEACH " City Council Staff Report June 23, 2015 Agenda Item No. 20 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Scott L. Poster, Fire Chief — (949) 644 -3101, sposter @nbfd.net PREPARED BY: Katie Eing, Emergency Services Coordinator PHONE: (949) 644 -3109 TITLE: Accept the 2013 Emergency Management Performance Grant ABSTRACT: The Emergency Management Performance Grant (EMPG) is a FEMA pass thru grant that provides funding for local emergency management programs. The 2013 funds were used to build furniture in the City's Emergency Operations Center (EOC). RECOMMENDATION: a) Accept the grant funding in the amount of $13,416 to be used in support of the City's emergency management program; and b) Approve Budget Amendment No. 15BA -049 to accept grant funds from the Federal Emergency Management Agency (FEMA) through the County of Orange, increase revenue estimates by $13,416 in account 2335 -4896, and increase expenditures appropriations by $13,416 in account 2335 - 82008. FUNDING REQUIREMENTS: This budget amendment records and appropriates $13,416 in additional revenue and $13,416 in increased expenditure appropriations. Acceptance of this grant requires matching funds of 50 percent. DISCUSSION: In 2013, under the direction of the Department of Homeland Security (DHS), the Federal Emergency Management Agency (FEMA) announced the availability of grant funding to promote and sustain state and local emergency preparedness programs. The primary objective of the funding is to support state and local governments to prevent, prepare for, mitigate against, respond to and recover from emergencies and disasters whether natural or man -made. The Emergency Management Performance Grant is a reimbursement grant and the Fire Department utilized the funding to build furniture in the Civic Center's Emergency Operations Center (EOC) breakout rooms. The furniture is used primarily by the City's volunteer groups CERT and RACES, who provide important emergency communications and disaster response and Fire and Police 20 -1 personnel. The grant guidance required a 50 percent funding match, which the City provided with the additional funding needed to build the furniture. In addition, the Orange County Operational Area required an activation of the City's Emergency Operations Center for an exercise or an actual event, and representation at monthly Orange County Emergency Management Organization (OCEMO) meetings during the grant fiscal year. The Newport Beach EOC was activated for an exercise on October 16, 2014 which included over 75 City staff and many outside agencies. The City has fulfilled all grant guidance requirements, and in accordance with Council Policy, the Fire Department requests Council to accept this grant funding, and deposit funds into the Fire Department Emergency Management Division account 2335 - 82008. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: This item has been noticed according to the Ralph M. Brown Act, which provides that agenda items for the City Council be available for review at least 72 hours before the Council meeting. ATTACHMENTS: Description Attachment A - Transfer Agreement Attachment B - Check Attachment C - Budget Amendment 20 -2 20 -3 ATTACHMENT A N Exhibit B V ' 1 1 2 AGREEMENT TO TRANSFER FUNDS 3 FOR 2013 EMERGENCY MANAGEMENT PERFORMANCE GRANT PROGRAM 4 5 THIS AGREEMENT is entered into this 2I day of by, 20� which date is 6 enumerated for purposes of reference only, by and between the COUNTY OF ORANGE, a political 7 subdivision of the State of California, hereinafter referred to as "COUNTY," and 0'N O-I- 4 7jCbrf— etack 8 a municipal corporation, hereinafter referred to as 9 "SUBRECIPIENTSUBRECIPIENT." 10 WHEREAS, COUNTY, acting through its Sheriff - Coroner Department, hereinafter referred to 11 as SHERIFF, in its capacity as the lead agency for the Operational Area, has applied for, received and 12 accepted the Emergency Management Performance Grant (hereinafter referred to as "the grant ") from 13 the California Office of Emergency Services ( "CalOES "). 14 WHEREAS, the purpose of the grant is to support comprehensive emergency management at 15 the state, tribal and local levels and to encourage the improvement of prevention, protection, mitigation, 16 response and recovery capabilities for all hazards, as set forth in Attachment A hereto (FY2013 17 Emergency Management Performance Grants [EMPG] Program Funding Opportunity Announcement 18 [FOA]), which is attached hereto and incorporated herein by reference. 19 NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS: 20 1. COUNTY shall transfer to SUBRECIPIENT grant funds, in arrears, as necessary to 21 reimburse SUBRECIPIENT for reasonable and permissible expenditures for the grant purposes. In 22 order to obtain grant funds, SUBRECIPIENT shall comply with the instructions and submit to SHERIFF 23 all required information and documentation, as set forth in Attachment B (EMPG City Financial 24 Management Forms Workbook), which is attached hereto and incorporated herein by reference. 25 2. Throughout their useful life, grant property and equipment shall be used by 26 SUBRECIPIENT only for grant purposes in accordance with Attachment A hereto. 27 3. SUBRECIPIENT shall exercise due care to preserve and safeguard grant property and 28 equipment from damage or destruction and shall provide regular maintenance and such repairs for grant , I CFDA: 97.042 Emcrgcncy Manngemcnt Perfarmmm Gmt Dcparment of f IomeL• nE atturity Page I rf A ' 20 -3 Exhibit B I property and equipment as are necessary, in order to keep said grant property and equipment 2 continually in good working order. 3 5. If grant property or equipment becomes obsolete, SUBRECIPIENT shall dispose of it 4 only in accordance with the instructions of COUNTY or the agency from which COUNTY received the 5 grant funds. 6 6. SUBRECIPIENT shall submit to the COUNTY grant program reporting documents and 7 information in accordance with requirements set out in the Attachment C (Emergency Management 8 Performance Grant Program: California Supplement to the Federal Program Funding Opportunity 9 Announcement; or, The State Guidance), which is attached hereto and incorporated herein by reference. 10 7. By executing this Agreement, SUBRECIPIENT agrees to comply with and be fully I bound by this Agreement and all applicable provisions of Attachments A, B, C, and D (FY13' 12 Emergency Management Performance Grant Agreement Articles, Assurances, Certifications, Terms, 13 and Conditions) hereto. SUBRECIPIENT shall notify COUNTY immediately upon discovery that it has 14 not abided or no longer will abide by any applicable provision of this Agreement or Attachments A, B, 15 C, or D hereto. 16 8. SUBRECIPIENT agrees to indemnify, defend and save harmless COUNTY and the 17 agency from which COUNTY received grant funds, and their elected and appointed officials, officers, 18 agents and employees from any and all claims and losses accruing or resulting to any and all contractors, 19 subcontractors, laborers, and any other person, firm or corporation famishing or supplying work, 20 services, materials or supplies in connection with SUBRECIPIENT's performance of this Agreement, 21 including Attachments A, B, C, and D hereto, and from any and all claims and losses accruing or 22 resulting to any person, firm, or corporation who may be injured or damaged by SUBRECIPIENT in the 23 performance of this Agreement, including Attachments A, B, C, and D hereto. 24 9. No alteration or variation of the terms of this Agreement shall be valid unless made in 25 writing and signed by duly authorized representatives of the parties hereto, and no oral understanding or 26 agreement not incorporated herein shall be binding on any of the parties hereto. 27 10. SUBRECIPIENT may not assign this Agreement in whole or in part without the express 28 written consent of COUNTY. CFDA:. 97.042 ' Emdrgenry Management Performance Grant Dcp'atmemor Homeland Saurity - Page 2 o ' KID 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 f Exhibit B 11. SUBRECIPIENT shall provide to COUNTY all records and information requested by COUNTY for inclusion in quarterly reports and such other reports or records as COUNTY may be required to provide to the agency from which COUNTY received grant funds or other persons or agencies. 12. For a period of three years after the final Federal Financial Report hereunder or until all claims related to this Agreement are finally settled, whichever is later, SUBRECIPIENT shall preserve and maintain all documents, papers and records relevant to the work performed or property or equipment acquired in accordance with this Agreement, including Attachments A, B, C, and D hereto. For the same time period, SUBRECIPIENT shall make said documents, papers and records available to COUNTY and the agency from which COUNTY received the grant funds or their duly authorized representative(s), for examination, copying, or mechanical reproduction on or off the premises of SUBRECIPIENT, upon request, during usual working hours. 13. SUBRECIPIENT and COUNTY shall be subject to examination and audit by the State Auditor General with respect to this Agreement for a period of three years after the final Federal Financial Report hereunder. 14. COUNTY may terminate this Agreement and be relieved of the payment of any consideration to SUBRECIPIENT if a) SUBRECIPIENT fails to perform any of the covenants contained in this Agreement, including the applicable terms of Attachments A, B, C, and D hereto, at the time and in the manner herein provided, or b) COUNTY loses funding under the grant. In the event of termination, COUNTY may proceed with the work in any manner deemed proper by COUNTY. 15. SUBRECIPIENT and its agents and employees shall act in an independent capacity in the performance of this Agreement, including Attachments A, B, C, and D hereto, and shall not be considered officers, agents or employees of COUNTY or SHERIFF or of the agency from which COUNTY received grant funds. // // CFDA: 97.042 Emergency Management Performance Gant Department of Homeland Security Page 3 of 20 -5 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 i Exhibit B IN WITNESS WHEREOF, the parties have executed this Agreement in the County of Orange, State of California. CFDA: 97.042 Emergency Manogcmenl Perfortwna Grew Dcpanmcm of Homeland Security 20k COUNTY OF ORANGE, a political subdivision of the State of California By aua dzlj�f Sheriff -Coro "COUNTY" APPROVED AS TO FORIYr COUNTY COUNSEL By Wendy Vws, Depu DATED: '/ Z,/ F/ .2013 NEWPOt3T BEACH FIRE DEPARTMENT P.O. BOX 1768 ,20_ SUBRECIPIENT: 111EIMFITSEACH,CA92656 -=b By t ATTEST: c 'ty Clerk / DATED: v 201 Page 4 of 4 9/ � � r ky:. M NOT ACCEiPT TFOS CHECK UNLES$ VOU CAN SEE TRUE WATERMARK- HOLD TQ.LIpHT TO VERIFY WATERMARK COUNTY OF ORANGE CHECK NI. mBER SANTA ANA. CALIFO RmA ISSUE BATE 09 -00791 282 Trusts Revolving Find THIRTEEN THOUSAND FOUR ,NUNDREa'Srx 1EEN DOLLARS ANT) pp GE�dS ""• CITY OF NE!J4I RT BEACH AT'TNI : REVENUE DI V I.S I ON't P. Q. BOX 1768 NEWPORT BEACH CA 92658 WELLS FARGO SANK 1112867 04.20 -2015 ATTACHMENT B ' E 412 rN v $ * *** *13,41'6,00 rr rt5s CM.ER Y+00,000 RE7ulm TmgGM 7U1RE3. PJM1G[i.:Y.GGpPGr , tA, p�.Nli'AW Rrn.. C9kF.r.Si6i VOID IJMLEo PR_5'ENTEI7441'[HFV w.IxnrraN'IiS FR9M DATE OF ISSUE 00910079LM2'Ii• 1:0'1,1203.Fl 2ao :96.0'00 3 2 3 7 9111■ 20 -7 IS ATTACHMENT C City of Newport Beach BUDGET AMENDMENT 2014 -15 EFFECT ON BUDGETARY FUND BALANCE: Description Division Increase Revenue Estimates Pq Increase Expenditure Appropriations AND EMPG Grant Expenses Division Transfer Budget Appropriations SOURCE: Account Number from existing budget appropriations X from additional estimated revenues Number from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: NO. BA- 15BA -049 AMOUNT: 513,416.00 Increase in Budgetary Fund Balance Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance To accept funds received from the Emergency Management Preparedness Grant (EMPG), a FEMA pass- through grant and also to increase expenditure appropriations. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund /Division Account 2335 4896 EXPENDITURE APPROPRIATIONS (3603) Description Emergency Preparedness - Emergency Management Performance Grant Amount Debit Credit $1.3,416.00 $13,416.00 Date G° l Date Date PIib9 Description Division Number 2335 Emergency Preparedness Account Number 82008 EMPG Grant Expenses Division Number Account Number Division Number Account Number 7 Signed: / / Financial Approval: Fina R • _ D' for Signed: Administrative Approval: City Mana Signed: City Council Approval: City Clerk Amount Debit Credit $1.3,416.00 $13,416.00 Date G° l Date Date PIib9